Documentation standards in Power BI - Step-by-Step Guide

Introduction

Good documentation helps everyone understand and use Power BI reports easily. It explains what data is shown, how calculations work, and how to use the report. This avoids confusion and saves time when sharing reports with others.

When you create a new Power BI report to explain its purpose and data sources.

When you add complex calculations or measures that others need to understand.

When you share reports with team members who did not build them.

When you update reports and want to keep track of changes.

When you hand over reports to a new team or user.

Steps

Step 1: Click

- File tab

The backstage view opens showing options like Info, Save, and Options

Step 2: Select

- Options and settings > Options

The Options window opens where you can set report properties

Step 3: Click

- Current File > Description

A text box appears where you can enter a report description

💡 Write a clear summary of the report’s purpose and data sources

Step 4: Open

- Model view

You see all tables and relationships in the report

Step 5: Select

- Each table > Properties pane

You can add a description for the table explaining its data

💡 Describe what data the table holds and its source

Step 6: Select

- Each measure or calculated column > Properties pane

You can add a description explaining the calculation logic

💡 Use simple language to explain what the measure calculates

Step 7: Save

- File tab > Save

All documentation is saved within the Power BI file

Before vs After

Before

Power BI report with no descriptions or explanations for tables and measures

After

Power BI report with clear descriptions for the report, tables, and measures that explain their purpose and calculations

Settings Reference

Report Description

📍 File tab > Options and settings > Options > Current File > Description

To provide a summary of the report’s purpose and data sources

Default: Empty

Table Description

📍 Model view > Select table > Properties pane > Description

To explain what data the table contains and its origin

Default: Empty

Measure/Column Description

📍 Model view > Select measure or calculated column > Properties pane > Description

To describe the logic behind calculations in simple terms

Default: Empty

Common Mistakes

Leaving report and model elements undocumented

Users cannot understand the report’s purpose or how calculations work, causing confusion

Always add descriptions to the report, tables, and measures to explain their roles clearly

Using technical jargon in descriptions

Non-technical users may not understand complex terms

Use simple, everyday language to explain concepts so everyone can follow

Not updating documentation after changes

Documentation becomes outdated and misleading

Update descriptions whenever you change data sources, calculations, or report purpose

Summary

Documentation in Power BI helps users understand reports and data clearly.

Add descriptions to the report, tables, and measures using the Properties pane and Options menu.

Use simple language and keep documentation updated to avoid confusion.