Author: Marnel Catlett
There are multiple ways to further interact with tables and graphs in PowerBI. Below is an explanation of some of these options.
Please note - All report examples are based on our Demo data. Any similarities are purely coincidental.
3 Ways to view and use data
There are many ways to view and use data - we will focus on 3 more obvious choices.
1 - Drill through (Most Common)
2 - Export data to Excel (Recommended approach)
3 - Analyze data in Excel (Not recommended *)
* Unless you are an advance user
1) Use the drilldown or drill through function to get to the lowest level of data. (Right click on any number, then click on Drill Through and then select from the options available.
2) Download the data to Excel. (Make sure that the table containing the data is active - you will know it is when you see the ellipses [...] in the right-hand corner of the table or graph.
Please note - this functionality is available on almost every table and graph. Simply ensure that the object is selected, then click on the ellipses [...] to access the "More Options" menu.
Now select whether you want the summarized data (As per the view that you were filtering from) or Underlying data (everything that makes up that view / visual)
This option is just a way of getting the data behind a table or chart. The format from Power BI will not maintained once the data is in Excel.
This data is really useful when you want to do your own analysis on an already defined set of data.
Please note - Even though you cannot export a table or graph from PowerBI to Excel to look exactly like the version in PowerBI. You can however subscribe to a report and have a PDF version delivered into your mailbox on a frequency of choice.
3) Finally, there is a function to "Analyze in Excel"
Please note - we do not recommend this for all users as you will need an understanding of the underlying data structures. We also find that since the reports already contains all the fields, a user will have an easier time of it to simply create a copy of a report and then Edit the report in the way they see fit.
Click on Export and then Select Analyze in Excel.
A file is generated that contains a "blank" pivot table. You will need sufficient access to the data source to use this function. You will be asked to provide credentials.
There is a ton of articles and videos online on this topic. Please do reach out if we can assist in any way.
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