How to Create an App in Power BI

Want to create a powerful, interactive app in Power BI? It’s easier than you might think! With just a few clicks, you can transform your data into a fully functional app that provides valuable insights and engages your audience.

Connecting To Your Data #

Connecting to your data is the first crucial step in creating your Power BI app. You’ll need to import your data into Power BI and then transform it using Power Query to get it ready for analysis and visualization.

Importing Data #

There are several ways to import data into Power BI:

  1. From files: You can import data from Excel, CSV, XML, JSON, and text files. Simply click “Get Data” in the Home tab and select the file type.
  2. From databases: Power BI supports direct connections to various databases, including SQL Server, Oracle, IBM DB2, MySQL, PostgreSQL, Sybase, Teradata, SAP HANA, and Amazon Redshift. Use the “Database” option under “Get Data.”
  3. From online services: You can connect to popular online services like SharePoint, Dynamics 365, Salesforce, Google Analytics, Adobe Analytics, Facebook, and more. Look for the “Online Services” option.
  4. From Azure sources: If your data is stored in Azure, you can easily connect to Azure SQL Database, Azure Synapse Analytics, Azure Blob Storage, and other Azure services.

Once you’ve selected your data source, follow the prompts to establish the connection and import the data into Power BI.

Using Power Query #

After importing your data, you’ll likely need to transform and clean it using Power Query Editor. This powerful tool allows you to:

  • Remove columns, rows, or tables you don’t need
  • Rename columns and tables for clarity
  • Change data types (e.g., from text to number)
  • Split or merge columns
  • Replace values
  • Remove duplicates
  • Pivot or unpivot data
  • Create calculated columns using formulas

To access Power Query Editor, right-click on a table in the Fields pane and select “Edit Query.” Make your transformations using the various options in the Home and Transform tabs. As you make changes, each step is recorded in the Applied Steps section, allowing you to easily modify or undo steps as needed.

Creating Visuals #

Selecting the right visuals and customizing them effectively is crucial for presenting your data in a meaningful and engaging way. Here’s how you can create compelling visuals in Power BI:

Choosing The Right Visuals #

Power BI offers a wide range of visualizations to suit different data types and storytelling needs. Consider the following factors when selecting visuals:

  • Purpose: Determine the main objective of your visual, such as comparing values, showing trends over time, or highlighting relationships.
  • Data type: Choose visuals that are compatible with your data, such as bar charts for categorical data or line charts for continuous data.
  • Audience: Consider the preferences and familiarity of your target audience when selecting visuals.

Some common visuals in Power BI include:

  • Bar and column charts
  • Line and area charts
  • Pie and donut charts
  • Scatter plots and bubble charts
  • Tables and matrices
  • Cards and KPIs

Experiment with different visuals to find the most effective way to convey your insights.

Customizing Visuals #

Once you’ve selected your visuals, you can customize them to enhance their appearance and effectiveness. Power BI provides various formatting options, including:

  • Colors: Adjust the color scheme to match your brand or highlight important data points.
  • Labels: Add labels to provide context and clarity to your visuals.
  • Legends: Customize legends to explain the meaning of different colors or symbols used in your visuals.
  • Axes: Modify the scale, units, and formatting of the x-axis and y-axis to improve readability.
  • Backgrounds: Change the background color or add a background image to create a visually appealing design.

To access these customization options, select a visual and navigate to the “Format” pane in the Visualizations panel.

Utilizing Slicers #

Slicers are interactive filtering tools that allow users to dynamically explore and slice data based on selected attributes. They provide an intuitive way to drill down into specific subsets of data. To add a slicer:

  1. Select the visual you want to filter.
  2. Go to the “Fields” pane and drag the desired field into the “Filters” section.
  3. In the “Filters” pane, select the field and choose “Slicer” from the dropdown menu.
  4. Customize the slicer’s appearance and behavior using the options in the “Format” pane.

Read our extensive guide on slicers in Power BI.

Designing The Report Layout #

Designing an effective report layout is crucial for presenting your data in a visually appealing and intuitive way. Let’s explore how to create a dashboard, organize pages, and apply themes and formatting to enhance your Power BI app.

Creating A Dashboard #

A well-designed dashboard provides an at-a-glance view of your key metrics and insights. Follow these steps to create an impactful dashboard in Power BI:

  1. Select relevant visuals: Choose visuals that best represent your data and align with your dashboard’s purpose. Consider using cards, gauges, and KPIs for high-level metrics, and charts and graphs for detailed data exploration.
  2. Arrange visuals strategically: Place the most important visuals prominently on the dashboard, ensuring they are easily noticeable. Group related visuals together to create a logical flow and make it easier for users to understand the data story.
  3. Use whitespace effectively: Don’t overcrowd your dashboard. Use whitespace to separate visuals and create a clean, uncluttered layout that is easy on the eyes.
  4. Add interactive elements: Incorporate slicers, filters, and drill-through functionality to allow users to interact with the dashboard and explore data at different levels of granularity.

Organizing Pages #

Organizing your report pages is essential for creating a structured and user-friendly app. Consider these tips:

  1. Create a logical flow: Arrange your pages in a logical sequence that guides users through the data story. Start with high-level overview pages and progressively jump into more detailed and specific data.
  2. Use descriptive page names: Give your pages clear and descriptive names that reflect their content. This helps users quickly navigate to the information they need.
  3. Carry out a consistent layout: Maintain a consistent layout across pages, with similar positioning of visuals, filters, and slicers. This creates a cohesive user experience and reduces cognitive load.
  4. Use page navigation: Add page navigation elements, such as buttons or a navigation pane, to allow users to easily move between pages and access different sections of the report.

Applying Themes And Formatting #

Applying themes and formatting enhances the visual appeal and professionalism of your Power BI app. Follow these guidelines:

  1. Choose an appropriate theme: Select a theme that aligns with your brand guidelines or the tone of your data story. Power BI offers a variety of built-in themes, or you can create custom themes to match your specific requirements.
  2. Customize colors: Use colors consistently throughout your report to create a cohesive look and feel. Choose colors that complement each other and effectively represent different data categories or dimensions.
  3. Format text and labels: Ensure that text and labels are legible and consistent. Use appropriate font sizes, styles, and colors to make your content easily readable and visually appealing.
  4. Apply conditional formatting: Use conditional formatting to highlight important data points or outliers. This draws users’ attention to key insights and makes your report more engaging and informative.

How to Build an App in Power BI? #

Once you have your report pages designed and ready, it’s time to build your Power BI app to share your insights with others. Here’s how to set up the app navigation, bookmarks, and configuration settings for an optimal user experience.

App Navigation #

Effective app navigation is crucial for guiding users through your Power BI content. Follow these steps to create intuitive navigation:

  • Go to the “View” tab in Power BI Desktop and click “Selection Pane”.
  • In the Selection Pane, select the visuals you want to use for navigation, such as buttons or images.
  • Right-click each navigation visual and choose “Add as bookmark”.
  • Name your bookmarks descriptively, like “Sales Dashboard” or “Product Details”.
  • Arrange your bookmarks in a logical order in the Bookmarks Pane.
  • To create navigation buttons, use the “Buttons” option under the “Insert” tab.
  • Customize your buttons’ appearance and link them to the corresponding bookmarks.

Test your app navigation thoroughly to ensure users can easily access all sections of your app.

Setting Up Bookmarks #

Bookmarks allow users to quickly jump to specific report pages or states. Here’s how to set them up:

  • Navigate to the view or filter state you want to bookmark.
  • Go to the “View” tab and click “Bookmarks Pane”.
  • In the Bookmarks Pane, click “Add” to create a new bookmark.
  • Give your bookmark a clear, descriptive name.
  • Repeat steps 1-4 for each bookmark you want to create.
  • To apply a bookmark, simply click on it in the Bookmarks Pane.

You can also update bookmarks if you make changes to the associated view. Right-click the bookmark and select “Update” to capture the current state.

How to Configure Power BI App Settings #

Before publishing your Power BI app, configure the app settings to control access and functionality:

  • Go to the “File” menu and click “Publish”.
  • Select “Publish to Power BI” and choose your destination workspace.
  • After publishing, go to the Power BI service and open your workspace.
  • Find your published report, click the three dots (…), and select “Create app”.
  • In the app creation screen, give your app a name and description.
  • Choose a color scheme and upload a logo to match your branding.
  • Under “Navigation”, select the pages you want to include in your app.
  • Set up permissions to control who can access your app – individuals, groups, or your entire organization.
  • Click “Publish app” to make it live.

Once published, your Power BI app is ready to be shared with your intended audience. They’ll be able to interact with your visuals, navigate using the bookmarks and buttons you set up, and gain valuable insights from your data.

How to Publish and Share the Power BI App #

Once you’ve built your Power BI app with engaging visuals and intuitive navigation, it’s time to publish and share it with your team. Publishing your app to the Power BI service allows others to access and interact with your reports and dashboards.

Publishing your App to the Power BI Service #

To publish your app, go to the Publish tab in Power BI Desktop and select Publish to Power BI. Sign in to your Power BI account if prompted. Choose the workspace where you want to publish the app and click Select.

Power BI will upload your reports, data models, and visualizations to the cloud service. This process may take a few minutes depending on the size of your dataset. Once published, you’ll see a success message with links to open the app in the Power BI service.

Sharing With Colleagues #

After publishing, go to the Power BI service and navigate to the workspace containing your app. Click on the Settings icon (gear symbol) and select Manage Access. Here you can invite individual users or security groups in your organization to view the app.

Alternatively, you can generate an app link to share with others. Go to the workspace, find your app, click the More options (…) menu, and select Update app. In the Access tab, turn on “Allow all users to have access,” copy the app link, and send it to your colleagues.

Keep in mind that users will need a Power BI Pro license or the app needs to be in a Premium capacity workspace for them to access the shared app. Ensure the appropriate licensing is in place before sharing broadly.

How to Embed a Power BI App #

Plus to sharing the app within Power BI, you can also embed it in other applications like SharePoint or your company portal. This allows users to access Power BI content without leaving the context of their workflow.

To embed your app, go to the Power BI service and open the app. Click the More options (…) menu in the top right corner and select Embed. Choose the embedding option that fits your needs (e.g., website or portal, SharePoint, Teams).

Copy the provided embed code or URL and paste it into the destination application. Set the appropriate dimensions for the embedded view. Users opening the embedded app will be able to interact with the reports based on their Power BI permissions.

How to Update and Maintain the Power BI App #

Once your Power BI app is published and shared, it’s crucial to keep it up to date and well-maintained to ensure users always have access to the latest data and an optimal experience.

Refreshing Data #

To keep your app’s data current, you need to refresh the underlying datasets regularly. In Power BI Desktop, you can set up automatic refreshes for your data sources:

  1. Go to the Home tab and click Refresh.
  2. Click the dropdown arrow and select Schedule Refresh.
  3. Configure the refresh frequency (daily, weekly, etc.), time, and any necessary authentication details.
  4. Click Apply to save the refresh schedule.

Power BI will now automatically update your datasets based on the specified schedule, ensuring your app always displays the most recent data.

Making Changes to Visuals and Layout #

As your app evolves, you may need to modify visuals, add new pages, or rearrange the layout to better suit your users’ needs. To make changes:

  1. Open your Power BI report in Power BI Desktop.
  2. Make the desired modifications, such as updating visuals, adding new pages, or adjusting the layout.
  3. Save your changes and publish the updated report to the Power BI service.

Remember to test your changes thoroughly to ensure they function as intended and enhance the user experience.

Republishing Updates #

After making changes to your Power BI report, you need to republish it to push the updates to your app:

  1. In Power BI Desktop, click Publish on the Home tab.
  2. Select the workspace where your app is located.
  3. Click Select to publish the updated report.

Next, update the app itself:

  1. Go to the Power BI service and navigate to the workspace containing your app.
  2. Click the More options (…) button next to your app and select Update app.
  3. Make any necessary changes to the app’s navigation, content, or settings.
  4. Click Update app to publish the changes.

Your app users will now have access to the updated version, with the latest data, visuals, and layout improvements.

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