Power BI Export Options

Owned by Sarah Kerner
Last updated: Jun 15, 2023
3 min read

Export Filtered Reports

These are the most commonly created and used reports within Power BI. They have slicers and filters so that users can easily access and filter through information to get the data that they need.

To export reports,

  1. Run the report (note that several columns of data has been greyed out in this example but normally the fields containing data would populate).

  2. Although logically one would look for the ‘Export’ button along the top toolbar, this is NOT the way to export theses types of reports. Instead, you will need to hover the mouse below the furthest slicer to the right until three consecutive periods (…) appear with the message ‘More options’. These periods may disappear when the user attempts to click on them, but if they click on the scroll bar before hovering over the periods, the periods will stay in place.

  3. Once the ‘More options’ message appears, click on the three periods (…):

4. Click on the ‘Export data’ option located within the ‘More options’ drop-down menu:


5. Select the ‘Data with current layout’ option and then click the ‘Export’ button. (Note that if the ‘Data with current layout’ option is greyed out then the user likely clicked on the wrong three periods):

 

6. The file will likely download to the bottom left of your browser (or wherever your files are set to automatically download to) in a Microsoft Excel format. The user can either drag it to the desktop to save or click on it to open:

Export Graphs or Charts

  1. Run the report then click on the ‘Export' button along the top toolbar.

  2. Choose an option from the drop-down menu:

Export Paginated Reports

Paginated reports are not as commonly accessed in Power BI within the apps at UCSB, however some departments do build and utilize them. They basically look like an excel document and cannot be filtered or sliced. To export paginated reports,

  1. Run the report and click on the ‘Export’ button along the top toolbar (note that several columns of data has been greyed out in this example for confidentiality but normally the fields containing data would populate):

2. A drop-down menu will appear and the user can select whichever type of file they would like the data exported as. All they need to do is click on their selection and the file will download: