Microsoft Power BI has become an indispensable tool for data analysts and business professionals looking to derive insights from their data. One of the most common sources of data for these insights is Microsoft Excel, often stored on SharePoint for collaborative purposes. Here are five effective methods to connect Power BI to Excel files located on SharePoint:
1. SharePoint List as Data Source
If your Excel file is already converted to a SharePoint list, Power BI can easily pull data from it:
- Open Power BI Desktop.
- Go to Get Data and select Online Services.
- Choose SharePoint Online List.
- Enter the URL for your SharePoint site and log in if necessary.
- Select the list you want to connect to and click Load.
🏗️ Note: Ensure your SharePoint list has been properly formatted with column headers for best integration with Power BI.
2. Using an ODC File
An Office Data Connection (ODC) file can be used to streamline the connection process:
- Create an ODC file from Excel by going to Data > Get External Data > From Other Sources > From Microsoft Query, and follow the wizard to save the ODC file.
- In Power BI, select Get Data > Other > Microsoft Excel.
- Instead of browsing for an Excel file, choose Use an ODC file.
- Select your ODC file and load the data.
3. Excel Files in a Document Library
To connect directly to an Excel file in a SharePoint Document Library:
- In Power BI, go to Get Data > File > SharePoint Folder.
- Enter the URL of the SharePoint site where the document library resides.
- Navigate to the Excel file and select it to load the data into Power BI.
🔍 Note: Ensure the Excel file's permissions allow Power BI to access it, and consider using Power Query to refresh data automatically.
4. Use Power Query
Power Query is a powerful ETL tool within Power BI that can connect and transform data:
- In Power BI, click Get Data > From File > From Excel.
- Enter the URL of the SharePoint site where the Excel file is located.
- Select the file and click Load.
- Use Power Query Editor to transform your data as needed before loading it into Power BI.
5. SharePoint Embedded Reports
If the Excel file on SharePoint already has embedded reports or Power BI reports:
- Go to Get Data > Online Services > SharePoint Online List or SharePoint Folder, based on where the file is stored.
- Connect to the SharePoint site.
- Select the Excel file with embedded Power BI reports and load the data.
In each of these methods, the goal is to ensure seamless data flow between Excel on SharePoint and Power BI. Each approach has its advantages:
- SharePoint List: Ideal for already converted SharePoint lists with structured data.
- ODC File: Provides a reusable connection to an Excel file, which can be shared or edited for future use.
- Document Library: A straightforward method when files are directly stored in SharePoint libraries.
- Power Query: Best for data transformation and complex data setup within Power BI.
- Embedded Reports: When the Excel file contains pre-built Power BI visualizations.
Remember, integrating Power BI with SharePoint Excel involves not just technical steps but also understanding the workflow and data management practices within your organization. This can lead to more efficient data reporting, better collaboration, and enhanced data-driven decision-making.
What permissions do I need to connect to SharePoint from Power BI?
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You will need at least read access to the SharePoint site or library where the Excel file is stored. However, for full functionality including refresh capabilities, you might need additional permissions to manage or edit content.
Can I refresh data from SharePoint automatically in Power BI?
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Yes, by using Power Query’s scheduled refresh feature, you can set Power BI to periodically pull new or updated data from the Excel files in SharePoint. Make sure your SharePoint data source settings support refresh.
Is it possible to connect to multiple Excel files from SharePoint at once?
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Yes, using Power Query’s ‘From Folder’ option, you can connect to a SharePoint folder containing multiple Excel files and merge or append them as needed.
