Data Visualization with Microsoft Power BI

Learning Objectives:
• Understand Power BI’s role in modern data analytics.
• Navigate Power BI Desktop and Service interfaces.
• Import, transform, and visualize data effectively.
• Create and share interactive dashboards.

1.0 Introduction

Today, we’ll explore Microsoft Power BI—a leading tool for transforming raw data into
clear, actionable insights. Power BI, a suite of business analytics tools developed by
Microsoft, empowers users to analyze data and share insights, playing a pivotal role in
transforming raw data into actionable intelligence (Becker & Gould, 2019). It stands as
an interactive data visualization software, with a particular focus on business
intelligence, offering a robust platform for creating dynamic dashboards and automated
workflows (Al-Sai et al., 2022). Power BI's ability to integrate data from various sources,
analyze it, and visualize information makes it an invaluable asset for managers seeking
to make informed decisions in areas such as sales (Gonçalves et al., 2023). Power BI's
intuitive interface, coupled with its advanced analytical capabilities, facilitates the
creation of comprehensive reports and visualizations that enable businesses to monitor
performance, identify trends, and gain a deeper understanding of their operations. The
creation of real-time sales dashboards, for instance, demonstrates significant
improvements in decision-making processes and operational efficiency, underscoring
the tool's impact on organizational effectiveness (Shelar, 2024).

Designed for both beginners and future analysts, Power BI simplifies data visualization
through its intuitive interface, allowing you to create interactive dashboards, analyze
trends, and present findings with precision.

Definition: A business analytics tool by Microsoft for visualizing data and sharing
insights.

Components:
o Power BI Desktop: Free desktop app for report creation.
o Power BI Service: Cloud platform for collaboration and sharing.
o Power BI Mobile: App for viewing reports on-the-go.

Whether you’re working on academic projects, internships, or personal goals, mastering

Power BI will equip you with skills to elevate your data storytelling. By the end of this
session, you’ll understand core features, build basic reports, and apply these techniques
to real-world scenarios. Let’s begin your journey toward data-driven excellence.

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Before we begin, ensure you meet these requirements:

1. System Specifications: A computer running Windows 8 or Windows Server

2012 R2 (or later). Minimum 2-core processor and 4GB RAM
2. Software Installation: Microsoft Power BI Desktop must be installed (download
here).
3. Lab Files: Download course materials from this Google Drive folder. Note: Files
will be permanently removed 1-2 weeks after the course concludes.
4. Internet Access: Stable connectivity required for accessing Power BI Service
(cloud platform).
5. Account Requirements: A Microsoft account using your organization/work
email (e.g., @university.edu).

Personal emails (Gmail, Yahoo, etc.) are incompatible with Power BI Service due to
licensing restrictions.

Here's a refined, professional version with clarified technical details:

Compatibility Note:
Power BI Desktop is officially supported only on Windows. For macOS or Linux users,
consider these workarounds:
• Dual-boot setup: Install Windows alongside your current OS.
• Virtual Machine: Run Windows via virtualization tools (e.g., Parallels or
VirtualBox).

Important:
While Power BI Service (the cloud platform) is accessible via web browsers on any OS,
full report-building capabilities require Power BI Desktop, which is Windows-exclusive.

For the latest information and detail of official system requirements and how to install
Power BI Desktop, please go to this website: https://learn.microsoft.com/en-us/power-
bi/fundamentals/desktop-get-the-desktop

Here’s a clear, step-by-step guide for downloading and installing Power BI Desktop from
the Microsoft Store:

How to Download and Install Microsoft Power BI Desktop from the Microsoft Store

Prerequisites:
A computer running Windows 10/11 or later.
A Microsoft account (work/school or personal) signed into the Microsoft Store.

Steps:

1. Open the Microsoft Store

Click the Start Menu (Windows icon) and type "Microsoft Store."

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 Open the Microsoft Store app from the search results.

2. Search for Power BI Desktop

In the Store’s search bar (top-right), type “Power BI Desktop” and press Enter.
Select the Correct App

3. Look for the official “Power BI Desktop” app by Microsoft Corporation (ensure it’s
marked as Free).

4. Install

Click the “Get” or “Install” button.

Wait for the download and installation to complete (progress bar will appear).

5. Launch Power BI Desktop

After installation, click “Open” in the Microsoft Store or find it in your Start Menu.

6. Sign In (Optional)

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 When prompted, sign in with your work/school Microsoft account (required for
publishing reports to Power BI Service).

Important Notes:

The Microsoft Store version updates automatically, ensuring you always have the latest
features.

If you encounter issues, download Power BI Desktop directly from Microsoft’s website:
https://aka.ms/pbiSingleInstaller.

Let me know if you need further assistance! �

2.0 What We DO With Power BI

Power BI is a versatile tool used across industries to transform raw data into actionable
insights. Here’s how professionals and students leverage it:

2.1 Connect & Consolidate Data

- Integrate Data Sources: Pull data from Excel, SQL databases, cloud services
(e.g., Azure, Google Analytics), APIs, and even PDFs.
- Clean and Transform Data: Use Power Query to remove duplicates, fix errors,
merge tables, or reshape datasets.

Example: A retail manager combines sales data from Excel, customer feedback from
surveys, and inventory levels from an SQL database into a single dashboard.

2.2 Visualize Trends and Patterns

- Create Interactive Dashboards: Drag-and-drop charts, maps, and graphs to

highlight trends (e.g., sales growth, customer demographics).
- Apply Advanced Visuals: Use custom visuals like heatmaps, Sankey diagrams,
or AI-generated insights.

Example: A marketing team tracks campaign performance in real time, visualizing click-
through rates and conversion metrics.

2.3 Analyze Data with Business Logic

- Build Calculations with DAX: Write formulas (e.g., `Total Sales =

SUM(Sales[Revenue])`) to derive metrics like profit margins or YoY growth.

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 - Leverage AI Insights: Use Quick Insights to automatically detect patterns or
outliers.
- Forecast Trends: Apply built-in forecasting models to predict future sales or
demand.

Example: A finance analyst forecasts quarterly revenue using historical data and
identifies cost-saving opportunities.

2.4 Share Insights Collaboratively

- Publish Reports to Power BI Service: Upload dashboards to the cloud for

stakeholder access.
- Set Up Data Alerts: Receive notifications when KPIs (e.g., website traffic,
inventory levels) hit thresholds.
- Collaborate in Teams: Embed reports in Microsoft Teams, SharePoint, or email
for seamless teamwork.

Example: A project manager shares real-time budget tracking dashboards with

executives via a secure link.

2.5. Drive Decision-Making

- Spot Opportunities: Identify underperforming products, high-growth markets, or

customer segments.
- Monitor Operations: Track supply chain efficiency, employee productivity, or
service quality.
- Support Strategic Goals: Align data insights with organizational objectives (e.g.,
sustainability targets).

Example: A healthcare administrator uses Power BI to optimize patient wait times by

analyzing appointment data.

2.6. Specialized Use Cases

- Real-Time Analytics: Monitor IoT sensor data (e.g., factory equipment, smart
devices).
- Embedded Analytics: Integrate Power BI reports into custom apps or websites.
- Governance: Enforce data security rules and audit access.

2.7 Key Takeaway

Power BI isn’t just about charts—it’s about telling stories with data. Whether analyzing
class projects, internships, or business scenarios, you’ll learn to:
- Turn chaos into clarity.
- Communicate insights effectively.
- Influence decisions with evidence.

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By mastering Power BI, you’re equipping yourself with a skill highly valued in roles like
data analyst, business intelligence specialist, or even entrepreneur!

3.0 Dashboard vs Report

In Power BI, reports and dashboards serve distinct purposes, even though both are used
for data visualization. A dashboard is a way of displaying various types of visual data in
one place. It often provides a quick overview of key performance indicators (KPls) or
other important metrics. Here’s a clear breakdown of their differences:

3.1 Definition
- Report:
a. A multi-page collection of interactive visuals (charts, tables, maps) built
from a single dataset.
b. Focuses on detailed data analysis (e.g., drilling into trends, filtering,
cross-highlighting).
c. Created in Power BI Desktop.

- Dashboard:
a. A single-page display of key metrics (tiles) pinned from one or multiple
reports or datasets.
b. Designed for high-level monitoring (e.g., KPIs, summaries).

3.2 Key Differences

Feature Report Dashboard

Creation Tool Power BI Desktop Power BI Service (web)
Multiple pages, detailed Single page, summarized
Scope
exploration view
Full interactivity (filters, drill- Limited (click tiles to open
Interactivity
through) source report)
Combines visuals from
Data Sources Connects to one dataset
multiple datasets/reports
Editable (add visuals, modify Static (curated from pinned
Editing
queries) report tiles)
Collaboration Shared via workspace or app Shared as a standalone view

3.3 Use Cases

- Use a Report When You Need To:
a. Explore raw data relationships.
b. Create detailed visualizations with filters/slicers.
c. Perform ad-hoc analysis (e.g., "Why did sales drop in Q3?").

- Use a Dashboard When You Need To:

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 a. Track real-time KPIs (e.g., monthly revenue, customer satisfaction).
b. Provide executives with a quick, consolidated overview.
c. Monitor alerts (e.g., inventory thresholds).

3.4 Example
- Report: A 5-page analysis of global sales data, including regional breakdowns,
product performance, and customer demographics.
- Dashboard: A single page showing total revenue, top-selling products, and
regional sales growth, pinned from the sales report and a separate supply chain
dataset.

Start with reports to analyse, then build dashboards to share insights! �

3.5 Scenarios

Scenario 1: Recurring Performance Updates

Use a Report When:

- You need to analyze detailed historical trends (e.g., monthly sales by product
category, regional Year-Over-Year comparisons).
- Example: Creating a quarterly financial report with drill-down pages for
expenses, revenue, and profit margins.

Use a Dashboard When:

- You want to automate recurring updates for high-level metrics (e.g., monthly
revenue, active users).
- Example: A CFO monitors a dashboard that refreshes daily with updated sales
data, eliminating manual report generation.

Why:
- Reports allow deep analysis with filters/slicers; dashboards provide a “live”
summary.
- Tip: Build a report once, then pin its core visuals to a dashboard for effortless
data refreshes.

Scenario 2: Interactive Data Exploration

Use a Report When:

- Stakeholders need to interact with data dynamically (e.g., filtering by region,
drilling into time periods).
- Example: A sales team explores a report with slicers for product lines and fiscal
quarters to identify underperforming regions.

Use a Dashboard When:

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 - You need to highlight pre-defined KPIs without requiring users to manipulate
data.
- Example: A static executive dashboard shows current revenue vs. targets, with
tiles linked to underlying reports for deeper analysis.

Why:
- Reports support slicers, cross-filtering, and drill-through actions.
- Dashboards display static tiles but can link to interactive reports.

Scenario 3: Organizational Transparency

Use a Report When:

- Teams require custom analysis (e.g., department-specific metrics, ad-hoc
queries).
- Example: HR creates a report to analyze employee retention rates by
department, accessible only to managers.

Use a Dashboard When:

- You need a universal, real-time snapshot for broad audiences.
- Example: A company-wide dashboard embedded on the intranet shows live
customer satisfaction scores, support ticket resolution times, and inventory
levels.

Why:
- Dashboards simplify complex data into digestible metrics, ensuring alignment
across teams.
- Reports cater to specialized needs but may overwhelm non-technical users.

3.6 Key Takeaways

1. Reports = Flexibility (detailed analysis, interactivity, multiple pages).

2. Dashboards = Efficiency (real-time summaries, automation, broad sharing).
3. Always link dashboards to underlying reports for a seamless user experience.

4.0 Elements of Power BI

4.1 Power BI Desktop

- Purpose: Primary tool for authoring and publishing reports.

- Platform: Windows-only desktop application (free download).
- Key Features:
- Data Integration: Connect to 100+ sources (Excel, SQL, cloud services).
- Data Transformation: Clean and shape data using Power Query Editor.
- Visualization Design: Build interactive reports with charts, tables, maps, and
custom visuals.

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 - Data Modeling: Define relationships, create calculated columns/measures
with DAX.

- Usage Workflow:
o Developers work offline to import data, design reports, and publish to
Power BI Service.
o No Microsoft account required for basic use (sign-in needed to
publish reports).

4.2. Power BI Service (SaaS)

- Purpose: Cloud platform for sharing, collaboration, and advanced analytics.
- Access: Web-based (https://app.powerbi.com) via any modern browser.

- Key Features:
o Report Hosting: Central repository for published reports and
dashboards.
o Collaboration: Share workspaces, set permissions, and co-edit with
teams.
o Automation: Schedule data refreshes, set alerts, and use AI-powered
insights.
o Embedded Analytics: Integrate reports into apps/websites using APIs.

- Licensing Model:
o Free Tier: Limited to personal use (no sharing, 1GB/user storage).
o Pro/PPU Licenses ($10-$20/user/month): Enable sharing,
collaboration, and premium features.
o Premium Capacity ($5K+/month): Enterprise-grade scalability and
governance.

4.3 Workflow Integration

1. Develop: Create reports in Power BI Desktop.

2. Publish: Upload to Power BI Service for cloud access.
3. Share: Collaborate with stakeholders via apps, Teams, or embedded links.

4.4 Key Distinctions

Aspect Power BI Desktop Power BI Service

User Role Report Developers Developers, Viewers, Admins
Free (basic) / Paid
Cost Free
(collaboration)
Data modeling, report Sharing, dashboards,
Functionality
creation automation

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 Requires Windows Browser-based, cross-
Accessibility
installation platform

4.5 Why It Matters

- Power BI Desktop empowers users to build data stories.

- Power BI Service enables teams to act on insights collaboratively.

This distinction ensures scalability—from individual analysis to enterprise-wide

decision-making.

5.0 Course Overview: Using Power BI for Data Analysis

Welcome to the Power BI Essentials course!

This hands-on program will equip you with the skills to transform raw data into
compelling visual stories using Microsoft Power BI. While the course includes step-by-
step guides and annotated screenshots, note that Power BI’s interface may evolve due to
frequent updates—rest assured, core concepts remain timeless.

5.1 Course Structure

Learning Outcomes

By the end of this course, you’ll be able to:

1. Clean and transform messy datasets into analysis-ready formats.
2. Build relational data models and calculate metrics using DAX.
3. Design interactive, publication-quality reports.
4. Share insights securely across teams using Power BI Service.

Note: Power BI evolves rapidly—new features may enhance (but won’t replace) the
foundational skills taught here.

Four Practical Labs progressing from data preparation to collaborative reporting:

Lab 1: Preparing & Cleaning Data with Power Query

Objective: Master the ETL (Extract, Transform, Load) process.

Key Tasks:

- Import data from diverse sources

- Clean data using Power Query

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 - Remove duplicates, fix errors, merge tables, and handle missing values.
- Optimize datasets for analysis.

Lab 2: Data Modeling & Exploration

Objective: Build relationships and uncover insights.

Key Tasks:

- Data Modeling:
o Define table relationships (one-to-many, many-to-many).
o Create hierarchies (e.g., date: year → quarter → month).

- Exploration:
o Use drag-and-drop visuals (charts, matrices, maps).
o Apply filters and slicers for dynamic analysis.

- DAX Fundamentals:
o Write calculated columns and measures (e.g., `Total Sales =
SUM(Sales[Revenue])`).

Lab 3: Designing Impactful Visualizations

Objective: Craft reports that tell a story.

Key Tasks:

Design Principles: Use color theory, fonts, and layouts for clarity. Add text
boxes, images, and shapes for context.

Interactivity:
o Embed buttons, bookmarks, and tooltips.
o Set cross-filtering and drill-through actions.

Best Practices:
o Avoid clutter; prioritize key metrics.

Lab 4: Publishing & Collaboration with Power BI Service

Objective: Share insights securely and scale impact.

Key Tasks:

Publish Reports:
Upload from Power BI Desktop to the cloud (Power BI Service).

Collaborate:
Share dashboards via apps, Teams, or embedded links.
Set row-level security for sensitive data

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This version emphasizes practical skills, real-world relevance, and visual clarity.

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