How to Build Power BI

Building a report in Power BI from scratch can seem intimidating, but its workflow is surprisingly logical once you understand the core steps. This guide will walk you through the entire process, from connecting your raw data to publishing a polished, interactive dashboard, giving you a solid foundation for your own reporting projects.

What Exactly is Power BI?

Power BI is Microsoft's business intelligence tool designed to turn unrelated sources of data into cohesive, interactive insights. It consists of a few key components you'll interact with:

• Power BI Desktop: This is the free application you install on your Windows computer. It’s where you'll do all the heavy lifting: connecting to data, cleaning it up, creating your data model, and designing the report with charts and graphs.
• Power BI Service: This is the cloud-based (SaaS) service where you publish your completed reports. Once published, you can share them with others, create dedicated dashboards, and set up automatic data refreshes to keep everything up-to-date.
• Power BI Mobile: These are the mobile apps for phones and tablets, allowing you to view and interact with your reports on the go.

For this tutorial, we will be focusing almost entirely on Power BI Desktop, as that's where reports are born.

Before You Build: Planning Your Report

Jumping straight into building visuals without a plan is a common mistake. You'll end up with a cluttered report that doesn't answer any specific questions. Before you even open Power BI Desktop, take five minutes to think through these two areas.

1. Define Your Goal and Audience

Start by asking yourself a few simple questions:

• Who is this report for? A report for a CEO needs a high-level overview with key performance indicators (KPIs), while a report for a marketing campaign manager needs granular data on ad spend and conversion rates.
• What questions should this report answer? Don't just show data, answer questions. For example, instead of just showing sales data, aim to answer, "What were our top 5 products by sales revenue last quarter?" or "Which marketing channel is driving the most traffic to our website?"
• What is the single most important metric? What number should your audience look at first? Make sure that metric is front and center.

2. Gather and Understand Your Data

You can't visualize data you don't have. Identify your data sources. Is your data in an Excel or Google Sheet? Is it stored in a SQL database? Is it coming from a SaaS platform like Salesforce or Shopify?

Take a quick look at the data itself. Are the column headers clear? Are there blank rows or errors you’ll need to clean up? Knowing this beforehand makes the next steps much smoother.

Step 1: Connecting to Your Data Sources

With a clear plan, it's time to open Power BI Desktop and bring in your data. Power BI can connect to hundreds of different data sources, from local files to cloud services.

For this example, we’ll use a simple Excel file containing sales data.

1. On the Home tab of the ribbon, click Get Data. A new window will pop up showing the most common data sources.
2. Since we're using an Excel file, select Excel Workbook and click Connect.
3. Navigate to your file and open it.
4. A Navigator window will appear, showing all the available worksheets (tabs) and tables within your workbook. Check the box next to the table or sheet you want to import. A preview will appear on the right.
5. You now have two options:

Always choose Transform Data. Let's head to the Power Query Editor to see why.

Step 2: Cleaning and Preparing Data in Power Query

The Power Query Editor is a powerful tool within Power BI for cleaning, shaping, and transforming your data before you build visuals. Messy data leads to broken charts and incorrect insights, so this step is essential.

Inside the editor, your data is displayed in a table. Here are a few common cleaning tasks you might perform:

• Remove Unnecessary Columns: If your dataset has columns you don't need for your report, right-click the column header and select Remove. This makes your model smaller and faster.
• Check Data Types: Power BI is usually good at guessing data types (e.g., Text, Whole Number, Decimal Number, Date), but it's important to verify. Click the icon to the left of the column header to check or change the data type. Numbers stored as text will cause errors in calculations.
• Handle Errors or Blanks: You can right-click a column header and choose to Replace Values (like replacing "null" with 0) or Remove Errors to clean up messy data points.
• Use First Row as Headers: If your column titles are in the first row of your data, you can promote them to be the official headers by clicking Use First Row as Headers on the Home tab.

Every transformation you make is recorded as a step in the "Applied Steps" pane on the right. This is great because you can click on any previous step to see what the data looked like, or click the "X" to undo a step without starting over.

Once you are happy with how your data looks, click the Close & Apply button in the top left corner. Power BI will apply your steps and load the cleaned data into your report model.

Step 3: Creating Your Data Model (If Necessary)

If you connect to more than one table, you'll need to define how they relate to each other. This is called data modeling. For example, you might have one table with Sales Data and another with Product Details. To see sales figures broken down by product category, you need to connect these two tables.

Go to the Model view by clicking the third icon on the left-hand pane.

• You'll see your tables represented as boxes.
• Find a common column between the two tables (like a 'ProductID' column that exists in both).
• Click and drag the 'ProductID' from one table and drop it directly onto the 'ProductID' in the other table.
• A line will appear, showing that a relationship has been created. Now, Power BI understands that those two tables are linked.

A good data model is the secret to creating flexible and accurate reports with data from multiple sources.

Step 4: Building Visualizations in Report View

Now for the fun part! This is where you bring your data to life. Switch back to the Report View (the first icon on the left pane). It's a blank canvas.

Your screen is now divided into a few key areas:

• The Canvas: The large blank space where you build your report.
• Visualizations Pane: This is where you select the type of chart you want to create (bar chart, pie chart, line graph, map etc.).
• Fields Pane: This lists all of your tables and the data columns (or "fields") within them. This is the data you'll be visualizing.

Creating Your First Chart

Let’s create a simple bar chart showing sales by product category.

1. In the Visualizations pane, click on the icon for a stacked column chart. A blank chart placeholder will appear on your canvas.
2. With the blank chart selected, go to the Fields pane. Find your 'Sales' field and drag it into the Y-axis well in the Visualizations pane.
3. Next, find your 'Product Category' field and drag it into the X-axis well.

That's it! Your chart is instantly created on the canvas. You can now resize it and move it around as you like. Play around by creating a few more visuals. For example, you could show total sales using a Card visual, or create a line chart to show sales over time by dragging a date field to the X-axis.

Step 5: Formatting Your Report and Adding Interactivity

A functional report is good, but a well-designed one is even better. With a visual selected, click the Format your visual icon in the Visualizations pane to customize its appearance.

Here you can change things like:

• Titles, labels, legends, and colors
• Gridlines and background colors
• Data labels (showing the exact values on the chart)

To make your report interactive, add a Slicer from the Visualizations pane. Slicers act as on-canvas filters. You could add a slicer for 'Year' or 'Region', allowing users to click a year or region to filter the entire report page to just that selection instantly.

Step 6: Publish and Share Your Report

Once your report is complete in Power BI Desktop, you need to publish it to the Power BI Service to share it.

1. Make sure you are signed into your Power BI account in the Desktop app.
2. On the Home tab, click Publish.
3. Choose a destination workspace (like 'My workspace') and click Select.
4. After a few moments, you’ll get a success message with a link to view your report in the Power BI Service.

From the Power BI Service, you can use the Share button to directly share the report with coworkers or generate links that you can embed elsewhere.

Final Thoughts

Building a report in Power BI involves a clear workflow: connecting and cleaning your data, modeling it, creating visuals, and publishing the result. While it has a noticeable learning curve and many advanced features, mastering these core steps will give you the confidence to turn any blank canvas into an insightful, interactive report.

Going through all these manual steps for every report can feel time-consuming, especially when you manage data across multiple platforms like Google Analytics, your CRM, and ad accounts. This is why we designed Graphed to be different. Instead of spending hours clicking around in editors and manually building charts, you can simply describe what you want to see - "Show me Facebook Ads spend versus Shopify revenue by campaign for last month" - and Graphed builds the real-time dashboard for you instantly. We built it to give you back the time you spend on manual reporting, so you can focus on making decisions with your data, not just preparing it.