How to Open PBIDS File in Power BI

A PBIDS file is one of the simplest yet most helpful time-saving features in Microsoft Power BI, but it often gets overlooked. If you've ever fumbled with server names or tried to guide a new teammate through the specific steps to connect to your company's SQL database, these tiny files can be a huge help. This article explains exactly what PBIDS files are, how to create them, and how to use them to streamline your data connection process.

What Exactly Is a PBIDS File?

PBIDS stands for "Power BI Data Source." At its core, a PBIDS file isn't much more than a simple text file with a special file extension (.pbids). It doesn't contain any of your actual data. Instead, it holds the pre-configured connection details for a single data source.

Think of it like a shortcut on your computer desktop. A shortcut to an application doesn't contain the application itself, it just tells your computer where to find and how to open it. In the same way, a PBIDS file tells Power BI Desktop which data source to connect to and what settings to use, saving you from having to enter them manually every time.

Inside, a PBIDS file uses a simple JSON (JavaScript Object Notation) structure to define the connection. For a connection to a SQL Server database, the contents might look something like this:

{
  "version": "0.1",
  "connections": [
    {
      "details": {
        "protocol": "tds",
        "address": {
          "server": "YourSQLServerName",
          "database": "SalesDatabase-Q3"
        }
      },
      "options": {
        "legacyRedirect": true,
        "useSingleSignOn": true
      },
      "mode": "DirectQuery"
    }
  ]
}

As you can see, it specifies the server, the database, and even the connection mode (in this case, "DirectQuery"). But you'll notice that there's nothing about your username or password. This is a crucial security feature - PBIDS files handle the where and the how, but a user must always provide their own credentials to authenticate.

Why Are PBIDS Files So Useful?

While small and simple, these files solve several common annoyances in data analysis and reporting workflows. They offer benefits for individual analysts and entire data teams.

• Ensures Consistency: When multiple analysts are working on reports connected to the same central database, a PBIDS file ensures everyone uses the exact same server name, database, and connection mode. This eliminates inconsistencies caused by someone accidentally connecting to a staging environment instead of production.
• Simplifies Onboarding: Instead of sending a new team member a long document with server credentials and connection instructions, you can simply send them a PBIDS file. All they have to do is double-click it, enter their credentials, and they're connected.
• Saves Time and Reduces Errors: Corporate server names can be long and complex. Typing them manually invites typos and frustration. A PBIDS file removes the manual entry step altogether, saving time and preventing simple human errors that can derail an analysis before it even starts.
• Standardizes Data Access: In a larger organization, an IT or data engineering team can create and manage a central library of "official" PBIDS files for approved data sources. This acts as a form of governance, guiding analysts to use pre-vetted, optimized, and correct data connections.

How to Create a PBIDS File in Power BI Desktop

The easiest way to create a PBIDS file is directly inside Power BI Desktop, allowing the software to generate the correct JSON structure for you automatically. You don't need to write any code yourself.

Follow these steps:

Step 1: Start the Connection Process

Open a new or existing Power BI Desktop file. In the Home tab of the ribbon, click on Get Data and select the data source you want to create a connection file for. For this example, let's use SQL Server database.

Step 2: Enter Your Data Source Details

In the dialog box that appears, enter all the necessary connection information. For our SQL Server example, you would provide the Server name and, optionally, the Database name. Select the Data Connectivity mode (Import or DirectQuery). Fill this out exactly as you would for a normal connection.

Step 3: Export the Connection Settings

Here's the key step. Before you click "OK" or "Load," look at the bottom left of the connection window. You should see an option labeled Export data source definition. This is what creates the PBIDS file.

Click that option. It will open a "Save As" dialog. Choose a name and location for your file and save it. By default, it will be saved with the .pbids extension. That's it! You've successfully created a reusable data source connection file.

Optional: Creating a PBIDS File Manually

If you prefer, you can also create a PBIDS file with a simple text editor like Notepad or VS Code. Just create a new file, paste in the appropriate JSON structure for your data source, edit the details (like the server address), and save the file with the .pbids extension. This is useful for advanced users who want to create many similar connection files quickly via scripting.

How to Open a PBIDS File

Using a PBIDS file is even more straightforward than creating one. It's designed to be a one-click process.

Here's how it works:

1. Install Power BI Desktop: First and foremost, you must have Power BI Desktop installed on your computer. Your computer needs to know what program to use to open files with the .pbids extension.
2. Locate the File: Find the PBIDS file you want to use. You might have downloaded it from an email, a shared network drive like SharePoint, or a team collaboration tool like Microsoft Teams.
3. Double-Click the PBIDS File: As you would with any other document, simply double-click the file icon.
4. Power BI Launches and Connects: Power BI Desktop will launch automatically. It will bypass the usual startup screen and immediately open the specific "Get Data" dialog for the data source defined in the file. All the connection details, like the server and database, will already be pre-filled.
5. Provide Your Credentials: Since the PBIDS file does not store sensitive information, you will now be prompted to authenticate. You may need to enter your username and password or sign in with your Windows or Microsoft account to prove you have permission to access the data source.
6. Load or Transform Your Data: Once you've successfully authenticated, you'll be taken to the familiar Power BI Navigator window, where you can select the specific tables, views, or data elements you need. From there, you can choose to Load the data directly into your report or click Transform Data to open the Power Query Editor for cleaning and shaping your data first.

You've now established a successful connection using the PBIDS shortcut, all without having to manually remember or type a single server name.

Best Practices for Using PBIDS Files

To get the most value out of this feature, consider integrating it into your team's workflow in a few strategic ways:

• Create a "Starter Pack" for Projects: When kicking off a new reporting project, create a shared folder containing a Power BI Template file (.pbit) with your company's branding and a PBIDS file with the connection to the project's primary data source. This gives every team member a standardized and ready-to-use starting point.
• Build a Centralized Library: Designate a single, secure location (like a protected SharePoint site) where your team stores all approved PBIDS files. Naming conventions are your friend here. Name files clearly, like Finance_Prod_SQL.pbids or Marketing_Salesforce_API.pbids, so analysts can quickly find what they need.
• Pair with "Get Data Templates": For data sources other than SQL Server, using the Get Data flow in Power BI is how all connection files are created. You can make PBIDS files to connect quickly to APIs, SharePoint lists, web sources, and more, each standardizing a different connection for your team.

Final Thoughts

Ultimately, PBIDS files are all about efficiency and control. They simplify the initial, and often repetitive, step of data analysis - getting connected to your source - allowing you to move more quickly to the part that matters: building reports and finding insights. It's a small feature that can have a big impact on a new user's experience and a data team's consistency.

We created Graphed with that same goal of removing the frustrating, time-consuming parts of data analysis. While a PBIDS file streamlines the first step of connecting to your data, we help automate the rest of the workflow. Instead of just establishing a connection, we help you link all your key data sources - from Google Analytics to Salesforce to your spreadsheets - in one place and build live dashboards just by describing what you want to see in plain English. There's no complex setup and no need to learn a visual builder, just one seamless process from data connection to final report.