How to View Dataset in Power BI

Looking at the raw data behind your Power BI reports is one of the most fundamental things you'll need to do. Whether you're trying to validate a calculation, troubleshoot a weird result, or just get a feel for the information you're working with, seeing the underlying table is essential. This guide will walk you through the different ways to view and interact with your dataset directly within Power BI Desktop.

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Understanding the Three Core Views in Power BI

Before jumping into the data, it helps to know that Power BI Desktop organizes your workflow into three main views, accessible via the icons on the far left of your screen. Understanding what each one does will make finding your dataset much easier.

• Report View: This is the default view where you build your visualizations. It’s the drag-and-drop canvas where you create charts, graphs, and tables for your dashboard. You can see your available data fields here, but not the raw data itself.
• Data View: This is your direct window into the data tables. It looks and feels a lot like a spreadsheet, showing your data in a simple row-and-column format. This is the primary place you’ll go to view your dataset.
• Model View: This view doesn't show individual rows of data. Instead, it shows you how your different data tables are connected to each other. It’s like a blueprint of your data structure, showing the relationships that make your reports work.

For the purpose of viewing what’s inside your dataset, you’ll spend most of your time in the Data View.

Method 1: Using the Data View for a Spreadsheet-Like Look

The Data View is the most straightforward way to see the actual content of your tables. Think of it as opening an Excel sheet that’s locked for editing but perfect for inspection. It’s exactly what you need when you want to look at the rows and columns that form the foundation of your reports.

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Step-by-Step Instructions:

1. Open your Power BI file (.pbix) in Power BI Desktop.
2. On the far left side of the window, locate the vertical navigation bar with three icons.
3. Click on the icon that looks like a grid or a spreadsheet. This is the Data View icon.

Once you’re in the Data View, your screen will change. The main part of the screen will now show a grid containing the data from one of your tables. On the right, in the Data pane, you'll see a list of available data tables in your model. Simply click on a table name in the Data pane to load its contents into the main grid view.

What You Can Do in the Data View:

• Browse All Your Data: Scroll up, down, left, and right to see every row and column in the selected table, just like in Excel or Google Sheets.
• Sort Your Data: Click on a column header to sort data in ascending or descending order. This makes it easy to find the highest or lowest values or patterns in your data.
• Filter Your Data: Use the filter arrows for each column to narrow down the rows you're viewing. This helps validate whether a record is present in the dataset without having to hunt for it.

The Data View is perfect for quick spot-checks and for getting a direct, unfiltered look at your information exactly as Power BI sees it after it has been imported and transformed.

Method 2: Inspecting Data Before It's Loaded with Power Query Editor

Sometimes, viewing the data after it’s loaded into the model isn’t enough. You might need to see the data at its source or check the transformations applied to it—like removing columns, changing data types, or merging tables. For this, you need the Power Query Editor.

The Power Query Editor is a powerful data transformation tool inside Power BI. It's where you clean and prepare your data before it's loaded into your reporting model. It also provides an excellent way to preview and inspect your original dataset.

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Step-by-Step Instructions:

1. From any of the main views (Report, Data, or Model), go to the Home tab in the top ribbon.
2. Click on the Transform Data button. This will open the Power Query Editor in a new window.

Inside the Power Query Editor, you'll see a list of all your queries (your data connections) on the left side. Clicking on any query will immediately show a preview of its data in the central panel. This allows you to quickly inspect the original source, make sure connections look correct, and check if a transformation worked as expected.

Why Use the Power Query Editor to View Data?

• See Pre-Transformed Data: It shows you a preview of the data before all the cleaning and shaping steps are finalized, which is great for troubleshooting failed refreshes or complex model transformations.
• Validate Transformations Step by Step: The Applied Steps pane on the right lists all transformations. Clicking any step lets you see how your data looks at that point, helping to ensure transformations are working as intended.

While the Data View shows the final, loaded dataset, Power Query shows you the workshop where that dataset was built. It’s an invaluable tool for any in-depth data inspection work when something isn’t working correctly in your reports.

Method 3: Understanding Connections with the Model View

Your dataset isn't just a collection of separate tables, it’s an interconnected model. The Model View connects tables with relationships, showing you how data is related. While it doesn't let you view specific data rows, it illustrates the structure of your data model.

This diagram allows you to see if relationships are set up correctly—such as one-to-one or one-to-many relationships—which can be crucial for understanding why certain calculations or filters involving multiple tables work the way they do.

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How to Use the Model View in Power BI

1. In your Power BI window, click on the icon in the sidebar showing three interconnected boxes. This is the access point for the Model View.
2. On the canvas, you can drag tables around and click on relationship lines to see how tables are connected.

While this view doesn't directly show you what is in a cell, it shows you why a calculation or filter involving multiple tables works the way it does. Viewing your dataset as a relational model provides the context needed to build accurate and powerful reports.

Final Thoughts

Mastering how to navigate between the Data View, Model View, and the Power Query Editor gives you complete visibility and control over your dataset in Power BI. Whether you need to see raw rows of data to check a number, inspect a relationship line to understand your report logic, or look under the hood at your transformations, these built-in tools are all you need.

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