Why Is Scheduled Refresh Greyed Out in Power BI?
When you've poured hours into crafting the perfect Power BI report, publishing it to the cloud is a great feeling. But that feeling can quickly turn to frustration when you navigate to the dataset settings, ready to put your report on autopilot, only to find the "Scheduled refresh" option is stubbornly greyed out. This article will show you exactly what causes this common problem and give you the clear, step-by-step instructions needed to fix it.
The #1 Reason: DirectQuery vs. Import Mode
More often than not, the mystery of the greyed-out refresh button comes down to how your Power BI report is connected to its data. There are two primary connection modes, and understanding the difference is essential.
What is Import Mode?
Think of Import mode as taking a snapshot of your data. When you use this mode, Power BI pulls a copy of the data from your source (like an Excel file or a database) and stores it directly inside your .pbix file. This version of the data is what gets published to the Power BI Service.
Because it's a static copy, you need to tell Power BI when to go back to the source and get a fresh "snapshot." This process is the scheduled refresh. If your report uses Import mode, the scheduled refresh option will almost always be available.
What is DirectQuery Mode?
DirectQuery mode works very differently. Instead of taking a copy, it creates a live, direct connection to your data source. Think of it like a live feed - whenever you load a visual in your report, Power BI sends a query directly to the source database and retrieves the latest data on the spot.
This is the key: Since the data is always live, there is nothing to "schedule." A refresh isn't needed because the report is showing the most current data possible at all times. Therefore, Power BI intentionally grays out the scheduled refresh option for any dataset using DirectQuery.
How to Check Your Connection Mode
Not sure which mode you're in? It's easy to check in Power BI Desktop. Open your .pbix file and look at the status bar in the bottom-right corner. It will tell you the storage mode being used, such as "Import" or "Storage Mode: DirectQuery." If you see DirectQuery, you've found your culprit.
If you need your report to be on a schedule and the live connection isn't a requirement, you can change the storage mode to "Import" within the modeling options of Power BI Desktop.
Is Your Data On-Premises? You Need a Gateway
If your report uses Import mode but scheduled refresh is still greyed out, the next suspect is the location of your data source. Are you connecting to data stored on your local network? This includes things like:
An Excel or CSV file on your personal computer or a company server.
An SQL Server database running on a server in your office.
Any other data source that isn't publicly accessible on the internet.
The Power BI Service lives in Microsoft's cloud. It has no way to see or access your local network on its own. To bridge this gap, you need a piece of software called an on-premises data gateway.
The gateway acts as a secure data courier. You install it on a computer that is always on and connected to your local network. It safely creates a tunnel, allowing the Power BI Service to reach inside your network, connect to your specified data source, and pull the latest data for a refresh. Without a properly configured gateway, scheduled refresh for on-premises data is impossible.
A Step-by-Step Guide to Configuring Your Gateway
So, you've confirmed you are using Import Mode with an on-premise data source. Here’s how to make sure your gateway pipeline is set up correctly in the Power BI Service.
Step 1: Install the Gateway
First, you need to download and install the on-premises data gateway (standard mode) from the official Microsoft Power BI website. Install it on a computer within your network that has access to your data sources and will remain running - do not install it on your personal laptop if you turn it off every evening.
Step 2: Check Gateway Status and Configure Data Source Credentials
Once installed and configured, all the critical management happens in the Power BI Service.
In your web browser, go to app.powerbi.com.
Click the Settings gear icon in the top-right corner, then select "Manage connections and gateways." Here, you can verify that your gateway is online and ready.
Now, navigate back to your workspace, find your dataset, click the three dots, and select Settings.
Expand the "Gateway and cloud connections" section. You should see your gateway listed.
Under "Data source credentials," you will see a notice asking you to enter your credentials. This is a crucial step that many people miss. Your report's access credentials aren't carried over from the desktop file for security reasons. You must re-enter the username and password or other authentication method here to allow Power BI to access the data source through the gateway.
Once you’ve successfully provided the credentials and the connection is verified, return to the "Refresh" section on the same settings page. The scheduling options should now be active and ready for you to set up.
A Special Case: Reports Built on Power BI Dataflows
Dataflows are another important element in the Power BI ecosystem. A dataflow is essentially Power Query logic that runs in the cloud, separate from your datasets. You can connect a report to a dataflow as its source. This creates a chain: Data Source → Dataflow → Dataset → Report.
If your report is connected to a dataflow, you don't schedule the refresh on the final dataset derived from it. Instead, you need to go one step up the chain and schedule the refresh on the dataflow itself. Within your workspace, locate the Dataflow item (it has a different icon), click the three dots, and open its settings to configure its refresh schedule. Once the upstream dataflow freshens up, the data will filter down into your connected datasets.
Your Troubleshooting Checklist
Here’s a quick summary to help you diagnose the issue quickly:
What is your Storage Mode? Check the bottom-right corner of Power BI Desktop. If it says "DirectQuery" or "Live Connection," scheduled refresh is unavailable because your data is always live. You'll need to switch to Import mode to enable scheduling.
Is your Data Source On-Premises? If you're importing data from a file or server on your local network (e.g., a local SQL server, a CSV on your desktop), you absolutely must use a gateway.
What is your Gateway Status? Log into the Power BI Service and go to Settings > Manage connections and gateways. Is your gateway online and showing a green light?
Are the Dataset Credentials Set? In the dataset settings within the Power BI Service, have you mapped your on-premises Sources to your gateway and successfully entered your credentials? This step is mandatory.
Is your Source a Dataflow? If your dataset is built on a Power BI Dataflow, you need to schedule the refresh on the Dataflow itself, not the dataset.
Final Thoughts
That greyed-out scheduled refresh button is almost always a result of your report being in DirectQuery mode or an issue with the gateway configuration for on-premises data sources. By checking your report's storage mode and methodically working through the gateway settings, you can solve the problem and get your reports updating automatically.
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