Getting Data from Multiple Sources in Power BI:A Beginner-Friendly Approach

Afeez Fausat — Fri, 03 Apr 2026 19:19:43 +0000

Introduction

In many real-world data projects, information does not come from a single source. Instead, it is often spread across platforms such as Excel files, CSV files, databases, web APIs, PDFs, and cloud storage such as SharePoint. To generate meaningful insights, this data must be collected, combined, and prepared in one place.
Power BI provides a simple and efficient way to connect to these different data sources. It allows users to import data, review it, and transform it before building reports and dashboards.

In this guide, you will learn how to:

• Connect Power BI to multiple data sources
• Review and explore data using Power Query
• Prepare data for analysis and reporting

Architecture Overview

In Power BI, architecture refers to how data flows from different sources into the final report.
Power BI Desktop serves as the central tool used to connect to data, clean it, and build visual reports.
Data can come from multiple sources, including:
• Excel and CSV files
• SQL Server databases
• JSON and PDF files
• SharePoint folders

All data is first loaded into Power Query, which is the data preparation layer in Power BI. In this stage, the data is reviewed, cleaned, and transformed into a usable format.
Once the data is properly prepared, it is loaded into the Power BI data model. This is where relationships are created, and the data becomes ready for analysis and visualization.
This structured flow ensures that the data used in reports is clean, consistent, and reliable.

Connecting Data from Multiple Sources

Power BI makes it easy to bring in data from different sources. Below are simple steps to help you connect to each type of data.

*Step 1: Excel**

Open Power BI Desktop
Click Home → Get Data → Excel

Choose your Excel file

Select the sheet or table you need
Click Load or Transform Data

Step 2: Text/CSV

Open Power BI Desktop
Click Home → Get Data → Text/CSV

Select your CSV file

Preview the data
Click Load or Transform Data

Step 3: PDF

Open Power BI Desktop
Click Home → Get Data → PDF

Select the PDF file

Choose the table you want
Click Load or Transform Data

Step 4: JSON

Open Power BI Desktop
Click Home → Get Data → JSON

Select the file or API

Expand the data to make it readable

Click Close & Apply

Step 5: SharePoint Folder

Open Power BI Desktop
Click Home → Get Data → SharePoint Folder

Enter the link

Sign in if needed
Select files
Click Combine & Transform Data

Step 6: MySQL Database

Open Power BI Desktop
Click Home → Get Data → MySQL Database

Enter server and database name

Select tables
Click Load or Transform Data

Step 7: SQL Server

Open Power BI Desktop
Click Home → Get Data → SQL Server

Enter server name
Click OK

Select tables
Click Transform Data

Step 8: Web Data

Open Power BI Desktop
Click Home → Get Data → Web

Enter the website link

Select the data
Click Load or Transform Data

Step 9: Azure Analysis Services

Open Power BI Desktop
Click Home → Get Data → Azure → Azure Analysis Services

Enter server name
Select model
Click Connect

Conclusion

Connecting data from multiple sources is a key step in building effective Power BI reports. Since data is often stored in different formats and locations, Power BI provides a flexible way to bring everything together on a single platform.
With the help of Power Query, data can be cleaned, structured, and prepared before it is used for analysis. This preparation stage is important because it ensures that the data is accurate and consistent.
Well-prepared data leads to better insights, clearer reports, and more informed decision-making.
In summary, successful data analysis in Power BI starts with properly connecting and preparing your data. When this step is done correctly, it becomes easier to create meaningful and reliable dashboards.

DEV Community: Afeez Fausat