Power BI Report Builder: How to Create Professional Reports

Power BI Report Builder is a powerful tool designed for creating highly formatted, paginated reports that are perfect for printing and sharing as PDFs.

Unlike the interactive, dynamic reports you create with Power BI Desktop, reports created with Power BI Report Builder are optimized for precise layouts and detailed information, making them ideal for financial statements, invoices, or compliance documents.

In this guide, we’ll walk you through the process of creating professional reports using Power BI Report Builder, from setting up your data sources to designing the layout and publishing your final report.

What Is Power BI Report Builder?

Power BI Report Builder is a standalone desktop application that allows you to design paginated reports, which are reports that can span multiple pages and are formatted for printing or PDF export. These reports are similar to those you might create in SQL Server Reporting Services (SSRS) and are especially useful for creating documents that require a specific layout or detailed structure.

Key Features:

• Precise Control: Design reports with pixel-perfect accuracy, controlling exactly how each element appears on the page.
• Multiple Data Sources: Connect to a variety of data sources, including Power BI datasets, SQL databases, and Excel files.
• Complex Layouts: Create complex layouts with tables, matrices, charts, and other elements that need to be positioned precisely.
• Export Options: Export reports to multiple formats, including PDF, Excel, and Word.

Getting Started with Power BI Report Builder

Here’s a step-by-step guide to creating a professional report using Power BI Report Builder:

1. Download and Install Power BI Report Builder:

   • If you haven’t already installed Power BI Report Builder, you can download it from the Microsoft website. Once installed, launch the application to start creating your report.

2. Set Up Your Data Source:

   • The first step in creating a report is to connect to your data source. Power BI Report Builder supports various data sources, such as Power BI datasets, SQL Server, Oracle, and more.
   • To connect to a data source, click on the “Data Sources” pane, select “New Data Source,” and choose the type of data source you want to connect to. Provide the necessary connection details (e.g., server name, database name, credentials).

3. Create a Dataset:

   • A dataset defines the specific data you want to use in your report. After setting up your data source, you’ll need to create one or more datasets that pull the relevant data.
   • In the “Datasets” pane, click “New Dataset” and select your data source. Use the query designer to select the fields you need for your report or write a custom SQL query if necessary.

4. Design the Report Layout:

   • The design phase is where you’ll create the visual structure of your report. Power BI Report Builder provides a drag-and-drop interface to place elements such as text boxes, tables, matrices, charts, and images onto the report canvas.
   • Tables and Matrices: Use tables and matrices to display data in a structured format. Tables are best for simple lists, while matrices (similar to pivot tables) allow for more complex, hierarchical data presentations.
   • Charts: Add charts to visualize data trends. Power BI Report Builder supports various chart types, including bar, line, pie, and scatter plots.
   • Text Boxes and Images: Use text boxes for titles, headings, and annotations. Images can be used to add logos or other visuals to enhance the report’s design.

5. Customize Report Elements:

   • After placing elements on the canvas, you can customize their appearance and behavior. Power BI Report Builder offers extensive formatting options, including font styles, colors, borders, and alignment.
   • Grouping and Sorting: Organize your data by setting up groups and sorting rules. This is particularly useful in tables and matrices, where you might want to group data by categories or regions.
   • Conditional Formatting: Apply conditional formatting to highlight specific data points based on certain conditions, such as sales targets or performance thresholds.

6. Add Parameters:

   • Parameters allow users to interact with the report by filtering data or choosing different report views. For example, you might create a parameter that allows users to select a specific date range or region.
   • To add a parameter, go to the “Parameters” pane, click “Add,” and define the parameter’s properties. You can then link the parameter to your dataset query or use it to control visibility and formatting in the report.

7. Preview the Report:

   • Before finalizing your report, use the “Preview” feature to see how it will look when rendered. The preview shows how the report will appear when exported to a specific format, such as PDF or Excel.
   • Check for any layout issues, formatting errors, or data inconsistencies. Make adjustments as needed to ensure the report meets your requirements.

8. Export or Publish the Report:

   • Once you’re satisfied with the report design, you can export it to various formats, such as PDF, Excel, Word, or HTML. This is useful for distributing the report as a document or embedding it in other applications.
   • To share your report within your organization, you can publish it to the Power BI service or deploy it to a Power BI Report Server. This allows others to view the report online or download it in their preferred format.

Best Practices for Creating Professional Reports

To ensure your reports are professional, effective, and easy to use, consider these best practices:

1. Keep It Simple:

   • Avoid cluttering your report with too many elements. Focus on the most important data and present it clearly.

2. Use Consistent Formatting:

   • Maintain consistency in font styles, colors, and alignment throughout the report. This makes it easier to read and more visually appealing.

3. Leverage Grouping and Sorting:

   • Group related data to improve readability and analysis. Use sorting to highlight key metrics, such as top-performing products or regions.

4. Apply Conditional Formatting:

   • Use conditional formatting to draw attention to critical data points. For example, highlight underperforming metrics in red or top performers in green.

5. Test with Different Export Formats:

   • Preview your report in different formats (PDF, Excel, etc.) to ensure it looks good in each. Some elements might need adjustment depending on the output format.

6. Document Your Report:

   • Include a cover page or notes section explaining the purpose of the report, the data sources used, and any assumptions or limitations. This is particularly important for reports shared with external audiences.

Conclusion: Mastering Power BI Report Builder

Power BI Report Builder is an essential tool for creating highly formatted, professional reports that require precise control over layout and design. Whether you’re producing financial statements, compliance reports, or detailed operational documents, Power BI Report Builder offers the flexibility and power to meet your needs.

By following the steps outlined in this guide and adhering to best practices, you can create reports that are not only visually appealing but also informative and actionable. Ready to elevate your reporting capabilities? Start exploring Power BI Report Builder today and see how it can transform your data into professional-grade reports.