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How to integrate Power BI reports with a presentation in Microsoft PowerPoint

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If your organization is using Microsoft Power BI mobile, you have access to a lot of data via interactive reporting. That information is vital when making decisions and presenting growth, goals, and other benchmarks to others in your organization. Now Power BI reports are easier than ever to share because you can add them to Microsoft PowerPoint presentations.

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In this tutorial, I’ll show you how to share Power BI reports as live reports or embedded images working from PowerPoint or Power BI mobile. Working with existing Power BI reports will save you a lot of preparation time.

This feature is available to Microsoft 365 and Power BI mobile users.

How to get the Power BI add-in for Microsoft PowerPoint

You may already have this feature in PowerPoint. Click the Insert tab and look for the Power BI group in the middle of the ribbon. Click the button to add a frame and start the process.

If you don’t find that button, download Power BI as follows:

• Click the Insert tab.
• In the Add-ins group, click Get Add-ins.
• In the resulting dialog, search for Power BI.
• Choose Microsoft Power BI, as shown in Figure A , and click OK. Downloading might take a few seconds.

Regardless of whether you used the Power BI button or the add-in, you’re now ready to link to the report. To do so, access the report online using Power BI mobile, paste its URL into the add-in control, as shown in Figure B , and click Insert. Allow a few seconds for this feature to link to the appropriate report.

Figure C shows the resulting report in a PowerPoint slide. During the show, you can filter the reports as if you were using Power BI mobile. In addition, the link is live, so as you update information via the data source, the link updates the reports in PowerPoint. To embed another report, you will need to download a new add-in frame or click the Power BI button via the PowerPoint interface.

You don’t have to start with PowerPoint. You can also share the report from Power BI mobile to PowerPoint.

How to share a Power BI report to Microsoft PowerPoint

If you prefer to start with Microsoft Power BI mobile, open the report and then use Share or Export. Both options offer a PowerPoint choice and end up displaying the dialog shown in Figure D .

After copying the link, open PowerPoint and insert the URL in a Power BI frame as you did above.

The difference with this route is that Export lets you embed the report as an image, which won’t update, or a live link, which will. Share lets you send a link to people via email or open the report in a new PowerPoint file.

Using either Export or Share you can bypass the add-in download task by clicking Open in PowerPoint ( Figure D ). Doing so opens a new .pptx file and imports the report into a slide without downloading the add-in frame first.

Sharing in Microsoft PowerPoint

Those with which you share the PowerPoint presentation will need an active Power BI account and access to the report to view the data in the presentation. Use the Share option to PowerPoint shown in the previous section.

Users without permission must request access to the report from its owner directly from inside the PowerPoint presentation.

Thanks to this new connection capability between Microsoft Power BI and Microsoft PowerPoint, you can share your data’s story in your PowerPoint presentations using existing Power BI reports. That link is live, so regardless of when you share that story, your reports will be up to date. For working efficiently, you can’t beat this combination.

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May 26, 2022

Interactive data storytelling with Power BI in PowerPoint

Camille Birch

• Add our blog to your RSS feed reader" href="/rss/blog.xml" data-bi-name="RSS Subscription" data-bi-id="rss_feed" data-bi-bhvr="120" data-bi-socchn="RSSSubscription" title="Microsoft 365 Insider Blog RSS" target="blank" class="d-inline-block">

Hi, Office Insiders! My name is Camille Birch, and I’m a Product Manager on the PowerPoint team. I’m incredibly excited to share that PowerPoint now supports embedding live, interactive Power BI reports right into your slides! 

Interactive data storytelling with Power BI

By embedding live Power BI reports in your slides, you can tell interactive, data-focused stories. No more copying and pasting inevitably out-of-date screenshots or switching between your PowerPoint slides and your Power BI report during a presentation. You can now build narratives around your data and drive meaningful conversations through interactive reports right in PowerPoint.  

This feature is a long-standing customer request. We are happy to bring it to you and support your growing needs for data storytelling in increasingly data-driven workplaces and cultures. 

How it works

• Open a new or existing presentation in PowerPoint. 

NOTE: If you don’t see the Power BI button in the ribbon, you can get the add-in from the Microsoft App Store. 

• Copy the link to the Power BI report you want to insert, paste it into the Pa st e report page URL here box, and then select Insert .

When the report has been loaded into the slide, it is live and interactive both in Edit and Slide Show view. Any change that you make in Edit view–such as updating a slicer or changing a filter–is automatically saved. So feel free to customize the view of the data you want to present in advance. 

You can also filter and pivot to different views of the data to showcase key points and insights.

Tip and tricks

• If you want your data view to remain static (to prevent data refresh or changes to filters/slicers), you can freeze the current live view to turn it into an image. In the top-right corner of the report, open the menu and select Show as Saved Image . This will convert the report view into an image until you select this option again to unfreeze it.
• To view the interactive data during your presentation, attendees will need to have a Power BI subscription and be logged in with an active account, and have access to the report (unless you’ve frozen the view as an image, as discussed above). To ensure that anyone you share the presentation with will have access to the report, share a link from Power BI by clicking Share > PowerPoint .  

Known issues

• Reports are not interactive in PowerPoint Live. 
• When viewing the Power BI report in Slide Show view in PowerPoint for web, you may be prompted to authenticate. 
• The presentation will not inherit the sensitivity label assigned to the Power BI report when inserted. For example, if a Power BI report labeled as Confidential is inserted into a presentation labeled as Public, the presentation’s label will not change and will remain as Public. 

Requirements

You must have an active Power BI subscription to use this feature.

Availability

The Power BI ribbon button in PowerPoint is rolling out to Insiders who are running Beta Version 2201 (Build 14825.10000) or later.

All users can install the Power BI add-in from the Microsoft App store.

Don’t have it yet? It’s probably us, not you.

Features are released over some time to ensure things are working smoothly. We highlight features that you may not have because they’re slowly releasing to larger numbers of Insiders. Sometimes we remove elements to further improve them based on your feedback. Though this is rare, we also reserve the option to pull a feature entirely out of the product, even if you, as an Insider, have had the opportunity to try it.

We want to hear from you! Please click Help > Feedback to give us input about this feature. 

Learn what  other information you should include in your feedback  to ensure it’s actionable and reaches the right people.

Sign up for the Office Insider newsletter  and get the latest information about Insider features in your inbox once a month! 

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What's new in the Power BI add-in for PowerPoint

• 5 contributors

Continuous slide show auto refresh

PowerPoint allows you to continuously play back a presentation. This is especially useful when you want to present information in public displays without any human interaction.

Until now, if the presentation you wanted to run continuously as a slide show had slides with the Power BI add-in, there was the possibility that the data in the add-in would become outdated, since the add-in only got the data from Power BI when the slide loaded or when you manually refreshed the data being presented.

With this new automatic refresh in slide show feature, you can now set the add-in to automatically pull fresh data from Power BI while the presentation is in slide show mode, ensuring that your presentation always shows the most recent data.

To set up automatic refresh for your slide show, go to the add-in footer, select Add-in options , choose Slide show settings , check Automatic refresh in slide show and set the desired refresh frequency.

This feature requires that your Office version meet the add-in's minimum Office version requirement . Auto refresh only happens in slide show mode, and not while you're editing the presentation.

Improved static image mode

The "save as static image" functionality that enables you to turn your live view of Power BI data into a static image has been improved and expanded!

A new dropdown menu in the add-in footer makes it easy to switch between live data and a static image.

New static image options make it possible to use static images without having to worry about inadvertently exposing Power BI content to unauthorized users.

Snapshot : When you choose Snapshot, only users who have permission to view the report in Power BI will see the static image. Users who don't have permission will be able to request access. This option helps prevent inadvertently showing Power BI content to unauthorized users.

Public snapshot : When you choose Public snapshot, anyone who can view the presentation will see the static image, regardless of their permissions in Power BI.

The improved functionality also helps prevent inadvertent exposure of Power BI content in the slide thumbnails you see in such places as the navigation pane and slide sorter. Now thumbnails of slides that include an add-in merely display a blue-cube until the slide with the add-in actually loads and Power BI permissions are checked. At that point the thumbnail captures an image of whatever is displayed in the slide.

The improved save-as-static-image functionality requires Office version 2312 (Build 17126) or later. If your Office version meets this requirement, don't use the Save as image option located the add-in side pane.

You can only switch between live data and a static image in the PowerPoint desktop application - you can't do this in PowerPoint for the web. However, PowerPoint for the web does respect the choice you made in the desktop application. So whatever view you selected in the desktop app will be the view that you'll see in PowerPoint for the web.

February 2024

Change a direct link to a shareable link.

When you paste a direct report link (the URL copied from the browser) to the Power BI add-in in a presentation, you can now make that link shareable within the Power BI add-in. Previously, when you pasted a direct report link into the Power BI add-in, there was no option to make it sharable in the add-in before you added it to the presentation. Viewers of the presentation had to have access to the report before you used the direct report link or they wouldn't be able to see the data.

Now, if you have permissions to reshare a report, the Power BI add-in can replace the link you pasted with a shareable link. When you have sharable links enabled, you'll see a checkbox added below the report URL that asks you if you want to give viewers automatic access to the data. Mark this checkbox and Power BI add-in creates a shareable link for you. If you use a sharable link, other users viewing the presentation will have the required permissions to see the report and won't need to request access when the viewing the presentation.

You must have sharable links enabled for your organization to use this feature. For more information on using sharable links, go to Change a direct link to a shareable link .

December 2023

Suggested content.

It's easier to find and insert the Power BI reports you need for your presentation. Now, when you add the Power BI add-in to your slide, the add-in automatically scans the title of the slide and suggests Power BI content that might be relevant. Let's say the title of your slide is "New stores sales," for example. The add-in shows you a list of Power BI reports that contain data about sales. The add-in also shows you your recently visited Power BI reports, and makes it easy to access reports you're working on or frequently use. Learn more about the new feature

Put a border around your add-in

Now you can add a custom outline to your Power BI add-in. Customize color, weight, transparency, and more to make your data stand out.

Storytelling with Power BI in PowerPoint is now GA

With exciting, recently released features you can now:

• Easily add single visualizations to your slides
• Generate and add Smart insights to your presentations
• Enjoy the Power BI/PowerPoint integration in national/regional clouds

Check out the blog

National cloud support

The Power BI add-in for PowerPoint is now supported in national/regional clouds as an admin-managed add-in. For more information, see Deploying the add-in in national/regional clouds .

February 2023

Add individual live power bi visuals to your powerpoint slides.

Ever want to put just a single live visual on a slide? Well, now it's super easy. Right select on the visual and choose Open in PowerPoint to open a new presentation with the visual already loaded into the add-in. If you're adding the visual to an existing presentation, choose Link to selection to get the visual's URL for pasting into the add-in in the existing presentation. You can do the same from the More options (...) menu. Check out the documentation for details.

Enhance your presentations with Power BI data insights

Power BI's data insights help you find and explore insights such as anomalies and trends as you consume and interact with your data. Now with the add-in, you can easily generate insights, which you can then either paste directly into your slide or copy to the clipboard for pasting elsewhere, such as in the slide's notes. Learn more .

Related content

• About storytelling with Power BI in PowerPoint
• Add live Power BI data to PowerPoint
• View and present live Power BI data in PowerPoint
• Troubleshoot the Power BI add-in for PowerPoint
• More questions? Try asking the Power BI Community

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How to Disable or Change 'CTRL + Click' Shortcut in PowerPoint Presentation Mode When Using Power BI Add-In?

Hello. I am using the Power BI add-in in my PowerPoint presentation. Everything works well except in presentation mode (F5). In this mode, when using the 'CTRL + Click' shortcut to select more than one item in the visual filter of Power BI, PowerPoint natively selects the Laser pointer, thus preventing me from selecting more than one item in my Power BI visual filters. Does anyone know how to disable or change this shortcut? Thank you in advance.

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