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Export a report to PowerPoint

10 contributors

There are several different ways that Power BI and PowerPoint work together. In this article, you learn how to export a Power BI report and create a PowerPoint slide deck with one slide for each report page. The report is static; the slides retain the state of the report at the time of export.

Another option is to embed a live version of your report page in PowerPoint. You can interact with your data just as you would in Power BI. For more information about embedding a live report page, visit these articles:

Add a live Power BI report page in PowerPoint
Use the Power BI Add-in for PowerPoint
Administer the Power BI add-in for PowerPoint

When you export to PowerPoint, the following occurs:

Each page in the Power BI report becomes an individual slide in PowerPoint.
Each page in the Power BI report is exported as a single high-resolution image in PowerPoint.
You can preserve the filters and slicers settings that are added to the report.
A link is created in PowerPoint that links back to the Power BI report.

Getting your Power BI report exported into PowerPoint is quick. Follow the steps outlined in the next section.

Export your Power BI report to PowerPoint

In the Power BI service , select a report to display it on the canvas. Then, select Export > PowerPoint from the menu bar.

Screenshot showing Export PowerPoint menu bar selections.

In the Export to PowerPoint dialog that appears, choose Export as image , and then choose the other options as desired.

Screenshot showing how to choose what to export.

Current values exports the report in the current state. This includes the active changes you made to slicer and filter values. Most users select this option. If you've scrolled, Current values doesn't include the scroll state of the visual, but instead exports the top portion of the data.

Default values exports the report in the original state, as the designer shared it. Any changes made to the original state aren't reflected.

Exclude hidden report tabs exports only report tabs that are visible to you in your browser. If you prefer to get all the hidden tabs as part of your export, leave this check box cleared. If the check box is grayed out, it means there are no hidden tabs in the report. An example of a hidden tab would be a tooltip tab. Custom tooltips are created by report designers and don't display as report tabs in the Power BI service for business users.

Only export current page exports only the current page you're viewing in the report. By default, Only export current page is unchecked and all pages are exported from your report.

After you make your selections, select Export to continue. A notification banner in the upper-right corner of the Power BI service browser window tells you that the report is being exported to PowerPoint.

Exporting might take a few minutes. Factors that can affect the time required include the structure of the report and the current load on the Power BI service. You can continue to work in Power BI while the report is being exported.

After the Power BI service completes the export process, the notification banner changes to let you know that your file has been downloaded and is available.

Open the PowerPoint file

When you open the PowerPoint file that Power BI exported, you find a few cool and useful elements. Take a look at the following image, and check out the numbered elements that describe some of those cool features. Pages in PowerPoint are always created in the standard 9:16 size, regardless of the original page sizes or dimensions in the Power BI report.

The first page of the slide deck includes the name of your report and a link so that you can View in Power BI the report on which the slide deck is based.

You get some useful information about the report, too. Last data refresh shows the date and time on which the exported report is based. Downloaded at shows the date and time when the Power BI report was exported into a PowerPoint file. The Downloaded at time is the time of the export in UTC (Universal Coordinated Time).

Each report page is a separate slide, as shown in the nav pane.

PowerPoint includes the name of each visual on the page and adds alt text for each item. The report creator can include alt text when designing the report. Otherwise, the default is "No alt text provided."

When you view an individual slide, you see that each report page is an independent image. Scrolling in PowerPoint isn't available since each slide is a static image.

Screen showing each visual as a separate image

What you do with your PowerPoint deck from there, or any of the high-resolution images, is up to you.

Considerations and limitations

There are a few considerations and limitations to keep in mind when you work with the Export to PowerPoint feature.

If you don't see the Export option

Make sure that you're viewing a report (not a dashboard).
It's possible that your administrator disabled this feature. Contact your administrator for details. Administrators: See Export reports as PowerPoint presentations or PDF documents .

Visuals that aren't supported

The following aren't supported for Export to PowerPoint . Either the PowerPoint export option is greyed out or isn't listed at all on the Export dropdown. In some cases, such as for R visuals, the report exports but the visual renders as a gray box with an error message.

Power BI custom visuals . The exception is those Power BI custom visuals that are certified
ESRI ArcGIS visuals
Power Apps visuals
Python visuals
Power Automate visuals
The Paginated report visual
Visio visuals
Visuals displayed as a Data point table or displayed with "Show data point as a table" can't export to PowerPoint

Reports that can't be exported

Reports with more than 50 report pages. Paginated reports don't have this limitation. See Print a paginated report for details.
Reports larger than 500 MB when exported.
Reports being exported to older versions of PowerPoint.
Reports that take longer than an hour to process.
Report pages that take longer than 6 minutes to load.
The resolution of exported report pages is 1,280 pixels x 720 pixels.
You can share a dashboard with someone outside of your organization, or with a user who isn't in your Power BI tenant. But that user can't export the shared dashboard's associated reports to PowerPoint. For example, if you're [email protected], you can share with [email protected]. But [email protected] can't export the associated reports to PowerPoint.
Export to PowerPoint isn't supported when the admin setting Azure private link > Block public internet access is enabled in Power BI. In this case, the export fails. The export might also fail if the admin setting Azure private link is on and Block public internet access is off.
Background images are cropped with the chart's bounding area. We recommend that you remove background images before you export to PowerPoint.
Semantic model refresh operations using an XMLA endpoint.
If the report uses a custom font, that font is replaced with a default font.
URL filters aren't currently respected when you choose Current Values for your export.
Visuals displayed as a Data table or displayed with "Show as a table" export the visual in its default state, without the table.
Visuals in a drill-down state are exported in their default state.
If you access a report using a bookmark, the export will also be executed against the bookmark (filters will be the same as that of the bookmark) and not against the filters applied when the export is triggered. You can get around this by creating a bookmark with the required filters and then export the report.
Export to PowerPoint isn't currently supported for tenants in the China North region.
Export to PDF supports Unicode 6 and earlier. If for example, Unicode 7 is used, Power BI export displays that image as a blank box.

Additional resources

How to Embed Power BI in PowerPoint: A Step-by-Step Guide

Trish Dixon

Integrating Power BI with PowerPoint allows you to present dynamic data insights seamlessly. This combination enables presenters to share interactive reports, visuals, and live data updates during presentations. Whether you’re working in business intelligence or managing a project team, embedding Power BI into PowerPoint can elevate the quality of your presentations. In this article, we’ll explore how to embed Power BI in PowerPoint and make the most out of both platforms.

What is Power BI and Why Embed it in PowerPoint?

Power BI is a powerful data analytics tool from Microsoft that enables users to create interactive dashboards, reports, and visualizations. With the ability to pull data from multiple sources, it’s a robust solution for anyone looking to analyze and visualize data in real-time. Embedding Power BI reports into PowerPoint presentations ensures that decision-makers can view up-to-date information without switching between applications.

Benefits of Embedding Power BI in PowerPoint

Live Data Updates : Power BI visuals in PowerPoint will automatically refresh with real-time data updates, providing the latest insights.
Enhanced Interactivity : Instead of static images, embedded Power BI content allows you to interact with data, drill down into specific metrics, and offer more detailed insights.
Improved Collaboration : Teams can present Power BI dashboards in meetings and collaborate on data-driven decisions.
Professional Presentations : Combine the best of both worlds – data visualization from Power BI and the presentation prowess of PowerPoint.

Requirements for Embedding Power BI in PowerPoint

Before diving into the steps, ensure you meet the following prerequisites:

Microsoft 365 Subscription : You need an active subscription to Microsoft 365 with PowerPoint and Power BI services.
Power BI Pro License : Embedding Power BI into PowerPoint requires a Power BI Pro license.
Access to Power BI Reports : Make sure you have permission to view the Power BI report you want to embed.
Latest PowerPoint Version : Ensure you are using the latest version of PowerPoint, as this feature might not be available in older versions.

How to Embed Power BI in PowerPoint

The process of embedding Power BI visuals into PowerPoint involves several straightforward steps. Below is a detailed guide on how to do it:

Step 1: Open Your Power BI Dashboard

Begin by accessing your Power BI dashboard . Navigate to the report or visualization that you want to embed in PowerPoint .

Open your Power BI account via a browser.
Browse and select the dashboard or report you wish to use for your presentation.

Make sure the data visualizations are up-to-date and relevant to the presentation content.

Step 2: Generate Power BI Embed Code

To integrate Power BI with PowerPoint, you need to create an embed code :

Go to the top-right corner of the Power BI report.
Click on the three-dot menu (ellipsis) and select Export .
Choose PowerPoint (Preview) from the drop-down list. Alternatively, select the embed option (if available).

The Power BI system will start exporting your visuals, and a pop-up window will appear once the process is complete.

Step 3: Download the Embedded PowerPoint File

Once the export process completes, you can download the PowerPoint file with the embedded Power BI visuals:

After selecting PowerPoint (Preview) , Power BI will generate a presentation with the embedded report or dashboard.
Download the generated PowerPoint file to your system.

In this presentation, you’ll find that the Power BI visuals have been successfully embedded and can be interacted with during the presentation.

Step 4: Insert Power BI Visuals into Existing PowerPoint Presentations

If you want to embed Power BI reports into an existing presentation rather than creating a new one, follow these additional steps:

Open your existing PowerPoint presentation.
Go to the slide where you want to embed the Power BI content.
Select Insert from the top menu, then choose Object .
In the pop-up window, choose Create from file , and browse for the Power BI file you downloaded.
Once selected, click OK . The embedded Power BI visual will appear on your slide.

Step 5: Adjust and Customize the Power BI Embed

After embedding the Power BI visual, you can resize, reposition, and format the object to suit your presentation style.

Resize the visual : Use the corner handles to adjust the size of the Power BI object to fit the slide.
Move the object : Drag the embedded Power BI visual to the desired position on the slide.

Using Power BI in PowerPoint for Live Data Updates

One of the standout features of embedding Power BI in PowerPoint is the ability to present live data . This means that once a Power BI report is embedded, the visuals will continue to update automatically without needing manual intervention. This is particularly useful for meetings where stakeholders need real-time insights.

How to Enable Live Data in Embedded Power BI Reports

Ensure that you have an active Power BI Pro account with proper access permissions.
Whenever you open the PowerPoint presentation , the embedded Power BI visual will refresh to display the most recent data.

With live data , you can keep your audience informed with up-to-the-minute analytics and interactive charts .

Best Practices for Embedding Power BI in PowerPoint

When integrating Power BI into PowerPoint, consider these best practices to ensure a smooth presentation experience:

1. Ensure Consistent Formatting

Make sure the Power BI visuals match the design and formatting of your PowerPoint presentation. Consistency in font, color, and layout helps the data blend into the overall theme of the presentation.

2. Test Interactivity Before Presenting

It’s important to test the interactivity of the Power BI content embedded in your PowerPoint slides. Ensure that the visuals behave as expected and can drill down or filter data during the presentation.

3. Keep PowerPoint and Power BI Updated

Always keep your PowerPoint and Power BI applications updated. New updates may introduce features that enhance the integration process or fix known issues.

4. Optimize for Large Data Sets

If you’re working with large datasets , ensure that your Power BI dashboard is optimized for performance. Avoid overloading the report with too many complex visualizations, as this can slow down performance during live presentations.

Troubleshooting Common Issues When Embedding Power BI in PowerPoint

Despite the straightforward process, you may encounter some issues when embedding Power BI visuals in PowerPoint. Below are a few common problems and how to resolve them:

Alternatives to Embedding Power BI in PowerPoint

While embedding Power BI into PowerPoint is highly effective, there are other ways to share Power BI reports :

Power BI Share : You can share Power BI reports directly with colleagues using the built-in sharing options in Power BI.
Power BI to PDF : If you don’t need live data, you can export your reports to PDF and include them as static images in PowerPoint.
Power BI Service : Present directly from the Power BI service, where you can share live dashboards with your audience without the need for PowerPoint.

Final Thoughts

Embedding Power BI in PowerPoint is a great way to bring dynamic and interactive data visualizations into your presentations. By following the steps outlined above, you can create presentations that not only showcase your data insights but also engage your audience with real-time updates and interactivity. This integration will help you present with confidence, knowing that your data is always up-to-date.

By leveraging Power BI within PowerPoint , your presentations will move beyond static slides and give your audience a more engaging, data-driven experience.

Why should I embed Power BI in PowerPoint?

Embedding Power BI in PowerPoint allows you to present live data and interactive reports during presentations. It enhances engagement, ensures up-to-date insights, and offers a seamless way to share data-driven decisions.

Do I need a Power BI Pro license to embed reports in PowerPoint?

Yes, embedding Power BI reports into PowerPoint requires a Power BI Pro license to access the necessary export and embed features.

Can I update embedded Power BI visuals in PowerPoint?

Yes, embedded Power BI visuals in PowerPoint will automatically update with live data whenever the presentation is opened or refreshed.

What are the alternatives to embedding Power BI in PowerPoint?

Alternatives include sharing Power BI reports directly via the Power BI service, exporting reports to PDF, or presenting live data from the Power BI app or web service.

How do I ensure the best performance for embedded Power BI visuals?

To ensure optimal performance, keep your Power BI reports lightweight, minimize the complexity of visualizations, and ensure that your PowerPoint and Power BI applications are up to date.

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