Power BI – Discover the decision helping tool

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Power BI is a business analytics service that delivers insights to enable fast, informed decisions.

-   Transform data into stunning visuals and share them with colleagues on any device.

-   Visually explore and analyze data — on-premises and in the cloud — all in one view.

-   Collaborate on and share customized dashboards and interactive reports.

-   Scale across your organization with built-in governance and security.

Teaching Format :

  • Remote e-learning training session
  • Interact live with your trainer throughout the e-learning session. Ask questions and discuss points as they arise

Training aims :

  • Discover the Power BI user interface
  • Create your first dashboard

Training content :

  • Discover the user interface
  • Import your data
  • Datatables and Datasets notions
  • Create a report
  • Use and customize the visuals elements
  • Publish a report by using PowerBI
  • Create a dashboard
00:00:11
Welcome in this presentation of Power BI. In the first part of this presentation, I would like to explain to you the purpose of Power BI. Then we will go to Power BI Desktop in order to create our first report. We will publish it and we will share it from Power BI service.
00:00:30
Before everything else, let's explain what Power BI is. Power BI is a free business analytics service for aggregating, analyzing, visualizing and sharing data. You can create reports and dashboards by yourself without having to depend on information technology staff
00:00:51
or database administrators. Then you can share and collaborate in any reports or dashboards with your coworkers.
00:01:00
Power BI consists in a Windows desktop application called Power BI Desktop, an online service called Power BI service and Power BI mobile applications. This 3 elements, the Desktop version, the service version and the mobile application version, have been designed to allow you
00:01:21
to create, share and consume business data, according to your needs. The common activity flow into Power BI is to first integrate data into Power BI Desktop and create our first report. Then we will publish the report in the Power BI Service, where we can generate dashboards.
00:01:42
We will share our dashboard with others from Power BI service and will view shared reports and dashboards in the Power BI mobile apps. We will see later that it's possible to create your visualizations directly from Power BI Desktop and you can also create reports from Power BI online service.
00:02:03
Just to let you know, to create a report it's recommended to use Power BI Desktop because you have more advanced analysis tools for your data.
00:02:15
So now let's go to Power BI Desktop to create our first report.
00:02:22
Welcome in Power BI Desktop. As always in the Office applications, we find tabs and ribbons at the top of the page to find our features.
00:00:11
Welcome in this presentation of Power BI. In the first part of this presentation, I would like to explain to you the purpose of Power BI. Then we will go to Power BI Desktop in order to create our first report. We will publish it and we will share it from Power BI service.
00:00:30
Before everything else, let's explain what Power BI is. Power BI is a free business analytics service for aggregating, analyzing, visualizing and sharing data. You can create reports and dashboards by yourself without having to depend on information technology staff
00:00:51
or database administrators. Then you can share and collaborate in any reports or dashboards with your coworkers.
00:01:00
Power BI consists in a Windows desktop application called Power BI Desktop, an online service called Power BI service and Power BI mobile applications. This 3 elements, the Desktop version, the service version and the mobile application version, have been designed to allow you
00:01:21
to create, share and consume business data, according to your needs. The common activity flow into Power BI is to first integrate data into Power BI Desktop and create our first report. Then we will publish the report in the Power BI Service, where we can generate dashboards.
00:01:42
We will share our dashboard with others from Power BI service and will view shared reports and dashboards in the Power BI mobile apps. We will see later that it's possible to create your visualizations directly from Power BI Desktop and you can also create reports from Power BI online service.
00:02:03
Just to let you know, to create a report it's recommended to use Power BI Desktop because you have more advanced analysis tools for your data.
00:02:15
So now let's go to Power BI Desktop to create our first report.
00:02:22
Welcome in Power BI Desktop. As always in the Office applications, we find tabs and ribbons at the top of the page to find our features.
00:02:32
Our first step will be to add some data from the Get Data button. I will select the More button to show you all the connectors available.
00:02:44
As you can see, there are many that you can use to get data. It can be, for example, from an Excel file, a SharePoint folder, an access database, an Azure database, a Salesforce account, etc. In my example, I will select an Excel file.
00:03:11
Once we have selected our Excel file, I need to select the good days because, potentially, I could have more than one base in the same document. So this is a good base I want to use. I can click on the Load button.
00:03:28
Once we have loaded our data, we can see now that the pane Fields on the right side is full of data. I need to repeat the operation to add a second database. So we click again on the Get Data button and then on Excel.
00:03:49
As you can see, there are two tabs in my Excel document so I will pick the good one, the first one, with the data I need. I can now load the data and once again, I will see the data from the pane Fields on the right side.
00:04:09
If needed, we can sort and filter our data from the data tab using the re-editor.
00:04:17
Let me show you that. From the left pane, there is a second icon Data where we can edit our data. For example, if all the data in the database is not useful for my coworkers. What can I do? I can just click on the Edit Queries button from the ribbon and
00:02:32
Our first step will be to add some data from the Get Data button. I will select the More button to show you all the connectors available.
00:02:44
As you can see, there are many that you can use to get data. It can be, for example, from an Excel file, a SharePoint folder, an access database, an Azure database, a Salesforce account, etc. In my example, I will select an Excel file.
00:03:11
Once we have selected our Excel file, I need to select the good days because, potentially, I could have more than one base in the same document. So this is a good base I want to use. I can click on the Load button.
00:03:28
Once we have loaded our data, we can see now that the pane Fields on the right side is full of data. I need to repeat the operation to add a second database. So we click again on the Get Data button and then on Excel.
00:03:49
As you can see, there are two tabs in my Excel document so I will pick the good one, the first one, with the data I need. I can now load the data and once again, I will see the data from the pane Fields on the right side.
00:04:09
If needed, we can sort and filter our data from the data tab using the re-editor.
00:04:17
Let me show you that. From the left pane, there is a second icon Data where we can edit our data. For example, if all the data in the database is not useful for my coworkers. What can I do? I can just click on the Edit Queries button from the ribbon and
00:04:37
I will be able to manage everything for my data. For example, in my example, I just don't want to see Product number 4. I just don't want to see this column and as you can see I can remove it. I can also just sort my names
00:04:58
in an ascending way, for example. So you can make all the modifications you need. Once you are done sorting and filtering data don't forget to close and apply your modifications.
00:05:16
Next step before creating our first visualization. We need to create a relationship between our two tables to cross the data. You can do that, from the left pane in the third icon Relationships or we can do that also from the ribbon. There is a button here Manage Relashionships.
00:05:37
00:05:40
If you already use Power Pivot from Excel, you won't be lost. It's more or less the same way to use it.
00:05:48
In fact, in most cases, you won't have to do anything. You have right here the Autodetect feature. We can do it for you. If you do that, cardinality, cross-filter direction and active properties are automatically set up. You don't need to do anything.
00:06:09
However, in some cases, you may have to create relationships yourself or you may need to make some changes to a relationship. In this case you can click on the New button.
00:06:22
In this window, you may have to create a relationship.
00:06:28
In this window, in the first table drop-down list,
00:06:34
select a table, for example the first one.
00:06:38
Then select the color you want to use to make the link between your two tables.
00:06:44
So I'm going to select the other value right here. For example, first name with first name.
00:06:52
I can now click on OK. Just for your information, visit the first presentation of Power BI so we won't speak, we won't develop the options of cardinality and cross filter directions. I can now validate my relationship and as you can see it is all setup.
00:07:13
I can close this window. We are ready to create our first visualizations in our report. So let's come back to the first tab.
00:07:22
Our report and as I said there are many pages in your report. By default we only have one, as you can see I am on the first page. But if I need it I can create any pages I need by clicking on this symbol, the Plus.
00:04:37
I will be able to manage everything for my data. For example, in my example, I just don't want to see Product number 4. I just don't want to see this column and as you can see I can remove it. I can also just sort my names
00:04:58
in an ascending way, for example. So you can make all the modifications you need. Once you are done sorting and filtering data don't forget to close and apply your modifications.
00:05:16
Next step before creating our first visualization. We need to create a relationship between our two tables to cross the data. You can do that, from the left pane in the third icon Relationships or we can do that also from the ribbon. There is a button here Manage Relashionships.
00:05:37
00:05:40
If you already use Power Pivot from Excel, you won't be lost. It's more or less the same way to use it.
00:05:48
In fact, in most cases, you won't have to do anything. You have right here the Autodetect feature. We can do it for you. If you do that, cardinality, cross-filter direction and active properties are automatically set up. You don't need to do anything.
00:06:09
However, in some cases, you may have to create relationships yourself or you may need to make some changes to a relationship. In this case you can click on the New button.
00:06:22
In this window, you may have to create a relationship.
00:06:28
In this window, in the first table drop-down list,
00:06:34
select a table, for example the first one.
00:06:38
Then select the color you want to use to make the link between your two tables.
00:06:44
So I'm going to select the other value right here. For example, first name with first name.
00:06:52
I can now click on OK. Just for your information, visit the first presentation of Power BI so we won't speak, we won't develop the options of cardinality and cross filter directions. I can now validate my relationship and as you can see it is all setup.
00:07:13
I can close this window. We are ready to create our first visualizations in our report. So let's come back to the first tab.
00:07:22
Our report and as I said there are many pages in your report. By default we only have one, as you can see I am on the first page. But if I need it I can create any pages I need by clicking on this symbol, the Plus.
00:07:41
I will select visualizations and data, according to my needs. For example, some charts right here. And as you can see once I select the visualizations, this visualization is empty. This is normal, I didn't select any data.
00:07:41
I will select visualizations and data, according to my needs. For example, some charts right here. And as you can see once I select the visualizations, this visualization is empty. This is normal, I didn't select any data.
00:08:02
That's why now, I need to go in the Fields pane to select the good data I would like to to see in these visualizations. For example, I would like to see all the sales of my products
00:08:17
00:08:20
for my team, so for example, I can fill all the products sold by my team right here. I'm just going to add some visualizations to give you more examples. I'm going to add another one for example, this time, we will choose a clustered column chart and this time, I would like to see
00:08:41
my sales by managers.
00:08:44
You know there are two managers, I can see each sale by managers. What can we add more? We will add pie charts for example, for the demonstration
00:08:57
with product 2 and product 3. That's it. And finally I would like to just add a map. It will be easier for me to understand how I made my sales. So once again I need to select some data for the map. I will select, for example, the cities and
00:09:19
the names of my coworkers. That's it.
00:09:25
What is really good about the way to create a report is you can just customize and set up everything you need. As we can see I can just reduce or expand visualizations. I can also for example, change the data. By default, I have a sum.
00:09:45
If I want an average, it's possible. Just let me show you that. If you want to customize or configure any visualization just click on it, and then from the Visualizations pane, you will find 3 tabs: Fields, Format and Analytics. From the 3 tabs, you will be able to manage
00:10:06
your visualizations if you want to add a background, a caption. If you want to change the style of your chart, if you want to change anything, you can do it from here. Just remember that this is really useful. As I said, by default, we have a sum but we could change our data
00:10:27
to get the minimum, the maximum or just an average. Just remember that this is really useful to use that but this kind of features are not available for Power BI service. Because we can create a report from Power BI Service, but some features won't be available.
00:10:47
This is a good example.
00:10:50
What you have to know about visualizations is that the display is totaly dynamic. For example, I can select a specific city on my map, for example, Madrid and I will see all the other visualizations adjusted according to what I selected in my map.
00:11:11
So for example, if I just select Madrid, I will see only the sales of my coworkes done in Madrid.
00:11:19
On the contrary, I could select directly someone from my first visualizations. For example, Mr. Duval. If I click on the Duval name, I will see only the place where I sold some products and I will see only the manager for whom he is working. In my example it is Jean-Yves.
00:11:40
So just remember that any displays for visualizations are dynamic. This is really good, but just to give you this information: this is true for reports, this is not true for dashboards. Just remember that. I will show you that later.
00:12:02
As I said, we can customize also any visualizations, change the values of the captions, etc., from the Visualizations pane.
00:08:02
That's why now, I need to go in the Fields pane to select the good data I would like to to see in these visualizations. For example, I would like to see all the sales of my products
00:08:17
00:08:20
for my team, so for example, I can fill all the products sold by my team right here. I'm just going to add some visualizations to give you more examples. I'm going to add another one for example, this time, we will choose a clustered column chart and this time, I would like to see
00:08:41
my sales by managers.
00:08:44
You know there are two managers, I can see each sale by managers. What can we add more? We will add pie charts for example, for the demonstration
00:08:57
with product 2 and product 3. That's it. And finally I would like to just add a map. It will be easier for me to understand how I made my sales. So once again I need to select some data for the map. I will select, for example, the cities and
00:09:19
the names of my coworkers. That's it.
00:09:25
What is really good about the way to create a report is you can just customize and set up everything you need. As we can see I can just reduce or expand visualizations. I can also for example, change the data. By default, I have a sum.
00:09:45
If I want an average, it's possible. Just let me show you that. If you want to customize or configure any visualization just click on it, and then from the Visualizations pane, you will find 3 tabs: Fields, Format and Analytics. From the 3 tabs, you will be able to manage
00:10:06
your visualizations if you want to add a background, a caption. If you want to change the style of your chart, if you want to change anything, you can do it from here. Just remember that this is really useful. As I said, by default, we have a sum but we could change our data
00:10:27
to get the minimum, the maximum or just an average. Just remember that this is really useful to use that but this kind of features are not available for Power BI service. Because we can create a report from Power BI Service, but some features won't be available.
00:10:47
This is a good example.
00:10:50
What you have to know about visualizations is that the display is totaly dynamic. For example, I can select a specific city on my map, for example, Madrid and I will see all the other visualizations adjusted according to what I selected in my map.
00:11:11
So for example, if I just select Madrid, I will see only the sales of my coworkes done in Madrid.
00:11:19
On the contrary, I could select directly someone from my first visualizations. For example, Mr. Duval. If I click on the Duval name, I will see only the place where I sold some products and I will see only the manager for whom he is working. In my example it is Jean-Yves.
00:11:40
So just remember that any displays for visualizations are dynamic. This is really good, but just to give you this information: this is true for reports, this is not true for dashboards. Just remember that. I will show you that later.
00:12:02
As I said, we can customize also any visualizations, change the values of the captions, etc., from the Visualizations pane.
00:12:12
I could go on and create several pages on my report. Let's imagine we just finished and we are ready to publish our report and to share it with our coworkers. If I want to publish our report on Power BI service, I need to click on the Publish button in the ribbon.
00:12:35
I will say yes, I want to save my changes and then I will name this report.
00:12:46
Once it's saved, I will have the opportunity to publish it into my workspace. I will show you that in a few seconds or into any SharePoint site or Teams site. Just for information, it's possible to publish any report into SharePoint or in Teams, I will select
00:13:07
my workspace and normally once it's done, I should see a link to reach directly Power BI service. That's perfect. I succeeded to publish my report and now I can open it from Power BI.
00:13:22
Let me show you that. Welcome to Power BI service and now let me explain a bit how to use Power BI service. As you can see, I can see my report right here and I will be able, if I need it, to share it from the ribbon. There is a button Share right here.
00:13:41
So first thing I would like to show you. Let's see a bit of the left pane. You will find all your favorites and your apps. What is an app? It's a collection of dashboards and reports. It's just a good place to easily find your reports and
00:14:02
most used dashboards. Just to let you know.
00:14:05
From my workspace, I will be able to consult any dashboard, report, workbook and dataset I get into Power BI. As we can see, if I go in Reports, I should be able to see the report I just created with you.
00:14:21
Let me give you some information about the sharing. If you want to share a report, you can open your report and do it directly from the report or you can do it from this page.
00:14:34
If, for example, we want to share the first report, I will use the second icon Share. What you have to know about sharing. Whether you shared content is inside or outside the organization, you need a Power BI Pro license.
00:14:55
Your recipients also need the Power BI Pro license or the content needs to be in a premium capacity. This is a special version to allow any people who doesn't have a Power BI Pro license to display your report and to share your report with them. I won't give you more details about it
00:15:16
but just to let you know it's possible. To summarize, you can use Power BI for free. But if you need to share your report or dashboards, you need a Power BI Pro license or you need to create a report in premium capacity.
00:15:31
00:15:34
So when you share a dashboard or report, those you share it with can view it and interact with it but the can't edit. They see exactly the same data that you can see in your dashboard or report.
00:15:47
The coworkers you share with can also share with their coworkers if you allow them to. Let me show you that: if I click on the Share button, there is a box Allow recipients to share your report.
00:16:01
00:16:04
People outside your organization can view and interact with the dashboard or report but they can't share it. So this box, Allow recipients to share your report, is only for internal people. If you just share report with someone external, they won't be able to share it to someone else, just to let you know.
00:16:24
00:16:25
So let's share it. I'm going to add an email address for my coworker, for example Chad, and I'm going to click on the Share button.
00:16:37
Now that my report is shared my colleague Chad can consult it on Power BI mobile, apps or service. We could also have created a specific dashboard for Chad to select only the relevant visualizations for him. So let me show you that: if you want to create any dashboard or report from Power BI service,
00:16:58
we will use the Create better from the ribbon. Then I will choose Dashboard and will name my dashboard.
00:17:10
Once it's created I'm ready to add some visualizations on it. To do that, I need to select my reports, my visualizations from the report. And for example, if I want to add this visualization to my dashboard, I just have to click on
00:17:30
the Pin icon right here and then I will need to choose in which dashboard I want to pin it. So it will be, for example, the dashboard we just created together. I'm going to pin these visualizations. Let's pin another one,
00:17:51
for example this one. Once again I will click on the Pin Visual icon and then I will pin it to my dashboard. That's it. Let's come back to our dashboard to be sure that we can see our visualizations. Yes, we can, that's great, we can see it. Just remember that, as I said, this is a dashboard it means that
00:18:12
visualizations are not dynamic. If I click on one of my visualizations, I will just open the report directly. It is just like a link, like a shortcut to the report. So remember that.
00:18:26
The display is dynamic on the report and not on the dashboard. Just to let you know, it is really important to know that.
00:18:35
Now we know how to create the first report. We know how to import some data. We know also how to create a dashboard and share it with our coworkers. To conclude this presentation, know that Power BI is a really powerful and complete tool. We didn't see all the possibilities of use.
00:18:56
This presentation was intended to make you understand the utility of Power BI, and give you the basics to get started with Power BI.
00:19:09
Thank you very much for your participation and have a good day, thank you.
00:12:12
I could go on and create several pages on my report. Let's imagine we just finished and we are ready to publish our report and to share it with our coworkers. If I want to publish our report on Power BI service, I need to click on the Publish button in the ribbon.
00:12:35
I will say yes, I want to save my changes and then I will name this report.
00:12:46
Once it's saved, I will have the opportunity to publish it into my workspace. I will show you that in a few seconds or into any SharePoint site or Teams site. Just for information, it's possible to publish any report into SharePoint or in Teams, I will select
00:13:07
my workspace and normally once it's done, I should see a link to reach directly Power BI service. That's perfect. I succeeded to publish my report and now I can open it from Power BI.
00:13:22
Let me show you that. Welcome to Power BI service and now let me explain a bit how to use Power BI service. As you can see, I can see my report right here and I will be able, if I need it, to share it from the ribbon. There is a button Share right here.
00:13:41
So first thing I would like to show you. Let's see a bit of the left pane. You will find all your favorites and your apps. What is an app? It's a collection of dashboards and reports. It's just a good place to easily find your reports and
00:14:02
most used dashboards. Just to let you know.
00:14:05
From my workspace, I will be able to consult any dashboard, report, workbook and dataset I get into Power BI. As we can see, if I go in Reports, I should be able to see the report I just created with you.
00:14:21
Let me give you some information about the sharing. If you want to share a report, you can open your report and do it directly from the report or you can do it from this page.
00:14:34
If, for example, we want to share the first report, I will use the second icon Share. What you have to know about sharing. Whether you shared content is inside or outside the organization, you need a Power BI Pro license.
00:14:55
Your recipients also need the Power BI Pro license or the content needs to be in a premium capacity. This is a special version to allow any people who doesn't have a Power BI Pro license to display your report and to share your report with them. I won't give you more details about it
00:15:16
but just to let you know it's possible. To summarize, you can use Power BI for free. But if you need to share your report or dashboards, you need a Power BI Pro license or you need to create a report in premium capacity.
00:15:31
00:15:34
So when you share a dashboard or report, those you share it with can view it and interact with it but the can't edit. They see exactly the same data that you can see in your dashboard or report.
00:15:47
The coworkers you share with can also share with their coworkers if you allow them to. Let me show you that: if I click on the Share button, there is a box Allow recipients to share your report.
00:16:01
00:16:04
People outside your organization can view and interact with the dashboard or report but they can't share it. So this box, Allow recipients to share your report, is only for internal people. If you just share report with someone external, they won't be able to share it to someone else, just to let you know.
00:16:24
00:16:25
So let's share it. I'm going to add an email address for my coworker, for example Chad, and I'm going to click on the Share button.
00:16:37
Now that my report is shared my colleague Chad can consult it on Power BI mobile, apps or service. We could also have created a specific dashboard for Chad to select only the relevant visualizations for him. So let me show you that: if you want to create any dashboard or report from Power BI service,
00:16:58
we will use the Create better from the ribbon. Then I will choose Dashboard and will name my dashboard.
00:17:10
Once it's created I'm ready to add some visualizations on it. To do that, I need to select my reports, my visualizations from the report. And for example, if I want to add this visualization to my dashboard, I just have to click on
00:17:30
the Pin icon right here and then I will need to choose in which dashboard I want to pin it. So it will be, for example, the dashboard we just created together. I'm going to pin these visualizations. Let's pin another one,
00:17:51
for example this one. Once again I will click on the Pin Visual icon and then I will pin it to my dashboard. That's it. Let's come back to our dashboard to be sure that we can see our visualizations. Yes, we can, that's great, we can see it. Just remember that, as I said, this is a dashboard it means that
00:18:12
visualizations are not dynamic. If I click on one of my visualizations, I will just open the report directly. It is just like a link, like a shortcut to the report. So remember that.
00:18:26
The display is dynamic on the report and not on the dashboard. Just to let you know, it is really important to know that.
00:18:35
Now we know how to create the first report. We know how to import some data. We know also how to create a dashboard and share it with our coworkers. To conclude this presentation, know that Power BI is a really powerful and complete tool. We didn't see all the possibilities of use.
00:18:56
This presentation was intended to make you understand the utility of Power BI, and give you the basics to get started with Power BI.
00:19:09
Thank you very much for your participation and have a good day, thank you.

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