4 effective ways of connecting Power BI to PowerPoint

In recent years, more and more financial departments have been adopting Power BI, the Microsoft software that is revolutionizing data analysis for decision making. With Power BI, teams have access to interactive online dashboards that allow them to explore their company’s data securely; these are known as “dynamic reports”.

Nevertheless, the use of “static reports” is still necessary in many cases:

  • Isolating part of the information (confidential or irrelevant data)
  • Analyzing, comparing or restoring data from a new angle
  • Commenting on the results obtained with text explanations
  • Working on the formatting in new tables and graphs
  • Sharing figures with people unfamiliar with Power BI

Today, PowerPoint software remains the best tool in the Microsoft Office suite for presenting and commenting on results. Indeed, PowerPoint is the preferred format for presentations and static reports, whether they are internal (ExCo, accounting, retrospective reviews, monitoring indicators, monthly follow-up, etc.) or intended for clients: investment reports, commercial proposal or activity report. That’s why we built a link from Power BI to PowerPoint in order to smoother the the transition between the tools.

In this article, we’ll explain four different methods to export Power BI to PowerPoint in order to build a customized static report*.

#1 Native export of a full report from Power BI to PowerPoint

The Power BI software is compatible with the Office suite, as it is also designed by Microsoft. This is notably due to the functions that allow data exchange between the software programs. Therefore, the easiest way to export data is to use the native “Export to PowerPoint” function from Power BI online.

How to export a Power BI report to PowerPoint?

  1. Go to https://app.powerbi.com/home 
  2. Open a report published on one of your workspaces
  3. On your report, click File, then Export to PowerPoint
Full export Power BI to PowerPoint
  • In the window, choose “Current Values” and then click on Export
  • native export Power BI to PowerPoint
  • A PowerPoint file containing the pages of your report will be generated (you can find it in the downloads).
  • Limitations of the native Power BI export to PowerPoint

    The entire process takes place on app.powerbi.com. But this method generates a new PowerPoint file with the default neutral template, so the result does not comply with your graphic charter.

    In addition, the pages of the Power BI report are converted into non-customizable images, with a format which is often different from the PowerPoint template.

    And finally, the Power BI data cannot be changed from PowerPoint: if the data changes, you will have to restart the export.

    #2 Copy and paste of a Power BI visual to PowerPoint

    The second option is to copy a visual from Power BI and paste it into PowerPoint. This is useful when you want to highlight some elements of a Power BI dashboard without downloading all the pages.

    How to copy and paste Power BI visuals to PowerPoint?

    1. Open a PowerPoint file on your desktop
    2. Go to https://app.powerbi.com/home 
    3. Open a report published on one of your workspaces
    4. On the report, select a visual and then click on the Copy icon.
    Native copy-paste Power bi to Powerpoint
  • In the window, click “Copy to Clipboard“.
  • Copy paste a visual from PowerBI to PowerPoint
  • Go back to your PowerPoint presentation and paste the visual on the slide of your choice.
  • Limitations of copying and pasting Power BI visuals to PowerPoint

    When only selecting relevant visuals, you become more flexible in your PowerPoint presentation. However, you cannot change/adjust Power BI data in PowerPoint. The visual remains an image accompanied by a text box detailing the “source” – this should be manually removed from your slide if you don’t need it.

    Copy paste visual from Power BI to PowerPoint

    Tip: you can keep the hyperlink in the “notes” section in order to come back to this Power BI visual later.

    #3 Export Power BI data to Excel and PowerPoint

    This third technique consists of importing the Power BI data into Excel, where it is then possible to rework it before restoring it in PowerPoint.

    It is sometimes necessary to export Power BI data to Excel for analysis or to create tables and graphs before putting them into a PowerPoint presentation.

    How to export your Power BI data to Excel, and then PowerPoint?

    1. Open a PowerPoint file on your desktop
    2. Go to https://app.powerbi.com/home 
    3. Open a report published in one of your workspaces
    4. On the report, select a visual then click on the icon “…”.
    5. Select Export Data
    Export Power BI data to Excel and PowerPoint
  • In the window, keep the default options (Summarized data and .xlsx file)
  • Export PowerBI data to Excel
  • An Excel file containing the raw data of the visual will be generated (you can retrieve it in your downloads)
  • Excel file data from Power BI
  • Edit your table or graph in the Excel file.
  • Finally, you can copy and paste it or connect it to a PowerPoint slide.
  • Read our article “How to link Excel to PowerPoint” to find out how to easily connect your Excel tables and charts to PowerPoint.

    Limitations of exporting Power BI data to Excel and PowerPoint

    While offering more flexibility by customizing the data in Excel before adding it to your PowerPoint, this technique is still time-consuming and you will need to repeat the entire process as your Power BI data evolves.

    This is not really a link as this last method still does not allow you to filter/update your Power BI data from PowerPoint.

    #4 UpSlide’s Power BI to PowerPoint link

    The advantages of UpSlide’s Power BI to PowerPoint link

    With the Power BI to PowerPoint link, developed by UpSlide, uploading graphs and tables to your presentations has never been so efficient. You can import your visuals directly from PowerPoint without going through Power BI.

    You can still check and modify the filters applied, from a dedicated pane of Power BI to PowerPoint links that you have created on your slides.

    And when your Power BI data changes over time, simply update the visuals or report pages you want in just a few clicks.

    How to link Power BI to PowerPoint with UpSlide

    1. In PowerPoint, go to the UpSlide tab
    2. Click on “Link an image in PowerPoint to a Power BI visual” (far right)
    Link a inmage from Power BI to PowerPoint
  • In the window, select a Power BI report (if this is your first export, you will have to connect to Power BI first)
  • Select only one visual and click on ““, then Export to PowerPoint (one visual at a time only) or click directly on Export page at the bottom of the window (for a full page).
  • export Power BI to PowerPoint with UpSlide

    Congratulations! You managed to connect your Power BI report to your PowerPoint presentation!

    Now you can refresh your Power BI visuals to incorporate new data or add filters, directly from your PowerPoint presentation:

    1. Go to your PowerPoint, still in the UpSlide tab
    2. Click on the “Update Power BI links” button (far right)
    update Power Bi to PowerPoint links
  • In the panel that appears on the right, select the links you want to refresh or filter
  • Click on “Update“.
  • You have just updated the Power BI visuals of your presentation without leaving PowerPoint!
  • The Power BI to PowerPoint Link is exclusively available to UpSlide users.

    Which method will you use for your next Power BI to PowerPoint export?

    Let us know by leaving a comment!

    *Prerequisite: Power BI account with access to a dashboard and PowerPoint software (desktop application).

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    9 months ago

    this is awesome!