Graphical reports share a lot of information quickly. If your organization uses Power BI, look for these stories in existing reports before building them from scratch for Microsoft PowerPoint presentations.
If your organization uses Microsoft Power BI mobile, you have access to a lot of data through interactive reports. This information is critical 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 from PowerPoint or Power BI mobile. Working with existing Power BI reports will save you a lot of preparation time.
This feature is available for 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 on the Insert tab and find the Power BI group in the middle of the ribbon. Click the button to add a frame and start the process.
If you can’t find this button, download Power BI as follows:
- Click on 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 then click OK. The download may take a few seconds.
Whether you used the Power BI button or the add-in, you’re now ready to link to the report. To do this, navigate to the online report using Power BI mobile, paste its URL into the add-on control as shown in Figure B, and then click Insert. Wait a few seconds for this feature to link to the correct report.
Figure C displays the resulting report in a PowerPoint slide. During the show, you can filter reports as if you were using Power BI mobile. Also, the link is active, so when you update the information through the data source, the link updates the reports in PowerPoint. To embed another report, you will need to download a new add-on framework or click the Power BI button through 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 on Microsoft PowerPoint
If you prefer to start with Microsoft Power BI mobile, open the report, 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 into a Power BI frame like you did above.
The difference with this route is that the export allows you to embed the report as an image, which will not update, or a live link, which will. Share lets you email people a link or open the report in a new PowerPoint file.
Using Export or Share, you can skip the add-in download task by clicking Open in PowerPoint (Figure D). This opens a new .pptx file and imports the report into a slide without downloading the add-on framework first.
Sharing in Microsoft PowerPoint
The people you share the PowerPoint presentation with will need an active Power BI account and report access to view the presentation data. Use the Share to PowerPoint option shown in the previous section.
Users without permission must request access to the report from its owner directly from inside the PowerPoint presentation.
With this new ability to connect Microsoft Power BI to Microsoft PowerPoint, you can share the story of your data in your PowerPoint presentations using existing Power BI reports. This link is live, so regardless of when you share this story, your reports will be up to date. To work efficiently, you can’t beat this combination.