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How to customise reports & link live data in Power BI

Lily Howell Dec 15, 2020 12:00:00 AM
Woman looking at her Power BI dashboard on her lapop

If you’re already familiar with the most popular data analysis tool on the planet (Excel), why would you invest the extra time and energy to learn to use Power BI?

In our final part of our short series on Microsoft Power BI, Robin and Luke walk you through how to create a live data link from Xero, customise & brand your report and integrating data into Office 365. You can watch our previous Power BI content here!

Microsoft Power BI Webinar

 

 

  • Introduction (00:00 – 01:07)
  • How to create a live data link from Power BI to Xero (01:07 – 12:06)
  • How to easily customise Power BI reports with company branding (12:06 – 20:48)
  • About the Xero app in Power BI (20:48 – 23:01)
  • Saving your report (23:01 – 26:03)
  • Integrating data into Office 365 apps (26:03 – 26:47)
  • Question & Answers (28:54 – 37:37)

Transcript

Introduction (00:00 – 01:07)

Luke (00:00):

Welcome back to our Power BI series where we look at how you can link financial reporting into power BI, with some useful information.I’m Once again, I’m Luke Haskins, I’m the financial controller here and I’m accompanied by my colleague, Robin.

Robin (00:14):

Hi, I’m Robin, Services Delivery here at Netitude, we’re an IT support company based in the Southwest of the UK.

Luke (00:21):

So hopefully, you know, by the description coming in, but today we’re going to cover how to customize report and link live data to Power BI. We’re going to split that into two sections how to customize the report and link the live data. And then after we’ve gone through that video and showed the way’s aspect it, we’re going to look at how to integrate data from power BI back into Office 365 apps, have a quick conversation on that.

So the first point we’ll go into customizing reports and linking live data. I’m going to pass you over to a good friend of mine, that I hope you’re used to by now, which will be moved from the past and you can go through all the steps that customize your reports.

How to create a live data link from Power BI to Xero (01:07 – 12:06)

Luke (01:07)

Okay, welcome future people, I guess you won’t notice any subtle differences with me from the one that just passed across, but this is what we’re going to step through in this webinar, mainly. So this screen you’re seeing now is power BI service. I don’t know why it’s called power BI service. It’s basically the web app version of it. So you’re going through your browser rather than your desktop app. Okay.

We’re linking it through from Xero, which we’ve covered a bit before. And the only way to do that is to do it through Power BI apps, rather than linking it as a direct data source. So, on your main login through the browser, power BI service, go onto the left-hand side. You can see a section of apps on apps. It will show you a selection of ones that you’ve already paid with. Obviously, I’ve already linked mine up on here, but I’ll show you how to go through from the first time.

So, top right-hand corner clicks apps. Complicated, I know you wouldn’t think that was the first process to kind of go into. It will pop up with a whole world of different elements that you can link up and use. These apps are pre-set reports that people have created to use the information and do specific views already. So they’ve done kind of some of the donkey work for you. As you can see there’s a whole world of things, I don’t want to see the analyse COVID 19 app ever again – I think I’ve had enough of that now, but I have more interest in the NFL analytics so, half tempted by that one, but for this one there are loads. So we’ll have a search going through.

Type-In Xero and it brings up. Simply click on that and it would give me the access to add the app. There’s no additional cost for this. It’s a free app to add on as long as you’ve got Power BI set up going on. You won’t need any additional elements to be able to put Xero on to it. Okay. So apologies. I can’t show you how to finalise setting the Xero up, cause obviously, I’ve done it before, so it will mess with Power BI’s brain if I try and add it again, but when you try and add it through, it’ll just ask you to link it to whatever company you want. I know many of you same as we have, have multiple companies set up in Xero, so you will have to select which one you wanted to set up for the report. And you can then do that separately for a different company afterwards if you wish. So when you’ve done that you can link through and see Xero’s app and the kind of different views of data it gives you.

So on the one, I’ve set up is Xero’s kind of dummy information, similar to what we used before in the last webinar. Obviously, I’m not going to link up to Netitude’s live information because I’d end up with some kind of big legal situation and probably losing my job. I’m not keen on that fact, so hence why my refresh says back from July last year, but that’s only because that’s when the last dummy data was updated. So, don’t read into that too much is a live link, it will refresh every time you go and kind of go into the data.

But as you can see from this page, it gives you from the app, a lot of information and different views from your cash flow perspective, your closing balances on your balance, on your bank’s cash, in cash out, any kind of different messages that Xero’s got kind of going on. Really good for an overview, especially more senior in the financial world is it gives me lets you know, what’s waiting to be signed off what needs approval or what kind of transactions is still being held. So again, real solid balance.

It also gives you a view on your debtors and creditors, how your revenues changing, what receivables are still outstanding. Who’s kind of taking the mic or not paying their bills quick enough. Lots, lots of different views visuals and base information going through. So a lot of people will look at this and they may well have the information they want to see and be able to manipulate through. We’ve got different asset balances, your gross profit percentages in settling in through. But what I found, being honest from past experience is it’s very one dimensional these tables, obviously, their setup to look at specific fields preset within Xero and in the real-life you find there’s a lot of other elements that end up getting involved and can affect it. So I find, although as a quick headline, looking at my closing bank balance, looking at my cash in the last 30 days, these bits of information are really useful. Outside of that, it can be a bit of a misleading view as a whole, but where the benefit comes in from this is that you are able to use the information that this uses to make kind of your own view on it. So that’s what we’re going to do now.

So if you were to log in, you get the same view as me in this blue bar, along the top three little dots to see what else is it says, see related content, by clicking on that, what it does is show’s you what information it’s using to create this set of reports and information in the app. Within it, you see the report itself, but you also see the data set. So this is the information that’s pulling from Xero to be able to create the views we’ve just looked at. Within this, You now have a create report option. So if I click on that, it will work its magic. And take me into a very similar view to what you would have seen in our last webinar and what you see from the desktop app itself. It’ll give me all the different tables and information it’s using from its address, database bank statement, transactions, list of contacts, invoice details, invoice lines, month-end transactions and the whole trial balance itself. So going into the trial balance, being a big one, we’ll give you all your account codes and your closing balances on it and your amount. But actually to a degree, you probably using the trial balance, as most people know, financial information-wise, you can get it to pretty much tell you anything you want it to kind of tell you from that setup, so it can make it a lot easier.

What we’ll do in this space is just to give you an example of what to do. We’ll use the invoices to keep it simple. So what I find as a first basis, and for a lot of my reports, I use a matrix when we looked at it in the last webinar I had as a base, the matrix, because I find this enables you to get a view of the data in kind of a pivot table format. And then you can see it’s easy to use and drill down. And then there might be specifics from this you then want to put a more of a visual one with say a graph or a column or something along with those sort of bases. So just use the matrix symbol, added that it gives me blankly, what it does, then it gives me the rows, columns and values that I want to put on it.

So good starting base, let’s take invoice number. I want to have all my rows to show me an invoice number. Let’s expand that so we can actually have a bit more of a view on it. It’s got a full list of the invoice numbers and how you can see these elements going through. That tells me what invoice has got, but not really much else. So what else do I want to do? I think really we want to table. So, for a value, I want to see what the total of the invoice was. Okay. So we’ve just started our total column in and we can see all the total balances for the invoices, given us good base information on that. What else can we do? Well, we want to kind of see is the date periods what’s going on? How is that breaking through?

So within the invoices tab itself, I’ve then got invoice date for a drop that into column there automatically go to what’s called a hierarchy. So it will break anything it picks up as a date field into year’s, quarters, months or days. So as you can see in the column itself, I’ve got one transaction expense came from 2017 and then everything else is 2019. It’s the sample data. What can I tell you? So going through from there, I don’t really want to see that 2017 information. That’s not really helping me much, let’s filter it out. Filters on this vigil give me a list everything I’ve added in at the moment. But also I can add anything I want into this filter. So, for now, I just said invoice date on the year, I could put advanced filtering saying, I want it to be precisely between 2018 to 2020 in this sample, that data is not worth it.

I’m going to get a basic filter in. It’s going to be a nice little view. Like I’d see it similar to a pivot table or something in Excel. I’m just going to look to show me 2019 information. Okay, what that’s done it’s cleared out that 2017 data and I’ve only got the view for the year as a whole. Going through on that, now I’ve only got 2019. It’s not really much help see in just the 2019 total. So within this column itself, I can take out other information. I’m going to take a year out, but you think about its mind. Why does then it goes to the next filter down? So it’s going to show me quarters are the quarter elements going three quarter to quarter three. Again can be helpful, especially if you report in quarters, but I think the month is going to be more relevant really. So I’m going to take the quarter out as well. Read through and It’s going to give me my monthly total is going across in the bottom and give me my yearly total. Okay. Much more information came through on it.

Okay. What else? So looking at this, I can see by the nature of what’s pulled across, I’ve got some funny, different elements going on on my invoice numbers. I don’t really want to see, this is obviously different transactions has gone through. It’s not in my normal invoice templates might be miscoded. It might be pulled from somewhere else. It might be a journal adjustment, but it’s partly through with an invoice number, not something that I really want to do. So how can I tidy that up? I’m going to pull a field infield from invoice number, put it into my filters. What does it open this element in there through?

So it’s automatic on the basic filtering cause that’s why you used on the last one. But if I go to advanced filtering contains inv, you can see the whole list of these proper invoice numbers all start with inv. And if I apply that filter, it will then clear out all of those, that information, just gets me my proper invoices and see it’s adjusted all the totals and filtered out anything that I don’t want to see from that. Brilliant. So, we’ve got that it, that’s the basic information that comes across.

How to easily customise Power BI reports with company branding (12:06 – 20:48)

Luke (12:06)

Do I really want to go to the whole of the senior board during our presents to other departments looking like that? Not really. What can I do to make it look a bit better? In the visualizations column, we’ve been doing a lot of work with the different elements from the perspective of the field. So I go over to the paintbrush, there are lots of different options we can select to kind of make this information a bit easier to view and a bit more presentable to put in front of people.

So, lots of different options within it. Under the style option, this will give you some preset defaults to put onto table different ways to kind of make the information look that Power BI’s set up. I’m going to go for a bold header. Nice stand out with the black against the white contrast – I like that element going through. Kind of wants to add a bit more to it. Don’t want to just use that, I want to put a bit more of my own flair onto it. Let’s go to the values, within this I can change it about, I think a nice blue for my font colours because I’ve already put that contrast in lines in, it gives me the option to change the alternative one. Let’s try and make this look as fabulous as possible. So for the other ones, I’m going to make them orange. Beautiful. We’ve got that going through. If anything says good to me with blue and orange, I think a nice pink background on the alternate ones. And let’s go for a mustard yellow for the other ones. I just want to make it as visually pleasing as possible.

So if someone puts a report like that in front of me, they’re gone, to be honest. I’m not going to put up with that kind of thing, but it just kind of have emphasized the point of how we can change the elements. In fact, it’s burning in my eyes already, so I’m going to change it back. You can make it look how you want. We’ve got the nice sort of colour palette and the marketing team here and everything tells me to make sure I’m using our own brand colours, but it’d be quite easy to make sure you’ve got a colour palette and make your reporting similar coming across and using the different tones. We’ll just keep the orange and blue for now just because no one needed that colour going on for too long.

So I put that element of touch on it. What else can we do? You see we’ve got subtotals. What these are our totals going across the far, right-hand side in this case and along the bottom. In this situation where we’ve got invoices kind of makes sense, but I don’t know whether you’re always going to want it. So within the subtitles dropdown, I can take my row ones off. Take that off. All my totals from the bottom of disappeared, I might not want to see my monthly breakdown, I might only want to show the total. Also, you can take the columns subtotals off, take those off things the year to date stuff off as well. You might want to have that view of getting on. In this case, I think it makes sense. So we’ll leave that on.

I could put a title on it, you have to turn on its default off. So it’s important to know that. And I’m going to go “Xero invoice view”. Beautiful. It tells me at the top what it is. So when I send to someone else, there’s no confusion going on. I think a lot better in the middle, it’s put it in the middle, in the middle of the whole of the matrix. There is. So it’s important to understand that. And I want to make sure everyone can see it. Let’s put the size of it up. Okay, Nice, twenty-five point. See the tile. Happy with that.

At the moment you see we’ve got the background on, what do you mean your background? Well, it means is behind the report in this cell, I’ve got a background. So, I can change that background, to put a colour on it and I’m going to go dark blue and it’s clearly going in it. You see this transparency element, quite a lot when you look on the reports, often by default set to a hundred per cent and you’ll go “adjusting my background to blue, why the heck is it still looking like it’s white?” It’s that transparency element. It means you can bring it into the level you want to go through on it. The more you do the deeper, the colour gets on it. Okay.

But it’s important to realize when you’re doing these reports, you see the dialogue through it. That’s the page. Your report will show. So although my matrix, it’s got my background, it’s a tidy, I’ve got my different colours going on. You’ll have a nice white rectangle showing on it as well as the report. So that’s not going to look great when you send it out. So why often tend to do but again, all up to put personal preference, is I actually take the background off of the matrix itself and set a background on the page. All I’ve done in that situation is rather than being clicked on the matrix itself. If you did select off literally by clicking an empty space, it will select the whole page. What we can do then is change the format of the page itself. All right. So within that – page background, change the background to purple. Again, remember what I just said, you go “Luke, I’ve changed the page background to purple. It’s still white.” It’s because of this transparency. So I need to scroll that right back down to zero. And now you can see not only my spaces purple but also the background. Again, please tell me to know reports, looking like this with the purple, blue and orange. It’s not going to be friends going across, but it just emphasizes the points of what you can do with it.

You can also get really advanced if you want to and you can add images in. Kicking on that you can input, it might be a company logo, it might be something you want to emphasize on this particular report. It’s quite simple. Literally, you hit add an image. It’ll go to your file browser, you can look wherever you’ve got images saved and select them and put them in.

Within that, that’s the page and different elements, I can put different filters – we’ve shown that 2019, we’ve shown just to show an invoice. We’ve changed the dates to go through to monthly rather than showing quarter elements. There is a whole world of different views you can do from this. So I’ve got my matrix that shows me my information. Good old copy, paste -it’s done me another view. So if I can drag that one out right across, typical seamless format, I don’t want to call fix mode because that would take me out of it. There it goes, comes in with me now. So we’ve got the other column. Let’s see a bit more. I’ve got the table information. I want to see more of a line chart with it. Okay. So exactly the same information where it copied it. So it defaults put it in, it’s showing my total with my axis being my invoice number. I don’t really think I’d want invoice number on this. Now it’s got invoice number and date. If I take invoice number out the axis, have it going through – it just shows the different elements. So, it shows by month, then kept the same filter going in, and there’s the invoice. So, it’s saying that as the months have gone on May 13,000, June 10,000, July, 3,000 – exactly the information it shows us in the table and shows us how it dropped off. Again, no wonder this information’s only got data up until 2019 because if that’s the decline going through all your invoices pre COVID, you’re going to be shutting down. So again, it gives us some visual representation with a bit less detail, but more ways to compare it through. Again, I can mess with the format of this change, the colours of the line, but different elements in. So going through, turn my axis off.

I don’t want to see that going through. My data colours go through at the moment it’s blue, let’s keep a really nice colour combo going on. Let’s put pink on a purple cause I’ll look stunning, there we go. There’s a whole list of different elements, I’m not even touching on the aspect, border shadows, covering actually putting things onto it. Adding images into any section of it. There’s lots of different customization you can do within it. But we haven’t got time to go through it all now because otherwise, this webinar would go on for about five, six hours. And nobody wants that. Showing you the basics, how to collect it in, the best thing to do is to go and get involved – try some things out for yourself and see how you can move it. Okay.

About the Xero app in Power BI (20:48 – 23:01)

Luke (20:48)

A couple of points to point out at this element. So, you might find, when I went through, all my totals are here. What bugs me, coming from a finance perspective is that’s a number it’s not a monetary field. It’s not telling me in pound sterling, what the value is. One of the drawbacks from using the power BI service, so, the web browser is that you can’t change the data itself or the format of it. Something you can do when using the desktop app. Something you regularly do by default is looking at a source of information, it can’t always pick out what type of data is you do have to normally select it, same as you would do in Excel itself, you have to let it know some things are monetary value rather than just a numeric value. I can’t change the decimal places, if we’ve got lots of elements going through and you want to bring it down to show millions and you want him to show it to one, I can’t change that on the desktop because that means changing the initial data rather than changing the view itself.

So it’s important to understand that when coming through its great information you have from Xero and you can bring all this live information across, but because of the nature of the setup from Xero itself, you can’t manipulate the data into certain elements, which can be restrictive for points. It can be seen as a bit of a minor drawback in the overall effect, but it’s important to understand. The other point I would put from that perspective of this is the setup it has been Xero at the moment that may well change through. You can only access their information through the app, which is why you have to use the power BI service, but other elements such as QuickBooks or other accounting packages, Microsoft Dynamics as well. You can pull straight from the data source so that you will be able to use desktop and you’ll be able to change the line information on it. So it’s got a bit more benefit from that, but I think the kind of understanding is that Xero have teamed up with them, set this app up so you save the time, you haven’t got go in and create a lot of these views, you haven’t got go and set your bank set up because our original app view shows us a lot of that information.

Saving your report (23:01 – 26:03)

Luke (23:01)

So it’s probably worth getting from that element is to show you, I’ve put all these elements in. Let’s save it. Save this report, what it will do is automatically save it into your workspace. So, whenever you sign in to Microsoft for Power BI service, you will see your “my workspace” and that’s where the different elements will be saved. Okay. So it’s important to understand that as well, that you can’t then access it through power BI desktop. It will only be open for it to be viewed through service. So you can’t link it in this information from being in the desktop and linking to another element, which then makes it difficult when you want to compare these items to say to your front end system. For me, my voice is coming out my main system that we do all of our ticket transactions as such through. So it can’t be a little restrictive that I can’t compare those with Xero at the moment. Which I would be able to do for you use Quickbooks or Dynamics. There is a workaround, there are always workarounds in the nature of these things. Mentioned their bit in the Q and a before, it is possible, like, with the live dashboards, there is a way around it. You can export the data, you can set a rule, so it exports the information that’s shown in this report, and then you can access it directly.

But it’s a lot of background and a lot of automation work going on. I’m being honest. It’s not something I know how to do. I would have to get one of our senior engineers here to set up for me. So again, it’s possible, definitely possible. We’ve done it. We’ve been and put it through, but it’s not something I can sit here and tell you really how to do because there’s a lot of background work, but once it’s set up, you can do it. So it really depends on what level of detail you need to go through and what you want to be able to compare it. So feel free again, in that situation to get in contact with us, if you’re a customer going through, we can have a look for you and try and set up a role to be able to create that for you. And like I said, it’s something we’ve done here, but very much the focus is to use Xero’s own app and its own dashboards that are already in place. So you can see the different views. It gives you an element of drill down within it. It’s all I found personally is that I like to be able to manipulate it a little bit more and show a different perspective on it.

So, summary – the app is really good to use through Xero. It gives you a lot of information. You can then create your own reports off it, but it is restrictive to only be able to use through service. So it’s important to understand that if you want to take that development of, and you want to run, crosschecks against your main invoicing system, where you have many, you main transactions going through the business it’s possible, but it takes some kind of background work. Hopefully, that’s answered a bit of the element I’ll pass you back now to the live version of me and Robin. And we’ll kind of go through some questions and show you some other elements that might be able to be used.

Integrating data into Office 365 apps (26:03 – 26:47)

Robin (26:03)

So in this section, we’re going to start talking about integrating reports into other desktop apps, like Office 365. Now it’s best to do this from the Power BI service, the online version of Power BI. There are a few options available to us from that area, you can export to PowerPoint which will give you a point in time or snippet of a report if you want to put it into a slide deck for something you can also export to PDF. If you just want a flat report, generally you use this as a hard copy for distribution but one of the best options is to analyze an Excel. You see the data in a bit more detail there, and Luke, you’ve had some experience with this.

Luke (26:46):

Yeah. So I’ve gone through the process and linking on from the app and we just kind of went through, you find it it’s in two formats really when you’re using Excel. If you’re using something like the Xero app, we’ve just gone through, what it will do is allow you to export, but it only allows you to take it down to a pivot table. So there are benefits to that. If people are more comfortable with a pivot table, how they can use it through definitely adds value. But my kind of head is that if you’re coming from power BI to go to a pivot table, it kind of seems a little bit backwards to me, kind of feels like why would you want to go into a pivot table when you’ve got an advanced pivot table and power BI. But again, I think it’s a bit horses for courses to some people will find it more useful to do. The other side is if you’re using something from your own source data, say you had similar to what we did in the first webinar, if you’ve got an of CSV or an Excel file you’re putting through or something like QuickBooks, et cetera, where you can do the direct link, you can’t do Xero at the moment. Then it will let go back down to the column field, you can see all the entries. But again, it’s kind of in reverse to come from that point to get into power BI.

Robin (27:54)):

Yeah.

Luke (27:55):

And then you’re going to take it back again. So..

Robin (27:56):

Perhaps a stepping stone to help people to get their head around how power BI looks at the data in a different way to an Excel sheet.

Luke (28:03):

Yeah, I guess my head would, again, I would say within power BI, obviously you can say as well to have the view of the source data. Like sometimes you’re putting the report you might want to sense-check or check a lot of columns, especially when you put it from a database has got the same name or very similar names. So it can be sometimes a quicker way to go and check the source data and what you’re putting through is correct. And that table can be a bit clunky and the Power BI the app itself. So perhaps that might be a way to export it back to have a quick review which it’s there. I guess my head says it’s put in because it’s an easy out on, they can put it into kind of allowing you to use it. Being honest it just shows it’s another aspect it can do. I think most of the times the desktop app especially, it just kind of allows you to cover it, but when you’re in service, that might be a benefit to be able to just put it back out.

Question & Answers (28:54 – 37:37)

Robin (28:54):

Sounds good. We did get some questions through the webinar today. So we’re gonna spend a bit of time answering those now. So Noel asked, “where is all the data coming from?” Good question.

Luke (29:07):

Yeah. So in our particular case, again, at this point let me apologize for still in lockdown Luke’s haircut, cause it was shocking but going through from that, going off in the data, it’s all pulled from the Xeros itself the app initially links you through to their dummy data. Exactly the same as you would if you were in Xero itself, you can use their sample company to look at their invoices, going through, look at their trial balances, their reports in there. It’s exactly the same source data that is used in the app, and that’s the information we used in today. Some of the points we have come across as well, that the, it was a bit difficult to see the line details in, on the matrix and the charts you were doing, all I’d say on that point is that I understand that when you use them from the perspective, it could be a little bit difficult on there when we do the recording that we sent out to everyone who subscribed, we will focus in a bit more on that from that one. So if you did want to go back and just want to clarity on it, there’ll be a good way to get back on the recording. You’ll be able to see it a bit more zoomed in than what we were able to do today. So that will help from that perspective but for the Xero source of data, as I said, it uses the sample company that Xero create pulls through. Hence, why a lot of it was 2019 data, they haven’t updated the company information within there since, which is why it had to be through it that way. But yeah, again, go back on the video. You’re going through to link with your own, even if you’re using the sample data always has a link there as well to locate your life. So very simple to do. I mentioned it in the pre-recording as well to kind of link it back in. You can select the company within Xero that anybody uses Xero, you have multiple companies going in, you link it back and then to pull your own data. But this particular one, it wasn’t a sub-company data.

Robin (30:48):

Cool. Thanks, Luke. We had another question as well from anonymous. “Can You import your branded themes?

Luke (30:55):

Again, we mentioned it a bit in that there’s a whole world like if we were going to try and cover all the customizations in, in one video, you’re probably about 8 hours and most of you would have switched off after about an hour, cause there’ll be a lot of details going in, but yes, there’s a whole different world of customizations from bringing in company logos, bringing in video content, you can bring in snippets from other, from different websites from other documents you might have. Again, flipping to what we just talked about from PowerPoint, et cetera. You can link it back the other way and say you had brand colours like you might picked up our orange and blue kind of going across everything, we have a base template that we use that you can then apply that across multiple documents. So if you’ve got a set of management documents that go out, perhaps sent by different people, you might have an operation or finance, the marketing, et cetera. You want to keep that brand across. You can develop this kind of scheme, tone fond, et cetera, and then apply that across. It does take some doing to get it all right, and how it applies to different bits, but it’s definitely doable. And the more advance going in. So again, something we’ve done here, we’re happy to advise setting up customers coming in and want to kind of help with that. Please do let us know. We can book in some time to kind of help you set it up and give some advice.

Robin (32:16):

Great. So that’s all the questions answered. Oh, you’ve got one more.

Luke (32:22):

The joys of life.

Robin (32:24):

Noel has asked another question. Thanks, Noel “Looks like you need the pro license, just tried with a normal license.” So we covered this in our previous webinars as well, that there is a difference between the pro and the free license. Obviously, the main difference here is that the normal license allows you as an individual to interact with Power BI service. But a Power BI Pro license allows you to do additional things like export or share data with other people and depending on whether they’re inside or outside the organization, they will need a pro license too. That’s in our previous webinar if you want to catch up on those details.

And we have one more question as well from Toby, “thanks for presentation” You’re welcome “with reports I’ve built it seems I cannot share with colleagues unless I have a Power BI premium is that right?” Power BI Premium is the whole company licensed. It can be quite expensive to apply that license. So that’s why Microsoft has given you the option to use power BI pro instead, which is a per-user license. So if there’s fewer of you, it’s more cost-effective to use the pro license. But in order to share reports and for people to interact with reports, you do need a pro license and so does the person who’s receiving the report.

Luke (33:48):

Yeah, well we found from our perspective, yes. If you would go through and get pro licenses or a premium license for your business, the premium license, are very expensive across the business itself. What we do from our perspective, because of financial control, I want to make sure we kind of can it’s useful information. That’s definitely value coming into it, but you can get caught up in a lot of Microsoft costs by going through on it. What we’ve found is we’ve got pro licenses for a lot of our senior team and then going through to perhaps our next tier of management, in certain places, but as we’ve mentioned there are ways to export it out. There are some reports that we will create a PDF version or a snapshot version of, for people to view, but that just means they can’t do the drill-down effect. So you still show them to have that information. We give them the export of it, or they can view it through the free license. They would be able to manipulate it or do anything with it as a mindset. So that’s where we’ve tried to balance out. But we find sometimes the information headline stuff is, useful to get across that you might find the more people directly involved need to have that drill down. So it’s getting the balance of licensing within your business, I think it’s the key, so you don’t get stung too much.

Robin (34:54):

And again, if you’re sharing externally that’s outside of your Office 365 tenant, then the person receiving the report will most definitely need a power BI pro license either assigned by your organization or their organization in order to be able to view at all. Okay, any more questions?

Luke (35:17):

Oh, Noel’s got another question “you can now get premium pro user licenses?” That is a good question. We will have to come back to you on that one. We publish the answer in our blog and if we have your details we’ll reply directly.

Luke (35:36):

Yeah, I think that was the case coming through from our previous videos. Again, if you visit the first one you’re logging into, there is multiple Q and A’s from the previous one and another webinar, but we look to kind of the base aspects of important from Excel and CSV into power BI and using that. So if you haven’t picked out from our series, please do go back and have a look, a link through on the subscription if you’re not already there. But we found a lot of questions came in after the point. So please do send them into the comments on our videos for the website to be able to see it. And we can pick them up from there. If it’s not something we’ve already covered today, just before we wind up. Is there anything else to come across?

Robin (36:12):

Noel has just posted an update actually it’s “per user“. So you can now get premium per-user licenses. And again, if we go back to you directly Noel and we’ll come back in the blog as well, just to answer that question in full.

Power BI Premium per user public preview now available

Luke (36:31):

Yeah, I think this could be the normal Microsoft’s setup with a lot of the subscriptions. They split into multiple levels with very slight kind of tweaking on it for us. We found the pro-license for a couple of individuals has worked out the best costing. Rather the premium does cover you for a while with people, but it’s got, I think for depending on the size of your business and the setup with the kind of people you want going into it, it has to be really specific from our experience to need the premium one on that. But yeah, they will gradually release more options. We’ll have a look and let you know what the detailed differences are. Again, we go through for something we find, might be useful for people again, we’ll post it in the blog. We’ll let the details make for everyone that we think would be useful going forward.

Robin (37:07):

Absolutely.

Luke (37:12):

I think that just about covers it all from us today. Thanks for all the questions coming in again. Please do keep following, come check our previous content out and thank you very much for your time and send us a call or speak to your account manager if you want any more info.

Robin (37:27):

Thanks, everyone.

Luke (37:28):

Cheers.

Robin (37:29):

Have a great day.