Integrate Power BI reports with a presentation in Microsoft PowerPoint

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Image: Andreas Prott/Adobe Stock

If your organization uses Microsoft Power BI mobile, you have access to a lot of data through interactive reporting. That information is essential 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 that work from PowerPoint or Power BI mobile. By working with existing Power BI reports, you save a lot of preparation time.

This feature is available for Microsoft 365 and Power BI mobile users.

Get the Power BI Add-in for Microsoft PowerPoint

You may already have this feature in PowerPoint. Click the Insert tab and look for the Power BI group in the center of the ribbon. Click the button to add a frame and start the process.

If you can’t find that button, download Power BI as follows:

  1. Click the Insert tab.
  2. In the Add-ins group, click Get Add-ins.
  3. In the resulting dialog, search for Power BI.
  4. Choose Microsoft Power BI, as shown in Image Aand click OK. The download may take a few seconds.

Image A

Download the Power BI add-in for PowerPoint.

Whether you used the Power BI button or the plug-in, you are now ready to link to the report. To do this, open the report online with Power BI mobile, paste the URL into the plug-in, as shown in Figure Band click Insert. Give this function a few seconds to link to the correct report.

Figure B

The plug-in displays a Power BI frame.

Figure C

Insert the report URL to display that report in a PowerPoint slide.

Figure C displays the resulting report in a PowerPoint slide. During the show, you can filter the reports as if you were using Power BI mobile. In addition, the link is live, so if you update information through the data source, the link will update the reports in PowerPoint. To embed another report, you need to download a new insertion frame or click the Power BI button from the PowerPoint interface.

You don’t have to start with PowerPoint. You can also share the report from Power BI mobile to PowerPoint.

Share a Power BI report with Microsoft PowerPoint

If you prefer to start with Microsoft Power BI mobile, open the report and then use Share or Export. Both options provide a PowerPoint choice and eventually display the dialog shown in Figure D

After copying the link, open PowerPoint and insert the URL into a Power BI frame as you did above.

Figure D

You can copy a link by exporting or sharing the report from Power BI mobile.

The difference with this route is that with Export you can embed the report as an image, which is not updated, or as a live link, which does. Share allows you to send a link to people via email or open the report in a new PowerPoint file.

Export or Share allows you to bypass the add-in download task by clicking Open in PowerPoint (Figure D† Doing so opens a new .pptx file and imports the report into a slide without downloading the insertion frame first.

Share in Microsoft PowerPoint

Those you share the PowerPoint presentation with will need an active Power BI account and access to the report to view the data in the presentation. Use the Share to PowerPoint option shown in the previous section.

Users without permission must request access to the report from the owner directly from the PowerPoint presentation.

With this new connectivity between Microsoft Power BI and Microsoft PowerPoint, you can share the story of your data in your PowerPoint presentations using existing Power BI reports. That link is live, so no matter when you share that story, your reports will be up to date. To work efficiently, you can’t beat this combination.