How do I download a Power BI report from service?

Power BI report from service: In the ever-evolving landscape of business intelligence, Power BI has become a go-to tool for organizations seeking to transform raw data into actionable insights. One of the key functionalities that Power BI offers is the ability to download reports from the service, allowing users to share, analyze, and collaborate offline. In this detailed guide, we will take you through the step-by-step process of downloading Power BI reports, complemented by useful external links and answers to frequently asked questions (FAQs) to ensure a seamless user experience.

Step 1: Accessing the Power BI Service

To embark on your journey of downloading Power BI reports, the first step is accessing the Power BI service. Simply navigate to the Power BI Service, where you’ll be prompted to log in with your credentials. This is your gateway to workspaces, datasets, dashboards, and, of course, the reports you want to download.

Step 2: Locating the Report

Once logged in, explore your workspaces to find the report you’re interested in. Reports within Power BI are organized logically within workspaces, so make sure you’re in the correct workspace to streamline your search. Dive into datasets, dashboards, and reports until you locate the specific report you wish to download.

Step 3: Opening the Report

With the report identified, click on it to open it. Ensure that you are in view mode rather than edit mode; downloading is not available in the latter. This sets the stage for the next crucial step in the process.

Step 4: Downloading the Report

Downloading a Power BI report is a simple process that involves just a few clicks:

  1. Locate the Ellipsis (Three Dots): On the top-right corner of the report page, spot the ellipsis (three dots) icon.
  2. Access the Dropdown Menu: Click on the ellipsis to reveal a dropdown menu with various options.
  3. Select “Download”: From the menu, select the “Download” option.

In doing so, your Power BI report will be saved locally in the Power BI file format (PBIX). This file can be easily opened in Power BI Desktop for further analysis or shared with others who have access to Power BI.


What is the Power BI File Format (PBIX)?

The Power BI file format, PBIX, is a proprietary format used by Power BI to store reports, encompassing data models, queries, and visualizations.

Can Reports be Downloaded in Other Formats Like PDF or Excel?

While downloading reports primarily occurs in PBIX format, Power BI offers the flexibility to export data to various formats, such as PDF or Excel, directly from the Power BI service. Ensure to check the latest updates on the Power BI Documentation for any changes.

Is There a Size Limit for Downloading Power BI Reports?

Power BI may impose size limitations on downloaded reports. If your report exceeds the allowed size, consider optimizing it or explore alternative methods, such as sharing a dashboard link.

Can I Download a Power BI Report from a Shared Workspace?

Yes, you can download a Power BI report from a shared workspace, provided you have the necessary permissions. Navigate to the shared workspace, locate the desired report, and follow the same download process outlined in this guide.

What Happens to the Data Connections When I Download a Power BI Report?

When you download a Power BI report, the data connections embedded within the report remain intact. However, keep in mind that the data sources must be accessible and properly configured on the device where you open the report in Power BI Desktop.

Is it Possible to Download a Report from Power BI Mobile Apps?

As of my last update in January 2022, Power BI Mobile Apps primarily focus on providing a mobile viewing experience. While you can interact with and explore reports, the option to download reports directly from the mobile app might have limitations. Check the Power BI Mobile Documentation for the latest capabilities.

Can I Schedule Automatic Downloads of Power BI Reports?

Currently, Power BI does not offer a built-in feature to schedule automatic downloads of reports. However, you can explore the Power BI REST API and PowerShell scripting for automated solutions. Be cautious about data security and compliance while implementing such approaches.

What Should I Do if I Encounter Issues Downloading a Report?

If you face difficulties while downloading a Power BI report, ensure that you have the appropriate permissions, check your internet connection, and confirm that the report is in view mode. If problems persist, consult the Power BI Community for assistance or refer to the Power BI Support page.

External Links:

  1. Power BI Documentation
  2. Power BI Community


In conclusion, downloading Power BI reports from the service is a user-friendly process that empowers individuals and organizations to access and share insights seamlessly. By following the outlined steps and exploring the provided external links and FAQs, users can unlock the full potential of Power BI for their data analysis needs. As the Power BI landscape evolves, staying connected to the Power BI Community and regularly checking the official blog and documentation will keep you informed of the latest updates and tips to enhance your Power BI experience.