Power BI Help Guides and Training
Learning and Organisational Development have put together various help guides and links to support you in using Power BI
Click here to find out more
Using Power BI
Expand the sections below to find out more about using and navigating Power BI.
When you have logged into Power BI, click on 'Apps' in the menu on the left-hand side (highlighted in the screenshot below) - the next screen will then show a list of Apps that you already have access to.
To view the reports within an App, you need to select the relevant App from the list - the reports will be available on the next screen.
In Power BI, reports are created within Apps. You will need to make sure you have access to the right App before you can view any reports - see the guidance above on how to check this.
Once you have access to the App, select it from the list of those available. All reports within the App are then listed on the left-hand side (see the screenshot below) - select the report you want to view it.
When you are viewing a report, any filters that are available will be listed on the right-hand side (see screenshot example below). Different reports may have different available filters.
You are not always able to set a filter within Power BI - some fields can only be filtered once the report has been exported to Excel.
To set a filter, click on the downwards arrow next to the filter and select the relevant options from the list (see screenshot example below). The report will then refresh to show only the filtered data.
Hover your mouse cursor over the report data - you should then see the following symbols appear just above the top right-hand corner of the report:
Click on the ... (three dots) symbol - this will open a dropdown menu. In the menu, click on 'Export data'.
In the pop-up window that appears, select the 'summarised data' option and then click on the 'Export' button - this will export the report to Excel in a table format.
Please note that the 'underlying data' option is only available to a very limited group of staff, so you will not be able to select it.
If you are using the jumpbox to access Power BI, you will not be able to save anything that is exported to Excel whilst you are inside the jumpbox.
To work on the data and save it, follow these steps:
- Export the data to Excel by following the steps above
- Exit the jumpbox
- Go to Downloads folder on the P:Drive on your machine
- Find the exported Excel file - each exported file will be listed with the file name 'data', and any subsequent exports will be listed as 'data (1)' or 'data (2)' etc.
- Rename the Excel file - we recommend doing this after exporting each file
Reports and dashboards created using Workforce data are standardised - you will not be able to create your own versions.
If you would like a new report to be created within an App, you'll need to submit a request - guidance on how to do this is available in the Requesting or Amending Reports section.
Reports and dashboards created using Workforce data are standardised - you will not be able to edit them yourself.
If the report or dashboard is one you access through an App, you'll need to submit a request for it to be updated/changed - guidance on how to do this is available in the Requesting or Amending Reports section.
The Report ID is unique to each published report and helps to identify the specific report and dataset in use.
It should be visible in the top left-hand corner of a report, near the University logo (see screenshot example below).
The ID should be quoted alongside the Report Title and App Name when contacting People and OD Systems about a report.
The Report Title should always be visible at the top of a published report (see example screenshot below). Please note that if you are viewing this on a device with a small or narrow screen, you may need to scroll sideways to view the whole screenshot.
The title should be quoted alongside the Report ID and App Name when contacting People and OD Systems about a report.
The full name of an App will be visible when you are viewing the list of Apps you have access to - guidance on how to do this is available above.
You can also see the App Name in the menu panel on the left-hand side of the screen when viewing a report (highlighted in the example screenshot below).
The name should be quoted alongside the Report ID and Report Title when contacting People and OD Systems about a report.