How to Access Azure Data with Power BI Step by Step

You can use Power BI for accessing Azure data from various sources. Power BI integrates seamlessly with many Azure services, including SQL Database, Data Lake, Blob Storage, and Analysis Services. To access Azure, you need the appropriate login credentials and permissions. You can choose Import mode for faster report generation or select DirectQuery for real-time data access.

• Tip: Use your work account to ensure security.

• Note: Always verify your permissions before connecting.

Key Takeaways

• Sign in with your work account in Azure Active Directory. This helps you get to Azure data in Power BI safely and easily.

• Pick Import mode if you have small data. It makes reports fast. Use DirectQuery for live data and big datasets.

• Install Power BI Desktop and Gateway the right way. This lets you connect safely. You can keep your data fresh by setting up scheduled refreshes.

• You can connect to many Azure sources. These include SQL Database, Data Lake, Blob Storage, and Analysis Services. Use the correct way and have the right permissions.

• Protect your data by using strong authentication. Control who can see or change things. Check often for problems with refresh and connection.

Prerequisites

Accounts and Permissions

You need the right accounts and permissions before using Power BI with Azure data. Use your work email that is part of Azure Active Directory (AAD). This account helps you log in to Azure Data Explorer and other Azure services from Power BI. Azure AD accounts are the normal way to keep access safe.

You also need the right roles and permissions. The table below lists some common account types and roles you might use:

💡 Tip: Azure AD authentication is safer than using SQL accounts. Always ask your admin to give you the right access before you begin.

Software Setup

You must set up your software before connecting Power BI to Azure data. First, install Power BI Desktop on your computer. For safe data transfer, install the Power BI Gateway where your data is stored. Use Standard Mode if you have many users or data sources. Personal Mode is best for just one user.

Follow these steps to get ready:

1. Download and install Power BI Desktop.

2. Download and install the Power BI Gateway.

3. Sign in with your Power BI account when you install.

4. Register a new gateway by naming it and making a recovery key.

5. Set up the gateway for safe data transfer.

If you use custom connectors or want to automate access, register an app in the Azure portal. Add the app to a security group and turn on the right permissions in the Power BI Admin portal. This setup helps you connect, refresh, and manage your Azure data easily.

🛠️ Note: Setting up the gateway and permissions keeps your data safe and current in Power BI.

Accessing Azure Data Sources

Power BI can connect to many Azure data sources. You can use it to look at data from databases, lakes, and storage. Each source needs its own setup steps. The table below lists the main Azure data sources for Power BI. It also shows their types and how people usually use them.

💡 Tip: Power BI Desktop has more connectors than Power BI Service. You can make reports in Desktop and then share them.

Azure SQL Database

Power BI connects to Azure SQL Database for business reports. First, get your server name, database name, username, and password. Open Power BI Desktop and pick "Get Data" > "Azure" > "Azure SQL Database." Type in your details and pick your login method. You can use SQL authentication or Microsoft Entra ID for extra safety. After you connect, pick Import mode for speed or DirectQuery for live data. Import mode puts data in Power BI. DirectQuery keeps data in Azure and checks it live. You can make dashboards and share them in Power BI Service.

🛡️ Note: Set firewall rules in Azure to let your IP in. Use scheduled refreshes to keep reports up to date.

Azure Data Lake

You can use Azure Data Lake to look at big data. Connect Power BI to Azure Data Lake Storage Gen2 with your storage account info. In Power BI Desktop, pick "Get Data" > "Azure" > "Azure Data Lake Storage Gen2." Type your account URL and log in with your work account. Power BI works with Parquet files for fast searches. You can filter or split data to handle lots of info. Use incremental loading to only update changed data. Keep data safe with roles and encryption.

📁 Tip: Save data as Parquet files for faster searches and less resource use.

Azure Blob Storage

Power BI can read files from Azure Blob Storage. In Power BI Desktop, pick "Get Data" > "Azure" > "Azure Blob Storage." Type your storage account name and key. Pick the blob you want and open it in Power Query Editor. Change the data if needed, then load it into Power BI. You can make reports and share them in Power BI Service. Many companies use this to study files from machine learning or logs.

🔑 Note: Power BI lets you use account key or anonymous login. For safety, use Shared Access Signatures (SAS) and check your permissions.

Azure Analysis Services

Azure Analysis Services gives you advanced modeling tools. In Power BI Desktop, pick "Get Data" > "Azure" > "Azure Analysis Services." Type your server name and log in with your work account. You can use a live connection to work with semantic models and OLAP cubes. This is good for big company reports and hard calculations.

📊 Tip: Live connections keep your data fresh and work with big models.

Azure Synapse Analytics

Power BI connects to Azure Synapse Analytics for big data work. Pick "Get Data" > "Azure" > "Azure Synapse Analytics" in Power BI Desktop. Type your server and database info. Use Import mode for small data or DirectQuery for big, live data. Synapse pipelines can refresh your data sets to keep reports current. You can use Synapse’s power to change data before you see it in Power BI. This works with all kinds of data.

• Power BI connects to Synapse SQL pools for almost real-time dashboards.

• You can control who sees what with single sign-on and roles.

• Synapse notebooks and pipelines help manage all your data in one place.

Azure Data Explorer

Azure Data Explorer helps you study logs and telemetry data. In the Azure Data Explorer web UI, make your query and send it to Power BI. You can also use the Azure Data Explorer connector in Power BI Desktop. Type your cluster URL and database. Pick Import for small data or DirectQuery for live analysis. You can do time series, maps, and advanced searches with Kusto Query Language (KQL).

🕒

Azure AD and PowerShell

You can use PowerShell to get Azure AD data. Run PowerShell scripts to pull user info like User Principal Name and Company Name. Save the data as CSV files and bring them into Power BI. Set scripts to run on a schedule to keep data fresh. This helps with user management and security reports. You need admin rights to get Azure AD data.

🔒

REST APIs

REST APIs let you get Azure data from custom endpoints. In Power BI Desktop, pick "Get Data" > "Web" and type the API URL. Pick your login method, like API key or OAuth2. Load the JSON response and turn it into a table in Power Query Editor. Open the fields you need and make your reports. You can register apps in Azure AD to get client IDs and secrets for safe API access.

⚙️

Key Vault

Azure Key Vault helps you keep credentials safe when getting Azure data. Register your app in Azure AD and make or use a Key Vault. Set access rules so your app can read secrets. Save usernames and passwords in Key Vault. Link Key Vault to your Power BI data sources. Power BI gets credentials from Key Vault to keep them safe and locked.

🗝️

Choosing Between Import and DirectQuery Modes

When you get Azure data, you must pick Import or DirectQuery mode. Import mode puts data in Power BI memory for fast use and full features. It works best for small or medium data and offline work. DirectQuery keeps data in Azure and checks it live for real-time dashboards and very big data. DirectQuery depends on how fast the source is and may not have all features. You can use both modes together for the best mix of speed and fresh data.

📝

Connecting Power BI

Connecting Power BI to Azure data sources helps you make reports. You need to follow steps for each data source. This part shows how to connect, pick authentication, and choose Import or DirectQuery.

Authentication

You must log in before you use Azure data in Power BI. Logging in keeps your data safe. Only the right people can see it. Power BI lets you use different ways to log in:

• Microsoft Entra ID (Organizational Credentials): This is safest. You sign in with your work or school account. Power BI uses OAuth to keep your login safe.

• Windows Authentication: You use your Windows username and password. Many businesses use this way.

• Personal Access Tokens (PATs): These are not as safe. Use them only if you cannot use other ways. Keep tokens secret and change them often.

🔒

You can also register an app in Azure AD for special cases. This lets you use OAuth2 and app secrets for custom connections.

Data Import

Import mode is a common way to bring Azure data into Power BI. You copy data into Power BI’s memory. This makes reports quick and lets you use all Power BI features.

How to Import Data from Azure:

1. Open Power BI Desktop.

2. Click "Get Data."

3. Pick your Azure data source, like Azure SQL Database or Azure Data Lake.

4. Type your connection details and pick your login way.

5. Use the Navigator to pick tables or files.

6. Change data in Power Query if you want.

7. Load the data into Power BI.

When you use Import mode, you need to refresh your data to keep it new. You can set up scheduled refreshes in Power BI Service. For on-premises sources, install and set up the Power BI Gateway.

🕑 Note: Use Import mode if you want fast reports and can refresh data on a schedule.

DirectQuery

DirectQuery mode lets you use live data in Azure. Power BI does not keep the data. It sends queries to Azure every time you look at a report. This is good for very big datasets or when you need real-time info.

How to Use DirectQuery with Azure:

1. Open Power BI Desktop.

2. Click "Get Data."

3. Pick your Azure data source, like Azure Synapse Analytics or Azure Data Explorer.

4. Type your connection details and log in.

5. When asked, pick DirectQuery mode.

6. Pick your tables and start making your report.

DirectQuery keeps your data new without scheduled refreshes. You do not need to worry about data size limits. Some features are limited. Big changes and some calculations may not work. Speed depends on your network and the Azure source.

⚡ Tip: Use DirectQuery if you need live data or have very big datasets.

Comparing Import and DirectQuery

Setting Up a Data Gateway

If you use on-premises data or need safe data transfer, set up a Power BI Gateway. The gateway is a bridge between Power BI and your data source. You put it on a server in your network. This is important for scheduled refreshes and live connections to on-premises sources.

🛠️ Note: Keep your gateway updated and protect your recovery key. Only trusted admins should manage the gateway.

Step-by-Step Connection Process Table

📋 Tip: Always pick the connection way that matches your data needs and safety rules.

Using Power BI with Azure data gives you choices. You can pick what works best for your project, whether you want speed, live updates, or advanced modeling.

Troubleshooting and Optimization

Common Connection Issues

Sometimes, Power BI cannot connect to Azure data. Here are some problems and how to fix them:

1. If you see errors like 26, 40, or 10053, the server name might be wrong. Remote connections could also be turned off. Check your server name and settings again.

2. If you get error 40615, the Azure SQL Database firewall may block your IP. Make sure port 1433 is open for your computer.

3. Error 18456 means your login details are wrong or turned off. Use SQL Server Management Studio to check and turn on your login.

4. If you see GatewayNotReachable, your Power BI gateway might be old. Try updating or reinstalling the gateway.

5. If your OAuth token expires, you may lose access during long data loads. Sign in again or refresh your token to fix this.

6. If scheduled refresh stops working, fix the problem first. Then turn refresh back on in Power BI.

🛠️ Tip: If refresh fails many times, check your gateway, login details, and firewall first.

Data Refresh

You need fresh data for good reports. Here are some ways to keep data new:

• Set refresh times when fewer people use the system.

• Use Import mode for small data and DirectQuery for big or fast data.

• Use incremental refresh for large data to save time.

• Watch refresh history to find problems early.

• Make your data model better by removing extra tables and columns.

• Turn on alerts for refresh failures so you can fix them fast.

⏰ Note: Use different gateways for Import and DirectQuery to keep things running well.

Security and Permissions

It is important to keep Azure data safe in Power BI. Use Azure Active Directory (AAD) for safe logins. Set rules for your whole company to control sharing. Use Power BI workspaces with roles to manage who can see data. Workspaces can be public or private, so you choose who sees reports.

• Turn on multi-factor authentication (MFA) for more safety.

• Limit sharing by controlling Power BI Pro licenses.

• Turn off “Publish to Web” to stop public sharing of private data.

• Watch what users do to find problems early.

🔒 Tip: Always check permissions and logs to keep your data safe.

Query Performance

You can make Power BI reports faster by doing these things:

1. Move data changes to Azure using query folding.

2. Filter rows early in Power Query to use less data.

3. Remove columns you do not need before loading data.

4. Do not use hard joins in Power Query; do them in Azure if you can.

5. Use native SQL queries for more control and speed.

6. Use incremental refresh to update only new or changed data.

7. Use indexed tables and pre-aggregations in Azure SQL or Synapse.

8. Use DAX measures instead of calculated columns for smaller models.

9. Use Power BI Performance Analyzer to find and fix slow visuals.

🚀 Tip: Make your data model a star schema and keep visuals simple for the best speed.

Data Visualization

Data Transformation

You can change and clean Azure data in Power BI. Power Query helps you manage columns and change data types. You can also combine tables with Power Query. Use it to remove duplicates and filter rows. You can split columns too. These steps make your data easier to use.

Power BI Desktop has three main views:

• Data view lets you change and check your data.

• Model view helps you link tables from Azure and other sources.

• Report view is where you make your final visuals.

You can use DAX for custom calculations and filters. DAX helps you build formulas that change with your report. The Model view is important for connecting Azure data with other sources.

💡

Building Reports

You can make interactive reports in Power BI with Azure data. First, install Power BI Desktop. Open it and use "Get Data" to connect to Azure. Use Power Query Editor to clean and fix your data. Set the right data types and remove extra information.

Follow these steps to make your report:

1. Import data from Azure with "Get Data."

2. Clean and change your data in Power Query Editor.

3. Pick fields and chart types in Report View.

4. Add visuals like bar charts, pie charts, maps, or trees.

5. Arrange visuals and add slicers or filters for interactivity.

6. Publish your report to Power BI Service.

7. Pin visuals to dashboards and change tiles with KPIs or alerts.

8. Share your report with users who have Power BI Pro licenses.

You can set up data refresh schedules to keep reports current. Use gateways for safe connections to local data sources.

📊

---

You now know the main steps to use Azure data with Power BI. This setup lets you see data right away and make reports easily. You can link to many Azure services, mix data, and use special visuals.

Benefits of integrating Azure and Power BI include:

Try out cool features like security labels, automatic workflows, and smart analytics to get more from your data.

FAQ

How do you refresh Azure data in Power BI?

You can make Power BI update your data on its own. Go to your dataset settings in Power BI Service. Pick a time for the refresh. Power BI will get new data at that time.

⏰

What should you do if Power BI cannot connect to Azure?

Check if your login is right. Make sure Power BI can get through your firewall. Update your gateway if it is old. Try closing and opening Power BI Desktop again.

• Make sure the server name is correct

• Check if you have the right permissions

• Update your software if needed

Can you use Power BI with Azure AD user data?

Yes, you can use PowerShell to get Azure AD user data. Save the user data as a CSV file. Bring the file into Power BI to make reports.

Get-AzureADUser -All $true | Select-Object UserPrincipalName, CompanyName

Which connection mode should you choose: Import or DirectQuery?

Pick Import mode for small data and quick reports. Use DirectQuery if you have lots of data or need live dashboards. You can use both modes for different tables.