Step-by-Step Guide to Importing SharePoint Folder Data into Power BI
You can easily import data from a SharePoint folder into Power BI. This process lets you automate your data updates and keep reports fresh without extra setup. When you use SharePoint Online, you do not need a gateway. You can schedule dynamic refreshes and work with new files as soon as they appear in your folder. This approach saves time and boosts your productivity.
Key Takeaways
Use the SharePoint Folder connector in Power BI Desktop to access and combine multiple files from SharePoint document libraries easily.
Always enter the root SharePoint site URL, not a folder or file path, to ensure a smooth connection and avoid errors.
Filter files by folder path in Power Query to focus on relevant data, improve performance, and keep your reports organized.
Combine, clean, and transform your data using Power Query to create a unified, accurate dataset ready for reporting.
Set up scheduled refresh in Power BI Service to keep your reports updated automatically without needing a gateway for SharePoint Online.
SharePoint Connections in Power BI
Connector Types
When you connect to SharePoint, you have several options. Each connector serves a different purpose. You can choose the one that matches your data source and your needs.
SharePoint Folder: Use this connector to access files stored in document libraries. It helps you work with multiple files, such as Excel or CSV files, that share a similar structure.
SharePoint List: This connector lets you pull structured data from SharePoint lists. Lists store information in rows and columns, much like a table.
SharePoint Online List: This option is for connecting to lists in SharePoint Online. It works well with Microsoft 365 apps and supports features like custom columns and validation rules.
Tip: Selecting the right connector is important. If you want to combine files from a folder, use the SharePoint Folder connector. If you need structured data, choose the SharePoint List connector.
Folder vs. List
You might wonder about the difference between folders and lists in SharePoint. Each has its own strengths and best use cases.
Folders help you organize files and manage permissions at the folder level. Teams channels create folders automatically to store shared files.
Lists work best for structured data, such as tracking tasks or managing inventories.
When you connect to a SharePoint folder, you gain access to all files inside. If you connect to a list, you work with structured data items.
Note: Always use the correct URL and connector for your data source. This ensures a smooth and successful connection.
Import Data Steps
Importing data from a SharePoint folder into Power BI involves a clear sequence of steps. Each step helps you connect, filter, and prepare your data for reporting. Follow these instructions to ensure you get the right files and keep your reports up to date.
Open Power BI Desktop
Start by launching Power BI Desktop on your computer. This application gives you the tools to connect to different data sources and build interactive reports. You will use Power BI Desktop to set up your connection to SharePoint and manage your data before publishing it to the Power BI Service.
Select SharePoint Folder
Once Power BI Desktop is open, choose the option to get data. In the list of available connectors, select "SharePoint Folder." This connector allows you to access all files stored in a SharePoint document library. You can work with multiple files at once, which is helpful if you have several Excel or CSV files that follow the same structure.
Tip: The SharePoint Folder connector is designed for document libraries, not SharePoint lists. Make sure you select the right connector for your needs.
Enter Site URL
When prompted, enter the root URL of your SharePoint site. Do not use the full folder path or a direct link to a specific file. The root URL usually looks like https://yourcompany.sharepoint.com/sites/yoursite. Using the correct URL ensures that Power BI can access all files in the document library.
A common mistake is to enter the folder URL instead of the site URL. This can cause errors and prevent you from connecting. Always double-check that you are using the root site address.
Authenticate
After entering the site URL, Power BI will ask you to authenticate. Sign in with your organizational account. This step confirms that you have permission to access the SharePoint site and its files. Once authenticated, Power BI will display a list of all files in the document library.
Filter by Folder Path
You will see a table with details about every file in the SharePoint site. To focus on the files you need, filter the data by folder path. This step is important because SharePoint sites often contain many folders and files. Filtering by folder path helps you select only the relevant documents for your report.
Organizing your files into folders in SharePoint makes it easier to find and select the right documents. A logical folder structure, such as grouping files by project or document type, streamlines your workflow. Filtering by folder path also improves performance, especially if your document library contains thousands of files. By narrowing down the data set, you avoid slow queries and keep your workspace organized.
Note: For SharePoint Online, you do not need to set up a gateway. Power BI connects directly and supports scheduled refreshes, so your reports always show the latest data.
Here is a summary of the import process:
Open Power BI Desktop.
Select the SharePoint Folder connector.
Enter the root site URL.
Authenticate with your account.
Filter files by folder path to target the right data.
This process lets you combine multiple files into a single table, transform and clean your data, and build interactive reports. Automating these steps saves time and ensures your reports stay current with the latest information from SharePoint.
Transform Data
Combine Files
When you work with files in a SharePoint folder, you often need to combine them into one dataset. This step helps you analyze all your data together, even if the files come from different months or teams. Power Query makes this process simple. You select a sample file, and Power Query creates a function that applies the same steps to every file in the folder. This approach saves time and reduces errors.
Combining files lets you merge data from different sources, such as Excel or CSV, into a single table. You can stack data from similar files or join files with matching columns. This method helps you create a unified dataset for analysis.
Many organizations use this technique to collect, prepare, and serve data for dashboards and reports. You can gather high-quality data, clean it, and then merge it for a complete view. This process supports better decision-making and helps teams work with up-to-date information.
Clean and Filter
After combining your files, you need to clean and filter the data. Cleaning removes errors, fixes missing values, and ensures consistency. Filtering helps you focus on the records that matter most for your analysis.
Remove unnecessary columns to keep your dataset simple.
Filter rows to include only relevant data, such as files from a specific year or project.
Handle missing values by filling, removing, or replacing them.
Remove duplicates to avoid counting the same record twice.
Always document your cleaning steps. This practice ensures transparency and makes it easier to repeat or audit your process.
You can also split columns, change data types, and create new columns based on logic. These steps help you prepare your data for accurate reporting.
Handle Subfolders
SharePoint folders often contain subfolders. You may want to include or exclude files from these subfolders. Use the "Folder Path" column to filter files by their location. You can set filters to include only files from a specific folder or to gather files from multiple related subfolders.
Use text filters like "equals" or "contains" to match folder paths.
Organize your files with clear folder names for easier filtering.
Consider filtering by file creation date to include only recent updates.
Filtering early in the process improves performance and keeps your data organized.
Load and Report in Power BI
Load Data
After you finish transforming your data, you can load it into your report. When you click "Close & Apply" in Power Query, your cleaned and combined data appears in the main workspace. You now have a single table that brings together all the files from your SharePoint folder. This step makes it easy to work with large sets of data and ensures you always have the latest information.
The SharePoint Folder connector helps you combine multiple files from SharePoint Online, making data loading more efficient than using the Web connector, which only supports single files. This approach saves time and reduces the number of models you need to manage.
Data Modeling
Data modeling shapes how you analyze and visualize your information. You should give clear names to your tables and columns so others can understand your model. Remove any columns or rows you do not need. This keeps your model lean and fast. Organize related tables into groups to make your workspace tidy.
Use calculated measures for dynamic calculations.
Create relationships between tables for accurate analysis.
Document your sources and calculations for future updates.
Companies like Airbnb and Nestlé use strong data modeling in Power BI to help teams make quick, smart decisions. Good models improve performance and make reports easier to use.
Build Visuals
Now you can build visuals to tell your data story. Drag fields onto the report canvas to create charts, tables, and maps. Use slicers and filters to let users explore the data. Try custom visuals from the marketplace for more options.
Choose visuals that match your goals, such as bar charts for comparisons or line charts for trends.
Add interactivity with drill-downs and bookmarks.
Test your visuals to make sure they are clear and responsive.
Interactive dashboards help you spot trends and share insights with your team. Real-world dashboards in sales, HR, and finance show how the right visuals can drive better decisions.
Power BI Data Refresh
Schedule Refresh
You can keep your reports up to date by setting up scheduled refresh in the Power BI Service. After you publish your report, go to the dataset settings. There, you can choose how often Power BI checks for new data in your SharePoint folder. Many users find that scheduled refresh works well. It pulls the latest data from SharePoint and updates the semantic model on time. Sometimes, you may notice that the data refreshes, but the visuals do not update right away. In these cases, a manual refresh in Power BI Desktop or a hard browser refresh can help show the latest changes.
Tip: Scheduled refresh ensures your data stays current, but always check your visuals to confirm they display the newest information.
Users report that scheduled refreshes work for both SharePoint and SQL Server data.
Sometimes, visuals need a manual refresh to show updated data.
A hard browser refresh can also help display the latest visuals.
Troubleshoot Issues
You may face issues with data refresh from time to time. Common problems include authentication errors, missing permissions, or outdated credentials. If your data does not update, check your connection settings first. Make sure your account has access to the SharePoint folder. If you see errors, try re-authenticating or updating your credentials. Sometimes, large datasets can slow down refresh times. Filtering your data or using incremental refresh can help.
Note: If visuals do not update after a successful refresh, try refreshing your browser or republishing the report.
Best Practices
Following best practices helps you maintain reliable data connections and smooth refresh cycles. The table below lists some proven strategies and their benefits:
Keeping your data connections healthy ensures your Power BI reports always show the most accurate and timely information.
You can streamline your reporting by connecting SharePoint folders to Power BI. This integration lets you automate data collection, clean and filter information, and visualize trends like price changes or bid success rates. Teams work from a single source of truth, which improves accuracy and collaboration. SharePoint keeps your data secure and organized for easy analysis. Try these steps in your own projects to unlock faster, evidence-based decisions. Explore more Power BI features to keep improving your workflow.
FAQ
How do you find the correct SharePoint site URL for Power BI?
You can copy the root site URL from your browser’s address bar when you visit your SharePoint site. The URL usually looks like https://yourcompany.sharepoint.com/sites/yoursite. Avoid copying the full folder or file path.
Can you connect to multiple folders in one Power BI report?
Yes, you can filter by folder path in Power Query. Use text filters like "contains" to include files from several folders. This method helps you combine data from different projects or years in one report.
What file types can you import from a SharePoint folder?
You can import Excel, CSV, and text files. Power BI supports most common file formats stored in SharePoint document libraries. Make sure your files have a similar structure for easy combining.
Do you need a gateway for SharePoint Online data refresh?
No, you do not need a gateway for SharePoint Online. Power BI connects directly to SharePoint Online and supports scheduled refresh. This setup keeps your reports updated automatically.
How do you handle new files added to the SharePoint folder?
Power BI automatically includes new files during the next scheduled refresh. You do not need to update your report manually. This feature helps you keep your data current with minimal effort.