Automate the export and emailing of Power BI table and matrix visuals to Excel
Last updated: June 9, 2023
Apply filters and slicers to your Power BI table and matrix visuals and export them to Excel. Set up a delivery schedule to email these user-specific Excel files to internal and external users along with PDF or PPTX versions of your entire Power BI report.
Do all this with just one Power BI Pro license, with no IT infrastructure or expertise needed at your end. Your users receive their reports as email attachments and don’t need Power BI licenses.
Power BI Export to Excel generates Excel files that contain data specific to the set of applied slicer and filter values. However, for each new set of such values, users need to manually select them in Power BI and trigger the Excel export. BI Helper automates the generation of Excel files for each combination of slicer and filter values and emails them to the specified users.
Share your matrix and table visuals as Excel files in 6 easy steps!
- Create your BI Helper account at https://portal.bihelper.tech.
2. After signing in, you will be taken to the Job Summary tab. click on Add New Job to set up your Power BI report on BI Helper.
3. This takes you to the Schedule Report tab where you define the job name and delivery schedule of your report. Save and go to the Generate PDF tab.
4. The Generate PDF tab has three sections. In the Account Authorization section, sign in to your Power BI account with your Microsoft credentials and select the workspace and report that you want to set up in BI Helper.
Next, go to the Apply Slicers, Filters and Email IDs section. Select the input mode — manual or automated. In the manual mode, enter the slicer / filter details and recipient email IDs in the table. Scroll down to input the PDF / PPTX name.
For automated slicer / filter and email input, refer to our tutorial at https://medium.com/p/bfebd39d4c84.
To select the visuals for Excel export, enter the Titles of the table and matrix visuals which you want to export. You can enter All or select the visuals (with their titles separated by commas) to export to Excel.
Finally, go to the Advanced section of the Generate PDF tab to set up the output file format (PDF / PPTX), page size, timeout and print selection. Save and go to the Send Email tab.
5. In the Send Email tab, enter (and validate) your sender mail ID, subject and body. Click on Update to complete your job setup and return to the Job Summary tab.
6. In the Job Summary tab, click on the Play button to run your BI Helper job. Excel files of your selected table and matrix visuals with a PDF of your Power BI report will be sent as email attachments to the users defined by you. The PDFs and Excel files are sliced and filtered on the values applied.
BI Helper
BI Helper is a SaaS application that generates and distributes PDF / PPTX + Excel reports from Power BI. Users can apply slicers and filters to their Power BI reports and dashboards, generate user-specific PDF or PPTX reports and share them with internal and external users.
Resource: BI Helper Overview | BI Helper Tutorials
