Would you like a Power BI report without any data? Continue as I’ll walk you through useful ways to do so.

It is imperative in the world of Power BI to share results devoid of the underlying data. Nevertheless, Power BI does not provide a straightforward way to store a report without the data that goes with it.

Saving a Power BI report without data means preserving the report’s structure, visualizations, calculations, and data model but excluding the actual data itself.

You will gain the confidence to share reports without compromising the confidentiality or efficacy of your data by following these two steps, which are outlined in this post.

Reasons to Save Power BI Report Without Data

Saving Power BI reports without data offers several advantages: it reduces file size for easier sharing, protects sensitive information, enhances data source security, allows report designers and data professionals to focus on their respective tasks, ensures compliance with privacy regulations, and facilitates collaboration by emphasizing report structure and visuals over data.

How to Save Power BI Report Without Data

In this post, I’ll unveil two practical methods of saving power bi report without data.

How to Save Power BI Report as PDF File

Power BI users can convert interactive reports to static PDF formats. This feature is crucial for sharing insights with stakeholders who might need a printable, distributable copy of the report. Users can generate a shareable document while maintaining the report’s visual appeal and data integrity by exporting to PDF. Within Power BI, there are two vital ways to save report as PDF files: (i) Power BI Service and (ii) Power BI Desktop.

Save Power BI Report as PDF in Power BI Service:

1. Open your power BI report in your power bi service (app.powerbi.com).

2. Click on Export and Choose PDF option.

3. It’ll take you to another window asking you to export with two options: Current Values and Default Values. Current Values exports the report in its current state, it’ll incorporate the changes you made to the slicer and filter values. Alternatively, selecting Default Values exports the reports in their original state without reflecting any changes made to the report.

4. A progressive message pops up at the right-hand side of the Power BI telling you the PDF export is in progress.

5. A successful message pops up at the right-hand side of the Power BI report telling you your PDF file is ready. Now you can view your report in the Download folder on your computer.

Save Power BI Report as PDF in Power BI Desktop:

1. In your Power BI Desktop, Go to File.

2. Click on Export, and then Select Export to PDF.

Now, your Power BI Report generates to PDF file with your all visuals in it, and it can be viewed in the Downloads folder of your computer.

Advantages of Saving Power BI Report as PDF File

Power BI reports saved as PDFs have many benefits, which makes them a popular choice for data sharing and presentation. Several advantages are as follows:

1. Wide Accessibility: Since PDFs don’t require special software to open on almost any device or operating system, everyone who needs to can access the report with ease.
2. Regular Formatting: The report’s layout, design, and visual components are all maintained precisely as intended, guaranteeing that all recipients see exactly the same information.
3. Easy Distribution: PDF files are simple to share via email, cloud storage, or other file-sharing methods, facilitating quick and easy report distribution.
4. Offline Availability: Users in places with poor or no connectivity can access and view PDF files without an internet connection.
5. Not Relying on Software: Downloading or subscribing to any software is not required for recipients to view the report; they can view it without Power BI Desktop or Power BI Service access.

Limitations of Saving Power BI Report as PDF File

While saving Power BI reports as PDF files has several advantages, there are also limitations to consider:

1. Static Nature: PDF files are static, meaning users cannot interact with the report. Features such as drill-downs, tooltips, filters, and slicers are not functional in a PDF format.
2. Lack of Real-Time Data: PDF files capture a snapshot of the data at a specific point in time. Any updates or changes to the data after the PDF file is generated will not be reflected, requiring a new PDF to be created for the latest data.
3. File Size: Depending on the complexity and length of the report, PDF files can become quite large, which might make them difficult to share via email or other methods with size limitations.
4. Potential Formatting Issues: Complex visualizations, custom visuals, or large tables may not render perfectly in a PDF file, leading to potential formatting issues such as cut-off content or misaligned elements.
5. Loss of Interactivity: Interactive elements like maps, animated visuals, and custom visual interactions are lost in the PDF file, reducing the richness and user experience of the original report.
6. No Data Drill-Through: This restricts users’ ability to further study data by not allowing them to drill through to more comprehensive information or browse to related reports.

How to Save Power BI Report as PowerPoint Presentation

The process of converting your dynamic Power BI reports into visually stunning PowerPoint presentations has gotten easier. Power BI and PowerPoint are now integrated, so you can easily turn complicated data visualizations into captivating slideshows.

1. Open your power BI report in your power bi service (app.powerbi.com).

2. Go to Export and Select PowerPoint option.

3. After selecting the PowerPoint option, it takes you to a new window. You have two options to export your power bi report: 1. Embed live data or 2. Export as image. The primary difference between exporting a Power BI report as live data and as an image lies in the dynamic nature of the content.

1. Embed live data: The exported data is connected to the original data source, and the data can be manipulated and analyzed further in the target application.
2. Export as image: The exported content is a snapshot of the report at a specific point in time, and it preserves the visual layout and formatting of the power bi report. Choosing the right export method depends on your specific needs.

4. In this guide, the Export as image is selected. Click on Export option.

5. A progressive message pops up at the right-hand side of the Power BI telling you your report export is in progress to a PowerPoint file.

A successful message pops up at the right-hand side of the Power BI report telling you your PowerPoint file is ready. Now you can view your report in the Download folder on your computer, which opens up in the PowerPoint Application.

Advantages of Saving Power BI Report as PowerPoint Presentation

1. Annotations and Highlights: To draw attention to important ideas and points, users can quickly annotate slides directly on the slides using highlights and other visual clues.
2. Printable Format: PowerPoint presentations are readily printed, giving attendees at meetings, conferences, or for archiving purposes a hard copy of the report.
3. Professional Presentation: PowerPoint enables the creation of a polished and expert presentation format that is appropriate for executive reviews and formal business meetings.
4. Format: PowerPoint is a comfortable and natural medium for presenting data and insights because it is already familiar to a large number of users.
5. Integration with Other Technologies: PowerPoint may be used with other media and technologies to create a more dynamic and engaging presentation.

Limitations of Saving Power BI Report as PowerPoint Presentation

1. Dependency on Power BI: If a user lacks access to the original Power BI report for more in-depth research, they may find it difficult to comprehend or verify the facts and insights offered in the PowerPoint slides.
2. Version control: When numerous versions of the PowerPoint presentation are disseminated and changed independently, it might be difficult to keep track of the most recent version of the report.
3. Limited Data Volume: Large amounts of data are not intended for PowerPoint slides to manage. It is possible that a PPT format will not adequately communicate complex reports with large datasets.
4. Manual Updates: It can take some time to manually update and re-export the PowerPoint presentation whenever there are updates or modifications to the data or visuals in Power BI.

Conclusion

In conclusion, effectively sharing the visualizations of a Power BI report without compromising data sensitivity or file size presents a unique challenge.

By understanding the distinctions between exporting as a PDF file and a PowerPoint presentation, users can make informed decisions based on their specific needs. While PDFs offer static, shareable snapshots, PowerPoint provides more flexibility for customization and presentation.

Ultimately, the choice lies in balancing the need for data protection with the desired level of interactivity and visual appeal. By mastering these techniques, users can unlock the full potential of their Power BI reports while safeguarding sensitive information.