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May 26, 2022

Interactive data storytelling with Power BI in PowerPoint

Camille Birch

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Hi, Office Insiders! My name is Camille Birch, and I’m a Product Manager on the PowerPoint team. I’m incredibly excited to share that PowerPoint now supports embedding live, interactive Power BI reports right into your slides! 

Interactive data storytelling with Power BI

By embedding live Power BI reports in your slides, you can tell interactive, data-focused stories. No more copying and pasting inevitably out-of-date screenshots or switching between your PowerPoint slides and your Power BI report during a presentation. You can now build narratives around your data and drive meaningful conversations through interactive reports right in PowerPoint.  

This feature is a long-standing customer request. We are happy to bring it to you and support your growing needs for data storytelling in increasingly data-driven workplaces and cultures. 

How it works

• Open a new or existing presentation in PowerPoint. 

NOTE: If you don’t see the Power BI button in the ribbon, you can get the add-in from the Microsoft App Store. 

• Copy the link to the Power BI report you want to insert, paste it into the Pa st e report page URL here box, and then select Insert .

When the report has been loaded into the slide, it is live and interactive both in Edit and Slide Show view. Any change that you make in Edit view–such as updating a slicer or changing a filter–is automatically saved. So feel free to customize the view of the data you want to present in advance. 

You can also filter and pivot to different views of the data to showcase key points and insights.

Tip and tricks

• If you want your data view to remain static (to prevent data refresh or changes to filters/slicers), you can freeze the current live view to turn it into an image. In the top-right corner of the report, open the menu and select Show as Saved Image . This will convert the report view into an image until you select this option again to unfreeze it.
• To view the interactive data during your presentation, attendees will need to have a Power BI subscription and be logged in with an active account, and have access to the report (unless you’ve frozen the view as an image, as discussed above). To ensure that anyone you share the presentation with will have access to the report, share a link from Power BI by clicking Share > PowerPoint .  

Known issues

• Reports are not interactive in PowerPoint Live. 
• When viewing the Power BI report in Slide Show view in PowerPoint for web, you may be prompted to authenticate. 
• The presentation will not inherit the sensitivity label assigned to the Power BI report when inserted. For example, if a Power BI report labeled as Confidential is inserted into a presentation labeled as Public, the presentation’s label will not change and will remain as Public. 

Requirements

You must have an active Power BI subscription to use this feature.

Availability

The Power BI ribbon button in PowerPoint is rolling out to Insiders who are running Beta Version 2201 (Build 14825.10000) or later.

All users can install the Power BI add-in from the Microsoft App store.

Don’t have it yet? It’s probably us, not you.

Features are released over some time to ensure things are working smoothly. We highlight features that you may not have because they’re slowly releasing to larger numbers of Insiders. Sometimes we remove elements to further improve them based on your feedback. Though this is rare, we also reserve the option to pull a feature entirely out of the product, even if you, as an Insider, have had the opportunity to try it.

We want to hear from you! Please click Help > Feedback to give us input about this feature. 

Learn what  other information you should include in your feedback  to ensure it’s actionable and reaches the right people.

Sign up for the Office Insider newsletter  and get the latest information about Insider features in your inbox once a month! 

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How to integrate Power BI reports with a presentation in Microsoft PowerPoint

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If your organization is using Microsoft Power BI mobile, you have access to a lot of data via interactive reporting. That information is vital when making decisions and presenting growth, goals, and other benchmarks to others in your organization. Now Power BI reports are easier than ever to share because you can add them to Microsoft PowerPoint presentations.

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In this tutorial, I’ll show you how to share Power BI reports as live reports or embedded images working from PowerPoint or Power BI mobile. Working with existing Power BI reports will save you a lot of preparation time.

This feature is available to Microsoft 365 and Power BI mobile users.

How to get the Power BI add-in for Microsoft PowerPoint

You may already have this feature in PowerPoint. Click the Insert tab and look for the Power BI group in the middle of the ribbon. Click the button to add a frame and start the process.

If you don’t find that button, download Power BI as follows:

• Click the Insert tab.
• In the Add-ins group, click Get Add-ins.
• In the resulting dialog, search for Power BI.
• Choose Microsoft Power BI, as shown in Figure A , and click OK. Downloading might take a few seconds.

Regardless of whether you used the Power BI button or the add-in, you’re now ready to link to the report. To do so, access the report online using Power BI mobile, paste its URL into the add-in control, as shown in Figure B , and click Insert. Allow a few seconds for this feature to link to the appropriate report.

Figure C shows the resulting report in a PowerPoint slide. During the show, you can filter the reports as if you were using Power BI mobile. In addition, the link is live, so as you update information via the data source, the link updates the reports in PowerPoint. To embed another report, you will need to download a new add-in frame or click the Power BI button via the PowerPoint interface.

You don’t have to start with PowerPoint. You can also share the report from Power BI mobile to PowerPoint.

How to share a Power BI report to Microsoft PowerPoint

If you prefer to start with Microsoft Power BI mobile, open the report and then use Share or Export. Both options offer a PowerPoint choice and end up displaying the dialog shown in Figure D .

After copying the link, open PowerPoint and insert the URL in a Power BI frame as you did above.

The difference with this route is that Export lets you embed the report as an image, which won’t update, or a live link, which will. Share lets you send a link to people via email or open the report in a new PowerPoint file.

Using either Export or Share you can bypass the add-in download task by clicking Open in PowerPoint ( Figure D ). Doing so opens a new .pptx file and imports the report into a slide without downloading the add-in frame first.

Sharing in Microsoft PowerPoint

Those with which you share the PowerPoint presentation will need an active Power BI account and access to the report to view the data in the presentation. Use the Share option to PowerPoint shown in the previous section.

Users without permission must request access to the report from its owner directly from inside the PowerPoint presentation.

Thanks to this new connection capability between Microsoft Power BI and Microsoft PowerPoint, you can share your data’s story in your PowerPoint presentations using existing Power BI reports. That link is live, so regardless of when you share that story, your reports will be up to date. For working efficiently, you can’t beat this combination.

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4 effective ways of connecting Power BI to PowerPoint

• Efficiency Tips , How to guides , Power BI

More and more financial professionals have been adopting Power BI, the Microsoft software that is revolutionizing data analysis for decision-making. With Power BI, teams can access interactive online dashboards, also known as dynamic reports, that allow them to explore their company’s data securely.

Nevertheless, the use of static reports is still necessary when it comes to:

• Isolating specific information (removing confidential or irrelevant data)
• Analyzing, comparing or restoring data from a new angle
• Commenting on data
• Working on the formatting in new tables and graphs
• Sharing figures with people unfamiliar with Power BI

PowerPoint remains the best tool in the Microsoft Office suite for presentations and static reports, whether internal (ExCo, accounting, retrospective reviews, monitoring indicators, monthly follow-up, etc.) or external (investment reports, commercial proposals or activity reports).

In this article, we’ll explain four different methods to export Power BI to PowerPoint that will help you tell more dynamic stories with your data.

Discover the four main ways to connect Power BI to PowerPoint – and the limitations of each.

Microsoft’s native export, copy-pasting between Power BI and PowerPoint,  or exporting Power BI via Excel all seem simple, but come with serious limitations.

UpSlide’s Power BI to PowerPoint Link, however, enables you to quickly access and import Power BI reports from within PowerPoint, and refresh the visual whenever data changes.

Option #1 – Native Microsoft export from Power BI to PowerPoint

As a Microsoft product, Power BI is compatible with the Office suite . Thanks to this, an easy way to export data is to use the native Export to PowerPoint function within Power BI online.

How to use Microsoft’s native PowerBI to PowerPoint export:

• Within PowerBI online, open a report published on one of your workspaces
• On your report, click  Export, then PowerPoint and choose whether you would like to export an image or embed the live data
• In the pop-up window, choose Current Values and then click on Export
• This will generate a PowerPoint file containing the pages of your report ready for you to download

Limitations of the native Power BI export:

The entire process takes place on Power BI online and forces you to cross-reference between the webpage and your PowerPoint presentation. This method generates a new PowerPoint file with the default neutral template, so the result will not comply with your graphic charter.

In addition, the pages of the Power BI report are converted into non-customizable images in a format that is often different to the PowerPoint template.

And finally, the data export process can be time-consuming.

Option #2 – Copy and paste a Power BI visual into PowerPoint

The second option to link from Power BI to PowerPoint is to copy and paste a visual from Power BI and paste it into PowerPoint. This is useful when you want to highlight some elements of a Power BI dashboard without downloading all the pages.

How to copy and paste Power BI visuals to PowerPoint:

• Open a PowerPoint file on your desktop
• Within Power BI online , open a report published on one of your workspaces
• In the popup window, click Copy to clipboard
• You can now return to your PowerPoint presentation and paste the visual on the slide of your choice

Limitations of copying and pasting Power BI visuals to PowerPoint:

Copy-pasting a static visual makes updating data a challenge. With this method, you can’t refresh the data from within PowerPoint and would have to return to Power BI and start the process over again whenever figures change. The visual remains an image accompanied by a text box detailing the “source” – this should be manually removed from your slide if you don’t need it.

Note : you can keep the hyperlink in the “notes” section to come back to this Power BI visual later.

Option #3 – Export Power BI data to PowerPoint via Excel

This third technique for linking Power BI to PowerPoint involves importing the Power BI data into Excel, where you can rework it before presenting it in PowerPoint.

It is sometimes necessary to export Power BI data to Excel for analysis or to create tables and graphs before inserting it into a PowerPoint presentation.

How to export your Power BI data to Excel and then PowerPoint:

• Within Power BI online, open a report published on one of your workspaces
• Select a visual, click on the “…” icon, then select Export data
• In the pop-up window, keep the default options (Summarized data and .xlsx file)
• Retrieve the raw data Excel file from your downloads
• Edit your table or chart in the Excel file, then link it to your PowerPoint presentation

Discover the quick and easy way to link Excel to PowerPoint >

Limitations of exporting Power BI data to Excel and PowerPoint:

Customizing the data in Excel before adding it to your PowerPoint can offer more flexibility than copy and paste. However, this technique is still time-consuming, and you must repeat the process each time your Power BI data evolves.

This last method does not allow you to filter or update your Power BI data from within PowerPoint.

Option #4 – UpSlide’s Power BI to PowerPoint Link

The advantages of upslide’s power bi to powerpoint link:.

UpSlide’s Power BI to PowerPoint Link is the easiest way to tell inspiring stories with your data. Access and import your Power BI reports directly from within PowerPoint without going through Power BI online. The link also allows you to export Power BI visuals to Word.

As your data changes over time, easily update one or more visuals in a few clicks using our Update Links button. Plus, you can edit the categorical slicer values for one or more visuals from a dedicated dropdown menu.

How to link Power BI to PowerPoint with UpSlide:

• Within the UpSlide ribbon in PowerPoint, click the Import Visual button
• Select a Power BI report from the pane that appears. Note: if this is your first export, you will have to log in to Power BI first
• Select your desired visual and click on the “…“ icon, then click Export to PowerPoint . If you want to export the full report, click directly on  Export Page  at the bottom of the window

Congratulations! You’ve successfully connected your Power BI report to your PowerPoint presentation.

Follow these steps to refresh your Power BI visuals directly from within your PowerPoint presentation:

• Within the UpSlide ribbon in PowerPoint, click the Update Links button
• In the pane that appears on the right, select the links you want to refresh
• Click on the Update button
• Just like that, you have updated the Power BI visuals in your presentation without leaving PowerPoint!

Want to narrow the dataset that applies to your visuals? You can also edit the categorical slicer values from within PowerPoint . Discover how >

To learn more about our Power BI to PowerPoint and Word Link, get in touch with a member of our team.

Which method will you use for your next Power BI to PowerPoint export?

Let us know by leaving a comment!

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Get started with Power BI Desktop

• 10 contributors

Welcome to the getting started guide for Power BI Desktop. This tour shows you how Power BI Desktop works, what it can do, and how to build robust data models and amazing reports to amplify your business intelligence.

For a quick overview of how Power BI Desktop works and how to use it, you can scan the screens in this guide in just a few minutes. For a more thorough understanding, you can read through each section, perform the steps, and create your own Power BI Desktop file to post on the Power BI service and share with others.

You can also watch the Getting Started with the Power BI Desktop video, and download the Financial Sample Excel workbook to follow along with the video.

You can get the most recent version of Power BI Desktop from the Windows Store , or as a single executable containing all supported languages that you download and install on your computer.

How Power BI Desktop works

With Power BI Desktop, you can:

• Connect to data, including multiple data sources.
• Shape the data with queries that build insightful, compelling data models.
• Use the data models to create visualizations and reports.
• Share your report files for others to leverage, build upon, and share. You can share Power BI Desktop .pbix files like any other files, but the most compelling method is to upload them to the Power BI service .

Power BI Desktop integrates proven Microsoft query engine, data modeling, and visualization technologies. Data analysts and others can create collections of queries, data connections, models, and reports, and easily share them with others. Through the combination of Power BI Desktop and the Power BI service, new insights from the world of data are easier to model, build, share, and extend.

Power BI Desktop centralizes, simplifies, and streamlines what can otherwise be a scattered, disconnected, and arduous process of designing and creating business intelligence repositories and reports. Ready to give it a try? Let's get started.

Install and run Power BI Desktop

To download Power BI Desktop, go to the Power BI Desktop download page and select Download Free . Or for download options, select See download or language options .

You can also download Power BI Desktop from the Power BI service. Select the Download icon in the top menu bar, and then select Power BI Desktop .

On the Microsoft Store page, select Get , and follow the prompts to install Power BI Desktop on your computer. Start Power BI Desktop from the Windows Start menu or from the icon in the Windows taskbar.

The first time Power BI Desktop starts, it displays the Welcome screen.

From the Welcome screen, you can Get data , see Recent sources , open recent reports, Open other reports , or select other links. Select the close icon to close the Welcome screen.

Along the left side of Power BI Desktop are icons for the three Power BI Desktop views: Report , Data , and Model , from top to bottom. The current view is indicated by the yellow bar along the left, and you can change views by selecting any of the icons.

If you're using keyboard navigation, press Ctrl + F6 to move focus to that section of buttons in the window. To learn more about accessibility and Power BI, visit our accessibility articles .

Report view is the default view.

Power BI Desktop also includes the Power Query Editor , which opens in a separate window. In Power Query Editor , you can build queries and transform data, then load the refined data model into Power BI Desktop to create reports.

Connect to data

With Power BI Desktop installed, you're ready to connect to the ever-expanding world of data. To see the many types of data sources available, select Get Data > More in the Power BI Desktop Home tab, and in the Get Data window, scroll through the list of All data sources. In this quick tour, you connect to a couple of different Web data sources.

Imagine you're a data analyst working for a sunglasses retailer. You want to help your client target sunglasses sales where the sun shines most frequently. So you might want to find some information on the web about sunny locations.

On the Power BI Desktop Home tab, select Get Data > Web to connect to a web data source.

In the From Web dialog box, paste an address about sunny locations into the URL field, and select OK .

The URL used in this example is fictitious, you can find your own data in various tables and sites on the web.

If prompted, on the Access Web Content screen, select Connect to use anonymous access.

The query functionality of Power BI Desktop goes to work and contacts the web resource. The Navigator window returns what it found on the web page, in this case an HTML table called Ranking of best and worst states for retirement , and five other suggested tables. You're interested in the HTML table, so select it to see a preview.

At this point you can select Load to load the table, or Transform data to make changes in the table before you load it.

When you select Transform data , Power Query Editor launches, with a representative view of the table. The Query Settings pane is on the right, or you can always show it by selecting Query Settings on the View tab of Power Query Editor.

For more information about connecting to data, see Connect to data in Power BI Desktop .

Now that you're connected to a data source, you can adjust the data to meet your needs. To shape data, you provide Power Query Editor with step-by-step instructions for adjusting the data while loading and presenting it. Shaping doesn't affect the original data source, only this particular view of the data.

The table data used in this guide is fictitious and for illustrative purposes. As such, the steps you need to follow with the data you find and use might vary, requiring you to be creative about how you adjust steps or outcomes, which is all part of the fun of learning.

Shaping can mean transforming the data, such as renaming columns or tables, removing rows or columns, or changing data types. Power Query Editor captures these steps sequentially under Applied Steps in the Query Settings pane. Each time this query connects to the data source, those steps are carried out, so the data is always shaped the way you specify. This process occurs when you use the query in Power BI Desktop, or when anyone uses your shared query, such as in the Power BI service.

Notice that the Applied Steps in Query Settings already contain a few steps. You can select each step to see its effect in the Power Query Editor. First, you specified a web source, and then you previewed the table in the Navigator window. In the third step, Changed type , Power BI recognized whole number data when importing it, and automatically changed the original web Text data type to Whole numbers .

If you need to change a data type, select the column or columns to change. Hold down the Shift key to select several adjacent columns, or Ctrl to select non-adjacent columns. Either right-click a column header, select Change Type , and choose a new data type from the menu, or drop down the list next to Data Type in the Transform group of the Home tab, and select a new data type.

The Power Query Editor in Power BI Desktop uses the ribbon or the right-click menus for available tasks. Most of the tasks you can select on the Home or Transform tabs of the ribbon are also available by right-clicking an item and choosing from the menu that appears.

You can now apply your own changes and transformations to the data and see them in Applied Steps .

For example, for sunglasses sales you're most interested in the weather ranking, so you decide to sort the table by the Weather column instead of by Overall rank . Drop down the arrow next to the Weather header, and select Sort ascending . The data now appears sorted by weather ranking, and the step Sorted Rows appears in Applied Steps .

You're not very interested in selling sunglasses to the worst weather states, so you decide to remove them from the table. From the Home tab, select Reduce Rows > Remove Rows > Remove Bottom Rows . In the Remove Bottom Rows dialog box, enter 10 , and then select OK .

The bottom 10 worst weather rows are removed from the table, and the step Removed Bottom Rows appears in Applied Steps .

You decide the table has too much extra information for your needs, and to remove the Affordability , Crime , Culture , and Wellness columns. Select the header of each column that you want to remove. Hold down the Shift key to select several adjacent columns, or Ctrl to select non-adjacent columns.

Then, from the Manage Columns group of the Home tab, select Remove Columns . You can also right-click one of the selected column headers and select Remove Columns from the menu. The selected columns are removed, and the step Removed Columns appears in Applied Steps .

On second thought, Affordability might be relevant to sunglasses sales after all. You'd like to get that column back. You can easily undo the last step in the Applied Steps pane by selecting the X delete icon next to the step. Now redo the step, selecting only the columns you want to delete. For more flexibility, you could delete each column as a separate step.

You can right-click any step in the Applied Steps pane and choose to delete it, rename it, move it up or down in the sequence, or add or delete steps after it. For intermediate steps, Power BI Desktop will warn you if the change could affect later steps and break your query.

For example, if you no longer wanted to sort the table by Weather , you might try to delete the Sorted Rows step. Power BI Desktop warns you that deleting this step could cause your query to break. You removed the bottom 10 rows after you sorted by weather, so if you remove the sort, different rows will be removed. You also get a warning if you select the Sorted Rows step and try to add a new intermediate step at that point.

Finally, you change the table title to be about sunglass sales instead of retirement. Under Properties in the Query Settings pane, replace the old title with Best states for sunglass sales .

The finished query for your shaped data looks like this:

For more information about shaping data, see Shape and combine data in Power BI Desktop .

Combine data

The data about various states is interesting, and will be useful for building additional analysis efforts and queries. But there's one problem: most data out there uses two-letter abbreviations for state codes, not the full names of the states. To use that data, you need some way to associate your state names with their abbreviations.

You're in luck. Another public data source does just that, but the data will need a fair amount of shaping before you can combine it with your sunglass table.

To import the state abbreviations data into Power Query Editor, select New Source > Web from the New Query group on the Home tab of the ribbon.

In the From Web dialog box, enter the URL for the state abbreviations site: https://en.wikipedia.org/wiki/List_of_U.S._state_abbreviations .

In the Navigator window, select the table Codes and abbreviations for U.S. states, federal district, territories, and other regions , and then select OK . The table opens in Power Query Editor.

Remove all columns except for Name and status of region , Name and status of region , and ANSI . To keep only these columns, hold down Ctrl and select the columns. Then, either right-click one of the column headers and select Remove Other Columns , or, from the Manage Columns group of the Home tab, select Remove Other Columns .

Drop down the arrow next to the Name and status of region_1 column header, and select Filters > Equals . In the Filter Rows dialog box, drop down the Enter or select a value field next to equals and select State . Select OK .

With extra values like Federal district and island removed, you now have a list of the 50 states and their official two-letter abbreviations. You can rename the columns to make more sense, for example State name , Status , and Abbreviation , by right-clicking the column headers and selecting Rename .

Note that all of these steps are recorded under Applied Steps in the Query Settings pane.

Your shaped table now looks like this:

Retitle the table to State codes in the Properties field of Query Settings .

With the State codes table shaped, you can combine these two tables into one. Since the tables you now have are a result of queries you applied to the data, they're also called queries . There are two primary ways of combining queries: merge and append .

When you have one or more columns you'd like to add to another query, you merge the queries. When you have additional rows of data you'd like to add to an existing query, you append the query.

In this case, you want to merge the State codes query into the Best states for sunglasses query. To merge the queries, switch to the Best states for sunglasses query by selecting it from the Queries pane on the left side of Power Query Editor. Then select Merge Queries from the Combine group in the Home tab of the ribbon.

In the Merge window, drop down the field to select State codes from the other queries available. Select the column to match from each table, in this case State from the Best states for sunglasses query and State name from the State codes query.

If you get a Privacy levels dialog, select Ignore privacy levels checks for this file and then select Save . Select OK .

A new column called State codes appears on the right of the Best states for sunglass sales table. It contains the state code query that you merged with the best states for sunglass sales query. All the columns from the merged table are condensed into the State codes column. You can expand the merged table and include only the columns you want.

To expand the merged table and select which columns to include, select the Expand icon in the column header. In the Expand dialog box, select only the Abbreviation column. Deselect Use original column name as prefix , and then select OK .

You can play around with how to bring in the State codes table. Experiment a bit, and if you don't like the results, just delete that step from the Applied Steps list in the Query Settings pane. It's a free do-over, which you can do as many times as you like until the expand process looks the way you want it.

For a more complete description of the shape and combine data steps, see Shape and combine data in Power BI Desktop .

You now have a single query table that combines two data sources, each of which has been shaped to meet your needs. This query can serve as a basis for more interesting data connections, such as demographics, wealth levels, or recreational opportunities in the states.

For now, you have enough data to create an interesting report in Power BI Desktop. Since this is a milestone, apply the changes in Power Query Editor and load them into Power BI Desktop by selecting Close & Apply from the Home tab of the ribbon. You can also select just Apply to keep the query open in Power Query Editor while you work in Power BI Desktop.

You can make more changes to a table after it's loaded into Power BI Desktop, and reload the model to apply any changes you make. To reopen Power Query Editor from Power BI Desktop, select Transform Data on the Home tab of the Power BI Desktop ribbon.

Build reports

In Power BI Desktop Report view, you can build visualizations and reports. The Report view has six main areas:

• The ribbon at the top, which displays common tasks associated with reports and visualizations.
• The canvas area in the middle, where you create and arrange visualizations.
• The pages tab area at the bottom, which lets you select or add report pages.
• The Filters pane, where you can filter data visualizations.
• The Visualizations pane, where you can add, change, or customize visualizations, and apply drillthrough.
• The Format pane, where you design the report and visualizations.
• The Fields pane, which shows the available fields in your queries. You can drag these fields onto the canvas, the Filters pane, or the Visualizations pane to create or modify visualizations.

You can expand and collapse the Filters , Visualizations , and Fields panes by selecting the arrows at the tops of the panes. Collapsing the panes provides more space on the canvas to build cool visualizations.

To create a simple visualization, just select any field in the fields list, or drag the field from the Fields list onto the canvas. For example, drag the State field from Best states for sunglass sales onto the canvas, and see what happens.

Look at that! Power BI Desktop recognized that the State field contained geolocation data and automatically created a map-based visualization. The visualization shows data points for the 40 states from your data model.

The Visualizations pane shows information about the visualization and lets you modify it.

• The Fields option in the Visualization pane lets you drag data fields to Legend and other field wells in the pane.
• The Format option lets you apply formatting and other controls to visualizations.
• The icons show the type of visualization created. You can change the type of a selected visualization by selecting a different icon, or create a new visualization by selecting an icon with no existing visualization selected.

The options available in the Fields and Format areas depend on the type of visualization and data you have.

You want your map visualization to show only the top 10 weather states. To show only the top 10 states, in the Filters pane, hover over State is (All) and expand the arrow that appears. Under Filter type , drop down and select Top N . Under Show items , select Bottom , because you want to show the items with the lowest numerical ranks, and enter 10 in the next field.

Drag the Weather field from the Fields pane into the By value field, and then select Apply filter .

You now see only the top 10 weather states in the map visualization.

You can retitle your visualization. Select the Format icon in the Visualization pane, and type title in the Search box. In the Title card, type Top 10 weather states under Text .

To add a visualization that shows the names of the top 10 weather states and their ranks from 1 to 10, select a blank area of the canvas and then select the Clustered column chart icon from the Visualization pane. In the Fields pane, select State and Weather . A column chart shows the 40 states in your query, ranked from highest to lowest numerical rank, or worst to best weather.

To switch the order of the ranking so that number 1 appears first, select More options (...) at the upper right of the visualization, and select Sort ascending from the menu.

To limit the table to the top 10 states, apply the same bottom 10 filter as you did for the map visualization.

Retitle the visualization the same way as for the map visualization. Also in the Format section of the Visualization pane, change Y axis > Axis title from Weather to Weather ranking to make it more understandable. Then, turn the Y axis selector to Off . Search for Zoom slider and set it to On , and turn Data labels to On .

Now, the top 10 weather states appear in ranked order along with their numerical rankings.

You can make similar or other visualizations for the Affordability and Overall ranking fields, or combine several fields into one visualization. There are all sorts of interesting reports and visualizations you can create. These Table and Line and clustered column chart visualizations shows the top 10 weather states along with their affordability and overall rankings:

You can show different visualizations on different report pages. To add a new page, select the + symbol next to the existing pages on the pages bar, or select Insert > New Page in the Home tab of the ribbon. To rename a page, double-click the page name in the pages bar, or right-click it and select Rename Page , and then type the new name. To go to a different page of the report, select the page from the pages bar.

You can add text boxes, images, and buttons to your report pages from the Insert group of the Home tab. To set formatting options for visualizations, select a visualization and then select the Format icon in the Visualizations pane. To configure page sizes, backgrounds, and other page information, select the Format icon with no visualization selected.

When you finish creating your pages and visualizations, select File > Save and save your report. For more information about reports, see Report View in Power BI Desktop .

Share your work

Now that you have a Power BI Desktop report, you can share it with others. There are a few ways to share your work. You can distribute the report .pbix file like any other file, you can upload the .pbix file from the Power BI service, or you can publish directly from Power BI Desktop to the Power BI service. You must have a Power BI account to be able to publish or upload reports to Power BI service.

To publish to the Power BI service from Power BI Desktop, from the Home tab of the ribbon, select Publish .

You might be prompted to sign in to Power BI, or to select a destination.

When the publish process is complete, you see the following dialog:

When you select the link to open the report in Power BI, your report opens in your Power BI site under My workspace > Reports .

Another way to share your work is to load it from within the Power BI service. Go to https://app.powerbi.com to open Power BI in a browser. On your Power BI Home page, select Get data at lower left to start the process of loading your Power BI Desktop report.

On the next page, select Get from the Files section.

On the next page, select Local File . Browse to and select your Power BI Desktop .pbix file, and select Open .

After the file imports, you can see it listed under My workspace > Reports in the left pane of the Power BI service.

When you select the file, the first page of the report appears. You can select different pages from the tabs at the left of the report.

You can make changes to a report in the Power BI service by selecting More options > Edit from the top of the report canvas.

To save your changes, select File > Save a copy .

There are all sorts of interesting visuals you can create from your report in the Power BI service, which you can pin to a dashboard . To learn about dashboards in the Power BI service, see Tips for designing a great dashboard . For more information about creating, sharing, and modifying dashboards, see Share a dashboard .

To share a report or dashboard, select Share > Report at the top of the open report or dashboard page, or select the Share icon next to the report or dashboard name in the My workspace > Reports or My workspace > Dashboards lists.

Complete the Share report or Share dashboard screen to send an email or get a link to share your report or dashboard with others.

There are many compelling data-related mash-ups and visualizations you can do with Power BI Desktop and the Power BI service.

Considerations and limitations

• Power BI Desktop is updated and released on a monthly basis, incorporating customer feedback and new features. Only the most recent version of Power BI Desktop is supported. If you contact support for Power BI Desktop, you'll be asked to upgrade to the most recent version.
• For data and reporting that must remain on-premises, there's a separate and specialized version of Power BI called Power BI Report Server . Power BI Report Server uses a separate and specialized version of Power BI Desktop called Power BI Desktop for Power BI Report Server , which updates three times a year. This article describes standard Power BI Desktop.

Related content

Power BI Desktop supports connecting to a diagnostics port. The diagnostics port allows other tools to connect to and perform traces for diagnostic purposes. When you're using the diagnostics port, making any changes to the model isn't supported. Changes to the model may lead to corruption and data loss.

For more information on the many capabilities of Power BI Desktop, check out the following resources:

• Query overview in Power BI Desktop
• Data sources in Power BI Desktop
• Connect to data in Power BI Desktop
• Tutorial: Shape and combine data with Power BI Desktop
• Common query tasks in Power BI Desktop

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PowerPoint Live in Teams gives both the presenter and audience an inclusive and engaging experience, combining the best parts of presenting in PowerPoint with the connection and collaboration of a Microsoft Teams meeting.

When you’re the presenter, you have a unique view that lets you control your presentation while staying engaged with your audience, seeing people’s video, raised hands, reactions, and chat as needed.

And if you’re an audience member, you can interact with the presentation and personalize your viewing experience with captions, high contrast slides, and slides translated into your native language.

Here’s how it works:  

Tip:  Are you an audience member? Jump down to learn more about how you can interact during the presentation.

Presenter view

Present your slides

If you're in PowerPoint for the web, select Present > Present in Teams .

Your slides will appear in the Teams meeting, with your Notes next to them.

Navigate through the slides

Use the navigation arrows to go forward and backward.

Use the thumbnail strip to jump ahead or backwards.

Select Go to slide to see a grid view of all slides in the presentation. Select one to jump to it.

Stay connected to the audience

One of the benefits of using PowerPoint Live to present instead of sharing your screen is that you have quick access to all your meeting tools you need to engage with the audience and to read the room in one view. This is especially true if you’re presenting from a single screen.

Turn Chat on or off to view what your audience is saying.

See audience reactions and raised hands in real-time.

Change the Layout of your presentation and choose how your live camera feed appears in your presentation, like Standout or Cameo . It helps the audience read your non-verbal cues and keeps them engaged.

Use the Laser pointer , Pen , Highlighter , or Eraser to clearly reference items on your slides.

Audience view

As an audience member, you’re able to personalize your experience without affecting anyone else. Try these options to find what works best for you:

Note:  If presenters don't want people to be able to independently navigate through a PowerPoint file they are sharing, use the  Private view  toggle to turn it off.

Click any hyperlink on slides to get more context right away.

Interact with videos on slides to adjust the volume or jump to a timestamp and consume it at your own pace.

Use a screen reader to get full access to the slide content.

Switch to a high contrast view to make the slides easier to view if you have low vision. Select More options > View slides in high contrast .

Your viewing experience will be at a higher fidelity, letting you see crisp text and smooth animations. PowerPoint Live also requires significantly less network bandwidth than typical sharing, making it the best option when network connectivity is a problem.

Independent magnifying and panning

You can zoom in and pan on a presentation slide without affecting what others see. Use your mouse, trackpad, keyboard, touch, or the Magnify Slide option as applicable. 

To zoom in or out on a slide, do any one of the following: 

Hover over the slideshow and pinch or stretch on trackpad.

Pinch or use the stretch touch gesture (on a touch-enabled device).

Press the + or – keys.

Hover over slide, hold down Ctrl key and scroll with mouse wheel.

In the More Actions menu, click the + or – buttons.

To pan around your slide, do any one of the following:

Press the arrow keys.

Click and drag using a mouse.

Click and drag on a trackpad.

Use one finger to touch and drag (on touch-enabled device).

When done zooming and panning, press  Esc to reset your screen.   

Important: 

PowerPoint Live is not supported in Teams live events, CVI devices, and VTC devices.

If you're using Teams on the web, you’ll need Microsoft Edge 18 or later, or Google Chrome 65 or later, to see the presenter view.

Presenter view is hidden by default for small screen devices but can be turned on by selecting More options below the current slide and then Show presenter view (or by selecting the sharing window and then pressing Ctrl+Shift+x).

Meetings recordings won’t capture any videos, animations, or annotation marks in the PowerPoint Live session.

When you share from Teams, the PowerPoint Live section lists the most recent files you've opened or edited in your team SharePoint site or your OneDrive. If you select one of these files to present, all meeting participants will be able to view the slides during the meeting. Their access permissions to the file outside of the meeting won't change.

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Introducing Microsoft 365 Copilot – your copilot for work

Mar 16, 2023 | Jared Spataro - CVP, AI at Work

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Humans are hard-wired to dream, to create, to innovate. Each of us seeks to do work that gives us purpose — to write a great novel, to make a discovery, to build strong communities, to care for the sick. The urge to connect to the core of our work lives in all of us. But today, we spend too much time consumed by the drudgery of work on tasks that zap our time, creativity and energy. To reconnect to the soul of our work, we don’t just need a better way of doing the same things. We need a whole new way to work.

Today, we are bringing the power of next-generation AI to work. Introducing Microsoft 365 Copilot — your copilot for work . It combines the power of large language models (LLMs) with your data in the Microsoft Graph and the Microsoft 365 apps to turn your words into the most powerful productivity tool on the planet.

“Today marks the next major step in the evolution of how we interact with computing, which will fundamentally change the way we work and unlock a new wave of productivity growth,” said Satya Nadella, Chairman and CEO, Microsoft. “With our new copilot for work, we’re giving people more agency and making technology more accessible through the most universal interface — natural language.”

Copilot is integrated into Microsoft 365 in two ways. It works alongside you, embedded in the Microsoft 365 apps you use every day — Word, Excel, PowerPoint, Outlook, Teams and more — to unleash creativity, unlock productivity and uplevel skills. Today we’re also announcing an entirely new experience: Business Chat . Business Chat works across the LLM, the Microsoft 365 apps, and your data — your calendar, emails, chats, documents, meetings and contacts — to do things you’ve never been able to do before. You can give it natural language prompts like “Tell my team how we updated the product strategy,” and it will generate a status update based on the morning’s meetings, emails and chat threads.

With Copilot, you’re always in control. You decide what to keep, modify or discard. Now, you can be more creative in Word, more analytical in Excel, more expressive in PowerPoint, more productive in Outlook and more collaborative in Teams.

Microsoft 365 Copilot transforms work in three ways:

Unleash creativity. With Copilot in Word, you can jump-start the creative process so you never start with a blank slate again. Copilot gives you a first draft to edit and iterate on — saving hours in writing, sourcing, and editing time. Sometimes Copilot will be right, other times usefully wrong — but it will always put you further ahead. You’re always in control as the author, driving your unique ideas forward, prompting Copilot to shorten, rewrite or give feedback. Copilot in PowerPoint helps you create beautiful presentations with a simple prompt, adding relevant content from a document you made last week or last year. And with Copilot in Excel, you can analyze trends and create professional-looking data visualizations in seconds.

Unlock productivity. We all want to focus on the 20% of our work that really matters, but 80% of our time is consumed with busywork that bogs us down. Copilot lightens the load. From summarizing long email threads to quickly drafting suggested replies, Copilot in Outlook helps you clear your inbox in minutes, not hours. And every meeting is a productive meeting with Copilot in Teams. It can summarize key discussion points — including who said what and where people are aligned and where they disagree — and suggest action items, all in real time during a meeting. And with Copilot in Power Platform, anyone can automate repetitive tasks, create chatbots and go from idea to working app in minutes.

GitHub data shows that Copilot promises to unlock productivity for everyone. Among developers who use GitHub Copilot, 88% say they are more productive, 74% say that they can focus on more satisfying work, and 77% say it helps them spend less time searching for information or examples.

But Copilot doesn’t just supercharge individual productivity. It creates a new knowledge model for every organization — harnessing the massive reservoir of data and insights that lies largely inaccessible and untapped today. Business Chat works across all your business data and apps to surface the information and insights you need from a sea of data — so knowledge flows freely across the organization, saving you valuable time searching for answers. You will be able to access Business Chat from Microsoft 365.com, from Bing when you’re signed in with your work account, or from Teams.

Uplevel skills. Copilot makes you better at what you’re good at and lets you quickly master what you’ve yet to learn. The average person uses only a handful of commands — such as “animate a slide” or “insert a table” — from the thousands available across Microsoft 365. Now, all that rich functionality is unlocked using just natural language. And this is only the beginning.

Copilot will fundamentally change how people work with AI and how AI works with people. As with any new pattern of work, there’s a learning curve — but those who embrace this new way of working will quickly gain an edge.

The Copilot System: Enterprise-ready AI

Microsoft is uniquely positioned to deliver enterprise-ready AI with the Copilot System . Copilot is more than OpenAI’s ChatGPT embedded into Microsoft 365. It’s a sophisticated processing and orchestration engine working behind the scenes to combine the power of LLMs, including GPT-4, with the Microsoft 365 apps and your business data in the Microsoft Graph — now accessible to everyone through natural language.

Grounded in your business data. AI-powered LLMs are trained on a large but limited corpus of data. The key to unlocking productivity in business lies in connecting LLMs to your business data — in a secure, compliant, privacy-preserving way. Microsoft 365 Copilot has real-time access to both your content and context in the Microsoft Graph. This means it generates answers anchored in your business content — your documents, emails, calendar, chats, meetings, contacts and other business data — and combines them with your working context — the meeting you’re in now, the email exchanges you’ve had on a topic, the chat conversations you had last week — to deliver accurate, relevant, contextual responses.

Built on Microsoft’s comprehensive approach to security, compliance and privacy. Copilot is integrated into Microsoft 365 and automatically inherits all your company’s valuable security, compliance, and privacy policies and processes. Two-factor authentication, compliance boundaries, privacy protections, and more make Copilot the AI solution you can trust.

Architected to protect tenant, group and individual data. We know data leakage is a concern for customers. Copilot LLMs are not trained on your tenant data or your prompts. Within your tenant, our time-tested permissioning model ensures that data won’t leak across user groups. And on an individual level, Copilot presents only data you can access using the same technology that we’ve been using for years to secure customer data.

Integrated into the apps millions use every day. Microsoft 365 Copilot is integrated in the productivity apps millions of people use and rely on every day for work and life — Word, Excel, PowerPoint, Outlook, Teams and more. An intuitive and consistent user experience ensures it looks, feels and behaves the same way in Teams as it does in Outlook, with a shared design language for prompts, refinements and commands.

Designed to learn new skills.  Microsoft 365 Copilot’s foundational skills are a game changer for productivity: It can already create, summarize, analyze, collaborate and automate using your specific business content and context. But it doesn’t stop there. Copilot knows how to command apps (e.g., “animate this slide”) and work across apps, translating a Word document into a PowerPoint presentation. And Copilot is designed to learn new skills. For example, with Viva Sales, Copilot can learn how to connect to CRM systems of record to pull customer data — like interaction and order histories — into communications. As Copilot learns about new domains and processes, it will be able to perform even more sophisticated tasks and queries.

Committed to building responsibly

At Microsoft, we are guided by our AI principles and Responsible AI Standard and decades of research on AI, grounding and privacy-preserving machine learning. A multidisciplinary team of researchers, engineers and policy experts reviews our AI systems for potential harms and mitigations — refining training data, filtering to limit harmful content, query- and result-blocking sensitive topics, and applying Microsoft technologies like InterpretML and Fairlearn to help detect and correct data bias. We make it clear how the system makes decisions by noting limitations, linking to sources, and prompting users to review, fact-check and adjust content based on subject-matter expertise.

Moving boldly as we learn  

In the months ahead, we’re bringing Copilot to all our productivity apps—Word, Excel, PowerPoint, Outlook, Teams, Viva, Power Platform, and more. We’ll share more on pricing and licensing soon. Earlier this month we announced Dynamics 365 Copilot as the world’s first AI Copilot in both CRM and ERP to bring the next-generation AI to every line of business.

Everyone deserves to find purpose and meaning in their work — and Microsoft 365 Copilot can help. To serve the unmet needs of our customers, we must move quickly and responsibly, learning as we go. We’re testing Copilot with a small group of customers to get feedback and improve our models as we scale, and we will expand to more soon.

Learn more on the Microsoft 365 blog and visit WorkLab to get expert insights on how AI will create a brighter future of work for everyone.

And for all the blogs, videos and assets related to today’s announcements, please visit our microsite .

Tags: AI , Microsoft 365 , Microsoft 365 Copilot

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