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hchava5292's avatar
hchava5292
Frequent Visitor
14 hours ago

Export data from Power BI

Hello All,
I am aware that exporting data directly from a Power BI visual is subject to row limitations. CSV exports are limited to approximately 30,000 rows, while Excel exports can support up to approximately 150,000 rows.

My data is stored in Microsoft Fabric OneLake, and the Power BI report uses a live connection to a published semantic model.

We have a data-export requirement where users need to:

  1. Apply filters within the Power BI report.
  2. Select the fields they want to include through a simple checkbox or slicer.
  3. Dynamically add selected fields to a table visual.
  4. Remove fields from the table when they are unchecked.
  5. Export the resulting filtered dataset to Excel or CSV.
  6. Export more data than the standard Power BI visual export limits allow.

Field parameters can address the dynamic column-selection requirement, but the standard visual export limits are still a concern.

I am looking for the best possible solution that allows users to export large datasets while preserving:

  • The filters applied in the Power BI report
  • The fields selected by the user
  • Semantic model security and business logic
  • A straightforward user experience
  • Support for Excel or CSV output



Thanks in Advance

.

Need Help

3 Replies

  • Shai_Karmani's avatar
    Shai_Karmani
    Icon for Super User rankSuper User
    12 hours ago

    For this scenario the standard answer is a paginated report built in Power BI Report Builder on top of your published semantic model. It respects RLS and measures, pulls fresh data through the same semantic model, and exports to Excel up to 1,048,576 rows or to CSV with no row cap, so it clears the 30k / 150k visual export limits.

     

    You can drive it from your existing Power BI report using the Paginated Report visual - pass slicer selections and the field parameter selection into paginated report parameters, then users hit Export - Excel or CSV inside the paginated report.

     

    If users prefer staying in Excel, the other clean option is Analyze in Excel against the same semantic model. It creates a live PivotTable connection, so RLS, measures and business logic still apply and there is no visual-level row cap.

     

    Both keep the semantic model as the single source of truth, so security and business logic are enforced automatically.

     

    If this helped, a thumbs up and accepting the solution would be appreciated.

     

    Best regards,

    Shai Karmani

  • krishnakanth240's avatar
    krishnakanth240
    Icon for Super User rankSuper User
    7 hours ago

    Hi hchava5292​ 

    You can use a paginated report through Power BI Report Builder which is built on the same semantic model from live/XMLA connection. Pass the main report filters and field selections into it as report parameters where parameters will do row filtering and column visibility giving the same checkbox field selection. Because paginated reports make the semantic model RLS/OLS and have no row limit where users get single Export button that handle filters, security, and outputs Excel or CSV with unlimited rows and no visual export involved.

  • danextian's avatar
    danextian
    Icon for Super User rankSuper User
    4 hours ago

    Another option on top of what others have already suggested is to export to Excel data with live connection but the user must have a build access to the dataset.