Excel desktop

[Ederur4]

Hello, I would like to know if it is possible to have an excel file on my personal Windows Desktop and every time I update that file, the Power BI report published in the cloud is updated. I have tried Power Automate through a gateway, but am unable to see the updated results. Is there a way to do it or something similar? Thank you, All the best.

[123abc · Accepted solution]

Steps to Set Up Auto-Refresh:

1. Install and Configure an On-Premises Data Gateway

The On-Premises Data Gateway acts as a bridge between Power BI Service and your local data sources (in this case, your Excel file). Here's how to configure it:

• Download and install the On-Premises Data Gateway from Microsoft's site.
• Sign in with your Power BI credentials during installation.
• After installation, register your gateway in the Power BI Service.

2. Place the Excel File in a Stable Location

• Keep the Excel file in a consistent location on your computer.
• Note the file path (e.g., C:\Users\<YourName>\Desktop\FileName.xlsx).

3. Use Power BI Desktop to Connect to the File

• Open Power BI Desktop.
• Click Home > Get Data > Excel, and navigate to your file.
• Load your data into Power BI.

4. Publish the Report

• Publish the Power BI report to your desired workspace in Power BI Service.

5. Configure the Data Source in Power BI Service

• Go to Power BI Service and navigate to your report's workspace.
• Under Settings, locate the dataset tied to your report.
• Configure the data source to use the On-Premises Data Gateway:
  • Select your gateway.
  • Ensure the file path in Power BI matches the local path you used in Power BI Desktop.
  • Enter your credentials for accessing the file, if prompted.

6. Set Up Scheduled Refresh

• In Power BI Service, configure a Scheduled Refresh for your dataset:
  • Navigate to your dataset's settings.
  • Enable Scheduled Refresh and specify the refresh frequency (e.g., daily, hourly).

7. Optional: Automate Immediate Refresh (if needed)

If you want the Power BI report to refresh immediately after the Excel file is updated, you can use Power Automate:

• Create a Power Automate flow that triggers on changes to your Excel file.
• Use the "Refresh a dataset" action in Power Automate to refresh the dataset in Power BI Service.

---

Troubleshooting Tips

1. Verify Gateway Connection: Ensure the gateway is running and connected in Power BI Service.
2. File Path Consistency: The file path in Power BI Desktop must match the one configured in the gateway.
3. File Locks: Avoid keeping the Excel file open when Power BI is refreshing.
4. Test Scheduled Refresh: After setting it up, manually trigger a refresh to confirm everything works.

---

By following these steps, your Power BI report in the cloud will reflect updates made to your Excel file on your desktop. If you're still facing issues, let me know, and we can troubleshoot further!

I hope this helps!
If you found this answer helpful:

Mark it as the solution to help others find it faster.
Give it a kudo to show your appreciation!
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[powerbidev123 · Accepted solution]

Hey @Ederur4 , Use sharepoint online if you are working with a online excel file. Another option is using PowerBI data gateway with configuring the On-premises Data Gateway on your machine or a server in your network. But you must ensure to keep your machine on or connected to internet. 

If you go with 1st option i.e Sharepoint online then that eliminates dependency on your personal desktop being on and online.

Let me know if this helps

[danextian · Accepted solution]

Not everytime but on schedule. You will need a data gateway installed in a device that an access to the source file.

[powerbidev123 · Accepted solution]

Hey @Ederur4 , Use sharepoint online if you are working with a online excel file. Another option is using PowerBI data gateway with configuring the On-premises Data Gateway on your machine or a server in your network. But you must ensure to keep your machine on or connected to internet. 

If you go with 1st option i.e Sharepoint online then that eliminates dependency on your personal desktop being on and online.

Let me know if this helps

[123abc · Accepted solution]

Steps to Set Up Auto-Refresh:

1. Install and Configure an On-Premises Data Gateway

The On-Premises Data Gateway acts as a bridge between Power BI Service and your local data sources (in this case, your Excel file). Here's how to configure it:

• Download and install the On-Premises Data Gateway from Microsoft's site.
• Sign in with your Power BI credentials during installation.
• After installation, register your gateway in the Power BI Service.

2. Place the Excel File in a Stable Location

• Keep the Excel file in a consistent location on your computer.
• Note the file path (e.g., C:\Users\<YourName>\Desktop\FileName.xlsx).

3. Use Power BI Desktop to Connect to the File

• Open Power BI Desktop.
• Click Home > Get Data > Excel, and navigate to your file.
• Load your data into Power BI.

4. Publish the Report

• Publish the Power BI report to your desired workspace in Power BI Service.

5. Configure the Data Source in Power BI Service

• Go to Power BI Service and navigate to your report's workspace.
• Under Settings, locate the dataset tied to your report.
• Configure the data source to use the On-Premises Data Gateway:
  • Select your gateway.
  • Ensure the file path in Power BI matches the local path you used in Power BI Desktop.
  • Enter your credentials for accessing the file, if prompted.

6. Set Up Scheduled Refresh

• In Power BI Service, configure a Scheduled Refresh for your dataset:
  • Navigate to your dataset's settings.
  • Enable Scheduled Refresh and specify the refresh frequency (e.g., daily, hourly).

7. Optional: Automate Immediate Refresh (if needed)

If you want the Power BI report to refresh immediately after the Excel file is updated, you can use Power Automate:

• Create a Power Automate flow that triggers on changes to your Excel file.
• Use the "Refresh a dataset" action in Power Automate to refresh the dataset in Power BI Service.

---

Troubleshooting Tips

1. Verify Gateway Connection: Ensure the gateway is running and connected in Power BI Service.
2. File Path Consistency: The file path in Power BI Desktop must match the one configured in the gateway.
3. File Locks: Avoid keeping the Excel file open when Power BI is refreshing.
4. Test Scheduled Refresh: After setting it up, manually trigger a refresh to confirm everything works.

---

By following these steps, your Power BI report in the cloud will reflect updates made to your Excel file on your desktop. If you're still facing issues, let me know, and we can troubleshoot further!

I hope this helps!
If you found this answer helpful:

Mark it as the solution to help others find it faster.
Give it a kudo to show your appreciation!
Thank you for being an awesome community member!