How to update a published report for Power BI

[gbarr12345]

Hi there,

I created a power BI report using data from an Excel spreadsheet.

I published the report to Power BI and am wondering, if I add a new line to the Excel spreadsheet is there a way to get the power BI report to update without having to re-add the up to date report to Power BI?

Many thanks in advance!

[Ritaf1983]

Hi @gbarr12345 

If you have set up the refresh processes correctly, your Power BI report will automatically update when you add a new line to the Excel spreadsheet, as long as you refresh the dataset in the Power BI Service.

The setup depends on where your Excel file is stored:

1. **If the file is stored locally on your computer:**(less recommended)

- You will need to use **Power BI Personal Gateway**. This allows Power BI to connect to your local Excel file and refresh the report.
- **Important:** The Personal Gateway works only if your computer is on and connected to the internet. Scheduled refreshes will only happen when your machine is running.
- To set up the refresh:
- Install the Power BI Personal Gateway on your machine.
- In Power BI Service, configure the gateway to access your local file.
- Set up scheduled refresh in Power BI Service.

2. **If the Excel file is stored on OneDrive or SharePoint:**

- Power BI can automatically refresh the dataset whenever changes are made to the Excel file, usually within an hour.
- You don’t need a gateway in this case because the file is stored in the cloud.
- To set it up:
- Ensure the Excel file is saved in OneDrive or SharePoint.
- When connecting Power BI to the Excel file, link it directly from OneDrive or SharePoint.
- You can configure additional scheduled refresh options in Power BI Service if you need more frequent updates.

Make sure that your Excel file remains in the same location to avoid breaking the data connection.

For more details please refer to the linked guides:

https://www.youtube.com/watch?v=ba1Akv63GDQ

https://www.youtube.com/watch?v=EXA3rif8gX8

If this post helps, then please consider Accepting it as the solution to help the other members find it more quickly

[gbarr12345]

Hi Rita,

Thanks for your response.

I've downloaded the personal gateway onto my machine.

Just ome thing, how do I do the following step? - In Power BI Service, configure the gateway to access your local file.

[Ritaf1983 · Accepted solution]

Hi again 🙂

Please refer to the linked video from the 4th  minute +/-
https://www.youtube.com/watch?v=LZLB0Iim7u8

If this post helps, then please consider Accepting it as the solution to help the other members find it more quickly

[gbarr12345]

Perfect thanks for that Rita, I'll revert to the video attached 🙂 

[v-yiruan-msft]

Hi @gbarr12345 ,

Does Rita give you suggestion and video that solve your problem? Is there anything else you need help with regarding this thread? If so, please provide the details, if any. Thank you.

Best Regards

[gbarr12345]

The video helped with my query and I marked it as a solution. Thank you!