export data from microsoft list to feeding a powerBI file

[jps_HHH]

Hi all,

I created a list using the microsoft list app (it is fed over the time by my colleagues).

In order to analyze the data from that list, a created a excel file (to post my database) and a powerBI using desktop app connected to that excel file. 

However, the process to update the database is manually, i.e., 

1.  I have to export the data from microsoft lists to an excel file (using export to excel buttom)
2.  Copy data from excel file generated to my excel file (with database)
3. Open powerBI e click in updated batase. 

Is there any other option to enhance this workflow ? 

[Anonymous]

Hi @jps_HHH ,

As SamWiseOwl  said, you can connect your Microsoft List directly with PBI Desktop. when your data source(Microsoft List) is updated, you just need to click refresh on the PBI Desktop side and the report will be refreshed. Since you mentioned that your colleague doesn't have a license, sharing the pbix file is the best option. You can either refresh and then share the pbix file or you can share your credentials and your colleagues can use your credentials to refresh on the PBIX file themselves.

Refresh a semantic model from OneDrive or SharePoint Online - Power BI | Microsoft Learn

Best Regards,

Neeko Tang

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

[jps_HHH]

Hi,

Thanks for your response. 

However, I really did not understand it.   The video shared by SamWiseOwl says to click "powerBI -> Integrate -> Visualize the list".  When I follow these steps, a new report is created using PowerBI online (i guess). But, it does not allow to save or edit because my organization does not have a powerBI license.  

[Anonymous]

Hi @jps_HHH ,

(1) Open PBI Desktop, click “get data”, and then select the Sharepoint Online List data source.
(2) Create Visual Objects and Reports
(3) Save the pbix file and distribute the pbix file.
(4) When colleagues receive the pbix file, open it, you need to enter a credentials to verify the data source, this credentials need to be provided by the owner of the data source, after verification in the home tab click “Refresh” to refresh the report.

If your data source refers to something other than a Sharepoint Online list, then you may want to consider using Power automate to automate the export from the data source to excel to skip the manual copying process, for more information on Power automate I recommend consulting the

Support | Microsoft Power Automate

Best Regards,

Neeko Tang

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

[SamWiseOwl]

Have you tried using the SharePoint Online List connector to connect directly to your Microsoft List.

Save you having to do the export.

Microsoft Lists integration with Power BI (youtube.com)

[jps_HHH]

the "problem" of that solution is that i cannot share the powerBI report with my colleagues

[jps_HHH]

Note: My company does not have license to share powerBI reports. To acess to data, my colleagues have to open the file using powerBI desktop