Export multiple Power BI tables to a template excel file

[AyushAwasthi]

I have a Power BI file which has multiple pages and there is a table on every page of the report. The table has same columns on each page but I have different measures on each page to show different rows in the table.

I want to have a button at one place to just copy or export the data in each table of the PBI to a template excel and preferably then be sent to the user on his email.

Can this be done using Power Automate or any other automation?

Thanks in advance!

[Poojara_D12]

Hi @AyushAwasthi 

Yes, your requirement to export data from multiple tables across different pages in a Power BI report into a structured Excel template and then send it via email can be partially automated using Power Automate, though with some important considerations.

Power BI does not natively allow exporting visuals (like tables from different pages) all at once. However, you can achieve your goal by using Power Automate buttons in Power BI (Power Automate for Power BI Visual) in combination with DAX queries and Power BI REST API or Power Automate actions.

Here’s how this can be approached:

1. Create a Power Automate flow that is triggered from a button in Power BI (via the Power Automate visual). This button can pass necessary parameters like user context or page identifiers.

2. Use the “Run a query against a dataset” action in Power Automate (part of the Power BI connector) to run DAX queries that replicate the logic used in each table on the different pages of your report. Since you can't extract visual-level data directly, you'll need to simulate it using DAX in the flow.

3. Format the results into a CSV or Excel format using the “Create CSV table” or “Create HTML table” action. If you want to insert the data into a pre-defined Excel template, you can use Excel Online (Business) actions to populate specific cells or tables within that file stored on OneDrive or SharePoint.

4. Send the final Excel file via email using the “Send an email (V2)” action with the file as an attachment.

5. Optionally, if you want this process to run on a schedule (e.g., daily summary), you can trigger it with a scheduled Power Automate flow instead of a Power BI button.

Limitations:

• You cannot directly “export visuals” from multiple report pages automatically.

• This method works with semantic model (dataset) queries, so the measure logic must be replicated accurately in DAX.

• Complex formatting within Power BI visuals (like conditional formatting or dynamic columns) won’t carry over automatically.

In summary, yes, Power Automate can help automate exporting data from multiple logical tables (via DAX) into Excel and emailing it, but you’ll need to rebuild the logic for each page’s table using queries and handle the formatting and structuring manually in Power Automate. For fully automated and polished reporting, consider combining this with Paginated Reports or using Power BI Report Builder, which supports detailed export logic into Excel or PDF formats more natively.

[v-menakakota]

Hi  @AyushAwasthi  ,
Thanks for reaching out to the Microsoft fabric community forum.

In addition to the helpful response shared earlier, I’d also recommend reviewing the official Microsoft documentation which outlines how to automate Power BI report exports using Power Automate.

Export and email a report with Power Automate - Power BI | Microsoft Learn

I would also take a moment to thank  @Cookistador  , for actively participating in the community forum and for the solutions you’ve been sharing in the community forum. Your contributions make a real difference. 
 

If this post was helpful, please give us Kudos and consider marking Accept as solution to assist other members in finding it more easily.

Best Regards, 
Menaka Kota 
Community Support Team 

[Cookistador]

Hello @AyushAwasthi 

Indeed, to achieve this kind of feature, Power automate is your friend

For each table, you have to catch the query (in dax) and in Power Auomtate, run a query against dataset

I helped another user to achieve something similar under the following post:

https://community.fabric.microsoft.com/t5/Desktop/Downloading-Data-through-Power-Automate/m-p/465640...

Do not hesiste to ask if you need more help

[AyushAwasthi]

But in my case the user is making slicer selections, and if I copy the DAX query those selections are hard coded.

Will this work if the user makes a different slicer selection? Also I want to copy the rows to an already created template excel. How can that be achieved?

[v-menakakota · Accepted solution]

Hi @AyushAwasthi ,

Thanks for the update, Going forward when using DAX queries captured via Performance Analyzer, slicer values get hard-coded into the query, which means they won’t reflect real-time user selections.

To address this exact limitation, I’d recommend using Paginated Reports with parameters, which allow you to dynamically pass slicer selections at runtime.

• You can define report parameters that correspond to slicers.

• These parameters accept values dynamically, either from a Power BI button using Power Automate, or from a scheduled/triggered flow.

• The export will always reflect the user’s current selections not fixed one.

To publish and automate paginated reports, your workspace must be in a Power BI Premium capacity or you must have a Power BI Premium Per User (PPU) license.

If this post was helpful, please give us Kudos and consider marking Accept as solution to assist other members in finding it more easily.

Best Regards, 
Menaka Kota 
Community Support Team 

[v-menakakota]

Hi @AyushAwasthi ,

I wanted to check if you had the opportunity to review the information provided. Please feel free to contact us if you have any further questions. If my response has addressed your query, please accept it as a solution so that other community members can find it easily. 

 
Thank you. 

[v-menakakota]

Hi  @AyushAwasthi ,

May I ask if you have resolved this issue? If so, please mark the helpful reply and accept it as the solution. This will be helpful for other community members who have similar problems to solve it faster. 

Thank you. 

[v-menakakota]

Hi  @AyushAwasthi ,

I wanted to check if you had the opportunity to review the information provided. Please feel free to contact us if you have any further questions. If my response has addressed your query, please accept it as a solution so that other community members can find it easily.

Thank you.