Export data - Summarised data button greyed out

[Anonymous]

Hi all, 

This issue seemed to have begun today for one of our reports. The user would download "summarised data" (in .xlsx format 150,000 rows), however the button has been greyed out as of today. The same can be said for downloading the "Underlying Data" for the report.

As a side note, downloading in .csv format with 30,000 rows is still allowed, however it states that there is a sensitivity label on this report. 

I have verified in both PBI service (as well as in PBI desktop via File > Options and Settings > Options etc.)

I am the dataset owner for this report and I have a PBI Pro license.

Please do help if you have any idea how to resolve this issue. 

Thanks,

Pano

[v-xiaoyan-msft]

Hi @Anonymous ,

These considerations and limitations apply to Power BI Desktop and the Power BI service, including Power BI Pro and Premium. Please check if it occurs in your report.

• To export the data from a visual, you need to have Build permission for the underlying dataset.

• The maximum number of rows that Power BI Desktop and Power BI service can export from an import mode report to a .csv file is 30,000.

• The maximum number of rows that the applications can export from an import mode report to an .xlsx file is 150,000.

• Export using Underlying data won't work if:

  • the version is older than 2016.

  • the tables in the model don't have a unique key.

  • an administrator or report designer has disabled this feature.

• Export using Underlying data won't work if you enable the Show items with no data option for the visualization Power BI is exporting.

• When using DirectQuery, the maximum amount of data that Power BI can export is 16-MB uncompressed data. An unintended result may be that you export less than the maximum number of rows of 150,000. This is likely if:

  • There are too many columns. Try reducing the number of columns and exporting again.

  • There's data that is difficult to compress.

  • Other factors are at play that increase file size and decrease the number of rows Power BI can export.

• If the visualization uses data from more than one data table, and no active relationship exists for those tables in the data model, Power BI only exports data for the first table.

• Power BI custom visuals and R visuals aren't currently supported.

• In Power BI, you can rename a field (column) by double-clicking the field and typing a new name. Power BI refers to the new name as an alias. It's possible that a Power BI report can end up with duplicate field names, but Excel doesn't allow duplicates. So when Power BI exports the data to Excel, the field aliases revert to their original field (column) names.

• If there are Unicode characters in the .csv file, the text in Excel may not display properly. Examples of Unicode characters are currency symbols and foreign words. You can open the file in Notepad and the Unicode will display correctly. If you want to open the file in Excel, the workaround is to import the .csv. To import the file into Excel:

  1. Open Excel.

  2. Go to the Data tab.

  3. Select Get external data > From text.

  4. Go to the local folder where the file is stored and select the .csv.

• When exporting to .csv, certain characters will be escaped with a leading ' to prevent script execution when opened in Excel. This happens when:

  • The column is defined as type "text" in the data model, and
  • The first character of the text is one of the following: =, @, +, -

• Power BI admins can disable the export of data.

• If a dynamic format string is applied to a measure, the exported data won't preserve this formatting in Excel. Also, visual-specific formatting such as percent of grand total for a measure isn't preserved in Excel.

For more information，please see：Export the data that was used to create a visualization 

Hope it helps,

Community Support Team _ Caitlyn

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