Power BI has Martix Visual how to export as it is in Excel only

[Anusha__v]

Hi,

I have a Power BI Matrix visual on exporting as it is in Excel only, on a weekly Base.

I tried Power Automate we can export the table as Excel data. But need help in exporting Matrix View.

Thanks for your help

Thanks

[Poojara_D12 · Accepted solution]

Hi @Anusha__v 

Exporting a Power BI Matrix visual as-is to Excel is difficult because Power Automate only exports underlying data, not the formatted layout. The best automated approach is using Paginated Reports, which allow exporting Power BI data while preserving the Matrix format. You can create a Paginated Report in Power BI Report Builder and schedule an Excel export via Power Automate. If Paginated Reports are not an option, you can export raw data and use an Excel PivotTable to recreate the Matrix layout. Another alternative is using VBA macros in Excel to restructure exported data into a Matrix view. For a manual approach, Power BI Service allows "Export Data with Current Layout (preview)", but it cannot be automated. Third-party tools may help, but they come with licensing costs. If coding is an option, R or Python scripting can generate a pivoted dataset before export. Let me know if you need help setting up Paginated Reports for automation!

 

[Poojara_D12 · Accepted solution]

Hi @Anusha__v 

Exporting a Power BI Matrix visual as-is to Excel is difficult because Power Automate only exports underlying data, not the formatted layout. The best automated approach is using Paginated Reports, which allow exporting Power BI data while preserving the Matrix format. You can create a Paginated Report in Power BI Report Builder and schedule an Excel export via Power Automate. If Paginated Reports are not an option, you can export raw data and use an Excel PivotTable to recreate the Matrix layout. Another alternative is using VBA macros in Excel to restructure exported data into a Matrix view. For a manual approach, Power BI Service allows "Export Data with Current Layout (preview)", but it cannot be automated. Third-party tools may help, but they come with licensing costs. If coding is an option, R or Python scripting can generate a pivoted dataset before export. Let me know if you need help setting up Paginated Reports for automation!

 

[Anusha__v · Accepted solution]

Hi @Poojara_D12 ,
Thanks for your response, as you said I am going with Paginated Reports with Subscription approach.
Thanks for the update on Power Automate we cannot produce Matrix View.
@Poojara_D12  can you please provide information if this Subscription approach is good or any limitation we have.
Thanks for your help.

[Poojara_D12]

Hi @Anusha__v 

As per my understanding the Subscription approach in Power BI is effective for automated reporting but has some limitations. First, you need Power BI Premium or Premium Per User (PPU) licenses to use the subscription feature. Subscriptions allow you to schedule reports to be emailed automatically, but the Matrix visual layout is only preserved when exporting to formats like PDF or Paginated Reports. When exporting directly to Excel via subscription, only raw data is exported, which loses the formatting and layout of the Matrix visual. Additionally, subscription exports lack interactivity, so users can't interact with the data like they can within Power BI. While the subscription process is automated, it may not be as flexible as exporting on-demand, and larger datasets could face performance issues during export. If maintaining the exact layout of the Matrix visual in Excel is crucial, Paginated Reports would be a better solution as they retain formatting and structure.

[Poojara_D12]

@Anusha__v 

Can you please accept as solution to my post, that will help to find the appropriate solution easily?

Thanks in advance for that! Happy Learning 🙂

[Anusha__v]

@Poojara_D12  yes I have already accepted the solution.

[suparnababu8]

Hi @Anusha__v    

You can export as is in Matrxi. While exporting data you have to choose Data with current layout, that allows the export of data from a table or matrix visual to Excel while preserving the formatting of the visual, including number formatting and grouped (merged or unmerged) dimensions. 

 

 

For example If you want to export the matrix data as  below snapshot 

After clicking on export you choose option Data with current layout Then you will get as is in Matrix

If you need addtional info pls follow below urls

Export to Excel Improvements for Table and Matrix Visuals (Preview) | Microsoft Power BI Blog | Micr...

Export data from a Power BI visualization - Power BI | Microsoft Learn

Solved: Re: Export Matrix visual from Power BI which have ... - Microsoft Fabric Community

Solved: I want Export data of matrix visual in matrix for... - Microsoft Fabric Community

https://youtu.be/ZTkbC8zhA5k

Thanks!

[collinq]

Hi @Anusha__v ,

I found this link for you which appears to have what you need for using Power Automate to export the report to Excel.

Export Power BI data to CSV via Power Automate visual and upload to SharePoint - CloudFronts