Unable to Export Complete Matrix Visual from Power BI Fabric Without Data Omission

[Anonymous]

Hello Community,

I’m working with a large sales dataset that includes detailed customer-level, product-level data. I've built a comprehensive data model in Power BI Desktop and published it to the Power BI Service. This dataset now serves as a semantic model for several dashboards and reports.

One of the key visuals in my report is a Matrix that provides vital customer-level reporting. However, when I try to export this visual from Power BI Fabric, the exported file omits a significant portion of the data. I've attempted to apply various filters to reduce the data volume, but the issue persists.

Additionally, exporting with the "Summarized Data" option alters the layout of the report, which is not acceptable for our reporting needs. Maintaining the original matrix format with complete data is essential for our business use case.

For context, I am using a Power BI Premium Per User (PPU) license.

Has anyone else encountered this issue? Are there any workarounds or recommended best practices to export a full matrix visual without losing data or compromising the layout?. Is Analyze in excel or using paginated reports the only way out of this?.

For context, the matrix layout is given below. Any guidance would be greatly appreciated.

Thank you!

[v-sgandrathi]

Hi @Anonymous,

Thank you @Nasif_Azam for the detailed and insightful explanation. Your breakdown of the limitations and available workarounds are greatly appreciated by the community.

You encountered a known limitation in Power BI when exporting large Matrix visuals, especially under a Power BI Premium Per User (PPU) license. While exporting summarized data or switching to a flat table are possible, these often compromise layout and completeness, which are critical in your case.

As suggested, Paginated Reports created using Power BI Report Builder remain the most effective and reliable solution for your scenario.
They allow:
Full preservation of the matrix layout (including row/column groups).

Export to Excel or PDF without data truncation.

Integration with the existing semantic model published to Power BI Service.

If you’re new to Paginated Reports, here's a quick start guide from Microsoft to help you get started.
What are paginated reports in Power BI? - Power BI | Microsoft Learn
Power BI Premium Per User - Power BI | Microsoft Learn

If this solution worked for you, kindly mark it as Accept as Solution and feel free to give a Kudos, it would be much appreciated!

Sahasra
CST_Microsoft Fabric Community.

[Nasif_Azam · Accepted solution]

Hey @Anonymous ,

You're encountering a common limitation in Power BI's Matrix visual export functionality, especially under Power BI Premium Per User (PPU). Let's break down the issue and explore viable solutions.

Problem Summary

• You're using a Matrix visual that contains a detailed customer-level breakdown.

• When exporting the matrix, only a partial dataset is exported, despite attempts to filter or reduce volume.

• "Summarized Data" export changes the structure and layout, which is not acceptable.

• You’re operating under a PPU license, not a full Premium Capacity.

Power BI Export Limitations (PPU vs Premium)

Under PPU, the following limitations typically apply:

Workarounds

1. Paginated Reports (Best Option)

• Pros:

  • Maintains matrix structure and layout

  • Handles large datasets without truncation

• How to Implement:

  • Use Power BI Report Builder

  • Connect it to your semantic model

  • Design the matrix layout with headers, formatting, etc.

  • Publish to Power BI Service for scheduled or manual export

Paginated Reports work best when you need high-fidelity exports for audits, stakeholders, or printing.

2. Analyze in Excel (Data Only)

• Good for large exports (1M+ rows)

• But lacks matrix formatting and merged cells

• Enable via:

  • Power BI Service → Dataset → “Analyze in Excel”

  • Or download .odc file

3. Use DAX to Flatten the Matrix

If layout is somewhat flexible, consider:

• Creating a calculated table or DAX measure that flattens the hierarchy into columns (e.g., Customer → Product → Sales by month)

• Place that in a Table visual, not Matrix

• Export using "Data with Current Layout"

4. Use REST API or Power BI Embedded Export (Advanced)

For developers:

• Use ExportToFile API to export entire reports or visuals programmatically

• Requires Power BI Premium Capacity, not just PPU

5. Power Automate Integration

You can create an automated workflow that:

• Runs a query on the dataset

• Pushes the full data to Excel/CSV

• Sends an email or stores in SharePoint

This still won't preserve layout but is good for data completeness.

Screenshot Observations

Your matrix includes:

• Customer segmentation

• Monthly columns (2025-01 to 2025-05)

• Likely more than 30K rows, hence the cut-off in export

The visual structure looks essential for your reporting, which reinforces that Paginated Reports is the correct path.

Final Recommendation

If maintaining the original matrix layout with all data is your priority:

• Switch to Paginated Reports via Power BI Report Builder
• This is the only supported method for exporting large matrix visuals without data loss and layout distortion.

If you found this solution helpful, please consider accepting it and giving it a kudos (Like) it’s greatly appreciated and helps others find the solution more easily.

Best Regards,
Nasif Azam

[BhavinVyas3003]

Power BI Service has export limitations for large matrix visuals, often omitting data or altering layout when using "Summarized Data" or "Data with current layout" options. To export complete data without losing the matrix format, the best workarounds are using Analyze in Excel (which maintains data structure via pivot tables) or Paginated Reports (which provide full data export with exact layout). These methods bypass row limits and preserve formatting, making them ideal for detailed reporting needs. Also You can try to Export data via DAX Studio or Tabular Editor like external tools directly from the model using DAX queries.

[Akash_Varuna]

Hi @Anonymous To export a complete matrix visual, use Paginated Reports to retain the format and avoid row limits. Alternatively, try the Analyze in Excel feature for full data exports. Simplify the matrix or apply filters to reduce size if necessary. If issues persist, contact Power BI Support for assistance.