Create exportable formatted data tables in the Power BI service
APPLIES TO: ✔️ Power BI service ❌ Power BI Desktop
In this article, you learn how to export all the data from your Power BI dataset easily, while preserving data and style formats. The feature lets you quickly create a paginated report on the web, and apply styling. Then you can export it using the rich export functionality of paginated reports.
You can use the formatted table feature to create paginated reports in any "new" workspace, including workspaces that aren't in a Power BI Premium capacity. Read about new and classic workspaces.
- You need a Pro license. Read about the different Power BI licenses.
- You need Build permission for the dataset.
To create a formatted table from the Power BI service, you can start in three different places.
In list view
Go to list view for any workspace, including My Workspace.
Select More options (...) for a Power BI dataset, then select Create formatted table.
In Dataset hub view
Go to Datasets hub view in the Power BI service.
Select More options (...) next to a dataset > Create formatted table.
On the Dataset details page
Select a dataset in the Datasets hub view of the Power BI service.
Under Visualize this data, select Create a report > As formatted table.
No matter where you start, the new paginated report online editing experience opens. It's called a formatted table.
Create a table
To create your first table, select field names in the Fields pane on the right. This pane gives you a table-and-column based view of the chosen dataset. When you find a column that you wish to add to your table, select the column or drag it to Values section of the Build pane.
Give the editor a few moments to run a new query on the dataset. The formatted table shows up in the paginated report viewer to the left side of the page.
This viewer shows you a preview of your currently unsaved paginated report. Use this pane to make sure everything in your report looks good before editing or saving the report.
If columns are in the wrong order in the Build pane, don't worry. You can easily re-order the columns in the Build pane columns by dragging the columns into the desired order.
When you select a field, we use the default aggregate set on the field. You can change the aggregate behavior. Select the arrow next to the field item in the Build pane.
Format the table
Now that you have the columns that you want, you can format the table using the built-in format options.
In the Build pane, select the Format tab.
Select the drop-down arrow in the Style box, and experiment with the available styles.
Edit a formatted table
If you navigate to any formatted table that you authored online, you have the option to edit the report within the paginated report viewer experience. This option is available in the toolbar above the viewer.
This option takes you back to the formatted table editor experience, where you can make changes to the report.
This Edit button isn't the same as the Edit button on the File menu. That Edit button opens Power BI Report Builder instead. If you edit this report in Report Builder, you won't be able to edit it in the online formatted table experience anymore.
Export your table
You can export the table before or after you save it. Paginated reports have rich export capabilities to any of the supported formats, preserving full fidelity. The exported report is saved to your default Downloads folder.
Save your report
You can save the report to any "new" workspace, including workspaces that aren't in a Power BI Premium capacity.
On the File menu, save, download, or print your report.
In Save your report, give your report a name and select a workspace.
After you save the report, you see a success or failure notification in the top right of the editor.
- If a report already exists where you have chosen to save, it asks you if you wish to overwrite the existing report.
- If it succeeds, you see a link to the report. You can either follow this link or continue editing.
After saving the report, you can preview it. Select Reading Mode on the top bar in the editor. You leave the editor experience and enter the normal paginated report viewer experience.
If you haven't saved the report yet, or have unsaved changes, you receive a prompt asking you to save or discard your changes before taking you to the reading view.
Considerations and limitations
- You can create a formatted table in any "new" workspace. It doesn't need to be in a Premium workspace. Read about new and classic workspaces.
- You can't create a formatted table in "classic" Power BI workspaces.
- You can't create a formatted table from Power BI datasets based on a live connection.
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