Navigation: searching, finding, and sorting content in Power BI service

There are many ways to navigate your content in Power BI service. The content is organized within workspaces by type: dashboards, reports, workbooks, and datasets. And the content is also organized by usage: favorites, recent, apps, shared with me, and featured. These different pathways into your content allow you to quickly find what you need in Power BI service.


This article applies to Power BI service ( and not to Power BI Desktop.

Power BI service separates your workspace content by type: dashboards, reports, workbooks, and datasets. You'll see this organization when you select a workspace. In this example, the app workspace is named "Sales and marketing app sample" and it contains 2 dashboards, 6 reports, 1 workbook, and 5 datasets.


Searching and sorting in workspaces

A workspace has four content tabs: Dashboards, Reports, Workbooks, and Datasets. Each of these tabs contains a search field and a sort button. When you're starting out with Power BI service, you might not find these helpful because you'll have only one or two items per tab. However, over time you may may end up with long lists of content. Use searching and sorting to easily find what you need.

Dashboards tab

  • Enter a search term to find a match on the current screen

    enter search term

  • Select the sort button to display options for the current page. The options are to sort by name or by owner.

    sort menu

The left navpane classifies your content in ways that make it even easier to find what you need, quickly.

left navpane

Content that you create for your own use is available in My workspace, content that you create and share with a group is available in an Apps workspace, content that is shared with you is available in Shared with me, and your last-viewed content is available in Recent.

Additionally, you can tag content as favorite and featured. Pick the one dashboard that you expect to view most often, and set it as your featured dashboard. Each time you open Power BI service, this is the dashboard that will display first. Do you have a number of dashboards and apps that you visit often? By setting them as favorites, they'll always be available from your left navbar.

Favorites flyout.

Considerations and troubleshooting

  • For datasets, Sort by is not available by owner.

Next steps

Power BI - Basic Concepts

More questions? Try the Power BI Community