2  Installing and Configuring Power BI Desktop

2.1 Installing Power BI Desktop

Power BI Desktop is a free application that allows users to connect, transform, and visualize data. Follow these step-by-step instructions to download and install Power BI Desktop on your PC.

Step 1: Check System Requirements

Before installing Power BI Desktop, ensure your PC meets the following minimum and supported requirements.

• Supported Operating Systems
  • Windows 10
  • Windows 11
  • Windows Server 2016
  • Windows Server 2019
• Minimum Hardware Requirements
  • Processor: 1.6 GHz or faster
  • RAM: 4 GB (8 GB recommended)
  • Disk Space: At least 2 GB available
• Additional Software Requirements
  • Internet Explorer 10 or greater
  • Available for 32-bit (x86) and 64-bit (x64) systems

Step 2: Download Power BI Desktop

• Open your web browser and go to the official Microsoft Power BI download page:

  • 👉Power BI Desktop download link

• Click on Download .

• The file PBIDesktopsetup_X64.exe will be downloaded to your PC.

Step 3: Install Power BI Desktop

• Once the download is complete, locate the .exe installation file in your Downloads folder.

• Double-click the file to launch the installation wizard.

• Follow the on-screen instructions:

  • Click Next to proceed.

Click on Yes

• Click Next to proceed.

• Accept the license agreement and Click Next to proceed.

• Choose the installation location (default is recommended) and click Yes.

• Click create desktop shortcut and click install to begin the installation process.

• Wait for the installation to complete.

Click launch power bi desktop and and then click Finish

Step 4: Launch Power BI Desktop

• Go to the Start Menu and search for Power BI Desktop.

• Click on the application to open it.

• Click on Blank Report to open an empty Power BI file.

You’re now ready to start using Power BI Desktop 🥳

2.2 Configuring Power BI Desktop

Proper configuration of Power BI Desktop ensures accurate data interpretation, smooth performance, secure access, and a consistent analytics workflow.
After installation, several global and file-level settings must be reviewed to tailor Power BI for your organization’s requirements.

These configurations affect:

• Data loading behavior
  
• Modeling defaults
  
• Security and privacy
  
• Regional formats
  
• Performance optimization
  
• Integration with Power BI Service

Power BI settings can be accessed from:
File → Options and settings → Options

2.2.1 Global Settings

Global settings influence all reports you create in Power BI Desktop. These settings define how data loads, how models behave, and how Power Query processes sources.

Below are the important global settings to consider

Data Load

The Data Load settings in Power BI Desktop control how data types are detected, how previews are processed, and how Power BI manages memory and parallel evaluations. These options directly influence model performance, refresh speed, and the responsiveness of the Power Query Editor.

Recommended settings👇

Type Detection

Power BI can automatically detect column types and headers for unstructured sources such as CSV and text files. The available options are:

• Always detect column types and headers for unstructured sources.
• Detect column types and headers for unstructured sources according to each file’s setting (default)
  
• Never detect column types and headers for unstructured sources

Automatic detection ensures that imported data is interpreted correctly.

Background Data

Controls how Power Query loads data previews during transformations:

• Always allow data previews to download in the background
  
• Allow data previews to download in the background according to each file’s setting (recommended)
  
• Never allow data previews to download in the background

Enabling background previews helps maintain a smooth editing experience.

Time Intelligence

Power BI can automatically generate hidden date tables for columns that contain date values.

• Auto date/time for new files This is convenient for simple reports but optional for models that use a dedicated Date dimension.

Data Cache Management

Power BI stores temporary data to accelerate query previews and transformations.

• Viewing current cache usage
  
• Clear Cache button to free system memory

Clearing cache periodically can resolve slow performance or outdated preview issues.

Power Query Editor Settings

The Power Query Editor settings control how data previews, layout options, parameters, and formulas behave while you prepare and transform data.
These settings help maintain a clean and efficient ETL environment, improving your experience when working with large or complex datasets.

Layout

These options determine how the Power Query interface appears:

• Display the Query Settings pane
  
• Display the Formula Bar

Enabling the Formula Bar is helpful when writing or reviewing M code during transformations.

Data Import

This setting controls how Power BI interprets data retrieved from web pages:

• Enable web table inference

With this option enabled, Power BI automatically identifies structured tables on web pages, making web-based data extraction easier.

Data Preview

These settings affect how data previews appear in the Power Query grid:

• Display preview contents using a monospaced font
  
• Show whitespace and newline characters

Showing whitespace and line breaks is useful when handling text-cleaning tasks or validating source data.

Parameters

This setting affects parameter creation in Power Query:

• Always allow parameterization in data source and transformation dialogs

Enabling this option makes it easier to convert values into parameters for dynamic queries.

Formula

This option improves the coding experience when working with M formulas:

• Enable M Intellisense in the formula bar, advanced editor, and custom column dialog

M Intellisense provides auto-completion, syntax suggestions, and function hints to make writing M code faster and more accurate.

R Scripting

The R Scripting configuration in Power BI Desktop allows you to run R code for data transformation, statistical analysis, and custom visual creation.

This section enables you to specify the R installation, IDE preferences, and temporary storage settings used when executing R scripts inside Power BI.

Selecting the R Home Directory

Power BI needs access to a valid R installation to run scripts. You can choose an R directory in two ways:

• Select a detected installation from the Detected R home directories list.
  
• Choose Other and manually browse to the R folder on your system.

In the screenshot example, the selected path is: C:\Program Files (x86)\R\R-4.5.1

If R is not yet installed in your PC, Here is the 👉 : LINK

Choosing the R Integrated Development Environment (IDE)

Power BI allows you to specify which IDE should open when editing R scripts.

Available detected IDEs (depending on your system):

• RStudio
  
• Visual Studio
  
• Other installed R IDEs

If RStudio is not yet installed in your PC, Here is the 👉 : LINK

Temporary Storage Location**

Power BI uses a temporary folder to store intermediate files generated during R script execution.
You can change this location using:

Configuring these options ensures that R scripts and custom visuals run smoothly inside Power BI Desktop.

Python Scripting

The Python scripting options in Power BI Desktop allow you to run Python code for data transformation, modeling, automation, and custom visual creation.
These settings let you specify the Python installation, choose an IDE, and manage temporary storage used during script execution.

Python Home Directory

Power BI requires access to a valid Python installation.
You can either select a detected installation from the dropdown or browse manually to a custom Python folder.

In the example shown, Power BI detected a Python installation in: C:\Users\vijay\AppData\Local\Programs\Python\Python314

If Python is not yet installed in your PC, Here is the 👉 : LINK

Python IDE Selection

Power BI allows you to choose which program should open when editing or running Python scripts.

Examples of available options may include:

• Default OS program for .py files
  
• Anaconda, VS Code, PyCharm, Spyder, or any IDE installed on your machine

For Anaconda Navigator (IDE), Here is the 👉 : LINK

In the example shown, Power BI is set to use the operating system’s default program for Python files.

Temporary Storage Location

Power BI uses a temporary folder to store files generated while executing Python scripts.
You can change this folder path using the “Change temporary storage location” option.

Security Settings

The Security settings in Power BI Desktop control how the application handles native queries, certificate validation, custom visuals, data extensions, and map visuals.
These options help ensure a secure and governed analytics environment, especially when interacting with external data sources or third-party components.

Native Database Queries

Controls whether Power BI requires confirmation before executing new native database queries.

• Require user approval for new native database queries

This setting prevents accidental execution of SQL statements against live databases.

Certificate Revocation

Defines the certificate validation level used when connecting to external sources.

Options include:

• Comprehensive check
  
• Basic check
  
• None

The Basic check is selected in the configuration, providing a balanced approach to validation and performance.

Web Preview Warning Level

Specifies the warning level shown when data is imported from web sources.

Available warning levels:

• Low
  
• Moderate
  
• High

The current setting is Moderate.

Data Extensions

Controls which third-party connectors Power BI will load.

Options include:

• Allow only Microsoft-certified and trusted extensions (recommended)
  
• Allow any extension without validation or warning

Restricting to certified extensions is recommended for secure enterprise environments.

Custom Visuals

Controls whether Power BI displays warnings when importing custom visuals.

• Show security warning when adding a custom visual

This helps users verify whether an external visual is safe to use.

ArcGIS for Power BI

Controls access to ArcGIS-based geospatial functionality.

• Use ArcGIS for Power BI

This option is disabled in the current configuration.

Map and Filled Map Visuals

Enables or disables built-in map visuals.

• Use Map and Filled Map visuals

These visuals are enabled.

Preview Features

Preview features in Power BI Desktop give early access to new functionalities that are still under development.
These features may change, improve, or be removed in future releases, so they should be enabled with awareness.
They are especially useful for learners, analysts, and developers who want to explore upcoming capabilities before general availability.

Connector and Data Source Previews

These features introduce new or updated connectors:

• Use new Databricks connector implementation
  
• Use new Google BigQuery connector implementation
  
• Use legacy Snowflake connector implementation

These options provide early versions of revised connectors and may affect connection behavior when working with cloud data sources.

Visuals and Interaction Features

Preview options related to visuals, formatting, and user experience:

• Shape map visual
  
• Modern visual tooltips
  
• Metrics visual
  
• On-object interaction
  
• New card visual

These features enhance visualization capabilities and support new interactions inside the report canvas.

Data Modeling and Semantic Model Features

Options that affect dataset creation, storage, and metadata:

• Import your Metrics into your report
  
• Connect to external semantic models shared with me
  
• Create semantic models in Direct Lake storage mode
  
• Store semantic model using TMDL format
  
• Store reports using enhanced metadata format (PBIR)
  
• Store PBIX reports using enhanced metadata format (PBIR)

These features help users work with advanced modeling, Fabric integrations, and new metadata formats.

Saving, Publishing, and Collaboration

Features related to saving files, sharing, and cloud publishing:

• Save to OneDrive and SharePoint
  
• Share to OneDrive and SharePoint
  
• Saving to OneDrive and SharePoint uploads the file in the background
  
• Show the new file saving and open experience
  
• Enhanced publish dialog
  
• Power BI Project (.pbip) save option

These options improve integration with cloud-based storage and publishing workflows.

Other Preview Enhancements

Additional preview options include:

• Spanish language support for Q&A
  
• Q&A for live connected Analysis Services databases
  
• Set sensitivity label on exported PDF

These features introduce improvements in multilingual Q&A and sensitivity labeling.

Report Settings

Report Settings in Power BI Desktop control visual alignment assistance, accessibility preferences, startup behavior, appearance options, and object naming rules inside the report canvas.
These settings help you customize how you work with visuals and how Power BI Desktop behaves when launching or interacting with reports.

Visual Options

This setting improves visual alignment while designing reports:

• Display smart guides when visuals are aligned

Smart guides make it easier to maintain consistent layout and spacing across visuals.

Suggest a Visual

This enables Power BI to suggest alternative visual types based on your selected fields.
Useful for beginners, but optional for experienced users.

Accessibility

Controls accessibility features for screen readers and enhanced narrator support:

• Always run Power BI Desktop with improved Narrator support

This option is primarily helpful for users requiring assistive technologies.

Page Alignment

Determines how the report page aligns relative to the wallpaper:

• Align the page to the top of the wallpaper
  
• Align the page in the center of the wallpaper

Choosing top alignment provides a cleaner layout for standard report designs.

Format Pane

Controls expansion behavior inside the formatting pane:

• Expand all subcategories by default when you open a category

This is useful when you want to avoid repeatedly expanding formatting sections.

Start-up Options

Defines what appears when Power BI Desktop starts:

• Show the Home screen when starting Power BI Desktop

This screen provides quick access to recent files, learning content, and templates.

Customize Appearance (Preview)

Changes the visual theme of the Power BI Desktop interface:

• Choose an option (Legacy or new preview theme)

This does not affect the report canvas—only the application interface.

Report Objects

Controls how object names behave during right-click actions:

• Copy object names when right-clicking on report objects

This can be useful when documenting visuals or building data dictionaries.

2.2.2 Current File Settings

Current file settings apply only to the open .pbix report.
These determine how the specific report loads, models, and displays data.

Data Load

The Data Load settings under the Current File category control how Power BI handles data types, relationships, preview loading, and Q&A behavior for the specific report you are working on.
These settings do not affect other reports and allow you to fine-tune performance and modeling behavior for the current .pbix file.

Type Detection

Controls automatic identification of column types and headers when loading data from unstructured sources.

• Detect column types and headers for unstructured sources

This ensures cleaner data imports for text and CSV sources.

Relationships

Defines how Power BI handles table relationships during data loading and refreshes.

Options include:

• Import relationships from data sources on first load
  
• Update or delete relationships when refreshing data
  
• Autodetect new relationships after data is loaded

The configuration shown enables importing and autodetecting relationships, while avoiding automatic modifications during refresh.

Time Intelligence

Determines whether Power BI automatically creates internal date tables for date fields.

• Auto date/time

This is convenient for quick analysis but may be disabled in advanced models that use a dedicated Date table.

Background Data

Controls how data previews load inside Power Query.

• Allow data previews to download in the background

This improves responsiveness during transformations.

Parallel Loading of Tables

Specifies how many tables Power BI loads at the same time during refresh.

Options include:

• Default (recommended)
  
• One (disable parallel loading)
  
• Custom number of concurrent jobs

Parallel loading can improve refresh performance for large models.

Q&A

Enables natural language query features within the current report.

Options include:

• Turn on Q&A to ask natural language questions about your data
  
• Share your synonyms with everyone in your organization

This feature helps users explore the dataset using conversational queries.

Query Reduction

The Query Reduction settings help manage how often Power BI sends queries to the underlying data source.
This can improve performance when working with DirectQuery models or large datasets by reducing unnecessary refreshes during user interactions.

Reduce Number of Queries

This option controls whether Power BI prevents cross-highlighting and filtering from immediately sending queries.

• Disabling cross highlighting/filtering by default

This is mostly relevant for DirectQuery models where each interaction triggers a live query.

Slicers

Defines how slicer selections apply changes to the report.

Options include:

• Adding a recommended “Apply all slicers” button to the page
  
• Adding an Apply button to each slicer (not recommended due to clutter)

The recommended approach is to use a single Apply All button for better usability and fewer background queries.

Filters

Controls how filter selections are applied.

Options include:

• Instantly apply basic filter changes
  
• Add Apply buttons to all basic filters
  
• Add one Apply button to the filter pane

Instant application is selected, providing a smooth experience unless working in DirectQuery, where Apply buttons may improve performance.

Report Settings

The Report Settings options define how users interact with filters, visuals, exports, and drillthrough capabilities within the current Power BI report.
These settings are specific to the open .pbix file and allow finer control over the user experience.

Persistent Filters

Controls whether the Power BI Service is allowed to remember user-applied filters.

• Don’t allow end users to save filters on this file in the Power BI service

This restricts users from saving personal filter states.

Visual Options

Defines styling and visual behavior within the report.

• Hide the visual header in reading view
  
• Use the modern visual header with updated styling options
  
• Change default visual interaction (cross highlighting or cross filtering)

The modern visual header option is enabled in the configuration.

Export Data

Specifies the level of export permission given to users.

Available options include:

• Allow export of summarized data
  
• Allow export of summarized and underlying data
  
• Disable export altogether

The configuration shown enables export of summarized data only.

Filtering Experience

Controls how users interact with report filters.

Options include:

• Allow users to change filter types
  
• Enable search inside the filter pane

Both enhancements are enabled to improve usability.

Cross-Report Drillthrough

Determines whether visuals in the current report can drill through to related reports.

• Allow drillthrough to targets from other reports

This is disabled in the configuration.

Personalize Visuals

Allows end users to customize visuals during consumption.

• Allow report readers to personalize visuals

This is disabled, maintaining a controlled report experience.

Develop a Visual

Enables developers to test custom visuals by overriding AppSource versions.

• Override visual’s version for this session

Useful only for custom visual development scenarios.

Tooltips Auto-Scale (Preview)

Controls how tooltip size responds to the report canvas.

• Tooltip size adjusts with canvas size

This setting is optional and currently disabled.

Default Summarization

Controls summarization defaults for aggregated fields.

• Always show the default summarization type

This helps maintain consistent aggregation behavior across visuals.

2.2.3 Data Source Settings

The Data Source Settings window allows you to manage credentials, permissions, and connection behavior for all data sources used in Power BI.
These settings help control security, privacy, and reliability when connecting to external files, databases, or online services.

Data Sources in Current File

This view shows all data sources that the current report is connected to.
You can select an item from the list and perform actions such as:

• Change Source
  
• Edit Permissions
  
• Clear Permissions
  
• Export .pbids connection file

This is the safest way to revise file paths or switch between test and production data sources.

Global Permissions

This tab manages the credentials Power BI has stored across all reports on the machine.
It includes permissions for:

• Databases
  
• Online services
  
• Local folders
  
• Web APIs

Clearing credentials here resets access across all reports, which is useful when login details change or outdated connections cause errors.

Edit Permissions

This option lets you update how Power BI authenticates to a data source.
You can modify:

• Authentication method
  
• Privacy level
  
• Stored credentials

Adjusting privacy levels helps Power BI decide whether to isolate queries or combine data sources.

Clear Permissions

Removes stored credentials for the selected data source.
This is helpful when:

• Data access has changed
  
• You need to re-enter authentication
  
• The report fails due to credential mismatch

After clearing permissions, Power BI will prompt for credentials again the next time the report refreshes.

Change Source

Allows you to update the file path, server name, database name, or URL linked to the data source.
This is especially useful when moving between:

• Local → cloud paths
  
• Development → production servers
  
• Static files → updated versions