Connecting data allows users to establish links between Power BI and external data systems, enabling efficient data retrieval and manipulation for reporting purposes.
There are several ways of connecting data in Power BI depending on whether a data source has an existing native connector or not.
Connecting native data sources
Native connectors in Power BI are built-in features that allow users to connect directly to various data sources for reporting and analytics. These connectors facilitate seamless integration without the need for extensive configuration or additional software, enabling users to easily import and visualize data.
To connect data in Power BI Desktop.
Select Get Data from Home menu.
Choose data source connector of interest e.g., Excel workbook for connecting excel data.
Navigate to the location of your dataset and open it.
Next, using the navigation window, you can see all tables from your selected data source. Check the boxes next to the tables you wish to import.
Note: You have two options here.
Select Load to import the data directly into Power BI.
Select Transform Data if you want to make modifications using Power Query Editor before loading it.
Once your data is loaded, navigate to the Report view where you can start creating visualizations by dragging fields onto the canvas.
Data connection modes
Power BI offers several data connection modes, each with distinct characteristics and use cases. Understanding these modes is crucial for optimizing data management and reporting. Here’s a detailed overview of the primary connection modes available in Power BI.
1. Import Mode
In Import mode, Power BI loads a copy of the data from the source into its internal memory, creating a compressed dataset.
This connection mode is ideal for scenarios where data is relatively static or when working with smaller datasets (under 1 GB). This mode allows for fast performance during report interactions since all data is stored locally.
Data can be refreshed on a scheduled basis, but it will only reflect changes up to the last refresh time. This means users may not see real-time updates unless manually refreshed.
2. DirectQuery Mode
DirectQuery connects directly to the data source without importing data into Power BI. Instead, it sends queries to the source each time a report is accessed or interacted with.
This connection mode is best suited for large datasets or when real-time data access is necessary. However, performance may lag compared to Import mode due to the need for constant querying of the source.
There are no scheduled refreshes; data is always current as it queries the source live. This mode requires an on-premises data gateway for local sources.
3. Live Connection
Similar to DirectQuery, Live Connection allows Power BI to connect directly to an existing Analysis Services model or another Power BI dataset without importing any data.
The connection mode is useful when leveraging existing semantic models from Analysis Services, allowing users to build reports on top of these models without duplicating efforts.
Like DirectQuery, it provides real-time access to data but relies on the underlying model's processing capabilities. Any changes in the model affect all connected reports.
4. Composite Models
Composite models enable a combination of Import and DirectQuery modes within the same report. This allows users to import smaller tables while connecting larger or frequently updated datasets via DirectQuery.
This mode provides flexibility, allowing users to optimize performance by importing static data while still accessing real-time data from other sources.
Users can benefit from fast query responses for imported data and real-time updates for DirectQuery sources, making it versatile for various reporting needs
Connection modes in summary
Connecting non-native data sources
To connect non-native data sources in Power BI, there are several effective methods you can utilize. These approaches allow you to integrate data from sources that do not have a built-in connector in Power BI.
They include.
ODBC Connection: Power BI has built-in support for Open Database Connectivity (ODBC), allowing you to connect to a variety of databases.
Custom scripts using python and R: if you have programming skills, you can write a custom Python or R script to fetch data from your desired non-native source.
Web Scrapping: For sources that provide tabular data on websites, you can use Power BI’s capability to scrape web pages. Simply enter the URL of the webpage containing the data, and Power BI will extract the relevant tables for you.
APIs: Many modern applications offer APIs (Application Programming Interfaces) that allow for direct data access. You can use Power Query within Power BI to connect to these APIs by specifying the endpoint URL and any required authentication details.
Third party connectors: By utilizing platforms like Windsor or Coupler which provide no-code solutions to connect various data sources to Power BI.
Conclusion
By following these steps and understanding your options for connecting different types of data sources, you can effectively utilize Power BI Desktop for your reporting and analysis needs.
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