How to Export Power BI Report to Excel using Power Automate?

Do you need to export a Power BI report to Excel using Power Automate Flow? In this Power Automate tutorial, I will explain how to export Power BI report to Excel using Power Automate.

It is possible to export the Power BI reports to Excel easily from the Power BI service and Power BI Desktop. Follow the steps explained in this tutorial, I’m sure you can also able to export Power BI report value to Excel.

Scenario:

The flow uses the On Power BI button click trigger and gets the File content from the Excel Template content. Creates a new Excel file and adds Power BI data item value as rows in a table. Finally, we will send an email with the created Excel file using the send email action.

Power Automate Export Power BI Report to Excel

Let us see how to export a Power BI report to Excel and send an email using Power Automate flow

To achieve this, follow the below steps:

Step-1:

• Create an Excel template, which we will use later in the flow. Open the SharePoint document Library. Expand the + New option, select Excel Workbook, and rename the Excel workbook as ExcelTemplate.

• Open the Excel Template, create a table, and insert the columns with the name. Here, I am going to export Products, Sales, ProductStatus, and OrderedDate from the Power BI report to Excel. So, I have inserted four columns.
• In the same way, you can insert a table and columns based on your need. Now our Excel Template is ready.

Step-2:

Select the Power BI report from the Power BI service or from the Power BI Desktop that you want to export to Excel. In this example, I have selected the below Power BI report from the Power BI service.

Step-3:

Open the Power BI report and Select the Edit option to edit the report that you want to export to Excel.

Step-4:

Under the Visualizations pane, select Power Automate for Power BI visual as highlighted below:

• Select the visual, and add the fields from the data pane that you want to export from the report to Excel.
• Make sure the field name and column name should be the same. If the column names differ, it will display data values in the Excel workbook.

Select the Power Automate for Power BI visual and click on the Ellipsis icon -> Edit option as shown below:

Step-5:

Once you click the edit option, it redirects to the Power Automate flow. Expand the +New option and choose instant cloud flow.

Step-6:

It will automatically select the “Power BI button clicked” trigger action. Enter the flow name.

Step-7:

Select +New step choose the Get file content action, configure the SharePoint site address, and in the File identifier, select the Excel template file that we created from the show picker.

Step-8:

Select the + new step and choose a create file action, provide the SharePoint site address, Folder path, and File Name with extension, and pass the dynamic file content value.

Step-9:

Add +new step select “add a row into a table” action and provide the following parameters: It will automatically apply to each control.

• Location: Select the Location of the Excel file
• Document Library: Select the document library Excel file is present
• File: Select the File ID from the dynamic content value
• Table: Select the table of the Excel file
• Row: Add the dynamic content value of the Power BI data item

Step-10:

Add a Delay action and set the Count as 1 and the unit as Minute.

Step-11:

Select +New step, choose the Get file content action, configure the SharePoint site address, and pass the dynamic content value of ID in the File identifier.

Step-12:

• Now, we will send an email with the created Excel file as an attachment, so click on the Next step and select Send an email(V2) action.
• Then, provide the To, subject, and body fields. Next, click on Show Advanced options, then provide the Attachment name with file extension and Attachment content from the dynamic content.

Step-13:

Our complete flow looks like below:

Step-14:

Click Save to save the flow, Select Save and Apply, and choose Back to Report.

Step-15:

Now save the Report, open the report in Reading View, and select the Export to Excel button in the Power BI report, the flow will start triggering.

Once the flow runs successfully, like below:

Now you can see the file Excel file is created in the SharePoint Document Library.

When we open the Excel file, you can see the data get exported to the Excel file from the Power BI Report.

We also received an email in Outlook with the Excel attachment:

This is how to export the Power BI report to Excel and send an email using Power Automate flow.

Conclusion

In this Power Automate tutorial, we learned how to export Power BI report data to an Excel file and send an email using Power Automate.

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