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How to integrate Power BI reports with a presentation in Microsoft PowerPoint

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If your organization is using Microsoft Power BI mobile, you have access to a lot of data via interactive reporting. That information is vital when making decisions and presenting growth, goals, and other benchmarks to others in your organization. Now Power BI reports are easier than ever to share because you can add them to Microsoft PowerPoint presentations.

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In this tutorial, I’ll show you how to share Power BI reports as live reports or embedded images working from PowerPoint or Power BI mobile. Working with existing Power BI reports will save you a lot of preparation time.

This feature is available to Microsoft 365 and Power BI mobile users.

How to get the Power BI add-in for Microsoft PowerPoint

You may already have this feature in PowerPoint. Click the Insert tab and look for the Power BI group in the middle of the ribbon. Click the button to add a frame and start the process.

If you don’t find that button, download Power BI as follows:

  • Click the Insert tab.
  • In the Add-ins group, click Get Add-ins.
  • In the resulting dialog, search for Power BI.
  • Choose Microsoft Power BI, as shown in Figure A , and click OK. Downloading might take a few seconds.

power bi to presentation

Regardless of whether you used the Power BI button or the add-in, you’re now ready to link to the report. To do so, access the report online using Power BI mobile, paste its URL into the add-in control, as shown in Figure B , and click Insert. Allow a few seconds for this feature to link to the appropriate report.

power bi to presentation

Figure C shows the resulting report in a PowerPoint slide. During the show, you can filter the reports as if you were using Power BI mobile. In addition, the link is live, so as you update information via the data source, the link updates the reports in PowerPoint. To embed another report, you will need to download a new add-in frame or click the Power BI button via the PowerPoint interface.

You don’t have to start with PowerPoint. You can also share the report from Power BI mobile to PowerPoint.

How to share a Power BI report to Microsoft PowerPoint

If you prefer to start with Microsoft Power BI mobile, open the report and then use Share or Export. Both options offer a PowerPoint choice and end up displaying the dialog shown in Figure D .

After copying the link, open PowerPoint and insert the URL in a Power BI frame as you did above.

power bi to presentation

The difference with this route is that Export lets you embed the report as an image, which won’t update, or a live link, which will. Share lets you send a link to people via email or open the report in a new PowerPoint file.

Using either Export or Share you can bypass the add-in download task by clicking Open in PowerPoint ( Figure D ). Doing so opens a new .pptx file and imports the report into a slide without downloading the add-in frame first.

Sharing in Microsoft PowerPoint

Those with which you share the PowerPoint presentation will need an active Power BI account and access to the report to view the data in the presentation. Use the Share option to PowerPoint shown in the previous section.

Users without permission must request access to the report from its owner directly from inside the PowerPoint presentation.

Thanks to this new connection capability between Microsoft Power BI and Microsoft PowerPoint, you can share your data’s story in your PowerPoint presentations using existing Power BI reports. That link is live, so regardless of when you share that story, your reports will be up to date. For working efficiently, you can’t beat this combination.

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Present Power BI Reports in PowerPoint

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Building a super-cool Power BI dashboard with full interactivity (slicers, bookmarks, drill-through, etc.) can be quite satisfying.

But what do you do if you need to present this interactive dashboard in a meeting where PowerPoint is your only means of presentation?

Power BI does have a feature that allows you to export the screen as an image, but the image lacks all the wonderful interactivity.  Plus, if you must give the presentation at a later date, you’ll need to update all the exported images because the data will likely have changed.

Hope is just around the corner.

Power BI released a feature that allows you to export the dashboard to PowerPoint while retaining most if not all the functionalities.

Let’s give a warm, XelPlus welcome to  Embed Live Data .

power bi to presentation

Watch video tutorial

In this tutorial:

  • Obtaining the Power BI Add-In for PowerPoint
  • Testing Report Interactivity
  • Adding a Power BI Report to an Existing Presentation
  • Deeper Analysis During a Presentation
  • Additional Presentation Features
  • Sharing the Report

Working with the Power BI service online, we have a dashboard with the following interactive features:

  • Slicers that allow us to filter by years
  • Buttons that switch us between pages
  • Slicers that allow us to select departments and channels

power bi to presentation

We want to export this dashboard to PowerPoint and retain interactivity.

Power BI now has an option behind the  Export  button called  Embed Live Data .

power bi to presentation

When selected, we have the option to open the dashboard in PowerPoint with or without the current filter selections.

power bi to presentation

NOTE:  As of this post’s publish date (July 2022), this feature was still in preview release.  It has since become generally available with the March 2023 release .

Selecting the  Open in PowerPoint  option presents the following message.

power bi to presentation

Clicking the “ Trust this add-in ” will load the Power BI report into a PowerPoint slide.

power bi to presentation

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We need to take a step back and talk about obtaining the Power BI add-in for PowerPoint.

Before we can just drop a Power BI report into PowerPoint as easily as has been demonstrated, you need to first visit the Microsoft Store and download and install the Power BI add-in for PowerPoint.

  • Launch the Microsoft Office Add-Ins feature by selecting  Insert (tab) -> Add-ins -> Get Add-ins .
  • Search the Office Add-Ins for “ Power BI ”.

power bi to presentation

Once added to PowerPoint, you will see the add-in on the  Insert  ribbon.

power bi to presentation

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By having the Power BI add-in as part of PowerPoint, we have full interactivity in our PowerPoint slide, both in Presentation Mode and standard Slide Design Mode.

power bi to presentation

Notice that the only page we have from our report was the page displayed when we performed the  Embed Live Data  action.

If you need other pages from the report, those pages will need to be inserted separately.

One workaround to this is to include a page navigation interface on the needed pages.

power bi to presentation

Buttons and bookmarks are fully operational.

power bi to presentation

When working with an existing presentation, we can easily add a Power BI report by creating a new, blank slide and selecting  Insert (tab) -> Power BI .

Our slide presents a placeholder that requests the link we saw earlier from the Power Bi service when we perform the initial export routine.

Click the  Copy  button to place the Power BI report link on the Clipboard.

Return to PowerPoint and paste the link in the placeholder and click  Insert .

power bi to presentation

In addition to the report’s slicers and buttons working during the presentation, we can also leverage Power BI’s filter controls.

power bi to presentation

This embedded report is arguably superior to embedding Excel dashboards as Excel’s interactivity does not carry over to PowerPoint.

power bi to presentation

Capturing a Screenshot

If you need to capture a screenshot of the report during the presentation, click the arrow button in the upper-right corner and select  Show as Saved image .

power bi to presentation

You can then right-click the report and copy it to the Clipboard for pasting it onto another slide or any other application.

To return to the interactive version of the report, click the arrow button in the upper-right corner and deselect  Show as Saved image .

Report Options

In the lower-right corner reside controls for hiding the filter pane, refreshing the data, and resetting the report.

power bi to presentation

Changing the Report’s Story

Any changes made to the Power Bi report in the PowerPoint slide  do not  flow back to Power BI.

However, changes to the Power BI report at the source  will  flow down to PowerPoint when the slide link is refreshed.

power bi to presentation

Deleting a Report from a Slide

Clicking a Power BI report on a slide and pressing the  Delete  key will not remove the report from the slide.

To remove the report from the slide, click the arrow button in the upper-right corner and select  Delete .

power bi to presentation

Hiding the Status Bar

If you don’t wish to display the bottom banner with the report add-in controls, click the down-arrow button in the lower-right of the report.

power bi to presentation

Viewing Report Status

The lower-left corner of the report displays the name of the Power BI report file as well as the date and time of the last refresh.

power bi to presentation

Clicking the report’s name will take you to the full report on the Power BI website.

If you share the report with an associate, the person with which you are sharing must have a Power BI account and have been granted access to the report and its underlying dataset.

The report and its data are not stored in the PowerPoint file, only a connection is created between PowerPoint and Power BI.  The interactivity is displayed in real-time as the presentation is being used.

All security permissions are retained and respected.

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I'm a 6x Microsoft MVP with over 15 years of experience implementing and professionals on Management Information Systems of different sizes and nature.

My background is Masters in Economics, Economist, Consultant, Oracle HFM Accounting Systems Expert, SAP BW Project Manager. My passion is teaching, experimenting and sharing. I am also addicted to learning and enjoy taking online courses on a variety of topics.

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Power BI Export to Power Point: Things You Need to Know

power bi to presentation

Exporting a Power BI report to PowerPoint is a good way of integrating these two tools together. The analytical power of Power BI combined with the commentary and presentation features of PowerPoint enables you to present your reports differently. You can export almost any Power BI report (limitations mentioned in this post) to PowerPoint, and then enhance the presentation of that from there. Exporting to PowerPoint, however, has some limitations which you need to be aware of before working with it. In this post, you will learn everything about export to PowerPoint feature if you want to learn more about Power BI, read Power BI book from Rookie to Rock Star .

How Export to PowerPoint works

This feature only works for reports at the moment. On top of the report, you can simply click on File option and select Export to PowerPoint. Note that this feature is still in preview mode at the time of writing this post, and it may be subject to changes.

Export to PowerPoint works very simple, and download a PPTX file for you. The file will include all pages of the report, plus a summary page. The summary page will include the name of the report, a link to the report, the time of refresh for the dataset, and the download time of the report.

power bi to presentation

The “downloaded at” time will be the time of the computer that the export to PowerPoint kicked off from there.

Visualizations on a page will be all exported as a big screenshot of each page.

power bi to presentation

Each report page will be a slide in PowerPoint, Not interactive, however, just screenshots. It means you cannot click on a visual or slicer and interact with it like a normal Power BI report.

power bi to presentation

What is the Main Advantage of Export to PowerPoint?

The main benefit of export to PowerPoint is getting the great features from both products: Commentary and presentation features of PowerPoint, combined with analytical and reporting feature of Power BI. After exporting to PowerPoint you can make changes in the presentation of slides as you want.

power bi to presentation

Limitations and Important Things to Know

Export to PowerPoint is a new feature and it has some limitations. Here is a list of limitations at the time of writing this post.

Number of Pages; Not more than 15

You cannot export to PowerPoint if you have more than 15 report pages. You will get an error such as below;

power bi to presentation

Custom Visuals: Only Certified Are supported

Some of the custom visuals won’t be shown after exporting to PowerPoint, and some of them will have a weird behavior after export to PowerPoint, like the screenshot below;

power bi to presentation

Certified custom visuals are supported fully: Example; Infographic Designer

power bi to presentation

List of all certified custom visuals are here:

https://docs.microsoft.com/en-us/power-bi/power-bi-custom-visuals-certified

ArcGIS is not supported

ArcGIS custom visuals are not supported at the time of writing this post.

power bi to presentation

R Visuals are not currently supported

Export to powerpoint can be disabled or limited.

power bi to presentation

Language Setting in Power BI

When you export to PowerPoint, it will use the default language settings in Power BI. If you want to change it, go to Power BI service, Settings, and again Settings, then Language configuration and apply the change you want.

power bi to presentation

Not for people outside of your organization

If you share the report/dashboard with someone outside of your organization, they cannot use the export to PowerPoint feature.

This feature is still in PREVIEW mode

The feature is still in preview mode, and subject to changes.

This was a very quick post about export to PowerPoint feature of Power BI. The export to PowerPoint brings two products together; Power BI and PowerPoint. The result of the combination of the two products is the analytical power of Power BI combined with presentation features of PowerPoint. However, the export to PowerPoint is still in preview mode, and have some limitations. in the comments below please let me know if you have any questions.

Reza Rad on Facebook

14 thoughts on “ Power BI Export to Power Point: Things You Need to Know ”

Plus hidden sheets will become visible (as I found out the hard way )

Thanks for sharing these tips

Great to know. I know that the page sizes don’t matter, whatever custom size you get, the exported one will be always 16 by 9. hidden pages is good to know

Cheers Reza

Another important limitation is – In-session interactivity (highlighting and filtering, drill-down, etc.) is not supported yet when exporting.

But Thanks Reza for your regular Power BI Articles as they are very informative.

Yes, it is what I already mentioned in the post 🙂 Thanks Reza

I meant from In-session interactivity limitation that if user apply any filter/cross-filtering in report and then export in to PPT then PPT doesn’t respect applied filters and just show all data as there were saved in report.

I am wondering if is this possible through some settings changes etc?

Yes, correct. Unfortunately no setting for this yet. Hopefully It will be available soon in this feature 🙂

I also found that you have to make the fonts larger in the visualizations, otherwise they appear tiny in the PP slide.

I think it could be useful upload a custom ppt template to apply for the export in PowerPoint functionality

Is there a way to put breakpoints while exporting to ppt?

Hi Varun. What do you mean by breakpoints? If you mean filtering? yes, it is added just recently in the past few weeks. Cheers Reza

Thanks for the post, very interesting. One question here, does power bi allow us to create a customized summary page while exporting to PPTX??

Unfortunately no customization is possible when exporting to PowerPoint Better to create the summary page as a report page. Cheers Reza

When I export, it only exports half of my visuals on a page and not the complete page – strange

Hi are you using custom visuals for the other half? Cheers Reza

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Exporting Power BI reports to PowerPoint slides

power bi to presentation

Table of Contents

  • Export a Power BI report to PowerPoint
  • Embedding live Power BI report page into PowerPoint
  • Embedding a live visual on a PowerPoint slide
  • Insert a report or visual URL into the add-in

While Power BI is an excellent tool for creating business reports, there is another option when you want to present these reports in an especially memorable way. Luckily, for the certified visuals, Microsoft enables embedding Power BI reports into MS PowerPoint. You can do so in just a few clicks.

Export a Power BI report to PowerPoint #

1. Log into your Power BI account,  select the report you want to export, and click Export >  PowerPoint.

power bi to presentation

You will be prompted with multiple choices about your export. Here you can customize values, decide if you want your file to include hidden report tabs, and, if you are interested in only one particular page, export only the page you are currently on .

power bi to presentation

2. A notification should appear about the exporting process. Once it is done, the PPTX file will begin to download. Open the file after it’s finished.

power bi to presentation

3. Open your newly created PowerPoint document and click on Enable Editing to finalize your presentation.

This feature was enabled after Microsoft officially certified Zebra BI custom visuals for Power BI. Find more details about exporting your report pages to MS PowerPoint . 

Watch how to export your reports into PowerPoint in just a few clicks.

How to embed Power BI in updatable PowerPoint slides?

There are, at the moment, some limitations to this feature, for example:

  • It is only available in the Power BI service (you cannot do it from the Power BI Desktop).
  • Exported PowerPoint slides are  static pictures  (you cannot refresh them in PowerPoint).
  • You can only export one Power BI report at a time.
  • The number of pages is limited (only the first 30 pages will be exported).
  • Only certified custom visuals are supported.
  • Python visuals, R visuals, and ArcGIS visuals are not supported.

The fact that PowerPoint slides cannot be refreshed and that you cannot create a PowerPoint slide deck from selected report pages from several different reports makes the Export to PowerPoint feature unfit for typical business use cases.

Embedding live Power BI report page into PowerPoint #

The export option offers a second choice of embedding the live data directly on a PowerPoint slide.

power bi to presentation

When this option is selected an additional window opens where you will get the URL of the report page. Copy the URL to paste into the Power BI PowerPoint add-in. Alternatively, if you want to create a new presentation with the report already loaded into the add-in, choose  Open in PowerPoint .

power bi to presentation

Embedding a live visual on a PowerPoint slide #

A live visuals URL is required if you wish to use it in your presentation. Following are the simple steps to obtain a visual’s URL.

  • Open the report to the page that contains the desired visual in the Power BI service. Use filters, selection, slicers, and other configuration options to set the visual up as needed.
  • Go to More options (…) and: – Hover over Share and choose Link to this visual to get the visual’s URL, if you’re adding the visual to an existing presentation. After you’ve copied it, paste it into the Power BI PowerPoint add-in . – When you want to open a new presentation with the visual already loaded into the add-in, choose  Open in PowerPoint .

power bi to presentation

Select Open in PowerPoint from the Embed live data in PowerPoint dialogue that displays. With the visual already loaded into the add-in, this launches a fresh PowerPoint presentation.

power bi to presentation

Insert a report or visual URL into the add-in #

  • Open a PowerPoint file and find the slide on which you wish to add the report or visual.
  • Go to the Home tab and click on the Add-ins button. When clicked, a dropdown menu appears with all your existing Add-ins and an option to browse for new Add-ins -> Get Add-ins

power bi to presentation

By clicking on See all you will be able to see the whole set of your saved add-ins

power bi to presentation

Select Microsoft Power BI add-in and insert the link you copied from the report or visual in the Power BI Service

The report or visual is live after it has loaded, and you may choose the data you want to use. Your changes will be saved as you make them while editing the presentation. The report or visual will reopen in the same state as when you last closed the presentation.

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How To Interact With Power BI Data In A PowerPoint Presentation

Power bi data is especially useful when it is explained and broken down as part of a presentation. using tools like excel and online reports, you can best present it to others..

Matt James

Business intelligence is a crucial component in the chase to be on the top in this competitive corporate sphere. As a venture grows, it becomes tedious to keep track of the analytical data of the enterprise which, in turn, forms a road-block to decision making. Employing an analytical system in a data-driven business can help it to discover useful trends, information, conclusions and elevated decision making. Power BI proves to be the best tool for analysis and visualization of data. Cloud-based Power BI technology is a forerunner for corporate executives.

Microsoft Power BI is a Business Intelligence and Data Visualization tool which assists organizations to analyze data from multiple sources, convert it into an interactive dashboard and share insights. However, for organizations looking to fully utilize the capabilities of Power BI, Microsoft Power BI consulting services may be a valuable resource. Microsoft Power BI consulting provides expert guidance and support, helping organizations to effectively integrate Power BI into their existing data management and analysis workflows. With the help of a trained Power BI consultant, organizations can optimize their use of Power BI, gain deeper insights into their data, and make more informed decisions, because Power BI is a big tool that needs to be fully utilized. Furnished with a user-friendly interface it visualizes data in charts and graphs which can be imported into presentation templates in PowerPoint. It constitutes different versions like Power BI Desktop, an online Power BI service as SaaS, Power BI apps for Windows, Android and iOS. Some fantastic components of Power BI include: 

  • Power Query lets you merge data from different sources
  • Power Pivot aids in data modelling for creating data models
  • Power View constructs interactive charts, graphs and maps

Data Processing, Data Integration, and Data Presenting form the nucleus of Power BI. What’s more amazing is that you can publish and share reports with others using this platform. It provides rich & customized dashboards and reports to meet your needs. With Power BI , retrieve your data without memory and speed constraints. Its in-memory analysis and DAX technology offer balanced simplicity. You can embed the interactive visuals seamlessly with existing off and on cloud premises like PowerPoint, MailChimp and Word.

Personalized dashboards are equipped with AI display, and real-time metrics, measurements and visuals for quick access and latest data. Its intuitive interface empowers you easily export visuals to PowerPoint presentations. Power BI’s dashboards, reports and charts can be leveraged in designer slide templates to create an attractive business presentation for your clients. With thousands of slide decks being pitched to investors every day by organizations, Power BI is a resourceful tool to give you an edge over the others. 

Here are the Four ways to export Power BI visuals to PowerPoint:

Export Full Report From Power BI to PowerPoint

With Power BI service, the published data can be incorporated in the slide decks based on your Power BI report. This can be done by using the function “Export to PowerPoint” from Power BI online. For this, you simply have to open Power BI home and go to your published report in the workspace. Once you are on your report, choose the file menu and select “Export To PowerPoint.” 

A dialogue box will appear asking you to choose between ‘Current Values’ and ‘Default Values.’ You can go for ‘Current Value’ if you want to export the report in the current state including active changes. Pick the “Default Values” option if you don’t want your changes to be reflected. Your Power BI report will be easily exported into PowerPoint which can be found in the downloads option of your in your browser.

Copy-Paste Power BI Visuals in PowerPoint

The second option is to copy the visuals from Power BI to a PowerPoint slide deck. This option is straightforward and convenient. It comes in handy when you want to highlight only a few selected elements of your Power BI dashboard without the need to download all the pages. For this, open your PowerPoint file and go to your Power BI home page where your visualizations are stored.

Upon opening your required report, you can select a visual and choose the ‘copy’ option on the top right corner. An option of “Copy to Clipboard” will appear on your screen. Select the displayed option. Now you just have to paste the selected visuals in your presentation. By choosing only relevant visuals you provide your presentation with flexibility. It should also be kept in mind that the visuals once included cannot be adjusted. 

Export Power BI Data To PowerPoint Via Excel

Power BI data is first imported into Excel to be attained in PowerPoint later. This step is advantageous for a lucid analysis of graphs and tables before exporting it into your PowerPoint presentation. It helps to track the data. For this, open your Power BI dashboard where the report is published. After opening your report, you have to scroll on the right corner and select the three dots placed there. 

The option of “Export Data” has to be selected from a drop-down menu. In the pop-up window go for the option of “Summarized data” and make sure the extension mentioned there is .xlsx. An Excel sheet containing your raw data will be constructed which can be edited and later pasted in your slide in PowerPoint in the form of SmartArt, Charts, Tables etc. 

Use Power BI Tile Add-On in PowerPoint

In this method, you can import the Power BI visuals and data directly from PowerPoint. After forming a presentation with a few slides, you can go to the “Insert” option. After selecting it, choose the option of “Store” or simply “My Add-ins” if you’re using the latest version of the Office Suite. Search for Power BI and add the “Power BI Tiles” add-in.

Once you’ve added the tile, you have access to the Power BI site. You can add your credentials and access your workspace and reports from Power BI. With this option, you can quickly import your desired visual, analytical report or the complete dashboard. Using this option will save you the extra effort of switching from PowerPoint to Power BI repeatedly.  

Data analysts and business professionals can perk up their presentation decks by importing data, reports and visuals from Power BI to PowerPoint presentations easily. When catering a presentation to your investors, the inclusion of powerful visuals which display your data can garner praises for you. Impress your clients by assimilating your PowerPoint presentations with Power BI.

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View reports and dashboards in presentation mode on Windows devices

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The Power BI Windows app was retired on December 31st, 2023, and is no longer supported. It's been removed from the Microsoft apps store, and no further product updates for it will be released. Please use the Power BI service to view your Power BI content on Windows devices.

This notice only applies to the Power BI Windows app. It does not affect the Power BI Desktop app.

You can use presentation mode to display reports and dashboards in full-screen on Windows devices. Presentation mode is useful for displaying Power BI at meetings or conferences, or on a dedicated projector at the office, or even just for maximizing space on a small screen.

Screenshot of a report in presentation mode.

In presentation mode:

  • All the "chrome" (such as the navigation and menu bars) disappears, making it easier to focus on the data in your report.
  • An action toolbar becomes available to enable you to interact with your data and to control the presentation.
  • You can play a slideshow that cycles automatically between pages, bookmarks, or both pages and bookmarks.

Use presentation mode

Full screen icon

From the toolbar you can tap to perform the following actions:

You can undock the toolbar and drag and drop it to anywhere on the screen. This is useful for large screens, when you want to focus on a specific area in your report and want to have the tools available next to it. Just place your finger on the toolbar and swipe it into the report canvas.

Report in presentation mode and undocked toolbar

You can play a slideshow to automatically cycle through your presentation. You can set the slideshow to cycle through pages, bookmarks, or both pages and bookmarks. During the slideshow, report pages with auto page refresh will continue to automatically refresh as configured, ensuring that the most current data is always shown.

When you select the Play button on the action toolbar, the slideshow begins. A controller appears that allows you to pause the slideshow or to change what's being played: pages, bookmarks, or both pages and bookmarks.

Screenshot of slideshow selector

The controller shows the name of the currently displayed view (page or bookmark and page). In the image above, we see that in the report called Sales , we are currently viewing the Asia Pacific bookmark on the Sales Performance page.

By default, a slideshow cycles through pages only, at a rate of one every 30 seconds. You can change the default behavior in the Slideshow settings .

Auto play a slideshow on startup

You can set up the Power BI Windows app to start playing a slideshow automatically whenever the app is launched. This option is useful for creating a kiosk-like experience that runs a report in public displays without any manual intervention. See Slideshow settings for detail about setting up a report for autoplay.

Slideshow settings

By default, a slideshow cycles through pages only, at a rate of one every 30 seconds. You can change this default behavior by going to Settings > Options , as illustrated below. You can also turn on autoplay and choose a report to play.

Select the settings icon.

Open the options page.

If desired, change the default settings for what the slideshow will cycle over (pages, bookmarks, or both) and how frequently the slides will transition.

If you want your report to start playing automatically when the app is launched, turn on the toggle and choose Select Report . You will be able to search for reports you have access to.

Screenshot of slideshow settings

Related content

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Microsoft Power BI Blog

  • Announcements

Improvements to Power BI apps, an increase in audiences and access control for hidden content

Headshot of article author Dustin Askins

The new version of Power BI apps with audiences became generally available in March 2023 . Since that release we’ve reached out to customers to discuss how they’re working for you, listened to your ideas , and followed up to comments here on the Power BI blog.

Based on your feedback we previously made improvements like adding a setting to collapse the app nav by default and enhanced app update reliability and performance.

And more recently we’ve made the following updates you asked for:

  • 🔗 The ability to copy item links from authoring view
  • ⚙️ A setting for granting access to hidden content
  • ✨ Increasing the maximum number of audiences to 25 (previously 10)

Plus, the previous roll out of custom messaging for handling app access requests . 📝

Read on for a recap of what we heard from you, in paraphrased fashion , and the updates made.

Customize the app nav to collapse by default

I’d like my content to be the focus when my colleagues land in the app…and sometimes I build my own navigation via links within the content of the app, so I want to make sure the navigation pane isn’t shown.

This was one of our more immediate updates after general availability of Power BI apps with audiences.

Go to Update app > Setup > Advanced settings and find the settings below for your app’s navigation pane to be expanded or collapsed by default.

Screenshot of Power BI app navigation pane settings, expand or collapsed by default

Legacy versions of Power BI apps had a setting to turn off navigation completely. We’re aware that some customers want this level of control over app layout and design (in addition to custom colors) and we’re looking to introduce this level of control in future versions of apps.

Custom messaging for handling app access requests

My organization has a specific process for getting access to apps and reporting. Depending on the app we need colleagues to email someone or submit a help ticket to get added to a security group for gaining access to an app.

Announced last December , you can now customize what your users see when they don’t have access to your app. From the workspace your app is associated with go to App settings > Access requests , choose to replace with automated message, enter your message, and apply. Your users won’t see the default access request experience but your custom message instead. Learn more here .

Screenshot of Power BI app access request settings

We’ve heard from many of you already on how helpful this custom message setting is, and you’d like to see a similar setting for workspaces, reports, and more. We’re taking your feedback and will consider it all in future updates.

Copy item links from the authoring view

It’s great that Power BI apps with audiences now has share > copy link for content from the published view of the app, but as an app owner I miss the ability to grab links for app content from the edit view of the app.

Legacy versions of Power BI apps had a view for grabbing links by item, we brought the ability to copy links back in a new way right from the Content tab of the edit experience. Hover over the item you want a link for, click the “more” menu, and Copy link . And, of course, you still can grab your app link too. Learn more app links and item links here .

Screenshot of the ability to copy a link for an item from the Power BI app update view

Grant access to hidden content

We need to add content to the app and grant access to that content for app users but hide it from the app nav. Sometimes we link to items from within content itself and not the app nav because we want to control when and where that content is presented or linked to…not shown in the app nav. Also, some reports that have paginated report visuals within and need the source paginated report included in the app for the visual to work, I want to include the paginated report but don’t want to show it in the app nav.

Legacy versions of Power BI apps granted access to content hidden from the app nav. Many customers told us this was a security concern, so we changed the behavior in the new version of Power BI apps with audiences by not granting access to hidden content. After speaking with many of you about your scenarios and comfortability with security in apps based on the legacy behavior, we have introduced a setting for granting access to hidden content. Go to Update app > Setup > Advanced settings and find the setting for turning on access to all hidden content for all app users. This setting effectively mirrors the hidden content access behavior of legacy Power BI apps, learn more here .

Screenshot of the setting for granting access to hidden content in a Power BI app

Increased the maximum number of audiences to 25

I’m using the maximum number of 10 audiences per Power BI app, may we have more than 10?

The limit has been increased to 25 audiences per Power BI app!

Screenshot of 24 Power BI app audiences

Make more audiences for the additional unique contexts you want to serve.

Screenshot of Power BI app audiences

There are some considerations and limitations for apps with a large number of users (upwards of 10K), please read more here .

That’s the recap of our latest improvements to Power BI apps

Thank you to all the customers who posted feedback and worked closely with us to understand your scenarios. 🙌

If you have not already, please upgrade your legacy apps to Power BI apps with audiences.

We’ll continue to listen and we’re working on the future of apps now. Please submit your ideas and vote on others, comment below on this blog post, or sign up if you’d like to be considered for future Power BI app feedback opportunities like surveys, email outreach, or a call.

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