How does Power BI Work?

Business Intelligence (BI) plays a crucial role in the modern technology landscape, particularly in how organizations manage, share, and leverage data. BI transcends the traditional constraints of ‘time and space,’ allowing for the integration of diverse data sources into a unified platform. This integration enables multiple stakeholders to access, analyze, and edit data seamlessly, fostering informed decision-making and collaboration.

One significant tool in the realm of Business Intelligence is Power BI. Power BI training is a powerful data analytics and visualization tool developed by Microsoft. It’s designed to provide interactive visualizations and business intelligence capabilities with an interface simple enough for end users to create their own reports and dashboards. In this blog, we’ll delve into the details of what Power BI is.

Power BI stands out for several reasons:

  • Data Integration: Power BI allows users to connect to a wide variety of data sources, ranging from simple Excel sheets to complex databases, and consolidate these disparate data sources into a single, coherent view.
  • User-Friendly Interface: It offers a highly intuitive and user-friendly interface, making it accessible for non-technical users to create and customize reports and dashboards.
  • Real-Time Insights: Power BI enables real-time data processing, allowing businesses to get up-to-date insights and make timely decisions.
  • Advanced Data Visualization Tools: The platform offers a range of visualization tools, enabling users to create visually compelling and easy-to-understand reports and dashboards.
  • Collaboration and Sharing: It facilitates easy sharing and collaboration, enabling users to share their insights with other stakeholders and make collective, data-driven decisions.
  • Customization and Flexibility: Power BI provides flexibility in terms of customization, allowing users to tailor reports and dashboards to meet specific business needs.
  • Integration with Other Microsoft Products: Being a Microsoft product, Power BI seamlessly integrates with other Microsoft services like Azure, SQL Server, and Excel, enhancing its utility and efficiency.
  • Regular Updates and Community Support: Power BI is regularly updated with new features and improvements, and it’s supported by a strong community of users and developers.

Power BI is a potent tool that aligns with the modern need for dynamic and efficient data analysis and decision-making in business environments. Its ability to transform raw data into insightful and interactive visual reports makes it a key asset for any organization looking to enhance its data-driven decision-making capabilities.

Define Power BI

Power BI is a Microsoft-developed business analytics tool that enables users to visualize data and share insights across an organization, or embed them in an app or website. It connects to a wide array of data sources, transforming data into interactive reports and dashboards. Power BI offers robust data integration, real-time analytics, and customizable features, making it a powerful tool for businesses seeking to make data-driven decisions. Its user-friendly interface and advanced data visualization capabilities cater to both technical and non-technical users.


  • Creates engaging, easy-to-understand visual reports.
  • Offers up-to-date insights for timely decisions.
  • User-friendly for non-technical users.
  • Connects with various data sources seamlessly.
  • Facilitates data sharing and teamwork.
  • Utilizes AI for deeper insights.
  • Affordable, with a scalable pricing model.
  • Provides insights on-the-go with mobile support.
  • Ensures data protection and compliance.

How Power BI work?

Power BI operates through a straightforward yet effective four-step process, making it accessible for users to transform raw data into insightful visualizations. Here’s how Power BI works:

  1. Integration of Data: The initial step involves gathering data from various sources, servers, and dashboards. In Power BI’s free version, there’s a maximum import limit of 1GB, so the data is often compressed. This compressed data is then converted into a standardized format and stored in a ‘Staging Area’.
  2. Transformation of Data: Before any visual rendering, the data needs to be pre-processed. This step includes cleaning the data, rectifying any inconsistencies, and removing redundant or duplicate values. The cleaned data is then loaded into and stored in data warehouses, making it ready for analysis and reporting.
  3. Report & Publishing: Users can then create various reports using the processed data. These reports can include graphs, charts, and other visual representations. Created reports are then published either on the on-premise Power BI Server or on Power BI Services, which is cloud-based.
  4. Dashboard Creation: The final step involves the creation of dashboards. These dashboards are designed to organize and display the key elements of the data visually. This step typically occurs after the reports of the transformed data have been published to Power BI Services. Dashboards provide a comprehensive and interactive view of the data, enabling users to glean insights quickly and make informed decisions.

List of Data Sources of Power BI

  • Comma Separated Value (.csv)
  • Excel (.xlsx , xlxm)
  • Databases On-Premises
  • Power BI Desktop (.pbi)
  • Cloud Database
  • OData Feed
  • Flat Files
  • Blank Query
  • Online Services
  • SQL Database
  • Azure Cloud Platform

Types of Power BI users

Power BI caters to a diverse range of users, each with different roles and requirements. Here are the main types of Power BI users:

  • Business Analysts: They use Power BI for data exploration, analysis, and generating insights.
  • Data Scientists: These users leverage Power BI for more advanced analytics, utilizing its integration with tools like R and Python for predictive modeling and statistical analysis.
  • IT Professionals: Responsible for the management and governance of the Power BI service, including setup, data security, and compliance.
  • Developers: They use Power BI APIs to integrate or embed dashboards and reports into custom applications or websites, creating tailored BI solutions.
  • End Users: Typically, these are individuals in a company who interact with the reports and dashboards created by others.
  • Report Creators: Specialized in designing and creating interactive reports and visualizations.
  • Power Users: These are advanced users who not only create complex reports and dashboards but also understand the backend data structures.
  • Executives: Senior management who use Power BI for high-level overviews of business performance.

Each type of user interacts with Power BI certification in ways that suit their specific role and objectives, making it a versatile tool for a wide range of business intelligence tasks.


Power BI, developed and maintained by Microsoft, is a comprehensive Business Intelligence tool designed to streamline a wide array of data-related tasks. Multisoft Virtual Academy’s Power BI online training is poised to be a significant player in the field of Business Intelligence, not only in terms of its functionality but also in the career opportunities it presents. Its growing popularity and wide range of applications make it a valuable skill and tool for professionals in the realm of data analysis, business intelligence, and beyond.

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