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What is Power BI report Builder | Comprehensive Guide

08 January 2024

how power bi can help businesses

In today’s data-driven world, businesses are constantly seeking efficient ways to analyze and interpret their vast datasets. One powerful tool that has gained immense popularity in the business intelligence landscape is Microsoft’s Power BI. With its user-friendly interface and robust features, Power BI enables organizations to transform raw data into actionable insights. In this blog post, we will delve into the realm of Power BI Report Builder, exploring what it is, why it is essential, and how to leverage its capabilities.

What is Power BI?

Power BI is a business analytics tool developed by Microsoft that empowers users to visualize and share insights from their data in an interactive and meaningful way. It offers seamless integration with various data sources, allowing users to connect to databases, cloud-based and on-premises data warehouses, and other sources to gather relevant information.

One of the key strengths of Power BI lies in its ability to create visually appealing and interactive reports and dashboards. Users can build relationships between different data sets, perform data modeling, and generate dynamic visualizations that facilitate better decision-making. With features like Power Query for data preparation and Power Pivot for data modeling, Power BI provides a comprehensive suite for end-to-end data analysis.

What is Power BI Report Builder?

Power BI Report Builder is an extension of Power BI that enhances the reporting capabilities of the platform. While Power BI Desktop primarily focuses on creating interactive dashboards, Power BI Report Builder is tailored for designing paginated reports. Paginated reports are traditional, pixel-perfect reports that are suitable for printing or generating PDFs.

This extension is ideal for scenarios where businesses require standardized, highly formatted reports that adhere to specific layouts and design requirements. Power BI Report Builder provides a bridge between operational reporting needs and the dynamic, interactive capabilities of Power BI Desktop, offering a comprehensive solution for diverse reporting requirements.

Why use Power BI Report Builder?

  1. Pixel-Perfect Reporting: Power BI Report Builder excels in creating pixel-perfect reports, ensuring that the layout and formatting meet the precise needs of the business. This is crucial in scenarios where regulatory compliance or specific corporate standards demand a high level of consistency and accuracy.
  2. Print-Ready Documents: For organizations that rely on physical copies of reports, such as financial statements or invoices, Power BI Report Builder is invaluable. It enables the creation of print-ready documents with a level of detail and structure that is often challenging to achieve with interactive dashboards.
  3. Scheduled Report Delivery: Power BI Report Builder supports scheduled delivery of reports, automating the distribution process. This feature is beneficial for organizations that need to disseminate regular reports to stakeholders or management without manual intervention.
  4. Enhanced Data Exploration: While Power BI Desktop is adept at creating dynamic, interactive visualizations, Power BI Report Builder complements this by offering more structured and detailed reporting. This combination allows users to explore data in various ways, catering to both analytical and operational reporting needs.

How to Use Power BI Report Builder

Step-by-Step Guide:

  • Download and install: Ensure you have Power BI Report Builder installed on your system. If not, download it from the official Microsoft website and follow the installation instructions.
  • Connect to the data source: Open Power BI Report Builder and start a new report. Connect to your desired data source, whether it’s a database, Excel file, or other supported sources.Power BI report Builder
  • Design Your Report: Use the drag-and-drop interface to design your report layout. Add tables, matrices, charts, and other visual elements to convey your data effectively.Power BI report Builder
  • Set Parameters (Optional): If needed, set parameters to allow users to customize and filter data in the report dynamically.Power BI report Builder
  • Format and customize: Utilize the formatting options to enhance the visual appeal of your report. Customize fonts, colors, and styles to align with your organization’s branding.
  • Preview and Test: Before finalizing your report, preview it to ensure all elements are correctly displayed. Test any parameters or interactive features you’ve implemented.Power BI report Builder
  • Save and share: Save your report in the desired format. Share your report electronically or print it for physical distribution.

Benefits of Using Power BI Report Builder

  • Consistency and Standardization: Power BI Report Builder ensures consistency in reporting formats, making it easier for organizations to adhere to standards and comply with regulations.
  • Scheduled Reporting: The ability to schedule and automate report delivery saves time and ensures that stakeholders receive timely and accurate information without manual intervention.
  • Enhanced Data Presentation: Pixel-perfect reports allow for more sophisticated and detailed data presentation, enhancing the overall quality and professionalism of reports.
  • Seamless Integration with Power BI: Power BI Report Builder seamlessly integrates with the broader Power BI ecosystem, allowing users to leverage the capabilities of both tools for comprehensive reporting solutions.
  • Print-Ready Documents: Businesses that require physical copies of reports will benefit from the print-ready nature of Power BI Report Builder, ensuring that reports look polished and professional in print.

Features of Using Power BI Report Builder:

  • Pixel-Perfect Layout: Power BI Report Builder empowers users to achieve a pixel-perfect layout, ensuring that the final report maintains a consistent and professional appearance.
  • Paginated Reports: The tool specializes in the creation of paginated reports, offering control over page breaks, headers, and footers. This is essential for scenarios where detailed, structured reports are necessary.
  • Parameterization: Implementing parameters in Power BI Report Builder allows for the creation of dynamic and interactive reports. Users can customize their report outputs by inputting values or selecting options, enhancing the overall user experience.
  • Advanced Data Source Support: Report Builder supports a wide array of data sources, expanding the tool’s compatibility and making it suitable for organizations dealing with diverse and complex data sets.
  • Data Source Integration: Like Power BI, Report Builder seamlessly integrates with various data sources, ensuring that users can pull in the necessary data for their reports.


Power BI Report Builder extends the capabilities of Power BI by offering a specialized solution for paginated reporting needs. Its emphasis on pixel-perfect design, scheduled reporting, and seamless integration with the Power BI ecosystem make it a valuable tool for organizations seeking to derive maximum value from their data.

By combining the strengths of Power BI Desktop and Power BI Report Builder, businesses can create a holistic reporting environment that caters to a diverse range of analytical and operational reporting requirements. Let us empower your business with the tools it needs to transform raw data into actionable insights. Call us– now to embark on a journey towards more informed decision-making and enhanced business intelligence.

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