Getting Started with Power BI
Power BI is Microsoft’s data visualization and business intelligence platform. It helps you connect, model, and visualize data through interactive dashboards and reports. You can pull data from multiple sources while maintaining accuracy, consistency, and security.
What can I do with Power BI?
- Build and share interactive reports and dashboards
- Collaborate securely on shared datasets and workspaces
- Embed insights in Teams, SharePoint, and other Microsoft 365 apps
- Monitor business or research metrics in near real time
- Support faster, data-driven decisions across departments
Power BI vs. Excel
| Feature | Power BI | Excel |
|---|
| Purpose | Business intelligence and visualization | Data entry and analysis |
| Scalability | Handles very large datasets | Limited by file size and performance |
| Collaboration | Cloud workspaces and real time sharing | File based sharing and version control |
| Data sources | Connects to many cloud and on premises sources | Fewer direct integrations |
| Visualization | Interactive dashboards | Static charts and tables |
Accessing Power BI
Web version: Sign in at https://app.powerbi.com/ or through the Microsoft 365 Portal and select Power BI from the app launcher. Works on Windows and macOS.
Browser compatibility: Power BI works best in Microsoft Edge, Google Chrome, or Firefox.
Power BI Desktop (Windows only): A downloadable app for building reports offline with advanced modeling before publishing to the Power BI Service.
Power BI Free vs. Pro vs. Premium
Free
- Create personal dashboards and reports
- View content you create in your own workspace
Pro
- Share dashboards, reports, and workspaces with other licensed users
- Collaborate in shared workspaces and consume shared content
- Recommended for most team based reporting
Request a Power BI Pro license at https://m365requests.kaust.edu.sa/
Premium
- Dedicated capacity for improved performance and large data models
- Paginated reports, dataflows, and advanced AI features
- Power BI Report Server for on premises reporting
- Broader access to content in Premium workspaces for viewers without Pro
Note: Premium is capacity based and typically assigned at the department or workspace level. For enterprise use or performance intensive reporting, contact the IT Service Desk to discuss options.
Storage and Capacity Limits
- Pro: up to 10 GB per user
- Premium: up to 100 TB per capacity with support for larger datasets
Reports that exceed workspace limits may need to move to a Premium workspace. For guidance on capacity planning, contact the IT Service Desk.
Data Refresh and Gateways
Keep your reports up to date with scheduled refreshes.
- Cloud sources such as SharePoint and OneDrive can refresh on a schedule set in the Power BI Service.
- On premises sources such as SQL Server or file shares require a Power BI Gateway to enable refresh.
Learn Power BI
Microsoft Learn
LinkedIn Learning
Best Practices
- Use shared workspaces for team dashboards rather than emailing PBIX files
- Organize datasets and reports to avoid duplicates
- Apply Row Level Security for sensitive data
- Schedule refreshes to keep data current
- Use KAUST managed data sources for official reporting
Accessibility tip: Use clear labels and color combinations that meet accessibility standards. Power BI’s Accessibility Checker helps ensure visuals are readable for everyone.
Data Security and Compliance
- Follow KAUST data classification and sharing guidelines
- Store and share reports only through KAUST managed Microsoft 365 accounts
- Do not share confidential or restricted data externally
- For large research datasets or specialized storage, use approved KAUST platforms such as DataWaha or Research and Lab Workstations
For details, visit the Information Security page. For data ownership, workspace management, or report governance questions, refer to KAUST’s Data Governance Framework or contact Information Technology.
Power BI at KAUST
Power BI supports operational dashboards, academic and research visualization, and planning analytics across the University. Using Power BI keeps reporting within KAUST’s secure Microsoft cloud and aligns with Information Security and Data Privacy standards.
Common examples at KAUST include:
- Visualizing research output trends and KPIs
- Monitoring IT service performance metrics
- Tracking HR and training participation
- Analyzing procurement and budget reports
Related Tools and Integrations
- Microsoft Teams: Share and discuss dashboards in channels
- SharePoint Online: Publish Power BI reports on pages
- Power Automate: Trigger workflows based on alerts and events
- Microsoft Excel: Export visuals or data for deeper analysis
Quick Start Checklist
- Sign in to Power BI with your KAUST account
- Connect to a data source such as Excel, SharePoint, or a database
- Create and publish your first report
- Request a Pro license if you need to collaborate or share
- Complete one Microsoft Learn module and review a LinkedIn Learning course
Version Updates
Power BI is updated monthly with new features and enhancements. See the latest announcements on the Power BI Blog.
Need Help?
- Use VITA at it.kaust.edu.sa to log a ticket
- Visit the IT Service Desk in Building 14, 8 AM to 5 PM, Sunday to Thursday
- Call 910 or 012-808-0910 during business hours
