Power BI

Dashboard in a Day
Lab 1

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Contents
Introduction ............................................................................................................................................... 3
Power BI Desktop ....................................................................................................................................... 3
Power BI Desktop – Accessing Data ........................................................................................................ 3
Power BI Desktop – Data Preparation ................................................................................................... 19
References ............................................................................................................................................... 40

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Introduction
Today you will learn about various key features of the Power BI service. This is an introductory course
intended to teach you how the author builds reports using the Power BI Desktop, create operational
dashboards, and share content via the Power BI Service.

By the end of this lab, you will have learned:

• How to load data from Microsoft Excel and Comma-Separated Values (CSV) sources
• How to manipulate the data to prepare it for reporting
• How to prepare the tables in Power Query and load them into the model

Learning these steps will prepare you for the modeling exercises in Lab 2. Additionally, the results of this
lab will be the starting point for Lab 2.

Power BI Desktop
Power BI Desktop – Accessing Data
In this section, you will import VanArsdel’s and its competitors’ USA sales data. You will then import and
merge sales data from other countries.

Power BI Desktop – Get Data

The dataset for this course contains sales data of VanArsdel and other competitors. We have seven years
of transaction data by day, product, and zip code for each manufacturer. We are going to analyze data
from seven countries.

USA sales data is in a CSV file located in the Usages subfolder within the Data folder (/Data/USSales).

Sales of all other countries is in the InternationalSales subfolder within the Data folder
(/Data/InternationalSales). Each country’s sales data is in a CSV file in this folder.

Product, Geography, and Manufacturer information is in a Microsoft Excel file called bi_dimensions.xlsx in
the USSales subfolder within the Data folder (/Data/USSales/).

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1. If you don’t already have the Power BI Desktop open, launch it now.
2. If you have not signed into the Power BI Desktop, select the Get started option.
3. Sign in using your Power BI credentials.
4. You will see the startup screen open. Select the X in the top right corner of the dialog box to close it.

Next, let’s set the Locale to US English to make it convenient in the rest of this lab.

5. From the ribbon, select File, then choose Options and settings. Then, select Options.

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6. Within the pane to the left of the Options dialog box, select Regional Settings under Current File.
7. From the Locale drop-down, select English (United States).
8. Then, select OK to close the dialog box.

The next step is to load data into the Power BI Desktop.

Note: Power BI Desktop has the capability to connect to 300+ data sources. The
newest sources are part of Microsoft Fabric’s OneLake data hub. You will not be
using OneLake in today’s class but to learn more read here:
https://learn.microsoft.com/en-us/power-bi/fundamentals/fabric-get-started

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We are using CSV and Excel data files in this lab for simplicity. If you would like a full list of data sources,
please visit this link: https://docs.microsoft.com/en-us/power-bi/connect-data/desktop-data-sources

Start by loading USA Sales data, which is in a CSV file.

9. From the ribbon at the top of the screen, select the Home tab. Then, choose the Get Data drop-down
(not the icon).
10. Select Text/CSV from the options list.

11. Browse to the DIAD folder (this folder may be called Attendee if you did not rename it in Lab 0),
double-click Data, double-click the USSales folder, and then select the Sales.csv file.
12. Then, select the Open button.

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 Note: If your folder appears empty then this likely means you forgot to unzip your
class files. Navigate to your location where you saved the class files and unzip the
files by right-clicking on the .zip file, then select Extract All.

Power BI detects the data type within each column. There are options to detect the data type based on
the first 200 rows, based on the entire dataset or to not detect the data. Since our dataset is large and it
will take time and resources to scan the complete dataset, we will leave the default option of selecting
the dataset based on the first 200 rows.

After completing your selection, you have three options – Load, Transform Data or Cancel.
• Load adds the data from the source into Power BI Desktop for you to start creating reports.
• Transform Data allows you to perform data shaping operations such as merging columns, adding
additional columns, changing data types of columns as well as bringing in additional data.
• Cancel returns you back to the main canvas.

12. Within the Sales.csv dialog window, select the Transform Data button.

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You should be in the Query Editor window as shown in the screenshot below. The Query Editor is used to
perform data shaping operations. Notice that the sales file you connected shows as a query in the pane to
the left of the screen. You can see a preview of the data in the center pane. Power BI predicts the data
type of each field (based on the first 200 rows) as indicated by the icons to the right of each column
header. Within the pane to the right of the screen, steps that the Query Editor performs are recorded
within the APPLIED STEPS section.

13. Notice that Power BI has set the Zip column to the data type Whole Number. To ensure that the
leading zero is not dropped from Zip codes that start with zero, we will format them as Text. To do
this, select the Zip column. Then, from the ribbon, select the Home tab. From the menu at the top of
the screen, within the Transform group, select the Data Type drop-down and choose the Text option.

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14. The Change Column Type notification box opens. Select the Replace current button which overwrites
Power BI’s predicted data type.

IMPORTANT!
Missing these last two steps can impact your experience later.

Now, let’s get the data that is in the Excel source file called bi_dimensions.xlsx.

15. From the ribbon at the top of the screen, select the Home tab, choose the New Source drop-down
(not the icon), and then select Excel Workbook.

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16. Browse to the DIAD folder, double-click Data, double-click the USSales folder, and then select
bi_dimensions.xlsx.
17. Then, select the Open button. The Navigator dialog box will appear.

The Navigator dialog will open. Within the list to the left of the dialog, you will see three sheets listed that
are within the Excel workbook. It also lists the Product_Table which is a pre-defined Excel table.

Note: Excel Tables are differentiated from Worksheets by using different icons.

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18. From the list to the left of the dialog, select the checkbox for geo. In the preview pane, notice that the
first few rows are headers and are not part of the data. We will remove them shortly.
19. Select the checkbox for manufacturer. In the preview pane, notice that the last couple of rows are
footers and are not part of the data. We will remove them shortly.
20. Select the checkbox for Product_Table. Notice the different icon indicates that this data is stored in
an Excel table.
21. Make sure that Product_Table, geo and manufacturer are selected within the pane to the left, and
then select OK. Notice that three sheets are added as queries in the Query Editor

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Power BI Desktop – Adding additional data
In this scenario, the international subsidiaries have agreed to provide their sales data so that the
company’s sales can be analyzed together. You’ve created a folder where they each put their data.
To analyze all the data together, you need to import the new data from each of the subsidiaries and
combine it with the US Sales you loaded earlier.
You can load the files one at a time, like you loaded the US Sales data, but Power BI provides an easier way
to load all the files in a folder together at once.

22. From the Home tab of the Query Editor, select the New Source drop-down (not the icon).
23. Select More… from the options list. The Get Data dialog will open.

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24. Within the Get Data dialog box, select Folder from the All list.
25. Then, select the Connect button and the Folder dialog box will open.

26. Within the Folder dialog box, select the Browse… button.
27. In the Browse For Folder dialog, navigate to the location where you unzipped the class files.
28. Open the DIAD folder, then open the Data folder. Select the InternationalSales folder.
29. Select OK to close the Browse for Folder dialog box. Then, select OK to close the Folder dialog box.

Note: This approach will load all the files located in the folder. This is useful when you
have a group that puts files on an FTP site each month and you are not always sure
of the names of the files or the number of files. All the files must be of the same file
type with columns in the same order.

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The selected folder dialog box will display the list of files within the folder.

30. Select the Combine & Transform Data button at the bottom of the dialog box.

Note: The data in your file for Date accessed, Date modified, and Date created
might be different than the dates displayed in the screenshot above.

The Combine Files dialog box will open. By default, Power BI will again detect the data type based on the
first 200 rows. Notice there is an option to select various file Delimiters. The file we are working with is
Comma delimited, so let’s leave the default Delimiter option as Comma.

There is also an option to select each individual file in the folder (using Example File drop-down) to
validate the format of the files.

31. Select the OK button located at the bottom of the dialog window.

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You will now be in the Power Query Editor window with a new query named InternationalSales.

32. If you do not see the Queries pane to the left of the screen, select the > (greater than) icon to expand
and now view the Queries pane.
33. If you do not see the Query Settings pane on the right of the screen, select the View tab in the ribbon
and choose Query Settings to view the pane.
34. Select InternationalSales from the query pane on the left.

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Notice that the Zip column is of the Whole Number type. Based on the first 200 rows, Power BI thinks the
Zip column consists of whole numbers. But zip code could be alpha numeric in some countries or regions
or contain leading zeros. If we do not change the data type, we will receive an error when we load the
data shortly. So, let’s change the Zip column to data type Text.

35. Select the Zip column within the InternationalSales query, and then change the Data Type to Text
using the drop-down under the Home tab.

36. The Change Column Type dialog box will open. Select the Replace Current button when prompted.

Within the Queries pane, notice that a Transform File from the InternationalSales folder is created. This
contains the function used to load each of the files from the folder.
If you compare the InternationalSales and the Sales table, you will see the InternationalSales table
contains two new columns: Source.Name and Country.

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37. We do not need the Source.Name column within the InternationalSales query. Select the
Source.Name column and from the ribbon, select the Home tab. Choose the Remove Columns drop-
down (not the icon), and then select Remove Columns again.

Note: You may find that Australia is the only country displayed. This due to the
Power Query Editor displaying only the first 1000 rows of any data source. To
validate you have the data from all country files you can optionally select the
drop-down menu next to the Country column, then select Load more.

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 You will now see that Australia, Canada, Germany, Japan, Mexico, and Nigeria
are all selected.

If you did this optional step, select Cancel.

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Power BI Desktop – Data Preparation
In this section, we will explore methods to transform data. Transforming the data by renaming tables,
updating data types, and appending tables together ensures that the data is ready to be used for
reporting. In some instances, this means cleaning the data up so that similar sets of data can be combined.
In other instances, groups of data are renamed so that they are more easily recognized by end users and
report writing is simplified.

Power BI Desktop – Renaming tables

The Query Editor window should appear as shown below.

• If formula bar is disabled, you can turn on the formula bar from the View ribbon. This enables you to
see the “M” code generated by each click within the ribbons.
• Select the options available within the ribbon - Home, Transform, Add Column, and View - to review
the various features available.

38. Within the Queries pane, minimize the folder called Transform Files from InternationalSales.
39. Next, rename the queries listed within the Queries pane. Using the text field within the Properties
section of the Query Settings pane, use the new names listed below to change the name of each of
the queries listed. After entering the new name within the text field, hit Enter on your keyboard to
save the new name of the query.

Initial Name Final Name

Sales Sales
geo Geography
manufacturer Manufacturer
Product_Table Product
InternationalSales International Sales

Note: It is a best practice to provide descriptive query and column names. These names
are used in visuals and in the Q&A section of Power BI, which is covered in a later lab.

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Power BI Desktop – Filling empty values
In our scenario, some of the data is not in the right format. Power BI provides extensive transformation
capabilities to clean and prepare data to meet your needs. Let’s start by selecting the Product query from
the Queries pane.
Notice that the Category column has a lot of null values. Hover over the green/gray bar (known as the
quality bar) below the column header. This allows you to easily identify errors and empty values in your
data previews. It looks like there are values in the Category column only when the value changes. We need
to provide data in this column so there are values in each row.

40. With the Product query selected from the Queries pane, select the Category column.
41. From the ribbon, select the Transform tab, choose the Fill drop-down, and then select the Down
option.

Notice how all the null values are filled with the appropriate Category values.

Note: The fill down operation takes a column and traverses through the values in
it to fill any null values in the next rows until it finds a new value. This process
continues on a row-by-row basis until there are no more values in that column.

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Power BI Desktop – Splitting columns
In the Product query, notice the Product column. It looks like the product name and product segment are
concatenated into one field with a pipe (|) separator. Let’s split them into two columns. This will be useful
when we build visuals so we can analyze based on both fields.
42. From the Queries pane to the left, ensure that the Product query is selected.
43. Select the Product column from the query table.
44. From the ribbon, select the Transform tab, expand the Split Column drop-down, and then select By
Delimiter. The Split Column by Delimiter dialog box opens.

45. Within the dialog box, ensure that Custom is selected in the Select or enter delimiter drop-down
menu.

Note: The Select or enter delimiter drop-down menu has some of the standard
delimiters like comma, colon, and so on.

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46. Notice that within the text box, there is a hyphen (-). Power BI assumes we want to split by hyphen.
Remove the hyphen symbol and enter the pipe symbol (|). Then, select OK.

Note: If the delimiter occurs multiple times, the Split at section provides the option
to split only once (either left most or right most) or the option to split the column
on each occurrence of the delimiter.
In this scenario, the delimiter occurs only once, therefore the Product column is
split into two columns.

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Power BI Desktop – Renaming columns
Let’s rename the columns now to something more user friendly.

47. Select the Product.1 column, and then right-click next to the column name.
48. Choose Rename… from the options menu.
49. Rename the field to Product.
50. Use the same steps to rename Product.2 to Segment.

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Power BI Desktop – Using Column From Examples to split columns
In the Product query, notice that the Price column has price and currency concatenated into one field. To
do any calculations we only need the numeric value. Therefore, we need to split this field into two
columns. We can use the split feature like earlier or we can use Column From Examples. Column From
Examples is handy in scenarios where the pattern is more complex than simply a delimiter.

51. From the Queries pane to the left of the screen, ensure that the Product query is selected.
52. From the ribbon at the top of the screen, select the Add Column tab, choose the Column From
Examples drop-down, and then select From All Columns.

53. Within the first row of the newly added Column1, enter the first Price value, 412.13, and hit Enter on
your keyboard.

Notice after you hit Enter, Power BI knows that you want to split the Price column. The formula Power BI
uses is displayed as well.

Note: A common mistake that can occur here is the Column From Example feature may
attempt to auto-type USD 412.13 with the Intellisense feature. DO NOT accept this auto-
typed value.

54. Double-click the column header of the newly added column within the query table.
55. Rename the column to MSRP and select OK to apply the changes.

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Notice that the MSRP field has a Data Type of Text. The Data Type that it needs to be is decimal. Let’s
change it.

56. Select the ABC icon to the left of the MSRP column header.
57. From the menu, select Fixed Decimal Number. Notice that all the steps we performed on the Product
query are being recorded under APPLIED STEPS in the right panel.

Now let’s create a Currency column in the same way.

58. With the Product query selected, from the ribbon, select the Add Column tab, choose the Column
From Examples drop-down, and then select From All Columns.

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59. Within the first row of the newly added Column1 enter the first Currency value as USD and then hit
Enter on your keyboard.
60. Rename the column header Text Before Delimiter to now be named Currency.
61. Select OK to apply the changes.

Notice that after you hit Enter, Power BI knows you want to split the Price column. The formula it uses is
displayed above as well.

Now that we have split the Price column into the MSRP and Currency columns, we no longer need the
original Price column. Let’s remove it.

62. Ensure that you are still viewing the Product query. Right-click on the Price column.
63. Select Remove from the options menu.

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Power BI Desktop – Removing unwanted rows
In the Geography query, notice that the first two rows are informational. They are not part of the data.
Similarly, in the Manufacturer query, the last couple of rows are not part of the data. Let’s remove them
so we have a clean dataset to work with.

64. Within the Queries pane to the left of the screen, select the Geography query.
65. From the ribbon, select the Home tab, choose the Remove Rows drop-down, and then select Remove
Top Rows.

66. The Remove Top Rows dialog box opens. Enter 2 in the text box since we want to remove the top
informational data row and the blank second row.
67. Then, select OK.

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Notice the first row in the Geography query contains the column headers. Let’s move them into the
column header position.

68. Ensure that the Geography query is still selected within the Queries pane. From the ribbon at the top
of the screen, select the Home tab, and then choose Use First Row as Headers (not the drop-down).

With that step, Power BI will predict the data type of each field again. Notice that the column Zip was
changed to the Number Data Type. Let’s change it to Text again as we did earlier. If we don’t, we will see
errors when we load the data.

69. Select the data type icon to the left of the Zip column header. From the options menu, select Text.

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70. Select Replace Current in the Change Column Type dialog box.
71. From the Queries pane, select the Manufacturer query. Notice the bottom three rows are not part of
the data. Let’s remove them.
72. From the ribbon, select the Home tab, choose the Remove Rows drop-down, and then select Remove
Bottom Rows.

73. The Remove Bottom Rows dialog box opens. Enter 3 in the Number of rows text box.
74. Then, select OK.

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Power BI Desktop – Transposing data

75. From the Queries pane to the left of the screen, select the Manufacturer query. Notice that the
ManufacturerID, Manufacturer, and Logo data are laid across in rows. Also notice that the header is
not useful. We need to transpose the table to meet our needs.
76. From the ribbon at the top of the screen, select the Transform tab, then choose Transpose.

Notice that this transposes the data into columns. Now we need the first row to be the header.

77. From the ribbon at the top of the screen, select the Home tab, and then choose the Use First Row as
Headers button (not the drop-down).

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Notice that now the Manufacturer table is laid out the way we need it with a header and values along
columns.

Also, notice that with the Query Settings pane, under APPLIED STEPS, you will see the list of
transformations and steps that have been applied. You can navigate through each change made to the
data by selecting the step. Steps can also be deleted by choosing the X that appears to the left of the step.
The properties of each step can be reviewed by selecting the gear to the right of the step.

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Power BI Desktop – Appending queries
To analyze the sales of all countries, it is convenient to have a single Sales table. To do this, you need to
append all the rows from the International Sales query to the Sales query.

78. Within the Queries pane to the left of the screen, select the Sales query.
79. From the ribbon at the top of the screen, select the Home tab, and then choose Append Queries
button (not the drop-down).
80. The Append dialog box opens. There is an option to append Two tables or Three or more tables.
Leave Two tables selected since we are appending just two tables.
81. From the Table to append drop-down, select International Sales. Then, select OK.

You will now see a new column in the Sales table called Country. Since the International Sales query had
the additional column for Country, the Power Query Editor added the Country column to the newly
updated Sales table when it loaded the values from the International Sales query.
You may also notice that there are null values within the Country column by default for the Sales table
rows. This is because that column did not exist for the table with USA data. We will now add the value
USA as a data shaping operation.

82. From the ribbon at the top of the screen, select the Add Column tab, and then choose the Conditional
Column button.

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83. In the Add Conditional Column dialog box, enter the name of the column as CountryName.
84. Select Country from the Column Name drop-down menu.
85. Choose equals from the Operator drop-down menu.
86. Enter null in the Value text box.
87. Enter USA in the Output text box.

88. Select the drop-down menu under Else and then choose the Select a column option.
89. Choose Country from the column drop-down menu.
90. Then select OK.

This reads: If the current Country value is equal to null, then the value should return USA; otherwise, if the
value is not null, then use the current Country value.

Note: A common mistake on the previous step is that the Else may not being set correct.
Please double check your Else part of the conditional column matches the screenshot above.

91. You will see the CountryName column in the Query editor window. Notice that within the APPLIED
STEPS list, it has added to the list the action you just completed.

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The original Country column containing the null values is no longer needed and can be removed from
the final table for analysis.

92. Right-click on the Country column within the Sales query, and select Remove from the options menu.

With this column now removed, we can now rename the CountryName column to Country.

93. Right-click on the CountryName column within the Sales query, and rename it to Country.
94. Select the Data Type icon to the left of the Country column header and change the Data Type to Text.
95. Next, select the Data Type icon to the left of the Revenue column header and change the Data Type
to Fixed decimal number. We do this because it is a currency field.

Note: The difference between a Fixed decimal number and a Decimal number is related to the length
and precision of the decimal places. https://learn.microsoft.com/en-us/power-bi/connect-
data/desktop-data-types#number-types

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When the data is refreshed, it will process through all the APPLIED STEPS that you have created.

The newly named Country column will have names for all countries, including the USA. You can validate
this by selecting the drop-down menu next to the Country column to see the unique values.

96. At first, you will only see USA data. Select the drop-down arrow to the right of the Country column
header. Select Load more to validate your data from all seven countries.
97. Select Cancel to close this filter. You do not need to apply this filter to the data.

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Now that the International Sales data is appended to the Sales query, in order to avoid duplicating data
we should suppress the International Sales table from loading into the data model.

98. From the Queries pane to the left of the screen, select the International Sales query.
99. Right-click on the International Sales query within the Queries pane, and then choose Enable Load to
deselect this setting. This will disable loading of the International Sales query into the data model.
(You should see the name of this query become italicized in the Queries pane after deselecting the
Enable load option)

Note: The appropriate data from the International Sales table will load onto the Sales table
each time the model is refreshed. By removing the International Sales table, we are preventing
duplicate data from loading into the model and increasing its file size. In some instances,
storing very large amounts of data affects the data model performance.

100. You may receive a message about Possible Data Loss Warning. If so, select Continue when this
warning appears.
101. Next, while the International Sales query is still selected, choose the View tab from the ribbon and
then select the Query Dependencies button.

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This opens the Query Dependencies dialog box. The dialog box shows the source of each query and its
dependencies. For example, we see that the Sales query has a CSV file source and a dependency on the
International Sales query. This is a useful information to share knowledge with your team members.

102. Select Close at the bottom of the dialog box.

Note: That you can zoom in and out of the Query

Dependencies view as needed.

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You have now successfully completed import and data shaping operations and are ready to load the data
into the Power BI Desktop data model to visualize the data.

103. From the ribbon at the top of the screen, select the File tab, then choose Close & Apply. This will
close out the power query window and apply all changes.

All the data will be loaded in memory in the Power BI Desktop. You will see the progress dialog box with
the number of rows being loaded in each table as shown in the Figure. Once the load completes the
results of this Power BI Desktop file will be used in Lab 02.

Note: It may take several minutes to load all the tables.

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104. Once the data has finished loading, select the File tab from the ribbon at the top of the screen.
105. Then, from the options menu to the left, select Save to save the file. Name the file as
MyFirstPowerBIModel. Save the file within the DIAD Reports (\DIAD\Reports) folder.

106. Within the navigation pane to the left of the screen, select the Data icon to view the data that
was loaded. If you need to return to the Power Query editor again, navigate to Home → Transform
Data → Transform data.

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References
Dashboard in a Day introduces you to some of the key functions available in Power BI. In the ribbon of the
Power BI Desktop, the Help section has links to some great resources.

Here are a few more resources that will help you with your next steps with Power BI.
• Getting started: http://powerbi.com
• Power BI Desktop: https://powerbi.microsoft.com/desktop
• Power BI Mobile: https://powerbi.microsoft.com/mobile
• Community site https://community.powerbi.com/
• Power BI Getting started support page:
https://support.powerbi.com/knowledgebase/articles/430814-get-started-with-power-bi
• Support site https://support.powerbi.com/
• Feature requests https://ideas.powerbi.com/forums/265200-power-bi-ideas
• New ideas for using Power BI https://aka.ms/PBI_Comm_Ideas
• Power BI Courses http://aka.ms/pbi-create-reports
• Power Platform https://powerplatform.microsoft.com/en-us/instructor-led-training/
• Power Apps Business Apps | Microsoft Power Apps
• Power Automate Power Automate | Microsoft Power Platform
• Dataverse What is Microsoft Dataverse? - Power Apps | Microsoft Docs

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By using this demo/lab, you agree to the following terms:

The technology/functionality described in this demo/lab is provided by Microsoft Corporation for purposes of
obtaining your feedback and to provide you with a learning experience. You may only use the demo/lab to
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Maintained by: Microsoft Corporation
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THIS DEMO/LAB PROVIDES CERTAIN SOFTWARE TECHNOLOGY/PRODUCT FEATURES AND FUNCTIONALITY,

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COMPLEX SET-UP OR INSTALLATION FOR THE PURPOSE DESCRIBED ABOVE. THE TECHNOLOGY/CONCEPTS
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This demo/lab contains only a portion of new features and enhancements in Microsoft Power BI. Some of the
features might change in future releases of the product. In this demo/lab, you will learn about some, but not
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Maintained by: Microsoft Corporation