Utilize hyperlinks within the index to access the corresponding chapter

(MIS Course)
MIS with Power BI

Aslam Moosa

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 Utilize hyperlinks within the index to access the corresponding chapter

Table of Contents
1. Management Information Systems 4
2. Case Study on MIS: Information System in Restaurant 16
3. Starting with Power BI 18
4. Get data with Power BI Desktop 24
5. Model data in Power BI 30
6. Use visuals in Power BI 38
7. Explore data in Power BI 49
8. Publish and share in Power BI 55
9. Introduction to DAX 58
10. Assignment 1-Power BI 65
11. Assignment 2-Power BI 65
12. Assignment 3-Power BI 66
13. Assignment 4-Power BI 67
 Management Information Systems

What is Management Information Systems (MIS)

• Management Information Systems (MIS) is the study of people, technology, and organizations.
• A management information system (MIS) is a computerized database of financial information organized
and programmed in such a way that it produces regular reports on operations for every level of
management in a company. It is usually also possible to obtain special reports from the system easily.

Some popular MIS Questions:

• List of MIS Practical Questions
• How many Companies are mentioned?
• How many companies mentioned along with its total sales?
• Which companies have offices in which countries?
• Models offered by companies.
• Monthly sales of all companies
• Best Seller Company in a month.
• Best Seller Model in a month.
• Highest selling city in the month.
• Lowest selling city in a month.
• Average sales in a month.

Lets See how we can create a few of these reports:

1.How many Companies are mentioned?
• Tap on any one cell of your Excel sheet (Raw data)
• Go to Insert and click on Pivot table
• Check if the new worksheet is selected, click ok

• The new sheet will be opened along with the Pivot Table
• Select company name in the pivot table and you will get total companies name.

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2) How many companies are mentioned along with its total sales?

• With respect to previous question, select total sales in the pivot table and you will get the total
companies along with total sales of all years.

3) Which companies have offices in which countries?

• Tap on any one cell of your Excel sheet (Raw data)
• Go to Insert and click on Pivot table
• Check if the new worksheet is selected, click ok.
• Select Country and then Company name in pivot table.

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 • You will get to see which companies have offices in which countries.
• If you want total sales of company’s car in countries. Then, just select Total Sales also in pivot
table.

• You will get to see the total sales of company’s car in different countries.

4) Models offered by companies.

• Again repeat the above same steps.
• Tap on any one cell of your Excel sheet (Raw data)
• Go to Insert and click on Pivot table
• Check if the new worksheet is selected, click ok.
• Select Company name and then model name.
• You will get to see which companies have which model.

5) Monthly sales of all companies

• Select Pivot table in a new sheet again as above.
• Select company and select whichever month’s sales you want to know.

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If you just want BMW’s total monthly sales, then click on the arrow key of companies name and select only
BMW.

It will reflect like the image below

6) Best Seller Company in a month.

•Select Pivot table in a new sheet again as above.
• Select company name and any month’s sales.
• Now, click on any cell of sales and right click, Sort, Sort largest to smallest.
• You will get the Best seller company in the month January.
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7) Best Seller Model in a month.
• Select Pivot table in a new sheet again as above.
• Select Model name and any month’s sales.
• Now, click on any cell of sales and right click, Sort, Sort largest to smallest.
• You will get the Best seller model of the month January.

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It will reflect like the image below

8) Highest selling city in the month.

• Select Pivot table in a new sheet again as above.
• Select city and then any month.
• Again right click on any cell of sales and right click, Sort, Sort largest to smallest.
• You will get highest selling city in a month.

It will reflect like the image below

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9) Lowest selling city in a month.
• Same as above, just select sort, smallest to largest.

It will reflect like the image below

10) Average sales in a month

• Select Pivot table in a new sheet again as above.
• Select company name and then any month.
• Again right click on any cell of sales and right click - Summarize data by - Average.
• You will get average sales in a month.

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It will reflect like the image below

1) Graphical presentation of data using Charts and Graphs (Vertical chart)

• Click on any figure of data and go to insert tab
• Now select column chart.

Graphical presentation of data using Charts and Graphs (Horizontal chart)

• Click on any figure of data and go to insert tab.
• Now select Bars.
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You can also go to design and can make alterations in your graph through chart layouts or more colors.

Pie chart
• Click on any figure of data and go to insert tab.
• Now select any chart according to your data given.
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Line Chart
• Click on any figure of data and go to insert tab.
• Now select line chart according to your data given.

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You can also go to design and can make alterations in your graph through chart layouts or more colors.

Pie chart
• Click on any figure of data and go to insert tab.
• Now select any chart according to your data given.
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Line Chart
• Click on any figure of data and go to insert tab.
• Now select line chart according to your data given.

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 Case Study on MIS: Information System in Restaurant

Case Summary:
A waiter takes an order at a table, and then enters it online via one of the six terminals located in the
restaurant dining room. The order is routed to a printer in the appropriate preparation area: the cold item
printer if it is a salad, the hot-item printer if it is a hot sandwich or the bar printer if it is a drink. A
customer’s meal check-listing (bill) the items ordered and the respective prices are automatically
generated. This ordering system eliminates the old three-carbon-copy guest check system as well as any
problems caused by a waiter’s handwriting. When the kitchen runs out of a food item, the cooks send out an
‘out of stock’ message, which will be displayed on the dining room terminals when waiters try to order that
item. This gives the waiters faster feedback, enabling them to give better service to the customers. Other
system features aid management in the planning and control of their restaurant business. The system
provides up-to-the-minute information on the food items ordered and breaks out percentages showing sales
of each item versus total sales. This helps management plan menus according to customers’ tastes. The
system also compares the weekly sales totals versus food costs, allowing planning for tighter cost controls.
In addition, whenever an order is voided, the reasons for the void are keyed in. This may help later in
management decisions, especially if the voids consistently related to food or service. Acceptance of the
system by the users is exceptionally high since the waiters and waitresses were involved in the selection and
design process. All potential users were asked to give their impressions and ideas about the various systems
available before one was chosen.

Questions:
1.In the light of the system, describe the decisions to be made in the area of strategic planning, managerial
control and operational control? What information would you require to make such decisions?

2.What would make the system a more complete MIS rather than just doing transaction processing?

3.Explain the probable effects that making the system more formal would have on the customers and the
management.

Solution of Management Information System in Restaurant Case Study:

1.A management information system (MIS) is an organized combination of people, hardware,
communication networks and data sources that collects, transforms and distributes information in an
organization. An MIS helps decision making by providing timely, relevant and accurate information to
managers. The physical components of an MIS include hardware, software, database, personnel and
procedures.

Management information is an important input for efficient performance of various managerial functions at
different organization levels. The information system facilitates decision making. Management functions
include planning, controlling and decision making. Decision making is the core of management and aims at
selecting the best alternative to achieve an objective. The decisions may be strategic, tactical or technical.
Strategic decisions are characterized by uncertainty. They are future oriented and relate directly to planning
activity. Tactical decisions cover both planning and controlling. Technical decisions pertain to implementa-
tion of specific tasks through appropriate technology. Sales region analysis, cost analysis, annual budgeting,
and relocation analysis are examples of decision-support systems and management information systems.

Advantages of an online computer system:

• Eliminates carbon copies
• Waiters’ handwriting issues
• Out-of-stock message
• Faster feedback, helps waiters to service the customers Advantages to management:
• Sales figures and percentages item-wise
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 • Helps in planning the menu
• Cost accounting details

2. If the management provides sufficient incentive for efficiency and results to their customers, it would
make the system a more complete MIS and so the MIS should support this culture by providing such
information which will aid the promotion of efficiency in the management services and operational system.
It is also necessary to study the keys to successful Executive Information System (EIS) development and
operation. Decision support systems would also make the system a complete MIS as it constitutes a class
of computer-based information systems including knowledge-based systems that support decision-making
activities. DSSs serve the management level of the organization and help to take decisions, which may be
rapidly changing and not easily specified in advance.

Improving personal efficiency, expediting problem solving (speed up the progress of problems
solving in an organization), facilitating interpersonal communication, promoting learning and training,
increasing organizational control, generating new evidence in support of a decision, creating a competitive
advantage over competition, encouraging exploration and discovery on the part of the decision maker,
revealing new approaches to thinking about the problem space and helping automate the managerial
processes would make the system a complete MIS rather than just doing transaction processing.

3. The management system should be an open system and MIS should be so designed that it highlights the
critical business, operational, technological and environmental changes to the concerned level in the
management, so that the action can be taken to correct the situation. To make the system a success,
knowledge will have to be formalized so that machines worldwide have a shared and common
understanding of the information provided. The systems developed will have to be able to handle enormous
amounts of information very fast.

An organization operates in an ever-increasing competitive, global environment. Operating in a global

environment requires an organization to focus on the efficient execution of its processes, customer service,
and speed to market. To accomplish these goals, the organization must exchange valuable information across
different functions, levels, and business units. By making the system more formal, the organization can more
efficiently exchange information among its functional areas, business units, suppliers, and customers.

As the transactions are taking place every day, the system stores all the data which can be used later on
when the hotel is in need of some financial help from financial institutes or banks. As the inventory is always
entered into the system, any frauds can be easily taken care of and if anything goes missing then it can be
detected through the system.

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 Starting with Power BI

Microsoft Power BI is a collection of software services, apps, and connectors that work together to turn your
unrelated sources of data into coherent, visually immersive, and interactive insights. Whether your data is a
simple Microsoft Excel workbook, or a collection of cloud-based and on-premises hybrid data warehouses,
Power BI lets you easily connect to your data sources, visualize (or discover) what’s important, and share
that with anyone or everyone you want.

Power BI can be simple and fast, capable of creating quick insights from an Excel workbook or a local
database. But Power BI is also robust and enterprise-grade, ready not only for extensive modeling and
real-time analytics, but also for custom development. Therefore, it can be your personal report and
visualization tool, but can also serve as the analytics and decision engine behind group projects, divisions,
or entire corporations.

If you’re a beginner with Power BI, this module will get you going. If you’re a Power BI veteran, this
module will tie concepts together and fill in the gaps.

The parts of Power BI

Power BI consists of a Microsoft Windows desktop application called Power BI Desktop, an online SaaS
(Software as a Service) service called the Power BI service, and mobile Power BI apps that are available on
Windows phones and tablets, and also on Apple iOS and Google Android devices.

These three elements—Desktop, the service, and Mobile apps—are designed to let people create, share, and
consume business insights in the way that serves them, or their role, most effectively.

How Power BI matches your role

How you use Power BI might depend on your role on a project or a team. And other people, in other roles,
might use Power BI differently, which is just fine.

For example, you might view reports and dashboards in the Power BI service, and that might be all you do
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with Power BI. But your number-crunching, business-report-creating coworker might make extensive use
of Power BI Desktop (and publish Power BI Desktop reports to the Power BI service, which you then use to
view them). And another coworker, in sales, might mainly use her Power BI phone app to monitor progress
on her sales quotas and drill into new sales lead details.

You also might use each element of Power BI at different times, depending on what you’re trying to achieve,
or what your role is for a given project or effort.

Perhaps you view inventory and manufacturing progress in a real-time dashboard in the service, and also use
Power BI Desktop to create reports for your own team about customer engagement statistics. How you use
Power BI can depend on which feature or service of Power BI is the best tool for your situation. But each
part of Power BI is available to you, which is why it’s so flexible and compelling.

The flow of work in Power BI

A common flow of work in Power BI begins in Power BI Desktop, where a report is created. That report is
then published to the Power BI service and finally shared, so that users of Power BI Mobile apps can con-
sume the information.

It doesn’t always happen that way, and that’s okay. But we’ll use that flow to help you learn the different
parts of Power BI and how they complement each other.

Use Power BI
As you learn about all the things that can be done with Power BI, keep in mind that all these activities, and
all the analysis that’s done with Power BI, generally follow a common flow. The common flow of activity in
Power BI looks like this:

Bring data into Power BI Desktop, and create a report.

Publish to the Power BI service, where you can create new visualizations or build dashboards. Share
dashboards with others, especially people who are on the go.

View and interact with shared dashboards and reports in Power BI Mobile apps.

As mentioned earlier, you might spend all your time in the Power BI service, viewing visuals and reports
that have been created by others. And that’s just fine. Someone else on your team might spend all her time in
Power BI Desktop, which is fine too. To help you understand the full continuum of Power BI and what it can
do, we’ll show you all of it. Then you can decide how to use it to your best advantage.
19
Building blocks of Power BI
Everything you do in Microsoft Power BI can be broken down into a few basic building blocks. After you
understand these building blocks, you can expand on each of them and begin creating elaborate and complex
reports. After all, even seemingly complex things are built from basic building blocks. For example, build-
ings are created with wood, steel, concrete and glass, and cars are made from metal, fabric, and rubber. Of
course, buildings and cars can also be basic or elaborate, depending on how those basic building blocks are
arranged.

Let’s take a look at these basic building blocks, discuss some simple things that can be built with them, and
then get a glimpse into how complex things can also be created.

Here are the basic building blocks in Power BI:

• Visualizations
• Datasets
• Reports
• Dashboards
• Tiles

Visualizations
A visualization (sometimes also referred to as a visual) is a visual representation of data, like a chart, a
color-coded map, or other interesting things you can create to represent your data visually. Power BI has all
sorts of visualization types, and more are coming all the time. The following image shows a collection of
different visualizations that were created in the Power BI service.

Visualizations can be simple, like a single number that represents something significant, or they can be vis-
ually complex, like a gradient-colored map that shows voter sentiment about a certain social issue or con-
cern. The goal of a visual is to present data in a way that provides context and insights, both of which would
probably be difficult to discern from a raw table of numbers or text.

Datasets
A dataset is a collection of data that Power BI uses to create its visualizations. You can have a simple dataset
that’s based on a single table from a Microsoft Excel workbook, similar to what’s shown in the following
image.
20
Datasets can also be a combination of many different sources, which you can filter and
combine to provide a unique collection of data (a dataset) for use in Power BI.

For example, you can create a dataset from three database fields, one website table, an Excel table, and
online results of an email marketing campaign. That unique combination is still considered a single dataset,
even though it was pulled together from many different sources.

Filtering data before bringing it into Power BI lets you focus on the data that matters to you. For example,
you can filter your contact database so that only customers who received emails from the marketing
campaign are included in the dataset. You can then create visuals based on that subset (the filtered collection)
of customers who were included in the campaign. Filtering helps you focus your data—and your efforts.

An important and enabling part of Power BI is the multitude of data connectors that are included. Whether
the data you want is in Excel or a Microsoft SQL Server database, in Azure or Oracle, or in a service like
Facebook, Salesforce, or MailChimp, Power BI has built-in data connectors that let you easily connect to
that data, filter it if necessary, and bring it into your dataset.

After you have a dataset, you can begin creating visualizations that show different portions of it in different
ways, and gain insights based on what you see. That’s where reports come in.

Reports

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In Power BI, a report is a collection of visualizations that appear together on one or more pages. Just like
any other report you might create for a sales presentation or write for a school assignment, a report in Power
BI is a collection of items that are related to each other. The following image shows a report in Power BI
Desktop—in this case, it’s the fifth page in a six-page report. You can also create reports in the Power BI
service.

Reports let you create many visualizations, on multiple pages if necessary, and let you arrange those
visualization in whatever way best tells your story.

You might have a report about quarterly sales, product growth in a particular segment, or migration patterns
of polar bears. Whatever your subject, reports let you gather and organize your visualizations onto one page
(or more).

Dashboards
When you’re ready to share a single page from a report, or a collection of visualizations, you create a
dashboard. Much like the dashboard in a car, a Power BI dashboard is a collection of visuals from a single
page that you can share with others. Often, it’s a selected group of visuals that provide quick insight into the
data or story you’re trying to present.

A dashboard must fit on a single page, often called a canvas (the canvas is the blank backdrop in Power BI
Desktop or the service, where you put visualizations). Think of it like the canvas that an artist or painter
uses—a workspace where you create, combine, and rework interesting and compelling visuals. You can
share dashboards with other users or groups, who can then interact with your dashboards when they’re in the
Power BI service or on their mobile device.

Tiles

In Power BI, a tile is a single visualization on a report or a dashboard. It’s the rectangular box that holds an
individual visual. In the following image, you see one tile (highlighted by a bright box), which is also
surrounded by other tiles.

When you’re creating a report or a dashboard in Power BI, you can move or arrange tiles however you want.
You can make them bigger, change their height or width, and snuggle them up to other tiles.

When you’re viewing, or consuming, a dashboard or report—which means you’re not the creator or owner,
but the report or dashboard has been shared with you—you can interact with it, but you can’t change the size
of the tiles or their arrangement.

All together now

Those are the basics of Power BI and its building blocks. Let’s take a moment to review. Power BI is a
collection of services, apps, and connectors that lets you connect to your data, wherever it happens to reside,
filter it if necessary, and then bring it into Power BI to create compelling visualizations that you can share
with others.
22
Now that you’ve learned about the handful of basic building blocks of Power BI, it should be clear that you
can create datasets that make sense to you and create visually compelling reports that tell your story. Stories
told with Power BI don’t have to be complex, or complicated, to be compelling.

For some people, using a single Excel table in a dataset and then sharing a dashboard with their team will be
an incredibly valuable way to use Power BI.

Whether your data insights require straightforward or complex datasets, Power BI helps you get started
quickly and can expand with your needs to be as complex as your world of data requires. And because
Power BI is a Microsoft product, you can count on it being robust, extensible, Microsoft Office–friendly, and
enterprise-ready.

23
 Get data with Power BI Desktop

Overview of Power BI Desktop

Power BI Desktop is a free application for PCs that lets you gather, transform, and visualize your data. In
this module, you’ll learn how to find and collect data from different sources and how to clean or transform it.
You’ll also learn tricks to make data-gathering easier.

Power BI Desktop and the Power BI Service work together. You can create your reports and dashboards in
Power BI Desktop, and then publish them to the Power BI Service for others to consume.

Explore Power BI Desktop

The idea of building and sharing reports is an abstract concept. It will make more sense if you explore Power
BI Desktop hands-on. The first step is to launch and explore the user interface (UI).

Explore the report building environment

1. Ribbon - Displays common tasks that are associated with reports and visualizations.
2. Report view, or canvas - Where visualizations are created and arranged. You can switch between
Report, Data, and Model views by selecting the icons in the left column.
3. Pages tab - Located along the bottom of the page, this area is where you would select or add a
report page.
4. Visualizations pane - Where you can change visualizations, customize colors or axes, apply filters,
drag fields, and more.
5. Fields pane - Where query elements and filters can be dragged onto the Report view or dragged to
24
 the Filters area of the Visualizations pane.
6) Tip: You can collapse the Visualizations and Fields panes to provide more space in the Report
view by selecting the small arrow, as shown in the following screenshot

Create a visual

To create a visual, drag a field from the Fields list onto the Report view.
Power BI Desktop automatically created a map-based visualization because it recognized that the State field
contained geolocation data.

Publish a report
After creating a report with a few visuals, you’re ready to publish to the Power BI service. On the Home
ribbon on the Power BI Desktop, select Publish.
You’ll be prompted to sign in to Power BI. When you’ve signed in and the publish process is complete, the
following dialog box will appear. You can select the link below Success!, which will take you to the Power
BI service, where you can see the report that you published.

Pin a visual to a dashboard

When you view a published report in the Power BI service, you can choose the Pin icon to pin that visual to
a dashboard.

25
You can choose whether to pin the visual to an existing dashboard or to create a new dashboard.

Connect to data sources

Power BI Desktop connects to many types of data sources, including local databases, worksheets, and data
on cloud services. Sometimes when you gather data, it’s not quite as structured, or clean, as you want it to
be. To structure data, you can transform it, meaning that you can split and rename columns, change data
types, and create relationships between columns.

You can connect Power BI Desktop to many types of data sources, including on-premises databases, Mi-
crosoft Excel workbooks, and cloud services. Currently, there are about 60 Power BI-specific connectors to
cloud services such as GitHub and Marketo. You can also connect to generic sources through XML, CSV,
text, and ODBC. Power BI will even extract tabular data directly from a website URL.

Connect to data

When you start Power BI Desktop, you can choose Get Data from the ribbon on the Home tab

In Power BI Desktop, several types of data sources are available. Select a source to establish a connection.
Depending on your selection, you’ll be asked to find the source on your computer or network. You might be
prompted to sign in to a service to authenticate your request.

Choose data to import

After connecting, the first window that you’ll see is the Navigator. The Navigator window displays the tables
or entities of your data source, and selecting a table or entity gives you a preview of its contents. You can
then import your selected tables or entities immediately, or you can select Edit to transform and clean your
data before importing.

After you’ve selected the tables that you’d like to bring into Power BI Desktop, select the Load button. You
might want to make changes to those tables before you load them. For example, if you only want a subset of
26
customers or a specific country or region, select the Edit button and filter data before loading.

No matter what type of data you need, you’re likely to find a way to import it into Power BI Desktop.

Transform data to include in a report

Sometimes, your data might contain extra data or have data in the wrong format. Power BI Desktop includes
the Power Query Editor tool, which can help you shape and transform data so that it’s ready for your models
and visualizations.

Launch Power Query Editor

To begin, select Edit from the Navigator window to launch Power Query Editor. You can also launch Power
Query Editor directly from Power BI Desktop by using the Edit Queries button on the Home ribbon.

After loading your data into Power Query Editor, you’ll see the following screen.
1. In the ribbon, the active buttons enable you to interact with the data in the query.
2. On the left pane, queries (one for each table, or entity) are listed and available for selecting,
viewing, and shaping.
3.On the center pane, data from the selected query is displayed and available for shaping.
4.The Query Settings window lists the query’s properties and applied steps.

27
Transform data
On the center pane, right-clicking a column displays the available transformations. Examples of the
available transformations include removing a column from the table, duplicating the column under a new
name, or replacing values. From this menu, you can also split text columns into multiples by common
delimiters.

The Power Query Editor ribbon contains additional tools that can help you change the data type of columns,
add scientific notation, or extract elements from dates, such as day of the week.

Tip:- If you make a mistake, you can undo any step from the Applied Steps list.

As you apply transformations, each step appears in the Applied Steps list on the Query Settings pane. You
can use this list to undo or review specific changes, or even change the name of a step. To save your
transformations, select Close & Apply on the Home tab.

After you select Close & Apply, Power Query Editor applies the query changes and applies them to Power
BI Desktop.

Clean data to include in a report

While Power BI can import your data from almost any source, its visualization and modeling tools work best
with columnar data. Sometimes, your data won’t be formatted in simple columns, which is often the case
with Excel spreadsheets.

A table layout that looks good to the human eye might not be optimal for automated queries. For example,
the following spreadsheet has headers that span multiple columns.
28
Clean data
Fortunately, Power Query Editor has tools to help you quickly transform multi-column tables into datasets
that you can use.

Transpose data
By using Transpose in Power Query Editor, you can swap rows into columns to better format the data.

Format data
You might need to format data so that Power BI can properly categorize and identify that data. With some
transformations, you’ll cleanse data into a dataset that you can use in Power BI. Examples of powerful trans-
formations include promoting rows into headers, using Fill to replace null values, and Unpivot Columns.

With Power BI, you can experiment with transformations and determine which will transform your data into
the most usable columnar format. Remember, the Applied Steps section of Power Query Editor records all
your actions. If a transformation doesn’t work the way that you intended, select the X next to the step, and
then undo it.

After you’ve cleaned your data into a usable format, you can begin to create powerful visuals in Power BI.

29
 Model data in Power BI

Often, you’ll connect to multiple data sources to create your reports. All that data needs to work together to
create a cohesive report. Modeling is how to get your connected data ready for use.

In Power BI, you can create a relationship to create a logical connection between different data sources. A
relationship enables Power BI to connect tables to one another so that you can create visuals and reports.
This module describes data-centric relationships and how to create relationships when none exists.

Note:- One of Power BI’s strengths is that you don’t need to flatten your data into a single table. Instead,
you can use multiple tables from multiple sources and define the relationship between them.
How to manage your data relationships
The Model view in Power BI Desktop allows you to visually set the relationship between tables or elements.
Use the Model view to see a diagrammatic view of your data.

In the Model view, notice that a block represents each table and its columns and that lines between them
represent relationships.

Adding and removing relationships is straightforward. To remove a relationship, right-click the relationship
and select Delete. To create a relationship, drag and drop the fields that you want to link between tables.

30
To hide a table or individual column from your report, right-click the table or column in the Model view and
select Hide in report view.

For a more detailed view of your data relationships, on the Home tab, select Manage Relationships. The
Manage Relationships dialog box displays your relationships as a list instead of as a visual diagram. From
the dialog box, you can select Autodetect to find relationships in new or updated data. Select Edit to man-
ually edit your relationships. You’ll find advanced options in the Edit section to set the Cardinality and
Cross-filter direction of your relationships.

Your options for Cardinality are explained in the following table.

Cardinality options Example
Many to One The most common default relationship. The column in one table can have
more than one instance of a value. The related table (or lookup table) has only
one instance of a value.
One to One The column in one table has onlyc one instance of a particular value, and the
other related table has only one instance of a particular value.
By default, you will set relationships to cross-filter in both directions. Cross-filtering in just one direction
limits some of the modeling capabilities in a relationship.
Setting accurate relationships between your data allows you to create complex calculations across multiple
data elements.

Create calculated columns

Sometimes, the data that you’re analyzing doesn’t contain a field that you need. The answer might be calcu-
lated columns. You can create a new calculated column by transforming two or more elements of existing
data. For example, you can create a new column by combining two columns into one.

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One reason for creating a calculated column is to establish a relationship between tables when no unique
fields exist. The lack of a relationship becomes obvious when you create a simple table visual in Power BI
Desktop and get the same value for all entries.

For example, to create a relationship with unique fields in data, you can create a new calculated column for
“CountryZip” by combining the values from the Country and the Zip columns.

To create a calculated column, select the Data view in Power BI Desktop from the left side of the report
canvas.

From the Modeling tab, select New Column to enable the formula bar. You can enter calculations by using
Data Analysis Expressions (DAX) language. DAX is a powerful formula language, also found in Excel, that
lets you build robust calculations. As you type a formula, Power BI Desktop displays matching formulas or
data elements to assist and accelerate the creation of your formula.

The Power BI formula bar will suggest specific DAX functions and related data columns as you enter your
expression.

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After you have created the calculated columns in each table, they can be used as a unique key to establish a
relationship between them. By going to the Relationship view, you can then drag the field from one table to
the other to create the relationship.

When you return to the Report view, notice that a different value for each district shows.

Optimize data models

Imported data often contains fields that you don’t need for your reporting and visualization tasks. Data might
contain unnecessary information or it might be available in another column. Power BI Desktop has tools to
optimize your data and make it more usable for building reports and visuals.

Hide fields
To hide a field in the Fields pane of Power BI Desktop, right-click the column and select Hide. Your hidden
fields aren’t deleted. If you’ve used a hidden field in existing visuals, the data is still there; the hidden field
just isn’t displayed on the Fields pane.

If you view tables in the Model view, hidden fields appear dimmed. The data in these tables is still available
and is still part of the model. You can unhide any field that has been hidden by right-clicking the field and
then selecting unhide.

Sort visualization data by another field

The Sort by Column tool, available on the Modeling tab, is useful to help ensure that your data is displayed
in the order that you intended.

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As a common example, data that includes the name of the month is sorted alphabetically by default, for
example, August would appear before February.

In this case, selecting the field in the Fields list, selecting Sort by Column from the Modeling tab, and then
choosing a field to sort by can remedy the problem. The MonthNo category sort option will order the months
as intended.

Setting the data type for a field is another way to optimize your information so that it’s handled correctly.
To change a data type from the report canvas, select the column in the Fields pane, and then use the Format
drop-down menu to select one of the formatting options. Any visuals you’ve created that display that field
are updated automatically.

Create calculated measures

In Power BI, measures are defined calculations on your data that are performed at the time of your query.
Measures are calculated as you interact with your reports and aren’t stored in your database.

Create a measure
To create a measure, in Report view, select New Measure from the Modeling tab.

From the Formula bar, you can enter the DAX expression that defines your measure. As you enter your
calculation, Power BI suggests relevant DAX functions and data fields. You’ll also receive a tooltip that
explains some of the syntax and function parameters.
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If your calculation is long, you can add extra line breaks in the Expression Editor by typing ALT-Enter.

Apply a measure

After you’ve created a new measure, it will appear in one of the tables on the Fields pane, which is found
on the right side of the screen. Power BI inserts the new measure into whichever table you have currently
selected. While it doesn’t matter, exactly, where the measure is located in your data, you can easily move it
by selecting the measure and using the Home Table drop-down menu.

You can use a measure like any other table column: just drag and drop it onto the report canvas or visuali-
zation fields. Measures also integrate seamlessly with slicers, segmenting your data on the fly, which means
that you can define a measure once and then use it in many different visualizations.

Create calculated tables

Calculated tables is a function within DAX. Most of the time, you can import data into your model from an
external data source. However, calculated tables provide intermediate calculations and data that you want
stored as part of the model rather than as part of a query. You can use calculated tables, for example, to cross
join two tables.
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To create a calculated table, go to Data view in Power BI Desktop, which you can activate from the left side
of the report canvas. Select New Table from the Modeling tab to open the formula bar.

Type the name of your new table, the equal sign, and the calculation that you want to use to form the table.
Your new table will appear on the Fields pane in your model.

After the new table has been created, you can use your calculated table as you would any other table in
relationships, formulas, and reports.

Explore time-based data

When you create a table visualization in your report by using a date field, Power BI Desktop automatically
includes breakdowns by time period. For example, the single date field in the Date table was automatically
separated into Year, Quarter, Month, and Day by Power BI.

When you select the bars or lines in your chart, the system will drill down to the next level of time hierarchy,
for example, from years to quarters. You can continue to drill down until you reach the most granular lev-
el of the hierarchy: days. To move back up through the time hierarchy, select Drill Up in the top, left-hand
corner of the visual.
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Visuals display data at the year level by default, but you can change that by turning on Drill Down in the top,
right-hand corner of the visual.

You can also drill down through all the data that is shown on the visual instead of through one selected
period. To do so, use the Go to the next level in the hierarchy double-arrow icon.

As long as your model has a date field, Power BI will automatically generate different views for different
time hierarchies.

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 Use visuals in Power BI

Introduction to visuals in Power BI

Visuals allow you to present data in a compelling and insightful way, and help you show the important com-
ponents of it. Power BI has many compelling visuals and many more that are released frequently.

Visualizing data is one of the core parts and basic building blocks of Power BI. Creating visuals is one of the
most effective ways to find and share your insights.

You’ll discover a wide variety of visualizations in Power BI, which offers features such as simple bar charts,
pie charts, maps, and more esoteric offerings like waterfalls, funnels, and gauges. Power BI Desktop also
offers extensive page formatting tools, such as shapes and images, that help bring your report to life.

Create and customize simple visualizations

Two ways to create a new visualization in Power BI Desktop are:
Drag field names from the Fields pane and then drop them on the report canvas. By default, your
visualization appears as a table of data.

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In the Visualizations pane, select the type of visualization that you want to create. With this method, the
default visual is a blank placeholder that resembles the type of visual that you selected.

After you have created your graph, map, or chart, you can begin dragging data fields onto the bottom portion
of the Visualization pane to build and organize your visual. The available fields will change based on the
type of visualization that you selected. As you drag and drop data fields, your visualization will
automatically update to reflect changes.

You can resize your visual by selecting it and then dragging the handles in or out. You can also move your
visualization anywhere on the canvas by selecting and then dragging it to where you want it. If you want to
convert between different types of visuals, select the visual that you want to change and select a different
visual from the Visualization pane. Power BI attempts to convert your selected fields to the new visual type
as closely as possible.

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As you hover over parts of your visuals, you’ll receive a tooltip that contains details about that segment,
such as labels and total value.

Select the paintbrush icon on the Visualizations pane to make cosmetic changes to your visual. Examples of
cosmetic changes include background alignment, title text, and data colors.

The available options for cosmetic changes to your visual vary depending on the type of visual that you’ve
selected.

Note:-Generally, visuals are used to compare two or more different values. However, sometimes when you
are building reports, you might want to track a single metric over time.

Create combination charts

You might want to visualize two measures with different scales, such as revenue and units. Use a combi-
nation chart to show a line and a bar with different axis scales. Power BI supports many different types of
combination charts by default, including Line and Stacked Columns charts.

You can split each column by category by dragging a category into the Column Series field. When you do
so, each bar is proportionately colored based on the values within each category.

Create slicers

Slicers are one of the most powerful types of visualizations, particularly as part of a busy report. A slicer is
an on-canvas visual filter that allows report users to segment the data by a specific value. Examples of filters
include by year or by geographical location.

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To add a slicer to your report, select Slicer from the Visualizations pane.

Drag the field by which you want to slice and drop it to the top of the slicer placeholder. The visualization
turns into a list of elements with check boxes. These elements are your filters. Select the box next to the one
that you want to segment, and Power BI will filter, or slice, all other visuals on the same report page.

A few different options are available to help you format your slicer. You can set it to accept multiple inputs
at once, or you can use the Single Select mode to use one at a time. You can also add a Select All option to
your slicer elements, which is helpful when you have a long list. Change the orientation of your slicer from
the vertical default to horizontal, and it becomes a selection bar rather than a checklist.

When you have multiple visualizations on the same report page, Power BI Desktop lets you control how
interactions flow between visuals.

Map visualizations
Important:- When you are working with countries or regions, use the three-letter abbreviation to ensure
that geocoding works properly. Do not use two-letter abbreviations because some countries or regions might
not be properly recognized.

Power BI has two different types of map visualizations: a bubble map that places a bubble over a geographic
41
point, and a shape map that shows the outline of the area that you want to visualize.

Create bubble maps

To create a bubble map, select the Map option in the Visualization pane. In the Visualizations options, add a
value to the Location bucket to use a map visual.

Power BI accepts many types of location values. It recognizes city names, airport codes, or specific latitude
and longitude data. Add a field to the Size bucket to change the size of the bubble for each map location.

Create shape maps

To create a shape map, select the Filled Map option in the Visualization pane. As with bubble maps, you
must add a value to the Location bucket to use this visual. Add a field to the Size bucket to change the
intensity of the fill color.

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A warning icon in the top-left corner of your visual indicates that the map needs more location data to ac-
curately plot values. This is a common problem when the data in your location field is ambiguous, such as
using an area name like Washington, which could indicate a state or a district.

One way to resolve the location data problem is to rename your column to be more specific, such as State.
Another way is to manually reset the data category by selecting Data Category on the Modeling tab. From
the Data Category list, you can assign a category to your data such as “State” or “City.”

Matrices and tables

You can use Power BI Desktop to create graphical and tabular visuals.

If you have numerical information in a table, such as revenue, a total sum will appear at the bottom. You can
manually sort by each column by selecting the column header to switch ascending or descending order. If a
column isn’t wide enough to display all its contents, select and drag the column header to expand it.

In the Visualizations pane, the order of the fields in the Values bucket determines the order in which they
appear in your table.

A matrix is similar to a table, but it has different category headers on the columns and rows. As with tables,
numerical information will be automatically totaled along the bottom and right side of the matrix.

Many cosmetic options are available for matrices, such as auto-sizing columns, switching between row and
column totals, setting colors, and more.

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Create scatter, waterfall, and funnel charts
To create a blank chart, select Scatter chart from the Visualizations pane. Drag and drop the two fields that
you want to compare from the Fields pane to the X Axis and Y Axis option buckets. At this point, your
scatter chart probably has a small bubble in the center of the visual. You need to add a measure to the Details
bucket to indicate how you want to segment your data. For example, if you’re comparing item sales and
revenue, you might want to split the data by category, or manufacturer, or month of sale.

Adding another field to the Legend bucket will color-code your bubbles according to the field’s value. You
can also add a field to the Size bucket to alter the bubble size according to that value.

Scatter charts have many visual formatting options as well, such as turning on an outline for each colored
bubble and switching between individual labels. You can change the data colors for other chart types as well.

Create waterfall and funnel charts

Waterfall and funnel charts are two of the more noteworthy (and uncommon) standard visualizations that are
included in Power BI. To create a blank chart of either type, select its icon from the Visualizations pane.

Waterfall charts are typically used to show changes in a specific value over time.

Waterfalls only have two bucket options: Category and Y Axis. Drag a time-based field, such as Year, to
the Category bucket, and drag the value that you want to track to the Y Axis bucket. Time periods where
an increase in value occurred are displayed in green by default, while periods with a decrease in value are
displayed in red.

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Funnel charts are typically used to show changes over a specific process, such as a sales pipeline or website
retention efforts.
You can slice and customize Waterfall and Funnel charts.

Modify colors in charts and visuals

Occasionally, you might want to modify the colors that are used in charts or visuals. Power BI gives you
control over how colors are displayed. To begin, select a visual and then select the paintbrush icon in the
Visualizations pane.

Power BI provides many options for changing the colors or formatting the visual. You can change the color
of all bars in a visual by selecting the color picker beside Default color and then selecting your color of
choice.

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The resulting visuals will be colored by the gradient that you select.

You can change the color of each bar (or other element, depending on the type of visual that you selected) by
turning the Show all slider to On. A color selector will then appear for each element.

Conditional formatting
You can change the color based on a value or measure. To do so, select the vertical ellipsis next to Default
color.

You can use those values to create rules, for example, to set values above zero to a certain color and values
below zero to another color.

Page layout and formatting

Power BI Desktop gives you the ability to control the layout and formatting of your report pages, such as
size and orientation.

Use the Page View menu from the View tab to change the way that your report pages scale. The available
options include Fit To Page (default), Fit To Width, and Actual Size

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You can also change the page size. By default, the report page size is set to 16:9. To change the page size,
make sure that no visuals are selected, select the paintbrush icon on the Visualizations pane, and then select
Page Size to expand that section.

Options for page size include 4:3 (more of a square aspect ratio) and Dynamic (the page will stretch to fill
the available space). A standard letter size option is available for reports as well. You might need to resize
your visuals after changing the page size to ensure that they’re completely on the canvas.

You can specify a custom page size, setting the size by inches or pixels, and you can also change the back-
ground color of the entire report.

Add static elements

Along with data-bound visuals, you can also add static elements such as text boxes, images, and shapes to
improve the visual design of your reports. To add a visual element, select Text Box, Image, or Shapes from
the Home tab.

You can display large titles, captions, or short paragraphs in Text boxes, which can also include links and
URLs.

Selecting Image will open a file browser where you can select the image from your computer or other net-
worked source. By default, resizing an image in your report will maintain its aspect ratio.

You can insert five types of Shapes, including rectangles and arrows. Shapes can be opaque or transparent
with a colored border. The latter is useful for creating borders around groups of visualizations.

Manage how elements overlap

Reuse a report layout

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Individual pages of a report can be complex, with multiple visualizations that interact in specific ways and
have precise formatting. Occasionally, when building a report, you might want to use the same visuals and
layouts for two different pages. For example, if you’ve just put together a report page on gross revenue, you
might want an almost identical page on net revenue.

Recreating all your work would be difficult, but with Power BI Desktop, you can duplicate
a report page.

Right-click the tab that you want to copy and then select Duplicate Page.

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 Explore data in Power BI

Introduction to the Power BI service

The Power BI service is the natural extension of Power BI Desktop, and you can use its features for
uploading reports, creating dashboards, and asking questions of your data by using natural language.
Additionally, you can use the service to set data refresh times, share data with your organization, and create
customized service packs.

Sign in to the Power BI service

Before you can sign in to Power BI, you’ll need an account.

Quick insights in Power BI

The Power BI service can automatically look for insights in a dashboard, report, or dataset.

From the Datasets section, select the ellipsis beside the dataset that you’re interested in and then select Get
quick insights.

When you select Get quick insights, Power BI searches the data for patterns. After about 15 seconds, the
notification changes to let you know that Power BI found some insights.

When you select the View insights button on the notification, you’re presented with a page of visuals. You
can scroll down through the page to view and consider the visuals.

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As with any other visual, you can interact with the visuals on the Quick Insights page. You can also pin any
of them to a dashboard or filter to uncover additional insights.

With Quick Insights, you can let Power BI do the work to spot outliers and trends in your data. Use those
findings in your dashboards or continue to refine and filter to get to the insights that you need.

Create and configure a dashboard

Dashboards in Power BI are one-page collections of visualizations that are created from within the Power BI
service. You can create dashboards by pinning visuals from reports.

Pinning a visual to a dashboard is a lot like pinning a picture to a corkboard on a wall, where the visual is
pinned to a particular spot for others to see. To pin a visual, open its report on the Power BI service. Hover
over the visual that you want to pin and select the pin icon.

You can select a destination dashboard for the visual from the drop-down menu or create a new dashboard.
You can pin visualizations from multiple reports and pages to a single dashboard, allowing you to combine
different datasets and sources into a single page of insights.

On dashboards, you can add any sort of visualization, including graphs, maps, images, and shapes, by
pinning them. After a visual has been pinned to a dashboard, it’s called a tile.

Your dashboards appear in the Dashboards section on the left side of the Power BI service. Select a dash-
board from the list to view it.

50
You can change the layout of visuals on a dashboard however you’d like. To resize a tile, drag its handles
in or out. To move a tile, simply select and drag it to a different location on the dashboard. Hover over a tile
and select the pencil icon to open the Tile details form, where you can change information in the Title or
Subtitle fields.

Select a dashboard tile to view the report from which it originated. You can also change that link by using
the Set custom link field on the Tile details form.

You can pin tiles from one dashboard to another, for example, if you have a collection of dashboards and
want to create one summary board. The process is the same: hover over the tile and select the pin icon.
Dashboards are simple to create and to change. You can customize your one-page dashboard to show exactly
the information that it should.

Share dashboards with your organization

Power BI reports help you find data, collect it in a data model, and build reports and visualizations. These
features are even more powerful when you share your insights with others in your organization.

To share a dashboard, open it in the Power BI service and select the Share link in the top left-hand corner.

From the Share dashboard page, select the Share tab. In the Email address field, enter the names of people
whom you’d like to grant access to your dashboard.

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If you select the Send email notification to recipients check box, then your recipients will receive an email
with a link to the shared dashboard.

Anyone whom you share a dashboard with can see and interact with it exactly as you do. However, they
have read-only access to the underlying reports, and they have no access to the underlying datasets.

Display visuals and tiles in full screen

When you’re looking at dashboards or reports in the Power BI service, it can be helpful to expand and focus
on an individual chart or visual. You can do that in two different ways.

Hover over a dashboard tile and select the ellipsis to see possible actions for the tile. Select Open in focus
mode to expand the tile to encompass the full dashboard space.

Focus mode allows you to see more detail in your visuals and legends. For example, some of the columns
might not be shown because of the space that is available in the tile.

In Focus mode, you can pin the visual directly to a different dashboard by selecting the pin icon. To exit
Focus mode, select the Exit focus mode icon in the top-left corner.

The process is similar when you are viewing a report. A visual is still interactive in Focus
mode, though you will temporarily lose any cross-filter effect between visuals.

Edit tile details and add widgets

After you’ve built a dashboard, you can format your tiles in the Power BI service.
To modify a tile, hover over and select the ellipsis to see the choices that are shown in the following
screenshot.
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Select the pen icon to open the Tile details pane. From this pane, you can change the tile’s
Title, Subtitle, or include its last refresh time.

By default, when you select a dashboard tile, you’re redirected to the report from which it originated. To
change this behavior, use the Set custom link field on the Tile details pane. One popular use of this feature is
to redirect users to the organization homepage when they select a logo image.

Add images and text to your dashboard

You can also add tiles that contain images, online videos, text boxes, or web content. When you select the
Add tile link in the upper-left corner of a dashboard, the Add tile dialog box appears.

When you add a text box, for example, a Tile details pane appears on the right side, where you can edit
details. A section is also available for you to define or modify the tile content, such as a rich text editor for a
text box.
With tiles and the ability to edit details, you can customize your dashboard and make it appear how you
want.
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Get more space on your dashboard
You might find that you have more content than you can fit on a canvas. You can get a full view of your
dashboard content by managing how dashboard space is displayed.

The easiest method to display your entire dashboard in one screen is to select the Full Screen Mode button in
the top right-hand corner of the dashboard.

Selecting the Full Screen Mode button removes all chrome elements from around the dashboard, which
increases the amount of viewable space.

From within Full Screen Mode, you can select Fit to Screen to shrink all your tiles to a single screen. This
mode without scrollbars is commonly called TV mode and is useful for giving presentations.

You can also collapse the navigation pane on the left-hand side of the page by selecting the hamburger icon.
To expand the navigation pane, select the icon again.

You can ensure that a dashboard will always have a collapsed navigation bar by appending the following to
the end of the URL:
?collapseNavigation=true

Users who follow that link will open the dashboard with a collapsed navigation bar.

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 Publish and share in Power BI

Introduction to content packs, security, and groups

Likely, you will want to share your reports and dashboards with your coworkers and friends at some point.
With Power BI, publishing and sharing your reports and dashboards is straightforward.

Share and collaborate with colleagues in Power BI

Power BI offers various ways of sharing and collaborating with colleagues on your
dashboards, reports, and data including:
• Publish your reports from Power BI Desktop to the Power BI service.
• Create Apps that package a dashboard, report, and dataset to send to your colleagues, who can use
the content pack as a starting point and further enhance it.
• Create Groups, which you can use as a security model to identify a subset of users who have access
to dashboards, reports, and datasets that you create.
• Publish to the web so that live reports can be embedded in a webpage.

Publish Power BI Desktop reports

Publishing your reports to the Power BI service is fast and simple.
After you’ve completed writing your report, select the Publish button on the Home tab.

Power BI packages your report and data, including visualizations, queries, and custom measures, and up-
loads them to the Power BI service.
Note
It’s common to refer to Power BI Desktop reports as .pbix files, which is the extension that
they’re given in Microsoft Windows.
When the upload is complete, a dialog box appears, informing you that the publishing process succeeded,
and provides a link to your report in the Power BI service.

Print and export dashboards and reports

Occasionally, you might want to print a report or dashboard for a meeting or for sharing with others. Power
BI provides a few ways for you to make these printouts.

In the Power BI service, select Export in the top-left side of the service and then select
Print this page to open a print dialog box.

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Export data from a visual

You can also export the data from any visual in the Power BI service. Select the ellipsis on any visual and
then select Export data. You can save to a Microsoft Excel file or a .CSV file.

You can also print or export directly from a report. When you are viewing a report in the Power BI service,
select Export > Print to open the print dialog box.

Manually republish and refresh your data

To update reports and datasets that you’ve already published from Power BI Desktop to the Power BI
service, select Publish on the Home tab.

When you republish a report in the Power BI service, you’re prompted to confirm that you
want to replace the previous dataset and reports.

When you select Replace, the datasets and reports in the Power BI service are overwritten with the new
datasets and reports.

Introducing Power BI Mobile

To keep track of your data while you’re on the move, you can use one of Power BI’s touch- friendly mobile
applications for iOS, Android, or Windows devices. Sign in to your account by using your Power BI service
account information. The first screen displays all the content to which you have access, including reports,
dashboards, and groups. The workspace also includes sample dashboards that you can explore for
inspiration.

Tap any dashboard to open it. Within a dashboard, you can tap a dashboard tile to focus on it in a larger
view. Note any insights that you discover by tapping the Annotate button in the top-right corner. The Anno-
tate feature allows you to draw on a focused tile to highlight areas of interest. The annotation tools are along
the bottom of the screen.

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Share your annotated tile by tapping the Share link in the top right-hand corner.

Create workspaces in Power BI

Workspaces are places to collaborate with colleagues to create and refine collections of dashboards, reports,
and paginated reports. There are two types of groups in Power BI:

Classic workspaces - groups are based on the groups in Office 365. If you’ve been using Office 365 groups
to manage your group’s email, calendar, and documents, then you’ll find that Power BI offers the same
features. When you create a group in Power BI, you’re actually creating an Office 365 group.

New workspaces - are now the default workspace in Power BI. -Assign workspace roles to
user groups: security groups, distribution lists, Office 365 groups, and individuals.
•Create a workspace in Power BI without creating an Office 365 group.
•Use more granular workspaces roles for more flexible permissions management in a workspace.
•The Power BI admin can control who can create workspaces in Power BI.

Setting up a new workspace

In Workspace settings in the admin portal, admins can use the Create workspaces (new workspace
experience) setting to allow everybody or nobody in an organization to create new workspace experience
workspaces. They can also limit creation to members of specific security groups.

Setting up a classic workspace

Imagine setting up a new finance group. Start in My Workspace with the dashboards, reports, and datasets
that you’ve created or that someone has shared with you.

Expand My Workspace and select Create a group.

Give the group a name, for example, Finance. Power BI makes sure that the name doesn’t exist on the
domain.

Set the privacy level by deciding whether anyone in your organization or only its members can see the
contents of the group.

In the Create a group dialog box, type email addresses, security groups, and distribution lists. Select Add to
make the set of users members of the group, and then select Save to save the group.
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 Introduction to DAX
DAX stands for Data Analysis Expressions, and is the formula language used throughout Power BI

DAX concepts are simple and straightforward, but DAX is powerful. DAX uses some unique programming
concepts and patterns that can make it difficult to fully use and understand.

DAX is a functional language, which means the full executed code is contained inside a function.

In DAX, functions can contain other nested functions, conditional statements, and value references.
Execution in DAX starts from the innermost function or parameter, and works outward. In Power BI, DAX
formulas are written in a single line, so formatting your functions correctly is important for readability.

DAX is designed to work with tables, so it has just two primary data types: Numeric and Other. Numeric can
include integers, decimals, and currency. Other can include strings and binary objects. This means that if you
build your DAX function to work on one type of number, you can be assured that it will work on any other
Numeric data.

DAX uses operator overloading, which means you can mix data types in your calculations and the results
will change based on the type of data used in the inputs. Conversion happens automatically, which means
you don’t have to know the data types of the columns you’re working with in Power BI, but it also means
that sometimes conversion can happen in unexpected ways. It’s good practice to understand the data you’re
using to ensure that your operators are behaving as anticipated.

There’s one data type in particular you’ll likely be working with often in Power BI: DateTime. DateTime
is stored as a floating point value with both integer and decimal parts. DateTime can be used accurately for
calculations of any time period after March 1, 1900.

DAX calculation types

There are two primary calculations you can create using DAX:
•calculated columns
•calculated measures
Before digging into creating either of those, it’s good to have a firm grasp on DAX syntax for tables and
columns, which you will use when creating either calculated columns or calculated measures.

DAX table and column name syntax

Whether you’re creating a new column or measure, it’s important to know the general format of table names
in DAX:
‘TableName’[ColumnName]
If there are spaces in the ta ble name (as shown above), the single quotes around the table name are manda-
tory. If the table name has no spaces, the single quotes can be omitted, so the syntax looks like the following:
Table Name[ColumnName]
The following image shows a DAX formula being created in Power BI:

58
You can also omit the table name completely and just use the column name, but this is not a best practice
for writing clear functions (and thus, for clear DAX code). Column names must always include the square
brackets.

It’s best practice to always do the following:

• No spaces in table names
• Always include the table name in formulas (don’t omit it, even though DAX lets you)

Creating calculated columns

Calculated columns are useful when you want to slice or filter on the value, or if you want a calculation for
every row in your table.

You can create calculated columns in Power BI Desktop by selecting New Column from the Modeling tab.
It’s best to be in Data view (rather than Report or Relationships view), since you can see the new column
created and the Formula Bar is populated and ready for your DAX formula.

Once you select the New Column button, the Formula Bar is populated with a basic column name (which
you change to suit your formula, of course) and the = operator, and the new column appears in the data grid,
as shown in the following image.

The required elements for a calculated column are the following:

• a new column name
• at least one function or expression

If you reference a table or column in your calculated column formula, you do not need to specify a row in
the table - Power BI calculates the column for the current row for each calculation.

Creating calculated measures

Use a calculated measure when you are calculating percentages or ratios, or you need complex aggregations.
To create a measure using a DAX formula, select the New Measure button from the Modeling tab. Again,
it’s best to be in the Data view of Power BI Desktop since it shows the Formula Bar and makes it easy to
write your DAX formula.

59
With measures, you see a new measure icon appear in the Fields pane with the name of the measure. The
Formula Bar is again populated with the name of your DAX formula
The required elements for a calculated measure are the same as they are for a calculated column:

•a new measure name

•at least one function or expression

DAX functions
With DAX, there are many functions available to shape, form, or otherwise analyze your data. These func-
tions can be grouped into a handful of categories:
• Aggregation functions
• Counting functions
• Logical functions
• Information functions
• Text functions
• Date functions

Similar to Excel, when you start typing your formula into the Power BI Desktop Formula Bar, a list of
available functions appears to help you determine which available function you want to select. And by using
the up and down arrow keys on your keyboard, you can highlight any of the available functions, and a brief
description is displayed.

Power BI displays the functions that match the letters you’ve typed so far, so if you type S only functions
that begin with S appear in the list. If you type Su, only functions that contain the letter sequence Su in their
name appear in the list (they don’t have to start with Su, they just have to contain that letter sequence).

60
It’s easy to experiment with DAX in this way, and to find each of the various DAX functions that are
available in Power BI. All you have to do is start typing, and Power BI helps you along.

Now that we know how to get that DAX formula started, let’s take a look at each of these function
categories in turn.

Aggregation functions
DAX has a number of aggregation functions, including the following commonly used functions:
• SUM
• AVERAGE
• MIN
• MAX
• SUMX (and other X functions)

These functions work only on numeric columns, and generally can aggregate only one column at a time.

However, special aggregation functions that end in X, such as SUMX, can work on multiple columns. These
functions iterate through the table, and evaluate the expression for each row.

Counting functions
Often-used counting functions in DAX include the following:
• COUNT
• COUNTA
• COUNTBLANK
• COUNTROWS
• DISTINCTCOUNT

These functions count different elements, such as distinct values, non-empty values, and table rows.

Logical functions
The collection of logical functions in DAX include:
• AND
• OR
• NOT
• IF
• IFERROR

These special functions can also be expressed with operators. For example, AND can be typed as (replaced
with) && in your DAX formula.

You can use operators (such as &&) when you need more than two conditions in your formula, but other-
wise, it’s best practice use the function name itself (such as AND) for readability of your DAX code.

Information functions
Information functions in DAX include:
• ISBLANK
• ISNUMBER
• ISTEXT
• ISNONTEXT
• ISERROR

While these functions can be situationally useful, there is value in knowing the data type of your columns
ahead of time, rather than depending on these functions to provide the data type.
61
DAX uses the MAX and MIN functions to both aggregate values, and to compare values.

Text functions
The text functions in DAX include the following:
• CONCATENTATE
• REPLACE
• SEARCH
• UPPER
• FIXED
These text work very similarly to the Excel functions that have the same name, so if you’re familiar with
how Excel handles text functions, you’re already a step ahead. If not, you can always experiment with these
functions in Power BI, and learn more about how they behave.

Date functions
DAX includes the following Date functions:
• DATE
• HOUR
• NOW
• EOMONTH
• WEEKDAY
While these functions are useful to calculate and extract information from date values, they do not apply to
time intelligence, which uses a date table.

Using variables in DAX expressions

Using variables are an extremely powerful part of a DAX expression.

You can define a variable anywhere in a DAX expression, using the following syntax:
VARNAME = RETURNEDVALUE
Variables can be any data type, including entire tables.
Keep in mind that each time you reference a variable in your DAX expression, Power BI must recalculate
its value according to your definition. For this reason, it’s good practice to avoid repeating variables in your
function.

Table relationships and DAX

Power BI lets you create relationships among multiple tables, including tables that come from completely
different data sources. You can see those relationships for any data model in the Relationships view of Power
BI Desktop.

62
DAX relational functions
DAX has relational functions that enable you to interact with tables that have established relationships.

You can return the value of a column, or you can return all rows in a relationship using DAX functions.

For example, the RELATED function follows relationships and returns the value of a column, while
RELATEDTABLE follows relationships, and returns an entire table that is filtered to include only related
rows.

The RELATED function works on many-to-one relationships, while RELATEDTABLE is for one-to-many
relationships.

You can use relational functions to build expressions that include values across multiple tables. DAX will
return a result with these functions, regardless of the length of the chain of the relationship.

DAX tables and filtering

One significant difference between DAX and the Excel formula language is that DAX allows you to pass
entire tables between expressions, rather than being constrained to a single value. One powerful effect is that
DAX allows you to filter tables in its expressions, then work with the filtered set of values.

With DAX, you can create entirely new calculated tables and then treat them like any other table - including
creating relationships between them and other tables in your data model.

DAX table functions

DAX has a rich set of table functions, including the following:
• FILTER
• ALL
• VALUES
• DISTINCT
• RELATEDTABLE

These functions return a full table rather than a value. Typically you’ll use the results of a table function in
further analysis as part of a greater expression, rather than using that returned table a final value. It’s
important to note that When you use a table function, the results inherit the relationships of their columns.

You can mix table functions in your expression, as long as each function uses a table and returns a table. For
63
example, consider the following DAX expression:
FILTER (ALL (Table), Condition)

That expression would put a filter over the entirety of Table, ignoring any current filter content.

The DISTINCT function returns the distinct values of a column that are also visible in the current context.
So to use the above DAX expression example, using ALL in that expression ignores filters, while replacing
ALL with DISTINCT would observe them.

Counting values with DAX

One common question that Power BI report builders want to answer is the following:
• How many values do I have for this column?

That may be a simple question to answer with a table displayed in front of you, but DAX approaches in a
different way, particularly when there’s a relationship between tables.

For example, Power BI and DAX includes values that are not properly cross-indexed. If the incoming
relationship is broken, DAX adds a new row to the related table that has blanks in every field, and links that
new row to the unindexed row to guarantee referential integrity. If your function includes blank rows, such
as is often the case when using ALL, those blank rows will then be included in the number of values re-
turned for that column.

You can also create entire calculated tables using DAX functions. Calculated tables created using DAX re-
quire a NAME and a TABLE function. Calculated tables can be used like any other table, including
establishing relationships.

64
 Assignment 1 (Sample data attached) PowerBI
1. Create a report that shows the total amount of sales by customer location. Use a stacked column chart to
visualize the data.

Assignment 2 (Sample data attached) PowerBI

1. Create a report that shows the total amount of sales by category and subcategory. Use a donut & pie chart
to visualize the data.

65
 Assignment 3 (Sample data attached) PowerBI
1. Create a report that shows the total amount of sales by product and month. Use a bar chart to visualize the
data.

66
 Assignment 4 (Sample data attached) PowerBI

Date of Customer Customer Product Units Rate Amount Regional Regional Category Subcategory
Sale Name Location Name Manager Head
6/1/2023 John Smith Delhi Laptop 221 800 176800 Sarah John- Michael Electronics Computers
son
6/2/2023 Jane Doe Mumbai Smartphone 513 400 205200 John Wil- Emily Electronics Mobiles
liams
6/3/2023 Robert Green Kolkata Tablet 991 600 594600 Lisa Brown Michael Electronics Computers
6/4/2023 Emily Young Chennai Headphones 651 50 32550 Sarah John- Emily Electronics Accessories
son
6/5/2023 Michael Lee Bangalore Smartwatch 308 350 107800 John Wil- Emily Electronics Wearables
liams
6/6/2023 Linda Chen Hyderabad Camera 439 900 395100 John Wil- Emily Electronics Cameras
liams
6/7/2023 William Wu Pune Printer 617 200 123400 Lisa Brown Michael Electronics Peripherals
6/8/2023 Jennifer Kim Ahmedabad TV 736 1200 883200 Lisa Brown Emily Electronics Televisions
6/9/2023 David Smith Jaipur Keyboard 952 80 76160 Sarah John- Michael Electronics Peripherals
son
6/10/2023 Karen Brown Lucknow Monitor 621 300 186300 John Wil- Emily Electronics Monitors
liams
6/11/2023 Susan Johnson Chandigarh Speaker 988 100 98800 Lisa Brown Emily Electronics Accessories
6/12/2023 James Taylor Varanasi Earphones 361 30 10830 Sarah John- Emily Electronics Accessories
son
6/13/2023 Maria Lopez Bangalore Smartwatch 148 350 51800 John Wil- Emily Electronics Wearables
liams
6/14/2023 Andrew Clark Bhopal Laptop 302 800 241600 Lisa Brown Michael Electronics Computers
6/15/2023 Jessica Lee Indore Tablet 963 600 577800 John Wil- Emily Electronics Computers
liams
6/16/2023 William Davis Goa Camera 146 900 131400 Lisa Brown Emily Electronics Cameras
6/17/2023 Emily White Bangalore Printer 468 200 93600 Sarah John- Michael Electronics Peripherals
son
6/18/2023 Robert Green Amritsar Mouse 822 25 20550 John Wil- Emily Electronics Peripherals
liams
6/19/2023 Susan Johnson Bangalore Keyboard 572 80 45760 Sarah John- Michael Electronics Peripherals
son
6/20/2023 Karen Brown Bangalore Monitor 191 300 57300 John Wil- Emily Electronics Monitors
liams
6/21/2023 Michael Adams Mumbai Smartphone 988 400 395200 John Wil- Emily Electronics Mobiles
liams
6/22/2023 Linda Chen Surat Laptop 342 800 273600 John Wil- Emily Electronics Computers
liams
6/23/2023 David Smith Mumbai Camera 340 900 306000 Lisa Brown Emily Electronics Cameras
6/24/2023 Susan Johnson Nagpur Printer 340 200 68000 Lisa Brown Emily Electronics Peripherals
6/25/2023 James Taylor Bangalore Mouse 104 25 2600 Sarah John- Michael Electronics Peripherals
son
6/26/2023 Emily Young Kanpur Keyboard 744 80 59520 John Wil- Emily Electronics Peripherals
liams
6/27/2023 Karen Brown Bangalore Monitor 967 300 290100 Sarah John- Emily Electronics Monitors
son
6/28/2023 Robert Green Vadodara Speaker 563 100 56300 John Wil- Emily Electronics Accessories
liams
6/29/2023 Jennifer Kim Bangalore Earphones 917 30 27510 Lisa Brown Emily Electronics Accessories
6/30/2023 William Wu Ranchi Smartwatch 438 350 153300 John Wil- Emily Electronics Wearables
liams
7/1/2023 Jessica Lee Shimla Monitor 391 300 117300 Lisa Brown Emily Electronics Monitors
7/2/2023 Maria Lopez Mangalore Laptop 169 800 135200 Sarah John- Michael Electronics Computers
son
7/3/2023 Andrew Clark Mysore Camera 849 900 764100 John Wil- Emily Electronics Cameras
liams
7/4/2023 Susan Johnson Udaipur Printer 125 200 25000 Lisa Brown Emily Electronics Peripherals

67
 Date of Customer Customer Product Units Rate Amount Regional Regional Category Subcategory
Sale Name Location Name Manager Head
7/5/2023 James Taylor Varanasi Mouse 212 25 5300 Sarah John- Michael Electronics Peripherals
son
7/6/2023 Emily Young Mumbai Keyboard 655 80 52400 John Emily Electronics Peripherals
Williams
7/7/2023 Karen Brown Gurgaon Monitor 619 300 185700 Sarah Emily Electronics Monitors
Johnson
7/8/2023 Robert Green Noida Speaker 776 100 77600 John Emily Electronics Accessories
Williams
7/9/2023 Jennifer Kim Ludhiana Earphones 972 30 29160 Lisa Brown Emily Electronics Accessories
7/10/2023 William Wu Raipur Smartwatch 337 350 117950 John Emily Electronics Wearables
Williams
7/11/2023 Linda Chen Jamshedpur Laptop 687 800 549600 Lisa Brown Emily Electronics Computers
7/12/2023 Michael Adams Mumbai Camera 228 900 205200 John Emily Electronics Cameras
Williams
7/13/2023 Emily Young Srinagar Printer 315 200 63000 Sarah Michael Electronics Peripherals
Johnson
7/14/2023 Susan Johnson Durgapur Mouse 153 25 3825 John Emily Electronics Peripherals
Williams
7/15/2023 James Taylor Nashik Keyboard 139 80 11120 Sarah Michael Electronics Peripherals
Johnson
7/16/2023 Jennifer Kim Bangalore Monitor 787 300 236100 John Emily Electronics Monitors
Williams
7/17/2023 Karen Brown Mumbai Speaker 361 100 36100 Lisa Brown Emily Electronics Accessories
7/18/2023 Maria Lopez Bangalore Earphones 697 30 20910 Lisa Brown Emily Electronics Accessories
7/19/2023 William Wu Gwalior Smartwatch 578 350 202300 Sarah Emily Electronics Wearables
Johnson
7/20/2023 Andrew Clark Kanpur Laptop 917 800 733600 John Emily Electronics Computers
Williams
7/21/2023 Jessica Lee Delhi Camera 756 900 680400 Lisa Brown Emily Electronics Cameras
7/22/2023 Emily Young Mumbai Printer 356 200 71200 Sarah Michael Electronics Peripherals
Johnson
7/23/2023 Susan Johnson Delhi Mouse 450 25 11250 John Emily Electronics Peripherals
Williams
7/24/2023 James Taylor Mumbai Keyboard 246 80 19680 Sarah Michael Electronics Peripherals
Johnson
7/25/2023 Jennifer Kim Delhi Monitor 161 300 48300 John Emily Electronics Monitors
Williams
7/26/2023 Karen Brown Mumbai Speaker 266 100 26600 Lisa Brown Emily Electronics Accessories
7/27/2023 Maria Lopez Delhi Earphones 236 30 7080 Lisa Brown Emily Electronics Accessories
7/28/2023 William Wu Mumbai Smartwatch 849 350 297150 Sarah Emily Electronics Wearables
Johnson
7/29/2023 Andrew Clark Delhi Laptop 292 800 233600 John Emily Electronics Computers
Williams
7/30/2023 Linda Chen Mumbai Camera 117 900 105300 Lisa Brown Emily Electronics Cameras
7/31/2023 Maria Lopez Delhi Earphones 185 30 5550 Lisa Brown Emily Electronics Accessories
8/1/2023 John Smith Delhi Refrigerator 221 800 176800 Sarah Michael Appliances Refrigerators
Johnson
8/2/2023 Jane Doe Mumbai Microwave 513 400 205200 John Emily Appliances Microwaves
Williams
8/3/2023 Robert Green Kolkata Dishwasher 991 600 594600 Lisa Brown Michael Appliances Dishwashers
8/4/2023 Emily Young Chennai Washing 651 50 32550 Sarah Emily Appliances Washing
Machine Johnson Machines
8/5/2023 Michael Lee Bangalore Air 308 350 107800 John Emily Appliances Air Conditioners
Conditioner Williams
8/6/2023 Linda Chen Hyderabad Refrigerator 439 900 395100 John Emily Appliances Refrigerators
Williams
8/7/2023 William Wu Pune Microwave 617 200 123400 Lisa Brown Michael Appliances Microwaves
8/8/2023 Jennifer Kim Ahmedabad Dishwasher 736 1200 883200 Lisa Brown Emily Appliances Dishwashers
8/9/2023 David Smith Jaipur Washing 952 80 76160 Sarah Michael Appliances Washing
Machine Johnson Machines
8/10/2023 Karen Brown Lucknow Air Condi- 621 300 186300 John Emily Appliances Air Conditioners
tioner Williams
68
 Date of Customer Customer Product Units Rate Amount Regional Regional Category Subcategory
Sale Name Location Name Manager Head
8/11/2023 Susan Johnson Chandigarh Refrigerator 988 100 98800 Lisa Brown Emily Appliances Refrigerators
8/12/2023 James Taylor Varanasi Microwave 361 30 10830 Sarah Emily Appliances Microwaves
Johnson
8/13/2023 Maria Lopez Bangalore Dishwasher 148 350 51800 John Emily Appliances Dishwashers
Williams
8/14/2023 Andrew Clark Bhopal Washing 302 800 241600 Lisa Brown Michael Appliances Washing
Machine Machines
8/15/2023 Jessica Lee Indore Air 963 600 577800 John Emily Appliances Air Conditioners
Conditioner Williams
8/16/2023 William Davis Goa Refrigerator 146 900 131400 Lisa Brown Emily Appliances Refrigerators
8/17/2023 Emily White Bangalore Microwave 468 200 93600 Sarah Michael Appliances Microwaves
Johnson
8/18/2023 Robert Green Amritsar Dishwasher 822 25 20550 John Emily Appliances Dishwashers
Williams
8/19/2023 Susan Johnson Bangalore Washing 572 80 45760 Sarah Michael Appliances Washing
Machine Johnson Machines
8/20/2023 Karen Brown Bangalore Air 191 300 57300 John Emily Appliances Air Conditioners
Conditioner Williams
8/21/2023 Michael Adams Mumbai Refrigerator 988 400 395200 John Emily Appliances Refrigerators
Williams
8/22/2023 Linda Chen Surat Microwave 342 800 273600 John Emily Appliances Microwaves
Williams
8/23/2023 David Smith Mumbai Dishwasher 340 900 306000 Lisa Brown Emily Appliances Dishwashers
8/24/2023 Susan Johnson Nagpur Washing 340 200 68000 Lisa Brown Emily Appliances Washing
Machine Machines
8/25/2023 James Taylor Bangalore Air 104 25 2600 Sarah Michael Appliances Air Conditioners
Conditioner Johnson
8/26/2023 Emily Young Kanpur Refrigerator 744 80 59520 John Emily Appliances Refrigerators
Williams
8/27/2023 Karen Brown Bangalore Microwave 967 300 290100 Sarah Emily Appliances Microwaves
Johnson
8/28/2023 Robert Green Vadodara Dishwasher 563 100 56300 John Emily Appliances Dishwashers
Williams
8/29/2023 Jennifer Kim Bangalore Washing 917 30 27510 Lisa Brown Emily Appliances Washing
Machine Machines
8/30/2023 William Wu Ranchi Air 438 350 153300 John Emily Appliances Air Conditioners
Conditioner Williams
8/31/2023 Jessica Lee Shimla Refrigerator 391 300 117300 Lisa Brown Emily Appliances Refrigerators
9/1/2023 Maria Lopez Mangalore Microwave 169 800 135200 Sarah Michael Appliances Microwaves
Johnson
9/2/2023 Andrew Clark Mysore Dishwasher 849 900 764100 John Emily Appliances Dishwashers
Williams
9/3/2023 Susan Johnson Udaipur Washing 125 200 25000 Lisa Brown Emily Appliances Washing
Machine Machines
9/4/2023 James Taylor Varanasi Air 212 25 5300 Sarah Michael Appliances Air Conditioners
Conditioner Johnson
9/5/2023 Emily Young Mumbai Refrigerator 655 80 52400 John Emily Appliances Refrigerators
Williams
9/6/2023 Karen Brown Gurgaon Microwave 619 300 185700 Sarah Emily Appliances Microwaves
Johnson
9/7/2023 Robert Green Noida Dishwasher 776 100 77600 John Emily Appliances Dishwashers
Williams
9/8/2023 Jennifer Kim Ludhiana Washing 972 30 29160 Lisa Brown Emily Appliances Washing
Machine Machines
9/9/2023 William Wu Raipur Air 337 350 117950 John Emily Appliances Air Conditioners
Conditioner Williams
9/10/2023 Linda Chen Jamshedpur Refrigerator 687 800 549600 Lisa Brown Emily Appliances Refrigerators
9/11/2023 Michael Adams Mumbai Microwave 228 900 205200 John Emily Appliances Microwaves
Williams
9/12/2023 Emily Young Srinagar Dishwasher 315 200 63000 Sarah Michael Appliances Dishwashers
Johnson
9/13/2023 Susan Johnson Durgapur Washing 153 25 3825 John Emily Appliances Washing
Machine Williams Machines

69
Date of Customer Customer Product Units Rate Amount Regional Regional Category Subcategory
Sale Name Location Name Manager Head
9/14/2023 James Taylor Nashik Air 139 80 11120 Sarah Michael Appliances Air Conditioners
Conditioner Johnson
9/15/2023 Jennifer Kim Bangalore Refrigerator 787 300 236100 John Emily Appliances Refrigerators
Williams
9/16/2023 Karen Brown Mumbai Microwave 361 100 36100 Lisa Brown Emily Appliances Microwaves
9/17/2023 Maria Lopez Bangalore Dishwasher 697 30 20910 Lisa Brown Emily Appliances Dishwashers
9/18/2023 William Wu Gwalior Washing 578 350 202300 Sarah Emily Appliances Washing
Machine Johnson Machines
9/19/2023 Andrew Clark Kanpur Air 917 800 733600 John Emily Appliances Air Conditioners
Conditioner Williams
9/20/2023 Jessica Lee Delhi Refrigerator 756 900 680400 Lisa Brown Emily Appliances Refrigerators
9/21/2023 Emily Young Mumbai Microwave 356 200 71200 Sarah Michael Appliances Microwaves
Johnson
9/22/2023 Susan Johnson Delhi Dishwasher 450 25 11250 John Emily Appliances Dishwashers
Williams
9/23/2023 James Taylor Mumbai Washing 246 80 19680 Sarah Michael Appliances Washing
Machine Johnson Machines
9/24/2023 Jennifer Kim Delhi Air 161 300 48300 John Emily Appliances Air Conditioners
Conditioner Williams
9/25/2023 Karen Brown Mumbai Refrigerator 266 100 26600 Lisa Brown Emily Appliances Refrigerators
9/26/2023 Maria Lopez Delhi Microwave 236 30 7080 Lisa Brown Emily Appliances Microwaves
9/27/2023 William Wu Mumbai Dishwasher 849 350 297150 Sarah Emily Appliances Dishwashers
Johnson
9/28/2023 Andrew Clark Delhi Washing 292 800 233600 John Emily Appliances Washing
Machine Williams Machines
9/29/2023 Linda Chen Mumbai Air 117 900 105300 Lisa Brown Emily Appliances Air Conditioners
Conditioner
9/30/2023 Maria Lopez Delhi Washing 185 30 5550 Lisa Brown Emily Appliances Washing
Machine Machines

70
71