Export

Native + report design

Export data from a visual — availability depends on configuration, permissions and tenant settings.

Working example

Employee records

Open the visual's options menu to see where export sits.

Power BI limitation

Export availability depends on report settings, workspace permissions and tenant admin policy. Row limits differ between summarised and underlying data, and conditional formatting is not carried into the exported file.

What it is

Users can export the data behind a visual to Excel or CSV, either summarised or as underlying data.

When to use it

When downstream work genuinely continues outside the report.

Native Power BI capability

Yes, conditionally. Export is governed by report settings, workspace permissions and tenant admin policy.

UX considerations

Do not promise export in a design without confirming the tenant policy.
Say which export type is expected: summarised or underlying data.
Exported layout is not the visual layout — plan for a flat table.

BI developer considerations

Report settings control whether export is available and which type.
Underlying data export can expose columns not shown on screen.

QA considerations

Export permissions match the intended audience.
Exported figures match the on-screen filter context.

Limitations

Row limits apply per export type.
Formatting and conditional formatting are not fully carried into the export.

HTML prototype note

This interactive HTML example simulates the native Power BI behaviour. It is not Power BI itself and should not be interpreted as an implementation of the Power BI rendering engine.

Designer ↔ BI developer handoff

UX designer defines

Information hierarchy and column order
Required fields and measures
Default state (sort, filters, selection)
Interaction intent and what it should affect
Responsive priority and what may be dropped
Accessibility expectations and focus order
Empty, loading and error states

BI developer implements

Dataset fields, measures and relationships
Visual configuration in the format pane
Filters, sort order and interaction wiring
Drill-through / drill-down configuration
Conditional formatting rules
Row-level security and permissions
Query performance optimisation

QA validates

Data correctness against the source
Correct default state on first load
Sorting and filtering behaviour
Drill and selection behaviour
Permissions and row-level security
Empty states and responsive layout
Performance and export behaviour