10/10/2019

•PowerPivot Training Series

Level 1 •PowerPivot for Report Builders

Level 2 •Power BI Tools for Excel

Level 3
•PowerPivot for Data Model Designers

Level 4 •PowerPivot DAX Functions

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Day 1: Course Outline

1. Introducing Power BI for Excel
2. Defining a Report
3. Understanding Power Pivot Data
4. Create Reports using Power Pivot Data
5. Creating Power Pivot Functions

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1. Introducing Power BI for Excel

A. What is Power BI for Excel
B. What is Power Pivot
C. Power Pivot Key Features
D. The Self-Service BI Model
E. Power Pivot Components

A Business Intelligence (BI) model is comprised of rules and applications

that allow analysts to transform raw data into business
information and insights.
It is through the use of Business Intelligence systems that analysts are
able to create the reports that so many businesses rely on.

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Microsoft’s Self-Service Business

Intelligence suite is called Power BI.

This suite helps you transform your company's data into rich visuals for
you to collect and organize so you can focus on what matters to you.

Is one part of the Power BI Suite for Excel

• Allows direct access to data sources both large and small
• Exceeds the row limitations of Microsoft Excel alone
• xVelocity allows data sources to exceed the row limitation within Excel
• Harnesses the power of Excel PivotTables and Pivot Charts to provide
amazing visualizations

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Requirements:
• (2016) Only Pro, O365 ProPlus – E3 – E4
• 4GB of RAM, 6GB is recommended
• 32-bit version of Office, 64-bit is recommended
• File size cannot exceed 2GB (32-bit) or 4GB (64-bit)

Database
Administrators

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Power Pivot
Data Model Designers

Database
Administrators

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Report Builders

PivotTables Power Maps

Pivot Charts Power Views

Power Pivot
Data Model Designers

Database
Administrators

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Report Builders

PivotTables 3D Maps
Power Views
Pivot Charts

Data Model Designers Power Pivot

Database
Administrators

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Power Pivot reports are

Power Pivot:
the Data Data and Visualization
Model

Power Map:
3D Charting
Power View: & Storytelling
Excel: the visualization, Advanced
Pivot and Charting Charting &
Mapping

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• Power Pivot uses standard PivotTables and

Pivot Chart

• The PivotTable and PivotChart tool has not changed

• The data used by the PivotTable or PivotChart is what changes their

capabilities

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Enabling the Add-In for Excel 2013

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Enabling the Add-In for Excel 2016

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Opens the Power Pivot Data Manager

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This is a separate application and has its own set of ribbons

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This view contains a preview of the data in the Power Pivot data model

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Shows the relationships in the data model

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Lesson 1 Review
A. What is Power BI for Excel
B. What is Power Pivot
C. Power Pivot Key Features
D. The Self-Service BI Model
E. Power Pivot Components

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2. Defining a Report
A. What is a Power BI Report
B. Defining a Report
C. Data-Driven Storytelling

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Power BI reports
• are comprised of tables, charts, and graphs
• provide evidence to answer a question or establish a fact or statement
• can be stand alone or can be part of a data-driven narrative

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A Power Pivot report Example

• Creating meaningful Power Pivot reports is an art

• You MUST understand the needs of the audience

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• Every Power BI report is based on a Data Model

• A Data Model is a set of tables that contain related data

• The Data Model is part of an Excel workbook

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Start by planning the report

1. The style of the report
2. The audience for the report
3. How it will be delivered
4. What it will contain
• What process, fact, or event will be defined?
• What data is needed?
• Will it be stand-alone or part of a narrative?

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It is important that you clearly understand the purpose of the report

before creating it
• What question, fact, or finding is the report is trying to define?
• What data model contains the data needed to answer this query?
• Who is the audience for the report?

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Reports can be used in many different ways

• Printed
• In PowerPoint
• Interactive within Excel
• Interactive within Excel Web App in SharePoint
• Interactive with Power View

Knowing the use will determine how you should build the report

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Story

Analysis Insight

Data

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Narrative Visualization
• Combining the discipline of storytelling and the possibilities in data
visualization

The process has 4 steps

1. Gather the data, facts, action items, & conclusion
2. Identify the audience, expectations, & method of delivery
3. Identify visualizations to be used & the narrative flow
4. Create the narrative

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1. Gathering the data

• Data & facts
• Be sure to select the correct dataset
• Know what columns within the data will be important
• Identify if changes are needed
• If so, identify how to request changes to the dataset
• Action Items & conclusion
• Be sure to have a clear idea of the purpose of this report
• Know what action items should be covered
• Know what conclusions you would like the report to illustrate

“Poorly selected data or irrelevant facts will

always lead to a bad narrative.”

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Gathering the Data

Data Accumulation Data Relevancy

DATA ACTIONABLE
MODEL INTERPRETATION CONNECTIONS OUTCOMES
Why it matters Making it fit Embedded into our
Wedded to
organizational
our data assets
processes

Narrative

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2. You must know your audience!

• Expectations
• Predispositions
• Skill level
• Technology prowess

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3. Data-driven Narrative Types

• Author-driven –
• exert full control over the flow from one report to the next
• interactivity is limited
• contain a significant use of messaging
• deliverable may be a slide show, lecture, or read-only report
• Reader-driven –
• exert limited control over the flow from one report to the next
• data exploration is the goal
• interactivity is highly functional
• contain very little messaging

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Storyboarding
the process of drafting out the vision of your narrative
Sketch Goal Interactivity

None

Drill-Down on bar & pie

Custom filters for all

None

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4. Narratives must follow a direct route in delivering information.

The more direct the better!

• There are 4 important components to each narrative:

• Opening scene “Once upon a of
Introduction time, in a land
business far far
process, fact,away…”
or event
• Character development & plot generation
• Protagonist & Antagonist are identified
“The“Red
• Plot twists and struggles Marketing
Shipping Riding
wicked
Teamwitch
costs Hood” paced“The
captures
Initiatives
far out salesBig
Dorothy…”
Sharp rise Bad Wolf” costs
in shipping
increases
• The close down Marketing“…and they dramatically
initiatives lived happilyincreased
ever after.”
the bottom
line which lessened the overall impact of this rise

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2. Defining a Report
A. What is a Power Pivot Report?
B. Defining a Report
C. Data-Driven Storytelling

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3. Understanding Power Pivot Data

A. Understanding Data Terminology
B. Understanding Tables
C. Understanding Relationships
D. Diagnosing Data Models
E. Data Model Schemas

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Terminology:
Logical & physical description of an object are different
The entry
What
One
Single
aspect
the
instance
data
forofathe
within
specific
of the
entity.
the
entity.
attribute
table describes.
of a single record.
Person,
Customer
A single Place,
customer,
Name, Thing,
Product
a single
or Event.
Category,
product, aOrder
singleDate,
order,
oraSalary
singleAmount.
employee.

Physical Logical
Table Entity

Column Attribute

Row Record

Value Data

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Terminology:
Within the tables there is important terminology as well.
• Relationship Indicates that
the this
commonality
nature
thiscolumn
column
of thecontains
contains
column
betweenaparticipating
avalue
two
value
tables.
that
thatuniquely
isindefined
the relationship.
identifies
within
• Connector each
another
1 = Indicates
record
table.
in the
a unique
table.value in the connected column
• Primary Key * = Indicates the possibility of duplicates or no value in the
• Foreign Key connected column

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There are two roles that tables have in Data Models:

1. Source Table
2. Master Table

Source Master Source

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There are two table types that Data Models use:

Primary Key:
Source Table Unique identifier for
the record
• Contains unique records that will be referenced in other tables
• Primary Key Column
• This column lists individual values that can be used in columns of other tables
Entity = Products Entity = Customers
ProductID ProductName Category CustID FirstName LastName
481 Mountain-200 Bikes 16541 Earl Jenkins
482 Road-500 Bikes 16542 Darlene Klein

• These tables contain the labels for visuals, filters, and slicers that will appear in your
reports.

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There are two table types that Data Models use:

Foreign Key:
Master Data Identifier represents a unique
• Contains many records that relate to the Source table record in the source table
• Foreign Key Column
• This column contains values that reference records in other Source tables

OrderID OrderDate Customer Product Qty

187651 05-20-2015 16541
Earl Jenkins 481
Mountain-200 2
187652 05-20-2015 16542
Darlene Klein 482
Road-500 2

• These tables serve mainly as connections between tables. They will contain the
measures, metrics, and calculations you will add to your reports.

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Understanding tables is only the first step, understanding how data

travels between tables is the next step.

are what make BI data models different from Excel-based data.

A relationship defines commonality between tables

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Source Table Source Table

Primary Key

Primary Key

CustID FirstName LastName ProductID ProductName Category

16541 Earl Jenkins 481 Mountain-200 Bikes
16542 Darlene Klein 482 Road-500 Bikes

Master Data
Primary Key

OrderID OrderDate Customer Product Qty

187651 05-20-2015 16541 481 2
187652 05-20-2015 16542 482 2
Foreign Key

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Every relationship is represented as a line between tables.

When you select a relationship, Excel 2013 Excel 2016

both the arrow and columns

are highlighted.

The “arrowhead/1” always points

to the unique side of the
relationship.

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If you are given a data model to use, understanding the data model
is vital!
Explore the data model and ask the following questions:

1. What is each table describing (Entity)?

2. What relationships exist in the data model?
3. Does the model contain everything you need for your report?
If not,
• Is there a better data model?
• How do you request changes to the data model?

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Data Models have schemas

• Star
• Snowflake

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Star Schema

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Snowflake Schema

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Lesson 3 Review
A. Understanding Data Terminology
B. Understanding Tables
C. Understanding Relationships
D. Diagnosing Data Models
E. Data Model Schemas

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4. Creating Reports using Power Pivot Data

A. Making Changes to Power Pivot Data
B. Creating Power Pivot PivotTables
C. Creating Power Pivot PivotCharts
D. Creating Slicers
E. Graphing Data

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What Power Pivot can do: What Power Pivot cannot do:
• Hide existing columns • Cannot add, edit, or delete values or
• Add calculated columns rows
• Widen or freeze columns • Push changes to the data source
• Rename columns (headers) and table
tabs (tables)
• Apply number formatting

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Pivot Tables and Pivot Charts have different capabilities when using
Excel data vs Power Pivot data

Excel
• One table limit
• Slicers on one table only
• No relationships
• No relational functions

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Pivot Tables and Pivot Charts have different capabilities when using
Excel data vs Power Pivot data.

Power Pivot Data

• Multiple tables
• Slicers on Multiple tables
• Robust Relationships
• Measures

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1. Click on Manage from the Power Pivot Ribbon

2. Click on PivotTable to select the layout

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1. Click on Insert tab then on PivotTable

2. Select on Use this workbook’s Data Model

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Excel uses the same panel for Power Pivot PivotTables

• Because it is based on a data model you will

see multiple tables listed

• You will be given the option to see just the

tables that are being used in the Pivot or to
see all tables

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4 regions for fields to be added to:

• Filters: Changes the entire report

• Columns: Data in the columns
• Rows: Data in the rows
• Values: Calculated fields

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1. Click on Power Pivot Window from the Power Pivot Ribbon

2. Click on PivotChart to select the layout

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1. Click on Insert tab then on PivotTable

2. Select on Use this workbook’s Data Model

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Notice that the fields are not named the same for a PivotTable and
Pivot Chart

PivotTable Pivot Chart

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You have been asked to create a report that shows how product
promotions and volume promotions affected sales.

• The report needs to show data from both reseller and internet sales
• Report will be read by the Sales Manager
• Report will have the following characteristics:
• Reports will be viewed within Excel
• Reports will not be printed
• Reports will not be published to PowerPoint

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Report “shows”
• What visuals should be used to display the data?
Charts

Product vs volume promotions

• How many chart will best reveal the nature of the data?
1 or maybe 2

Sales data
• Where is the data needed for the report?
Sale Total from Internet Sales
SaleTotal from Reseller Sales

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A slicer is a series of buttons that represent unique values in one

column
• They work by filtering the table or chart they are connected to
• Each slicer can be connected to multiple
tables and charts

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To create a slicer:

• Open a worksheet that contains a PivotTable or Pivot Chart

• Click on the table/chart then on the Options ribbon under PivotTable Tools
• Then click on Insert Slicer/Insert Timeline

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You can add conditional formatting to your PivotTables

• When you select values within a

PivotTable you are given additional
options

• This allows the formatting to move as

the filters change

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Graphing data takes planning.

Choose the best layout for the data displayed:

• This may take a few tries
• Consider your audience
• Graphic data in multiple ways
is often very effective

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Column & Bar Charts

• Clustered, Stacked, 100% Stacked

Line
• Line, Markers, Stacked, 100% Stacked

Pie
• Pie of Pie, Pie of Bar, Exploded Pie

Area Charts
• 3D Area, Stacked, 100% Stacked

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Doughnut Charts
• Doughnut, Exploded Doughnut

Surface Charts
• 3D, 3D Wireframe, Contour, Contour
Wireframe

Radar Charts
• Radar, Radar Wireframe, Filled Radar

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XY (Scatter) Charts
• Markers Only, Smooth Line, Straight
Line, Stacked

Bubble Charts
• Bubble, 3D Bubble

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Stock Charts
• High-Low Close, Open HLC, Volume
HLC, Volume-Open HLC

Treemap
• Hierarchical comparison view

Sunburst
• Hierarchical radial view

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Histogram
• Used for frequencies and distribution
of values

Box & Whisker

• Divides data into quartiles,
highlighting the mean and outliners

Waterfall
• Running total of data showing
increases and decreases

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Funnel
• Charts stage based data as it flows
from one stage to the next.

Combo
• Allows multiple chart types to be
selected as well as multiple axis to
be used

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Lesson 4 Review
A. Making Changes to Power Pivot Data
B. Creating Power Pivot PivotTables
C. Creating Power Pivot PivotCharts
D. Creating Slicers
E. Graphing Data

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5. Creating Power Pivot Functions

A. Calculated Columns
B. What is DAX?
C. Understanding DAX Functions
D. Common DAX Functions
E. Dates & Date Functions

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Calculated Columns are the most basic form of calculation within

Power BI data models.
• These columns are row level calculations
• Examples include subtotals, extracting text, generating values
• These columns exist as new columns within an existing table
• There is no limit to the number that can be added

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• The formula is evaluated once for each row No Exceptions!

• If the values in any row produce an error, all rows will return an error

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DAX functions reference data model columns.

• Each column reference
• should begin with the table name
• the column name follows and is ALWAYS surrounded by square brackets [ ]

=Sales[Order Date] - Sales[Ship Date]

=Year(Dates[Order Date])

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Data Analysis EXpressions language

• DAX is a language used to perform calculations in Power BI

• Like any other language you must learn how to use it effectively

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Excel Formulas
• Focus on cell-level calculation

• Reference cell addresses and

named ranges

• Can limit the cells included in the

calculation

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DAX Functions
• Focus on table & column
calculation

• Reference the column and table

• Cannot limit the values included

without a filter

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Basic Syntax
• =[ColumnName]
• =FunctionName( [ColumnName] )

Calculate for per row (Calculated Column):

• =[GrossAmount] / [SalesAmount]

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Adding a field to the Values region of a PivotTable creates a measure.

• The default aggregate is a SUM for numeric columns, count for others.
• You can change the aggregate function used
• You can add the same column multiple times

=SUM( [Budget] )

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Logical Functions

IF function – performs a condition to test.

=IF( condition to evaluate , what to do if true , what to do if false )
=IF( [Product Size] = 50, “Large” , “Medium” )
Logical functions can be used to allow for multiple conditions.
• AND - both condition must be true
• OR - one or both conditions must be true
• NOT - first condition must be true second must be false
=IF( [Product Size] = 50 AND [ProductCategory] = “Bike”,
“Large Bike” , “Medium Bike” )

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In the next exercise, you will create the following function:

• =IF( [Unit Price] <= 100, “Low” ,

IF( [Unit Price] <= 1000, “Medium” , “High” ) )

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Text Functions

• UPPER/LOWER =LOWER(column to be changed)

• LEFT/RIGHT =LOWER( [First name] )
• MID
=LEFT(column to be used, # of char to gather)
• LEN =LEFT( [First name], 3 )
• FIND
• CONCATENATE =CONCATENATE(text 1, text 2)
=CONCATENATE( [First name], [Last name] )

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• Understanding the logical requirements of the report you are

building is important

• Due to the nature of

databases, Data Models
often contain multiple
tables with columns of
the same name.

• In order to get accurate reports, you MUST know what you are
counting!!

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Each column has a logical meaning to it

• The Product Key column in the Products table
• The Product Key column in the Internet Sales table
• The Product Key column in the Reseller Sales table

Aggregating each of these columns produces a different answer

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606 60306 60855

• The number of products in the Products table

• The number of product sales in the Internet Sales table
• The number of product sales in the Reseller Sales table

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Dates are the most common elements in reports

1. Dates are natural hierarchies

• Year
• Quarter
• Month
2. Date values are rarely aggregated
3. There should always be a Date Source table
• There cannot be any missing dates
• Dates should match the range of data to the end of a period
• Columns should define each part of the Date that will be important

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Tables may contain many columns that are related to each other
• Many times this is a natural part of the data
Most Specific Least Specific
Granular Granular

Day Month Quarter Year

• Sometimes this is generated by business practice as well

Most Specific Least Specific
Granular Granular

Product SubCategory Category

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When building a report, we add all columns that are part of the
relationship
• This could be a lot of columns!
• Hierarchies in Excel offer 1-click addition of all
columns within the hierarchy

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• Hierarchies will always have a plus/arrow to the left

of their name
• Drag the hierarchy to the correct report area
• In the report you will now see the plus signs next
to each year

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Date & Time functions

=YEAR(column that contains a date)
• DATE
=YEAR( [Ship Date] )
• DAY
• MONTH
• YEAR
• WEEKDAY
• WEEKNUM
Due Date: =[OrderDate] + 5

Order Status: = IF([Ship Date] <> [Due Date],

IF([Ship Date] > [Due Date], ”Late”, ”Early”), ”On-Time” )

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5. Creating Power Pivot Functions

A. Calculated Columns
B. What is DAX?
C. Understanding DAX Functions
D. Common DAX Functions
E. Dates & Date Functions

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Day 1: Course Review

1. Introducing Power Pivot
2. Defining a Report
3. Understanding Power Pivot Data
4. Create Reports using Power Pivot Data
5. Creating Power Pivot Functions

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Level 1 •Power BI for Report Builders

Level 2 •Power BI Tools for Excel

Level 3 •Power BI for Data Model Designers

Level 4 •Power BI - DAX Functions

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1. Introducing Power BI Tools

2. Power View for Excel
3. BI Data Query Basics
4. Query Editor Transformations
5. 3D Maps (Power Map)

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6. Introducing Power View

A. Microsoft’s Self-Service Power BI Model
B. What is Power BI for Excel?

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A Business Intelligence (BI) model is comprised of rules and applications

that allow analysts to transform raw data into business information and
insights.
It is through the use of Business Intelligence systems that analysts are
able to create the reports that so many businesses rely on.

107

Microsoft’s Self-Service Business

Intelligence suite is called Power BI.

This suite helps you transform your company's data into rich visuals for
you to collect and organize so you can focus on what matters to you.

108

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Report Builders

PivotTables Power Maps /

Pivot Charts 3D Maps Power Views

Power Pivot
Data Model Designers

Database
Administrators

109

Power BI for Excel & Power BI Service

• These tools are meant to be used together
• Modeling and Reporting in Excel
• Dashboards, Cortana Q&A, Quick Insights, and Hosting in the Power BI
Service

Hosting
Reports
Dashboards
Data Cortana Q&A Service
Modeling Quick Insights

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Topic B: Power BI for Excel

Power BI for Excel is a suite of tools that provide you with flexible,
powerful and complete business analysis at your fingertips

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Power BI Tools
The best part is that all of these tools have been developed using the
Microsoft Excel interface

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Power BI Tools
Power Pivot for Excel:
a. Allows you to create sophisticated data models containing data from
virtually any data source

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Power BI Tools
Power View for Excel:
a. Allows you to use a simple drag and drop interface to build interactive
reports and functional analytical views in minutes

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Power BI Tools
3D Maps (Power Map) for Excel:
a. Allows you to do complex geospatial reporting and exploration with data
quickly and efficiently

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Power BI Tools
Get & Transform (Power Query) for Excel:
a. Allows you to dive into complex data sources and quickly merge, append,
and combine data sets to provide incredibly rich tables of data that can be
used within Excel and PowerPivot

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6. Introducing Power View

A. Microsoft’s Self-Service Power BI Model
B. What is Power BI for Excel?

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7. Power View for Excel

A. What is Power View?
B. Creating Power View Reports
C. Power View Interface Components
D. Understanding Table Visualizations
E. Chart Visualizations
F. Power View Tiles, Slicers, & Multiples

119

Power View is a visualization tool made to work seamlessly with Excel

or SharePoint server
A. You can use both Excel and SharePoint server to create reports
B. Then share, collaborate, and extend those insights to all of your audience members

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JN5

Before creating your Power View Report answer these questions:

1. What question(s) is the report is trying to answer?

2. Who is the audience for the report?
3. How should the answer be displayed?
4. Should I include images to enhance the report?
5. Will the report be digital or printed?

121

JN6

Report Styles
A. Bar Charts

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Jeannette Neaves, 10/11/2017

Slide 122

JN6 was 34
Jeannette Neaves, 10/11/2017
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JN7

Report Styles
A. Column & Pie Charts

123

JN3

Report Styles
A. Charts & Slicers

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Jeannette Neaves, 10/11/2017

Slide 124

JN3 Was slide 36

Jeannette Neaves, 10/11/2017
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All Power Views are based on data

Data can be added to a Power View in three ways
• Selected Data not recommended!

• Excel Table Data

• Power Pivot Data

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JN1

Worksheet Data
• Highlight the data or table to be used
• There is no way to build relationships between datasets
added in this way
• Once the data is added, all of the columns within the
dataset are added to the Power View Field List

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Gathering Report Data

Preparing Worksheet Data
a. The data must be in a single worksheet
b. The data cannot contain any blank column or rows
c. Every column must have a header
d. Avoid blank cells as often as possible
e. The data should be formatted as an Excel table with a meaningful table
name

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Power Pivot Data Model:

• If there is a data model within the workbook, the Power
View will always attach to the data model.
• These tables already have relationships within the data
model and will form great views.

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To create a Power View:

• Select your data, worksheet, or workbook containing a data model
• Click INSERT Ribbon
• Then click Power View

129

JN2

View Title

Column Visualization Map Visualization

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n1

Power View List

Data Model Column

Data Model Table

Hierarchy

Calculated Field

Numeric Column
that can be summarized

Column Used in
Column that can be
the Visualization
charted on a map

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Filtering a Power View is now done from the panel on the right

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n2

The Filter Panel is used to filter a report

It is much like the Field List you have been using in PowerPivot

• Two ways to open the panel, From the report,

or the ribbon

• Check a box to filter down to just that item

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Advanced filtering is also available

• To add an advance filter, click on the icon to the right of the

table name

• The panel will change

• Enter your filter and click apply filter

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There are three table views

• Table
• Matrix
• Card

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Table
• This view shows data in tabular format

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Matrix
• This view works much like a cross tab without any of its limitations

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n3

Card
• Great for displaying data with pictures
• It looks like a business card or index card

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Topic E: Chart Visualizations

Charts generally contain the following elements:
a. Chart Title
b. Plot Area (the actual chart)
c. X-axis (category)
d. Y-axis (value)
e. Legend Entry
f. Labels for the x-axis
g. Labels for the y-axis

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Column, Bar, & Line Charts

The most commonly used chart types are column, bar, and line
a. All three of these chart
types are effectively the
same.
b. Data values are plotted
against a graph on X and
Y axis.

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Pie Charts
Pie charts are used to show a category of values in the form of
percentage to total

A. IMPORTANT:
a. Size of the pie = Total
b. Size of the piece = % of Total

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A Map view is built upon a Bing map

• To create it, built a table and switch to the map visualization

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Scatter & Bubble Charts

Scatter Plots display many data points on an X-Y axis
A. Bubble Charts introduce a third axis to the chart representing the
size of the data point

Scatter Plot Bubble Chart

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Scatter & Bubble Charts

Scatter Plots also introduce a new feature called the Play Axis
A. This axis requires a consecutive series of values
B. Time is the most common series

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Filtering hides all In Place Filtering

items that do not highlights items that
match whereas do match

145

Allows users to navigate a hierarchy in the matrix view or on charts

• To create:
1. Add base columns
2. Choose the chart type
3. Add drill down columns to the AXIS

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To use Drill-Down
• Double-click on the item representing the Value
• To return to the previous level in the hierarchy, click on the return
button

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Power View introduced the Pop Out feature

• Make 1 visualization full screen

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Topic E: Power View Tiles, Slicers & Mulitples

The Tile feature create a container that filters charts within it based on
unique values
A. When you add a column to the Tile By region, the container is
created

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In Power View, Slicers are created by converting single column tables

• They work like slicers in Excel

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Allow you to repeat the same chart multiple times based on a single
column
• You can create both Horizontal and Vertical Multiples

151

• Slicers
• Scatter Plots & Bubble Charts

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7. Power View for Excel

A. What is Power View?
B. Creating Power View Reports
C. Power View Interface Components
D. Understanding Table Visualizations
E. Chart Visualizations
F. Power View Tiles, Slicers, & Multiples

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8. BI Data Query Basics

A. What are BI Data Queries?
B. Power Query Interface
C. Planning a BI Data Query

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Topic A: What are BI Data Queries?

Get & Transform Data for Excel 2016
Power Query for Excel 2013
a. Allows you to dive into complex data sources and quickly merge, append,
and combine data sets to provide incredibly rich tables of data that can be
used within Excel and PowerPivot

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• Power Query is an add-In for Excel 2013

• Get & Transform Data is built into Excel 2016

• When combined with the Power BI Service you can

• Create and share Queries with other users
• Perform automatic data refresh of the queries

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Query – a set of steps to gather, transform, & load data into Excel
Data Source – a set of tabular or comma separated values
Peek – a panel allows you to see a sample of the data related to a
query
Step – an individual change to the data source
Load – the process of applying steps and placing the results into Excel

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Topic B: Power Query Interface

Power Queries are started from within Excel using the POWER QUERY
ribbon

2013

2016

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Query Editor Interface

The Query Editor is where you will perform most transformations

Query Panel Details Window Query Settings

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Table Query Ribbon

Once a query is loaded to a worksheet the following ribbon appears

a. This ribbon will allow you to edit the query used to create the table as well
as refresh it

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Planning the query is performed in three steps

1. Extract the Data
• Connect to Data Sources
• Combine Data from Multiple Sources
2. Transform the Data
• Define Data Types
• Apply Transformations
3. Load and Share the Data

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Gathering the Raw Data

• File Based 2013
• Database
• Microsoft Azure
• Other Sources
• Web-based
• SharePoint Lists
• Hadoop Files
2016
• Salesforce
• ODBC

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Once data is imported, the Query Editor

performs steps to ensure it is usable by Excel
• Steps
• Source
• Promoted Headers
• Changed Type

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There are two ways to combine data

• Merging Queries – similar to a database join
• Appending Queries – similar to copy & paste

There are two hazards of appending queries

• Mismatched columns– column headers don’t match but the data does
• Will still load but there will be a lot of NULL values
• Mismatched data types– column headers match but data types don’t.
• These queries will fail to load!

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BI Data Queries support the following data types:

Boolean True/False
Date/time Date/time, Date only, Time only, Date/time/time zone, Duration
Numbers Decimal, whole number, currency
Object Binary (images)
Text Text
Undefined Any

• Always verify that the correct type is selected before moving on!

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• List out each of the changes that need to be made to the data
• Changes are called transformations
• There are two categories of transformations
• Structural
• Data

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In order to use the data created by a query you must load it

There are three options for loading the data
• Excel Worksheet – add the dataset
to an Excel worksheet
• Connection Only – creates a
connection without loading the data
• Power Pivot Data Model – adds the
dataset to a Power Pivot data model

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8. BI Data Query Basics

A. What are BI Data Queries?
B. Power Query Interface
C. Planning a BI Data Query

169

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9. Query Editor Transformations

A. Basic Transformations
B. Merging and Appending Datasets
C. Calculated Columns
D. Grouping and Summarizing Data
E. Unpivoting Data
F. Dealing with Malformed Data
G. Finalizing Queries

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Topic A: Basic Transformations

Transforming the data
a. Power Query transformations are divided into two groups:
• Structural Transformations

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Basic Transformations
Transforming the data
a. Power Query transformations are divided into two groups:
• Data Transformations

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As you add transformations to the Query Editor, the Query Editor

keeps track of the transformation using Applied Steps
Most steps will allow you to
update the change that is being
applied by clicking on the gear
icon

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n5

Carefully Plan how you will create your steps.

1. Remove the initial Changed Type step.
2. Perform all Merging or Appending operations.
3. Perform all Structural transformations.
4. Perform all Data transformations.
5. Change the Data Types.
6. Rename all columns.

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This is the process of gathering data from 2 or more queries and

combining them into one.
• There are two ways to combine queries
• Merging
• Appending

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PowerQuery
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Merging Queries
Merging is the process of bringing two tables together based on a
similar attribute or column
A. Power Query allows for 6 different merges

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Merging Queries
There are several different types of Merge operations that Power
Query can perform:
a. All rows from one table and
matched from the other table
• Left Outer
• Right Outer

Rows from
one table

Only matching rows

from both tables

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Merging Queries
There are several different types of Merge operations that Power
Query can perform:
a. All rows from one table and
matched from the other table
• Left Outer
• Right Outer

CustID Name OrderID CustID Name OrderID

1 Bob 1 2 Bob 4
2 Mary 2 NULL Bob 6
3 Frank 3 4 Frank NULL
4 Sam 4 1 Mary 1
5 NULL Sam 3
6 1

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Merging Queries
A. There are several different types of Merge operations that Power
Query can perform:
a. Every record from both table
• Full Outer

Unmatched
Rows from
one table

Unmatched
Rows from
one table

Matched Rows
from
both tables

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Merging Queries
A. There are several different types of Merge operations that Power
Query can perform:
a. Every record from both table
• Full Outer

CustID Name OrderID CustID Name OrderID

1 Bob 1 2 Bob 4
2 Mary 2 NULL Bob 6
3 Frank 3 4 Frank NULL
4 Sam 4 1 Mary 1
5 NULL Sam 3
6 1 NULL 5
NULL 2

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Merging Queries
A. There are several different types of Merge operations that Power
Query can perform:
a. Only rows that exist in
both tables.
• Inner

Records that have

matching values

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Merging Queries
A. There are several different types of Merge operations that Power
Query can perform:
a. Only rows that exist in
both tables
• Inner

OrderID CustID
CustID Name 1 2 Name
1 Bob 2 NULL Mary
2 Mary 3 4 Sam
3 Frank 4 1 Bob
4 Sam 5 NULL Bob
6 1

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Merging Queries
A. There are several different types of Merge operations that Power
Query can perform:
a. Rows with no match in the
other table
• Left Anti
• Right Anti

Unmatched
No Rows from
Rows from
one table
one table

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Merging Queries
A. There are several different types of Merge operations that Power
Query can perform:
a. Rows with no match in the
other table.
• Left Anti
• Right Anti

CustID Name OrderID CustID Name OrderID

1 Bob 1 2 Frank NULL
2 Mary 2 NULL
3 Frank 3 4
4 Sam 4 1
5 NULL
6 1

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Appending Queries
Brings together two datasets without regard to a relationship
A. This operation may result in a large number of NULL values!

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Appending Queries
Rules that govern appending tables:
a. The two datasets should represent the same entity
• Orders, Customers, or Products
b. The column headers are used to make matches. If none are found, new
columns are created.

Problems
OK
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Appending Queries
Rules that govern appending tables:
a. The two datasets should represent the same entity
• Orders, Customers, or Products
b. The column headers in the first table should be present in all other tables
c. Duplicate records will be added if present
• Use Remove Duplicates in the Query Editor

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Often, the data source does not contain the calculations that are
needed by the reports
• Calculated columns can be added to the Query
• These calculations can be basic arithmetic or aggregations

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Calculation Builder

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The Query Editor provides two ways to group data

• Group & Summarize records
• Create a Row Operation

191

The Query Editor provides two ways to group data

• Group & Summarize records
• Once grouped, you will need to choose which columns to summarize and
how.

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The Query Editor provides two ways to group data

• Create a Row Operation
• Produces a unique list of values that can be used as source tables in a
PowerPivot data model.
• Results can be refreshed!

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Duplicating or Referencing Queries

• Duplicating
• Steps are copied to a new query
• Steps can be altered and/or added to
• Changes need to be applied to each
duplicate query
• Replicating
• Steps are not copied but are borrowed
• Steps are added to the grouped query
• Changes are made only to the source or grouped query

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• Working with PivotTable Sources

• Dealing with Malformed Data
• Maintaining Queries
• Auto-Refreshing Queries
• Publishing Queries

195

• PivotTable data is very common in all businesses

• It is not formatted in a way for it to be further analyzed

• What can you do?

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• The PivotTable data needs to be transposed and realigned.

• The Query Editor has a feature
that will do this for you in just
a few clicks!

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• Getting data from CSV or TXT files will lead to incorrectly formatted
data
• Fixing a single file is not the answer
• You can use the Query Editor to repair the data allowing for data
refresh

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• When the data is imported it may look like this:

• Only 1 column exists on the first row
• It recognizes the comma
separator and only imports
dates

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• To repair
• Remove the Changed Type step
• Open the Source Settings
• Change the Open file As to Text File
• Remove the first row
• Split the columns on the comma
• Use first row as headers

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• Maintaining Queries
• Auto-Refreshing Queries
• Publishing Queries

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• Maintaining Queries
• Data loaded to a Workbook
• All changes to the columns should be made in the Query Editor.
• Data loaded to PowerPivot
• Anything created in the Query Editor should only be modified in the Query Editor.
• Anything created in the PowerPivot Manager should be edited in the Manager.

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• Maintaining Queries
• Data loaded to PowerPivot
• Be careful to avoid the following actions, you will get an error:
• Change the name of a table in the PowerPivot Manager.
• Rename an imported column in the PowerPivot Manager.
• Delete an imported column in the PowerPivot Manager.

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• Maintaining Queries
• Data loaded to PowerPivot
• It is safe to perform the following modifications:
• Add/modify/remove custom calculated columns in the PowerPivot Manager.
• Add/modify/remove relationships in the PowerPivot Manager.
• Add/modify/remove DAX Measures (Calculated Fields) in the PowerPivot Manager.
• Add to or Modify the Query itself in the Query Editor.

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• Automatic Refresh is the holy grail when it comes to managing

transactional data.
• When the workbook is opened
• Every x minutes

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• You can publish completed queries to the Power BI Service

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9. Query Editor Transformations

A. Basic Transformations
B. Merging and Appending Datasets
C. Calculated Columns
D. Grouping and Summarizing Data
E. Unpivoting Data
F. Dealing with Malformed Data
G. Finalizing Queries

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10. 3D Maps for Excel

A. What are 3D Maps?
B. Preparing a 3D Map Tour
C. 3D Map Designer
D. Creating a 3D Map Tour
E. 3D Map Formatting Tools
F. Finalizing a 3D Map Tour

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Power Map is a 3D data visualization tool for Excel

that provides an immersive experience for making
discoveries in data that might never be seen in
traditional 2D tables and charts

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There are a few things that you need to be aware of when preparing to
install Power Map
• You will need a good graphics card
• You will need a system with plenty of available RAM
• If you are working with large volumes of data, you will want to have the 64-
bit version of Excel 2013 installed

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It is a free add-in for Excel 2013

• Download the add-in from

http://www.microsoft.com/en-us/download/details.aspx?id=38395

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It is now integrated with Excel 2016!

• If you upgraded from 2013 you may see two options
• Turn off the Microsoft Power
Map add-in
• When you open a map,
you will be prompted
to uninstall

213

Power Map Terminology

Tour
a. Each new Power Map your create is called a tour
Scene
a. Within a tour you will have one or more scenes
Design Window
a. This is the program interface you will use to create tours and scenes
Layer
a. Allows you to chart different metrics in the same scene

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How Power Map Works

A. Uses Bing Maps to plot data

B. Must have an internet connection in order to design tours

C. Power Map videos can be played without an internet connection

215

Topic B: Preparing a 3D Map Tour

Before creating your Power Map Tour answer these questions:

1. What questions need to be answered in this tour?

2. Who is the audience for this tour?
3. How can the data be best displayed?
4. Where will the tour benefit from labels and dialog boxes?
5. How many scenes should be used to tell a great story?

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Man-Made features
• Bridges, roads, & buildings
• Use addresses
• Closest Starbucks?

Naturally occurring features

• Lakes, mountains, & forests
• Use longitude & latitude
• Lower Falls of the Lewis River

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Power Map requires the following data:

• 1 spatial data column
• 1 date or time column

All other data is then available to be plotted as visualizations on the

Power Map scenes

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Selecting a Data Set

Power Map can use data from:
a. Excel worksheets
b. PowerPivot data models

You should not use PivotTables as a source!

219

Topic C: 3D Map Designer

The Power Map Designer is a separate window from Microsoft Excel

A. The Home ribbon

2013

2016

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Power Map Designer 2013

The Designer is divided into three panels
Tour Editor Map Panel Layer Pane

221

3D Maps Designer 2016

The Designer is divided into three regions & 2 panels
Tour Editor Map Panel Layer Pane

Scene Options Field List

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Power Map Designer

The Settings Panel is divided into three views
Layers Manager Field List Scene/Layer Options

223

Topic D: Creating a 3D Map Tour

The Design Process
1. Creating a new tour
2. Add the scenes that will be part of the tour
3. Add layers to the scenes and design the maps
4. Save the tour

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Creating a Power Map Tour

My recommendations:
a. Storyboard everything on paper before you open Excel

b. Give every tour, scene, and layer a meaningful name

c. Fully develop each scene before creating the next one

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Creating a Tour
Creating the Tour
1. Identify what columns contain spatial data
• Zip Codes
• City names
• Country names

2016 Only
• Pay attention to the Mapping
Confidence percentage
• Mapping Confidence report

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Creating a Tour
Creating the Tour
1. Identify what columns contain spatial data
• Zip Codes
• City names
• Country names
2. Define the height, category and time settings
3. Create layers, scenes
4. Set options and transitions

227

Topic E: 3D Map Formatting Tools

Map Formatting 2013
a. Map Themes
b. Map Labels
c. Flat Map
d. Find Location
e. Custom Regions
2016

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Creating a Tour
Scene Formatting
a. Each scene will have the following options
2013 2016
Scene Duration
Scene Name
Transition Duration
Effect
Start Date
End Date
Speed
Map Type

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Creating a Tour
Power Map Visualizations
a. Stacked Column
b. Clustered Column
c. Bubble
d. Heat Map
e. Region

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Creating a Power Map Tour

Visualizing Data Over Time
a. Time includes two Map elements when added
• The Date & Time box
• Time Line

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Creating a Tour
Layer Formatting 2013 2016
a. Stacked Column
b. Clustered Column
c. Bubble
d. Heat Map
e. Region

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Topic F: Finalizing a 3D Map Tour

Finishing Touches
a. Annotations

233

Finalizing a Power Map Tour

Finishing Touches
a. Text Boxes

2013 2016

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Finalizing a Power Map Tour

Finishing Touches
a. Adding Scenes
• Scenes are where the movie transitions
from showing one thing to the next
• Choose scenes carefully
• Crete stop scenes

2013 2016

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Finalizing a Power Map Tour

Finishing Touches
a. Creating a Power Map Video
1. Choose the quality
2. Add a soundtrack
3. Begin rendering

2013 2016

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10. 3D Maps (Power Map) for Excel

A. What are 3D Maps?
B. Preparing a 3D Map Tour
C. 3D Map Designer
D. Creating a 3D Map Tour
E. 3D Map Formatting Tools
F. Finalizing a 3D Map Tour

237

Day 2: Power BI Tools Review

1. Introducing Power BI Tools
2. Power View for Excel
3. BI Data Query Basics
4. Query Editor Transformations
5. 3D Maps (Power Map)

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