Power BI Stage 1 – Getting Data: The Foundation of Your Reports
In any analytics project, the quality of your insights rests squarely on the quality of your data. Before you build elegant dashboards or craft compelling visual stories, you must first connect and ingest the right datasets. In Power BI, Stage 1—Getting Data—sets the tone for everything that follows. Nail this step, and your downstream cleaning, modeling, and reporting will be smoother, faster, and more reliable.
Why “Getting Data” Matters
- Accuracy: Pulling from authoritative sources reduces errors and inconsistencies.
- Freshness: Direct connections or scheduled refreshes ensure stakeholders see up-to-the-minute information.
- Scalability: Choosing the right connector—files vs. databases vs. web services—helps you handle growing volumes of data with minimal rework.
Common Power BI Data Sources
Power BI boasts an extensive library of connectors. Here are the most frequently used:
- Excel & CSV
- Ideal for quick prototyping or working with structured tables
- Supports local files, OneDrive, and SharePoint hosted workbooks
- SQL Server & Relational Databases
- Best for large, enterprise-grade datasets
- Offers native query folding for efficient data retrieval
- SharePoint & OneDrive
- Keeps cloud files in sync automatically
- Great for collaborative data entry by non-technical teams
- Google Sheets
- Real-time updates from a cloud-native spreadsheet
- Perfect for small teams or external partners
- REST APIs & Web Scraping
- Enables live feeds from web services, social media, or custom endpoints
- Use Power Query’s “Web” connector or third-party custom connectors
- Cloud Platforms (Azure, AWS, Salesforce, etc.)
- Direct integrations with data lakes, data warehouses, and SaaS applications
- Leverage OAuth or service principals for secure authentication
Step-by-Step Guide to Connecting Your Data
- Open Power BI Desktop
Launch the application and click Get data on the Home ribbon. - Select Your Connector
Browse through the categories—File, Database, Power Platform, or Online Services—and choose the appropriate source. - Configure the Connection
- For files: browse to your folder or supply the URL (OneDrive/SharePoint).
- For databases: enter server name, database name, and authentication credentials.
- For web APIs: supply the endpoint URL and any headers or OAuth settings.
- Preview & Transform
In the Navigator window, select the tables or endpoints you need.
Click Transform data to open Power Query for initial cleaning (e.g., filtering rows, parsing JSON). - Load into Power BI
Choose Load to import as-is or Load To… if you want to create a connection-only query (useful for large datasets).
Best Practices for Stage 1
- Limit Columns: Only import the fields you need. Reducing columns lowers memory usage and speeds up refreshes.
- Use Query Folding: Whenever possible, push transformations back to the source (SQL Server, OData). This offloads work from your desktop.
- Parameterize Connections: Store server names, file paths, and API URLs as parameters so you can easily switch between development, test, and production environments.
- Document Your Queries: Rename queries descriptively (e.g.,
SalesTransactions_Raw), and add comments in Power Query to explain unusual steps.
Conclusion
Stage 1—Getting Data—is more than just a checkbox in your workflow. It’s the foundation upon which accurate reports and meaningful insights are built. By thoughtfully selecting your sources, optimizing connections, and preparing for future transformations, you set yourself—and your organization—up for success.
What’s your go-to data source in Power BI? Share your favorite connector or toughest data challenge in the comments below, and let’s learn from each other! 👇
Happy reporting with Power BI!
