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How to Export a Power BI PDF File with Screenshots from Power BI Desktop

Updated on 27/08/2024
Table of contents

Introduction #

Exporting Power BI reports as PDF files is an excellent way to share static snapshots of your data visualizations with stakeholders who do not have access to Power BI. This guide provides a step-by-step process for exporting a Power BI report as a PDF file, including screenshots from the report in Power BI Desktop.

Prerequisites #

Before you begin, ensure you have the following:

  • Power BI Desktop installed on your computer.
  • A Power BI report that you want to export as a PDF.

Steps to Export a Power BI PDF File #

  1. Open Your Report in Power BI Desktop
    • Launch Power BI Desktop.
    • Open the report that you wish to export as a PDF. You can do this by selecting File > Open and navigating to your report file (.pbix).
  2. Prepare Your Report for Export
    • Review your report to ensure all the visuals are correctly displayed.
    • Navigate through each page of the report to confirm that the visuals are rendered as expected.
  3. Navigate to the Export Option
    • Once your report is ready, click on the File menu in the upper-left corner of the Power BI Desktop window.
  4. Select Export to PDF
    • From the File menu, click on Export and then select Export to PDF.
  5. Configure Export Settings
    • In the Export to PDF dialog box, you may be prompted to select specific pages or the entire report. Choose the appropriate option based on your needs.
    • Review any additional settings or options that may be available.
  6. Save the PDF File
    • After configuring the settings, click Export.
    • A Save As dialog box will appear. Choose the location where you want to save the PDF file.
    • Enter a name for your PDF file in the File name field.
    • Click the Save button.

Verifying the PDF File #

To ensure that your PDF file has been exported correctly, navigate to the location where you saved the file. Open the PDF file and review each page to confirm that all visuals and screenshots from the report are included and displayed correctly.

Tips for Better PDF Exports #

  • Layout and Formatting: Ensure that your report is designed with clear and concise layouts. Avoid overcrowding visuals to ensure readability in the PDF.
  • Page Size: Configure the page size and orientation in Power BI Desktop to match your desired PDF output.
  • Visual Quality: High-resolution visuals ensure that your PDF retains clarity when printed or viewed on various devices.

Conclusion #

Exporting a Power BI report as a PDF file from Power BI Desktop is a simple process that allows you to share your data insights in a widely accessible format. By following the steps outlined in this guide, you can create professional-looking PDFs that include screenshots from your Power BI reports.

For further assistance, refer to the official Power BI documentation.