Get SharePoint List Data with Power BI ... Fast
Table of Contents
Introduction
This tutorial guides you through the process of retrieving SharePoint list data using Power BI. We will explore the new SharePoint List connector and demonstrate how to utilize the SharePoint List REST API for faster data retrieval. This method allows you to extract specific fields, including those in Person/Group or Lookup columns, enhancing your data analysis capabilities.
Step 1: Set Up Power BI and Connect to SharePoint List
- Open Power BI Desktop.
- Select Get Data
- Click on the "Get Data" option from the Home ribbon.
- Choose SharePoint Online List
- In the data source options, select "SharePoint Online List".
- Enter SharePoint Site URL
- Input your SharePoint site URL (e.g.,
https://yourcompany.sharepoint.com/sites/yoursite
). - Select the Desired List
- After connecting, you will see a list of available SharePoint lists. Choose the one you want to analyze.
Practical Tips
- Ensure you have the necessary permissions to access the SharePoint site and list.
- If you have trouble locating your list, check your SharePoint settings or consult your SharePoint administrator.
Step 2: Use the SharePoint List REST API for Advanced Queries
- Create a Blank Query
- In Power BI, go to the "Home" tab and select "Transform Data" to open Power Query.
- Click on "New Source" and select "Blank Query".
- Open Advanced Editor
- With the new blank query selected, navigate to the Home tab and click "Advanced Editor".
- Replace Default Code
- Remove the existing code and replace it with the M code provided in the video or from the shared link.
- Example code structure:
let Source = Json.Document(Web.Contents("https://yourcompany.sharepoint.com/sites/yoursite/_api/web/lists/getbytitle('YourListName')/items?$select=Field1,Field2"), [Headers=[Authorization="Bearer " & AccessToken]]), Data = Source[value] in Data
- Customize the Code
- Update the URL to your SharePoint site and specify the list name and the fields you want to retrieve.
- Ensure you have the correct permissions to access the SharePoint REST API.
Common Pitfalls to Avoid
- Ensure the URL structure is correct when referencing SharePoint lists.
- Make sure you have the appropriate access tokens or authentication set up for the API calls.
Step 3: Load and Transform Your Data
- Load the Data
- After setting up your query, click "Close & Apply" to load the data into Power BI.
- Transform Your Data
- In Power Query, you can apply various transformations to shape your data according to your analysis needs.
Real-World Applications
- Use this method to pull in project management data, team assignments, or any structured information that resides in SharePoint lists for detailed reporting and analysis.
Conclusion
In this tutorial, you learned how to connect Power BI to SharePoint lists using both the standard connector and the REST API for advanced data retrieval. By following these steps, you can enhance your data analysis and visualization capabilities. For further exploration, consider looking into Power BI's data transformation features or integrating additional data sources to enrich your reports.