Microsoft Power BI Desktop for Beginners: In 4 Steps!

hi I'm Jamie and welcome to teachers  Tech today I want to show you how to   use Microsoft power bi desktop for beginners  we're going to go through it step by step   get the data bring it in  and I'm going to give you that data so you   can follow along and build it yourself we're  going to take it then transform it and shape   it to what we need and then we're going to  build some visualizations like the ones I   have right behind me here then I'll show you  how to share it out at the end so those are   the four steps we'll go through let's get  started on doing this today on teachers Tech

if you want to follow along with today's Microsoft  power bi tutorial you'll need to make sure that you   get power bi installed on your desktop now to  do this just go to the Microsoft store do a   search for power bi and you're going to get a few  different options we want to make sure that we   install the power bi desktop this is free to do and  then you'll be able to connect with the data that   I give you and follow along with all those steps I  went and open my power BI desktop and when you do   this you'll get this screen right here notice  that I can go ahead and connect to my data at   this point and I can go to my recent sources or  open other reports that I have saved for now I'm   just going to close out of this because I want  to give you a little walk around here so just   like other Microsoft products we have our tabs  across the top inside each of these you'll see   the ribbon change and we have the groups on the  left hand side here as we go down we have three   different views that we'll be switching between  on this beginnner uh tutorial here today we'll   be looking at the report View and the table view  right now we don't have any data in so you're not   going to see anything in there you get some quick  ways to connect your data right here and then over   on the other side on the right side you can see we  have filters I can open and close these as I move   around if I want more real estate but as we create  our visualizations we're going to be working from   over here and if you're used to Microsoft Excel  if you look at the very bottom here you can see   that we have different pages that we can create  so we can have our different visualizations on   each page but I'll talk about that later for now  let's go and get some data and we can start under

the Home tab in the ribbon get data and we can do  this from multiple sources so in today's tutorial   we're going to use a CSV file I could use an Excel  file I could connect to the web you can connect to   data in so many different ways you can see this  we're going to be do it in doing it in two ways   with the CSV file and we're actually going to  connect to the web to bring in another table if   you want to see a different tutorial on powerbi  that I have using an Excel sheet I'll go put the   link there and you can walk through that one if  you want to gain a little bit more knowledge but   I'm going to type CSV here and right now you can  see as I do a search it's right here so this is   the file that I'm going to add Down Below in the  description that you can save on your computer   and then upload it so I'm going to go just click  on this hit open sheet and when we bring this in

this is where we can start to transform or shape  our data let's say for my purpose today I want   this data to help me find where to sell sunglasses  and I don't need to bring in all these different   columns that's why I need to transform this data  I'm interested in the weather I'm interested in   the state and the uh maybe the affordability so  I need to transform this so I'm going to go ahead   and click transform when I do this will open  up the power query editor and this is where I can   make those changes the first thing I want to point  out over on the left we have sheet one that's what   I brought in so you're going to see your queries  I could have multiple queries here I'm going to   change the name from sheet one if I look over on  the other side at properties I can give it a new   uh a new name so let's call this state weather  rankings and I could change this later if I want   but this will work for now and now if I look at  the query that is changed another important thing   to look at as we go along are these applied steps  because every time I make a change you're going to   see a step added I can go back and X those out and  then go back a step as well so first of all with   this data that I have the thing that's most in uh  thing I most interested in is actually the weather   ranking because I think it's going to connect  directly with my sunglasses sales so if I look   at my uh weather column here you can go ahead and  uh sort ascending descend descending so if I go to   ascending and if I move back over to my States now  you can see we have Hawaii Arizona Florida Georgia   Louisiana all of these seem like great places to  sell sunglasses some other things that I   can do to this uh I could change uh the different  columns in different ways so if I go here and if   I want to change the data type of something I can  rightclick uh so I have this column selected and   then we can go to change type right here so why  you would want to use this let's here's an example   if you were selling a product and it was about  quantity of sales and for some reason the data you   uploaded it was coming in with decimals in there  but you actually only need whole numbers you could   change that whole column to make sure that it  pushes the whole number out in this case I'm not   changing any of these you'll also find the change  type when you have it up top in the ribbon under   transform and under the Home tab we can make the  changes here as well I can select multiple columns   uh so if I hold shift down I can select multiple  ones you can see as I keep clicking and if you   need to select ones that aren't connected so if  I select this column and hold control I can go   ahead I'll do that one more time I can select them  apart from each other so just if you are selecting   then you can apply those changes uh to both at the  same time now another thing what I can do is you   know I don't think I really need the uh the bottom  four or the sorry the bottom 10 of this because I   want to be able to just drop them out and have a  shorter list if I go up and look at remove rows   here so notice I can remove bottom rows I'm going  to click on that and it's going to come up with   how many bottom rows do I want to remove I could  go at this point and hit okay so if you look down   the list now I have 40 so different ways you can  start to shape and transform this data and if I   take a look at my applied steps here this is where  I can go back at any time if I hit the X if I go   down now notice they're all back but I do want  that on so I'm going to just remove those rows   one more time here and it's put back let's remove  the columns that I don't need for this example   and let's start with this one right here if I want  to remove this one I can rightclick right up here   and you'll notice that there is a remove I go do  that and it's gone I could also select I'm going   to put this one back I could also select two at  a time and do the same thing to remove multiple   columns another way you can do this if you go  up top to choose columns here I'm going to go   and just deselect which ones do I want let's say  I want State uh overall affordability weather uh   just for an example I'll do those four so as soon  as I hit okay notice now I'm at the ones that I've   selected so it makes it very quick to take those  columns out so I'm almost done with shaping the   data from this point if I look at my applied steps  I just want to point out if I go and write right   click on them I can go ahead and rename this so  if you wanted to rename it to something specific   maybe that helps you remember you can do that you  can delete here you can even move uh them before   the thing I wanted to point out let's say if I was  going to go delete sorted rows notice when I go   to do this I get a warning are you sure you want  to delete this step deleting the step may affect   subsequent steps so what that means is I'm going  to hit cancel because I don't want to delete it is   that well I sorted it here but then I removed  the row so that could change it so that could   uh create a problem or break the query so just  you'll be prompted with that message the next

step is that we're going to combine some data  inside of this and we're going to grab it from   a website and the website is going to bring in  abbreviations for me notice uh that we just have   the state name but I want to connect this with uh  a site that will have the abbreviation that I can   add another column to so I'm going to go to new  Source here and when I just do the drop- down I'm   going to go from the web at this point I'm just  going to paste a URL and this URL will be down   below in the description so you can copy and paste  it as well into here if you're following along I'm   going to go ahead and hit okay so when this loads  up you're going to see a bunch of different table   options through here this is what we want here  the codes and abbreviations for the US states I'm   going to choose this and I'm going to open this up  in power query and do some shaping uh so once this   is selected I can hit okay down here and it comes  in so I'm going to get rid of some of the columns   I don't need because I do want to keep this column  one and column two and column four the other ones   I can remove so let's go choose the columns that  I want to keep so what ones do I want columns one   two and four the rest I don't need so I'm going to  go ahead and hit okay and just like that uh it was   already starting to shape in a lot more practical  way the next thing what I want to do is actually   apply a filter and to do this I want it just to  be the states I don't want the federal district   here or federal state I just want to make sure it  says States so to do this I'm going to go ahead   and drop down here and choose text filter here so  I'm going to click on text filter equals and what   do I want to have it equal well I'm just going to  type in state just like that so notice how it's   typed that's what I want and I'm going to go and  hit okay notice how this cleans this up even more   everything listed in here is just the state those  other items are now not showing not delete it just   not showing because of the filter I'm going to  adjust the column names here so this is going to   be State up here just rather than just column 1 2  and four and this is going to be status and this   one abbreviation here let's go and  make a change of the name we'll just shorten this   up I'm going to just call this state abbreviations  and I'm going to delete the rest here and we'll   see that change pop over here just to make it  a little bit easier to read okay so what we   need to do now is combine our data we're going  to take this uh table and add it to our state   weather rankings over here so if you look up top  we have combin on the ribbon right here so there's   a couple different things there's merge queries  and a pen queries so when you have one or more   columns you'd like to add to another query you  merge the query when you have additional rows of   data you'd like to add to an existing query you  would pen the query so we're adding columns here   to this one over here so we're going to be merging  them so I'm going to go and click on state weather   ranking here and just click on merge queries right  here so when this comes up I have my state weather   rankings and I need to drop down here and choose  the other one so it's state abbreviations what are   the two different columns you have to select your  column so here's the one column and here's the   next column at this point I'm just going to ignore  the Privacy level so I'm going to just choose this   and hit save just so that goes away so now that  I have this selected I should get the okay make   sure you have the two columns selected or you want  your this is going to be gr out so I'm going to   go ahead and hit okay now if we check over here  you notice that there's the state abbreviations   I'm just going to expand this but I have some  options I don't really want all of them right here   I'm just going to go and uh unselect and choose  abbreviation and now I'm going to hit okay you'll   see that this is all added to this so if I go  through and I check the list I have 40 here I have   my abbreviations that I combined from this table  over here that I took from the web so we have a   couple different things working for us now we have  this single query table that combines two data   sources each which has been shaped to meet what we  want here now it's time to build our report so we   just need to go up top here and choose close and  apply the other thing you might want to do is when

this is uh closing is give it a save you'll notice  that in the top left hand corner we can click   save and then you can choose where you want to so  I'm just going to call this sunglasses and we'll   just leave it there and hit I'll keep it in my  documents and hit save let's start with our first   visualization and if I move over to the right  hand side and look at the data all I have to do   to start this is I'm going to check on State and  watch how quickly this will uh choose what I need   so if I click state it automatically puts a map  in here that I can move around so I can grab it   and move around and you can size it as well so if  you wanted it larger I'm going to add a filter to   this in a moment if it's not working for you the  map what you might have to do is if you go back to   file and then you go to options and settings and  options uh what you make sure under security is   that if you go to map make sure this is checked on  right here or else it will be blocked but what I   want to do right now is add a filter to this map  I'm only really interested right now in the top   10 places to sell my sunglasses and it's going  to be based upon probably the best weather I'm   going to open up expand this filter here and  I want to uh go ahead and add a weather one   to here so if I drop down and you can see there's  basic filtering happening if I just click to top   n because I want to have the top 10 come up now  if I drop down here I'm going to choose it from   the bottom because what's happening is uh that  uh the higher the number in this case because   they're adding up a different lot of Point scales  I want to make sure it's the top 10 so I have to   choose the bottom and then I can just put in a  number I'm going to take the weather that I have   the weather rank here and I can just drag it into  over here so pay attention to this I'll make it   a little bit bigger when I hit apply notice that  now there's only 10 spots on here you can see how   Hawaii's over here we have Arizona we have Florida  uh so the different ones that are selected out at   the top 10 on that list that we have I want to  change this from just being State up here to top   10 weather States so if I go over here you can see  it says state I'm going to double click in here   and I'm going to go write in top 10 uh weather  States here just like that so notice it makes   the change so when we have any different Legends  or different things you can just double click over   here and it will make the change let's add another  visualization to this I'm just going to size this   down uh just to move it up because I don't need  everything showing there I just want to make sure   those states are in place we're going to place  another one right here so I'm just clicking on   the canvas here nothing selected I can start it  in another way too so if I go uh let's say if I   wanted to just put in a clustered column chart so  I'm going to click on it adds it now I haven't   connected any of the data to this so to do that  I'm going to go ahead and open my filters again   and I want it to be kind of on the same thing  it's going to be on my state and weather so if   I select it over here and state and weather it  will add it now notice that uh we have it all   the states here that are listed I don't want  that I do want that to be a top 10 I'm going   to go and drag this up here and we'll just size it  a little bit larger so we can see what's happening   but if we use these three ellipses up here for  more options I can actually sort this so if I   wanted to sort it ascending notice it will change  so Hawaii is at the beginning part now and I want   it so I needed to change that so the next thing  what I want to do is go back and drop down here   to what I did with the map before and turn it back  to the top n and it's going to be the bottom and   then the 10 and we can put our weather back in  here and apply the filter so now I have my top   10 uh that I can work from here and notice when  I click on each one notice what happens to the   map how interactive this comes at the different  points it will go to where it needs to go on   the map so you can really drill down in this  interactive way if I just click off of it   again uh then and if I click on it you can see  that it goes back to the whole uh all the states   are representative here are a few other changes  I can make to this first of all let's change the   title on here if I go format your Visual and we  have a few different things under visual but we   have General I'm going to go ahead and open up  this with any of these whenever you see on you   can slide things off and that will turn off the  title if I want to just make a quick change here   I can type my title here and I'm just going to  type weather by state just like that by state and   that will be my title up there notice that I can  change my formatting in here depending on what I   want from colors to uh do you want it bold you can  make all those different changes here's something   else I can change take a look at visual I'm just  going to go back to this one and maybe I want a   zoom slider it's off by default but if I select  that notice I have this Zoom slider that   comes up so if I start dragging it I can start  to see the top or the bottom of it so depending   on what you want to see where the rankings are  so there's all these things that you can adjust   and I'm not going to go through them all but  it they're pretty easy to play with by turning   them on or off and then expanding them to see uh  what's possible uh with any of the formatting in   it I just want to point out you can quickly change  these at any time if you have it selected and you   want to try a different type of chart uh you can  select it and all the how you had everything set   up will apply to that chart so you can go around  and test what it looks like with different ones   I'm just going to keep it with the clustered  I still want to do a couple more examples of   these visualizations and I'm going to do this on  a new page so let's call this page right here I'm   just going to double click in here and I'm going  to call this just top 10 and I'm going to create   a new page and this will be for my uh sunglasses  here so I'll just call this sunglasses and then   we have this new page the other thing I wanted  to point out with these Pages you can go ahead   and add a background to them so if I go uh to this  right here to format our report page notice that   we have uh wallpaper and canvas background I'm  going to go to wallpaper and I'm going to go to   browse and I have some images here so let's try  this image right here I'm going to hit open and   at this point well I don't like the way it's  stretched out I'm just going to go and say fit   so it fitted to the page now so you can add that  graphic so you can go ahead and save a picture and   try to add it to uh the background you can change  the transparency of this a bit here and uh if you   can see as I haven't brought anything onto it  but uh you can make it just adjust it here if you   want it a little lighter now the other thing that  I can do to it is I can add some text uh right   here or images so if I was going to say add a  text box here I could go through and uh I'll   just write sunglasses uh sales on here and I can  change this box around um I can change the size   of this if I want it just by uh just like normal  ways that you would edit any of these text if it   gets squished up you can resize it here now if you  don't want uh the background do check now remember   over on the properties how we can change different  things uh with this so if I go to the effects down   here we have our transparency of the background  and if I bring this all the way over now it's   transparent I can change the uh the color of my  font if I wanted it to try something else so all   these different things that you can uh adjust I'm  going to go contrl Z and just bring it back here   if we want to add a picture to this just go up to  the insert and what we can do is add an image you   can see there's also shapes buttons and text box  up here but I'm going to click on image and just   grab these sunglasses that I have and I can place  them where I want and I can size them um on here   so just add a little bit more uh to this I'll  just put them down here for now let's go ahead   and add a table just a simple table and that is  right here so if we click our table let's go ahead   and make this larger and I'm just going to drag it  closer to over here now I'm going to go this time   and select state abbreviation so this is the list  right here I can filter it like I did before if I   wanted to uh drop down and I pick my top end I'll  go from the bottom and so on and then I can add my   weather so I can apply it that way and then I have  a list I can also add my weather rate onto this   table so if I go and add it through here I'm going  to go and change notice this is really small right   now let's go and change our font size so if I go  to here we have our values I'm going to increase   this to 15 and that makes it a little bit easier  column headers are still a little bit uh small so   I can go to my column headers and change it to  15 as well if I want we'll come back and change   those names in a bit so if I go up here this is a  sort so if I click on it once uh and if I click on   it again notice how it changes each time so now  I clicked on it it's sorting uh through this is   the way I wanted to sort so Hawaii would be the  first here I can quickly add more to this so if   I wanted to add the affordability uh to this I  have another column and I can just nudge this   over and increase this right here and now I have  affordability I don't need totals on this so this   is where I would go back to my visualizations and  I would just look for total and turn it off so if   I turn this off that's gone the other uh things  I can do quickly to this is if I go to the style   preset if I wanted let's say contrast alternating  rows it quickly changes this or if I just go to a   bold header and you can see how it just has  the header if I go uh down to any of these I can   adjust the column headers so here's column headers  if I open that up uh I have different options and   text that I can go through here's the background  if I wanted it to be a blue and I make that change   let's change the headings again just like before  so this is state so I'm just going to go and get   rid of all this stuff in here in type State this  is this one is just the weather we'll keep it nice   and simple in here and I'm just going to get rid  of this here we'll just call this affordability   and make those adjustments to The Heading so  it's a little bit cleaner than before so those   are some quick ways that you can add um you can go  through and add a table to this I want to add one   more thing here before we show you how to share  so the last one I want to show you is just going   to be the line and clustered column chart let's  move this a little bit over here and we'll make   this larger let's add some data to this we'll add  our weather our state we're going to go overall   ranked and affordability this looks messy let's  cut this down to our top 10 Again under the state   we'll go to our top end and it's going to be the  bottom here 10 and we'll bring our weather   in and apply the filter let's go through what we  can do is sort this so we'll sort this ascending   here and we got our Hawaii here this way listed  but it all depends on what you look at what what   criteria let's go and take our uh our quality of  our overall Rank and move it to the line axis so   I'm going to drag it down so now it kind of gives  a little bit better picture on how you can look   at it uh it just looks a little neater here too  I'm not going to clean up everything thing at   the moment on this but uh you can go through with  any of your columns I mean sorry your Legend and   change them so we don't have those uh ones with  all the extra words up top if we go to the other   and to format visual I just want to point out with  our X or Y AIS if you uh don't want things shown   or title on any of these you can just go through  and turn on or off depending on what you want to   as well so can go through and format all those so  let's say we have this all done how do we share

this out with other people so when you're all  done and you want to publish this just go   back to the Home tab and here is publish right  here when you click on it it's going to prompt   you to save it go ahead and do that you'll have  to log in or type your email in go ahead and hit continue I'm going to choose workspace  select and we have success we can open   our sunglasses one after publishing here it  is on the powerbi web service and you have a   few more options here take a look at the file  do you want to download this file embed this   report generate a QR code to get to this we  can export this do you want to export it as   a PowerPoint embed live data maybe a PDF do you  want to share this with others or chat in teams   so even from this point you still have lots of  options to share out so I hope you like this   beginner tutorial on how to use powerbi we've  walked through four steps to get to this final   part of publishing let me know what you think let  me know what else you would like to learn thanks   for watching this time on teachers Tech I'll see  you next week with more Tech tips and tutorials