Introduction To MS Power BI Desktop - Exercise 01 - Understanding and Using Power BI - V23

INTRODUCTION TO MS POWER BI DESKTOP, SERVICES AND MOBILE
Using MS Power BI 1
Exercise ID: <Your complete name>-Exercise 01-Version <NNN>

Where: Version <NNN> is the most current version of your work.
Topics to be learned using this exercise are:

Understanding and using Power BI
Creating an Account in Power BI Service
Logging In to your Power BI Service Account
Getting data
Editing extracted data (Data Cleaning Techniques)
Loading cleansed data
Creating your first report and data visualization
Publishing your Power BI work to the Power BI Service
Accessing your work on your cell phone
Exercise Source Document(s)

For this exercise, you will need the following source data/documents, which shall be provided you
via email to all participants. If you have not yet sent a “Hello My Name is” email to the facilitator,
please do so now (so he can send you the source data to be used for this exercise).
His email can be found in the footer section of this document
omartrainings@gmail.com
Source Data:
Exercise 01 - Sales Data - CSV - No ETL - V02
Source Type:
CSV File.
Please make sure that you have this CSV file in your email,
which was passed on to you by the Facilitator.
This training exercise prepared for (Please write your complete name here)
First Name _______________________ MI ___ Last Name _______________________
Exercise Duration:
60 minutes maximum
After completion of exercise, please email it to
omartrainings@gmail.com, with subject as “Training
Exercises”.
© Copyright All Rights Reserved Omar F. Abesamis September 2018

Trainor Info: Mr. Omar F. Abesamis/0905-406-6374/omartrainings@gmail.com
Using Power BI and Creating Your First Report 2
and Visualization
In this next series of steps that you will be performing, you will be tasked to create reports and data
visualization using MS Power BI desktop. As a final proof that you have indeed created successfully
these requirements, you will be required to show such reports and data visualization using you
Android or IOS cell phones to the facilitator.
These exercises have been designed by the Trainor to be repeatable that is you can always use these
exercises to do the steps enumerated herein, at a time that you need to refresh on the steps you
have done before.
A Little background and pre-requisite

It is presumed at this point that you have created your account on-line for Power BI Desktop, leading
to accessing later the Power BI Service (Cloud services), and eventually to the MS Power BI Mobile.
Please download the MS Power BI Desktop, install it, and likewise do the same for MS Power BI
Mobile (to be installed at your android or IOS cell phones).
Regarding the Registration of your Power BI, you must have a company supplied email account.
Personal accounts are not allowed.
Downloading Power BI Desktop

You can download MS Power BI Desktop at this URL:
https://www.microsoft.com/en-
ph/download/details.aspx?id=45331
The above URL is the OFFICIAL website where you can download the latest version of MS Power BI.
You also need to know what version of MS Power BI you are using. To do this, do the following
instructions below:
As some of you might already know, Power BI Desktop gets updated each month. These new version
are packed with new functionalities. Normally, when you encounter an issue and need help through
the forums or with a colleague, one of the first questions you will be asked is " What version of
Power BI Desktop are you running?"
You can easily find out by clicking on File -> Options and
Settings -> Options in the toolbar.

The Options dialog box will open and you can select Diagnostics to display the version. In the image
below.
Once you have successfully logged in using your company provided user account and email ID, you
will see then following screen images displayed (with your name displayed on the upper right hand
corner of the screen image:

Logging in to your account in Power BI Desktop, is tantamount to also logging in to Power BI Service
(the cloud service of Power BI). This cloud service can be found at this URL:
https://powerbi.microsoft.com/en-us/
After you have logged-in to Power BI desktop, you should be
seeing the screen image above, in which case the first step
we need to do is Get Data (please refer to image below):
An important note
For the sake of brevity, we will not present the same screens used on logging in to your Power BI
5
desktop, so as to enable the participants to directly get to the main topics of the exercises. Thus, in
succeeding exercise, the discussions and images above regarding logging-in and accessing to your
Power BI desktop will no longer be presented in the exercise material. You will be expected to have
logged-in successfully to your Power Bi desktop.
Getting Data
This will then open up a new dialogue screen (please see image below):
Since our data is a Comma Separated Value file (or a CSV),
choose the CSV option, based on the image presented below:
You should now have created a folder in your laptop, which I suggest should be as foll ows:
D:\Project\MS Power BI Training – October 30-31

2018\Exercises
Save all your work in this folder, so that you can easily organize and find them when needed. In my
personal opinion, this is the best way to store your works. I personally do not use the My Documents
folder, as this is very hard to find directory-wise, and that this is located on Drive C, and if you a virus
(in case) drive C files will be affected.
Double-click the CSV option of the Get Data to retrieve the
Source data earlier emailed to you by the facilitator.
You should be seeing this dialogue screen presented once you double click the CSV option. The
message connecting would mean that Power BI is connecting to your data source.

After successfully connecting, you should now be able to see the following screen:
The above image shows you a preview of the data to which Power BI Desktop (which from this point
on we will call as PBID), has connected to. The word connected means to “be able to establish a data
connection with this data type at this particular folder”.
So it is important that you do not move this data source from
the folder where you connected to, otherwise PBID cannot
update its data connection.
The first step we need to do is first look at the data, to see if there are problems with this data. Data
cleaning and transformation is an important aspect of PBID, and a clean data means a clean report
and clean data visualization.
Power BI Desktop is intended to finally enable users to make
sense of their data, and to do this it must be able to clean
the data, before doing any report.

To do this, which is looing first and then cleaning the data (if needed), then we must not LOAD the
7
data yet (Loading is suggested if you have cleansed your data first).
Choose Edit, to enable us to query and review the data first
as shown below:
By doing so we will now be presented with this screen:
And which I will now, for easier navigation, and easier identification, will subdivide the regions
within this screen as follows (please see image below):
The upper portion is the familiar Ribbon of the Power BI Desktop.
The rightmost section is what I call as the Query Editor/Query Section.
The leftmost portion is what I call as the Table View Section.
The middle portion what I call as the Data Section.

All these four sections of the screen act and work together so we can perform data cleansing and/or
data transformation, depending on the requirements set before us.
We are now in the Power Query Editor Screen. And this power query editor screen is like a “tape
recorder (but an intelligent one at that)”, which records literally our cleansing and/or data
transformations that we do for this data.
Why?
So that, once we update the data, it will remember for us the steps we performed in the data query,
and automatically execute the same data cleaning and/or data transformation for us again, without
us doing it again and again manually repeating the same steps! What power!!!
It memorizes our data cleaning and transformation steps, so
that when we update our data (same data file but with changes
and additions), it will automatically do this for us.
Now, a very important note.
What we clean and transform in PBID, DOES NOT AND WILL NOT
CHANGE OR ALTER YOUR ORIGINAL SOURCE DATA!!!
It will only affect our PBID data. The doctrine behind this “don’t change my original data” can be
found in most accounting processes, which is the preservation of original data, for purposes of
checking data integrity.
Now let’s do some data cleansing and/or data transformation steps, and watch the Query Section as
it records these steps for us.
Data Transformation Process 1 (Change to UPPERCASE all Sales Rep

data)

Looking at the data section, we can find the Sales Rep data column. We would like to change all the
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Sales Rep data from its Proper format (Caps on first letter), to an UPPERCASE format. This is a Data
Transformation process.
To do this, simply click your mouse on the Sales Rep Column
(please see image below).
And then right click the mouse, to view this transformation

options:
This approach is much simpler, and provides a lot of the data transformation options by simply using
the right click option.
Do the following steps:

10
Choose in the following sequence, Trim, Clean, then

UPPERCASE.
Let me explain what these transformation steps do.
TRIM is used for removing extra spaces (especially before the text)
CLEAN is used to remove all non-printable characters from a cell
UPPER is used to convert all characters into Capital (upper) case
LOWER is used to convert all characters into Small (lower) case
Capitalize Each Word is used to convert the 1st character of every word in the cell, into
Uppercase, and all other characters into Lowercase
UPPERCASE is used to convert the all the data in this column to UPPERCASE format.
Data cleaning in Power BI

Such data cleaning techniques are available in Power BI as well, plus the best part is you don’t have
to use any DAX functions for it. Options are readily available on the menu itself, under the Transform
Tab in the Edit Queries window.
After you have completed the Transform Trim, Clean, and UPPERCASE, you should now be able to
see the following transformation in your data, as well as the Recorded Query instruction of such a

transformation recorded by the Power Query Editor for this session. And that goes for all or any
transformation which you perform, these will be recorded and previewed for you. 11
Now for your seatwork (that means you have to do this on your own), do the following
transformations:
Column To Change Change to Remarks
Supervisor UPPERCASE
Sales Rep UPPERCASE
COGS Rounded Up No decimal place
Sales Amount Rounded to 2 decimal place
Customer UPPERCASE
Once you have completed all the transform, we have to click

the Home Tab, and Close and Apply

12
Close and applying means that we are now ready to create reports and data visualization.
Click Close and Apply
You should be able to momentarily view this screen image:
And then PBID shows this blank screen:

13
It is not a blank screen but is indeed a screen with no reports/data visualizations yet.
The following screen have been prepared so you can understand better what is happening here.
In a little while we shall be creating your first reports.

But for Now it’s time to save our PBID file. Simply click
File Save us, and specify the following name (as stated in
the first page of this document):

14
You should be able to see this screen:
Now choose File | Save as

And here specify the file name
<Your complete name>-Exercise 01-Version <NNN>

e.g., if your name is Jose dela Cruz, your file name should now be:
Jose dela Cruz – Exercise 01 – Version 08
Assuming that you have saved it to this version number. Don’t email this yet. I will instruct you when
to email to me the finished PBID file.
The file extension is .PBIX.
For now our version number should be 01, and I will stipulate what version we will save this as the
exercise goes on.
15
Create Your First Report

Now were ready to create our first report in Power BID. To
do that first position your cursor on the Report View.
We will first create a simple Pivot Table in PBDI.
To do this, select the icon shown below:
Click the Matrix icon. You should be able to see the next screen:

16
You can resize the matrix as needed.

To resize it, put your cursor on the lower right portion of
the Matrix image, and drag it as desired.
The following image shows the enlarged size of the matrix:
Now drag from the data fields on the right section the
following into the parameters section on the lower right
portion:
Customer to the Rows
Regions to the Column
And the Sales (amount) to the Values.
You should now be able to see the following screen:

17
We will need to adjust the data font size so we view the report better.
To do this, click on the Format icon as shown in the image below:
Under the Format Icon, choose Grid, Text Style and change
size to 20.

18
Now resize the matrix so that we can see all columns.
This is the new expanded view of the report.

With each matrix and tabular data we can perform Data Drill. We will be showing how this is done.
But first let’s rename Page 1 (as shown above) to
Operational Data. Simply double click the Page 1 and rename
it as indicated here.
It should now look like this:

Now press the F12 (shortcut for Save As) function key and
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save it as Version 02, as shown below:
Now let’s create another set of reports.

Click the + sign as shown below to another Report section at
the bottom, as shown in this screen grad:
Name this report as Analysis Reports

Here we would be creating the following data visualizations, and I will be guiding you on how to
create these reports/data visualizations. The following will be seat works for you to do.
Report Chart Type Value By Remarks
Clustered Bar Sales Amount Drag the customer field to the Axis
Drag the Sales Amount to the Value
Change the Title text font to 20
Clustered Column Sales Amount Drag the Region field to the Axis
Drag the COGS Amount to the Value
Change the Title text font to 20
Pie Chart Sales Amount Drag the Product to the Legend

Drag the Sales Amount to the Value

This is how your 2nd Report section should look like:

20
At this point, once you have done this, save as Version 03.
Now please email the PBIX file to me.
This is the end of Exercise 01.


Introduction To MS Power BI Desktop - Exercise 01 - Understanding and Using Power BI - V23

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INTRODUCTION TO MS POWER BI DESKTOP, SERVICES AND MOBILE

Exercise ID: <Your complete name>-Exercise 01-Version <NNN>

Topics to be learned using this exercise are:

Exercise Source Document(s)

© Copyright All Rights Reserved Omar F. Abesamis September 2018

Using Power BI and Creating Your First Report 2

A Little background and pre-requisite

Downloading Power BI Desktop

© Copyright All Rights Reserved Omar F. Abesamis September 2018

© Copyright All Rights Reserved Omar F. Abesamis September 2018

D:\Project\MS Power BI Training – October 30-31

© Copyright All Rights Reserved Omar F. Abesamis September 2018

© Copyright All Rights Reserved Omar F. Abesamis September 2018

By doing so we will now be presented with this screen:

© Copyright All Rights Reserved Omar F. Abesamis September 2018

Data Transformation Process 1 (Change to UPPERCASE all Sales Rep

© Copyright All Rights Reserved Omar F. Abesamis September 2018

And then right click the mouse, to view this transformation

© Copyright All Rights Reserved Omar F. Abesamis September 2018

Choose in the following sequence, Trim, Clean, then

Data cleaning in Power BI

© Copyright All Rights Reserved Omar F. Abesamis September 2018

Column To Change Change to Remarks

Sales Rep UPPERCASE

COGS Rounded Up No decimal place

Sales Amount Rounded to 2 decimal place

Once you have completed all the transform, we have to click

© Copyright All Rights Reserved Omar F. Abesamis September 2018

And then PBID shows this blank screen:

© Copyright All Rights Reserved Omar F. Abesamis September 2018

In a little while we shall be creating your first reports.

© Copyright All Rights Reserved Omar F. Abesamis September 2018

You should be able to see this screen:

Now choose File | Save as

<Your complete name>-Exercise 01-Version <NNN>

Create Your First Report

© Copyright All Rights Reserved Omar F. Abesamis September 2018

You can resize the matrix as needed.

© Copyright All Rights Reserved Omar F. Abesamis September 2018

© Copyright All Rights Reserved Omar F. Abesamis September 2018

Now resize the matrix so that we can see all columns.

This is the new expanded view of the report.

© Copyright All Rights Reserved Omar F. Abesamis September 2018

Now let’s create another set of reports.

Name this report as Analysis Reports

Report Chart Type Value By Remarks

Pie Chart Sales Amount Drag the Product to the Legend

© Copyright All Rights Reserved Omar F. Abesamis September 2018

This is how your 2nd Report section should look like:

© Copyright All Rights Reserved Omar F. Abesamis September 2018

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