Power BI Desktop Data Visualizations [Guide]

Formatting Visuals

Each visual has distinctly different formatting options. Clicking on the paint brush button on the Visualizations pane displays the options. Note: the visual must be selected to see the correct formatting options. You can use the Search box to find specific formatting choices (for instance, search for “border” if you want to see all the border formatting options).

Choosing Visuals

Each visual has distinctly different purposes:

• Bar and Column Charts: Best for looking at specific values across different categories
• Cards: Best for showing a single data point
• Combo Charts: Best for comparing multiple data points with different value ranges
• Donut and Pie Charts: Best for showing the relationship of parts to a whole
• Funnel Charts: Best for showing a process that has stages
• Key Influencers Chart: Best for showing factors that influence a key measure
• KPI’s and Gauges: Best for measuring progress or distance to a metric
• Line Charts: Best for showing the overall shape of an entire series usually over time
• Maps: Best for showing both categorical and quantitative information with spatial locations
• Matrix: Best for aggregating the data and enabling drilling down of the data (similar to Pivot Tables)
• Tables: Best to show raw data in Excel-like format
• Slicers: Used to filter the visuals on the page
• Smart Narrative: Shows text on report to point out trends, key takeaways, explanations, and context
• Treemaps: Best for showing large amounts of hierarchical data or a pattern of distribution
• Waterfall Charts: Best for showing how a total value is affected by positive and negative changes

Creating Charts in Power BI

Creating a chart will then allow you to break down the Total Gross Amount by various categories. Here is a look at the different charts showing the Total Gross Amount by Product Category:

Using Cards

Cards are used to show an aggregated amount like a sum, average, or count. 

This first example uses the “Card” visual, and the second examples uses the “Card (new)” visual. The only different is the appearance. The example was created by selecting the visual, selecting the Gross Amount field in our data (which automatically was summed), and then formatting the visual.

When you add a data point to a card, it will automatically sum the number if it is a currency field, count the number if it is a numeric field, or show the first example of the data if it is a text field.

You can change the default function by clicking on the fields drop-down arrow and selecting a different function. Utilize a multi-row card to present multiple aggregations within a single view.

Pie Charts and Donut Charts

Since Pie and Donut Charts show the relationship between parts to a whole, these charts tell a slightly different story than the previous charts.

Key Influencers

Key Influencers show the factors that could influence a measure. In this example, we wanted to see how order quantities were influenced by Product Category:

We added the Product ID to the Analyze area and the Total Quantity to the Explain by area.

Using Gauges

Since Gauges can show progress towards a goal, you could show this same Total Gross Amount by switching the visual to a Gauge and setting the Max value to your goal. Now it shows progress and not just a number like the Card shows.

Using KPIs (Key Performance Indicators)

A Key Performance Indicator (KPI) is a visual cue that communicates the amount of progress made toward a measurable goal. This KPI visual uses the Total Gross Amount as the value, the Order Month as the Trend Axis, and the Target of $75M as the Target. The column chart better explains what the KPI visual is showing for the month of June.

Managing Visuals

You can manage your visuals by clicking on the ellipsis (…) on the bottom of the Visualizations pane. Import additional visuals or remove any visuals that you don’t want. If you remove a visual by mistake, you can restore the default visuals. Filter and/or search for visuals. Most visuals here come with example data, descriptions, and help on how to use the visual.

NOTE : your organization may or may not allow these visuals to be downloaded.

The above screen is the detail screen of the “Circle KPI Gauge” visual and will display once you click on the visual from the main screen. The important features of the visual will be displayed including pricing (many are free). If you want to use the visual in your report, click the Add button and it will download to your report. Once the visual is downloaded successfully, it will appear underneath the ellipsis on the Visualization pane, and it will ONLY be available for this one report. If you want to use the visual in other reports, you can right+click on the visual and select

Pin to visualizations pane. The visual will then appear above the ellipsis and be available to all reports.

Power BI Training

Ready to create engaging data visualizations that tell a story and allow you to make sound business decisions? Our Power BI training courses can be customized for your team and delivered online or at your site. View our public online Power Bi courses or contact us to discuss private training.

Written by Holly French, MOS Master

For the past 35+ years, Holly has had a passion for software training, including instructor-led training, e-learning, instructional development, software development, software deployment, or just plain teaching a stranger how to use their computer. Her true passion is to debunk traditional training methods and train in an organized, fun, personable, knowledgeable, logical, IMPACTFUL, and easy-to-understand way, incorporating the most efficient method for everyone. Each learner is different, each day is different, each software is different, but the goal is the same...More Tricks. Less Clicks.

Holly trains all levels of the Microsoft & Adobe products including Microsoft 365, SharePoint Online, Teams, Power BI, Power Automate, Planner, and more. Holly
is also a MOS (Microsoft Office Specialist) Master.