A strong report is not just about the data, it’s about how you present it.
Creating a compelling report in Power BI isn’t only about presenting data; it’s about doing it in a way that users can quickly understand and act upon. With a few Power BI data visualization design principles, you can build reports that are both clear and impactful.
Here are some beginner-friendly tips to get you started:
1. Choose the Right Visuals for Your Data
Different data tells different stories, so the type of visual you choose matters. Bar and column charts are ideal for comparing categories, while line charts are great for showing trends over time. Avoid pie charts for detailed comparisons, as they can be hard to interpret accurately - after all, “Pie belongs at a party, not in your report,”. A quote from Jeroen (Jay) ter Heerdt - Power BI Principal Program Manager at Microsoft (you can read more on this below). So, opt for visuals that make insights easy to grasp at a glance.
2. Keep It Simple and Clean
A clean design keeps users focused on the data. Limit the number of visuals on each page and avoid overloading your report with text, too many colors, or numerous chart types. Stick to 2-3 primary colors, ideally ones that align with your branding or a simple, neutral palette. Often, simplicity creates the most professional look.
3. Use Slicers for Interactive Filtering
Slicers allow users to filter data interactively, which makes reports more engaging. Slicers are especially useful when you want users to drill down by category, date, or region. For instance, if you’re tracking sales across regions, a slicer lets users view specific areas without needing separate visuals. Place slicers in a dedicated area on the page so they’re easy to find, or take it to the next level by visually integrating the slicer visuals in your data visuals.
4. Maintain Consistency in Fonts and Colors
Consistency is key in Power BI reports. Using the same font sizes and colors across pages helps users navigate the report effortlessly. Avoid using too many font styles, and choose one that’s easy to read. Stick to a limited color palette, using 1-2 colors to emphasize key data points.
5. Add Tooltips for Extra Context
Tooltips provide additional details without cluttering the main report. By hovering over a data point, users can see more specific information, like exact values or data breakdowns, that might not fit in the main visual. Tooltips are customizable, making them a great way to offer deeper insights without overwhelming users.
6. Format Numbers for Readability
Clear number formatting can make a big difference. For large numbers, use thousands (K) or millions (M) abbreviations (e.g., 1.5M instead of 1,500,000). Consistent decimal places help too - avoid unnecessary decimals. Well-formatted numbers allow users to interpret values quickly without extra mental effort.
7. Leverage Bookmarks for Custom Views
Bookmarks let you save specific views of your report, which is particularly helpful if you want to highlight certain metrics or offer different views for various audiences. For instance, you can create a “Sales Overview” bookmark that filters for key data and a “Detailed View” for deeper analysis. Bookmarks are an easy way for beginners to add interactive elements to reports without coding.
8. Optimize Page Layout and Spacing
Layout and spacing make reports visually appealing and approachable. Place the most important visuals at the top or center of the page, where users are most likely to look first. Use ample white space between visuals to avoid crowding - clear spacing makes it easier for users to focus on insights.
9. Try the Q&A Visual for Quick Answers
Power BI’s Q&A feature lets users type questions and get instant visual answers. This feature is helpful for users who want to explore data independently without navigating multiple pages. Q&A is especially useful for beginners sharing reports with other users who are new to Power BI.
10. Use Data Labels Sparingly
Data labels can be helpful, but too many labels can clutter your visuals. Use labels strategically, focusing only on key points or outliers. For instance, showing labels on the highest and lowest values draws attention to significant trends without overwhelming the chart with numbers.
11. Tell a Story with Titles and Descriptions
Each visual should tell part of the story, and clear titles and descriptions are essential to making that story cohesive. Use meaningful titles that explain each visual’s purpose, and add brief descriptions if needed. Avoid vague labels like “Chart 1” or “Overview”; titles like “Monthly Sales Growth” are far more helpful.
More about: Why Pie Charts Aren’t Ideal for Data Visualization in Power BI
As Power BI Principal Product Manager Jeroen (Jay) ter Heerdt explains in one of our mini-books: “Pie belongs at a party, not in your report.”
"Pie charts are one of the least effective chart types because they rely on angles, something our brains aren’t well-equipped to interpret. Our brains are optimized to recognize straight lines, especially whether lines intersect or not. That’s why column and bar charts work so much better - we simply aren’t great at gauging angles.
It’s like looking at a clock; without the tick marks, it’s hard to tell if it’s 3:06 or 3:07. While that extra minute might not matter much, if a difference of 2% in your data could mean millions, you can quickly see the issue.
People often add labels to fix this, but that doesn’t solve the core problem. A donut chart, which is essentially a pie chart with a hole in the middle, is marginally better because the difference in angle at the circle’s edge is more noticeable.
So why are these chart types still in Power BI? It’s simple: customers ask for them, and they’re a common feature in product selections. But just because they’re there doesn’t mean you should use them. If I had my way, we’d remove pie charts entirely from the tool!" Ready to Learn More?
Creating an engaging, insightful report doesn’t have to be complex. These tips will help you take your first steps toward building clear, impactful reports that truly resonate with users. To dive even deeper, check out our Power BI for Beginners On-Demand Training here. Learn everything you need to know about Power BI from A to Z, all at your own pace!
Click here to sign up for the course *company prices also available. And here to schedule a call for more information. Invest in Your Growth, Invest in Training.
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Sharona - Don't forget to follow me on LinkedIn. And to subscribe to our newsletter.