Thinking of Moving from Excel to Power BI?

"When to Stick with Excel and When to Move into Power BI?" I get asked all the time: “Is it time to move from Excel to Power BI?” And honestly, it's one of my favorite questions to answer. Why? Because I've been there and my neighbours, my friends, my colleagues, and my clients been there too! Everyone knows the comfort of Excel - it's like that cozy sweater you’ve had for years. But I also know the “aha!” moment that comes with Power BI, when you realize, oh, this is what I've been missing. 

If you’re on the fence, wondering if it’s worth making the switch (or if you’re using Power BI but feeling like you could use a little help getting to the next level), let me walk you through it. Here’s my take. 

Why Excel is Hard to Let Go

Excel has been a loyal friend to most of us. We’ve built our first budgets, analyzed customer data, and maybe even whipped up entire business models all in Excel. And there’s a reason people still love it:

1. It’s Familiar: Excel feels like home. You know where everything is, how to create that trusty pivot table, and how to make those cells do exactly what you want.

2. Total Control: If you love building formulas from scratch, Excel lets you control every detail. Want to sum every third cell in a specific row? Go for it. Excel won’t judge.

3. It’s Already on Your Laptop: If you’ve got Microsoft365, you’ve got Excel. And that’s about €12 per month - a price that’s hard to beat for small-scale data work.

But here’s the thing: Excel only gets you so far. For one-off reports and small data sets, it’s great. But if you’re dealing with growing datasets, complex insights, or the need for real-time updates, Excel can start to feel like that old sweater: comfortable, but not quite cutting it. 

Why Power BI Feels Like an Upgrade (And Not Just Another Tool)

Switching to Power BI is a bit like trading in that old sweater for a high-tech jacket that adjusts to the temperature. It’s designed for modern data challenges and can handle the things that would make Excel break a sweat. Here’s what makes Power BI so compelling:

1. Stunning Visuals & Interactive Dashboards: Power BI isn’t just about charts - it’s about creating a whole experience. You're able to click through data points, explore trends, and drill down into details. Power BI reports (sometimes referred to 'dashboards') let you do that, and they look good doing it.

2. Big Data, No Problem: Excel is fine for small data sets, but Power BI can handle millions of rows without slowing down. If you’ve ever waited for Excel to open a massive file, you know the struggle. Power BI laughs in the face of “too much data.”

3. Real-Time Data Updates: Imagine never having to manually refresh your data again. Power BI connects directly to your data sources and refreshes automatically. That means real-time insights (sort of 😉), every time you check your dashboard.

4. Easy Sharing & Collaboration: Power BI is cloud-based, which means you can share your dashboards with teammates or clients without emailing huge files. Plus, everyone sees the same, up-to-date insights - no more confusion over “which version” you’re looking at.

Now, if you’re wondering about cost, Power BI Pro licenses start at €8.40 per month. Power BI Premium, Fabric (for larger teams or enterprise use) costs more, but for most business needs, the Pro version gets the job done. 

How to Decide: Excel vs. Power BI

So, when should you stick with Excel, and when is it time to dive into Power BI? Here’s my rule of thumb:

Stick with Excel if:

• Your data needs are simple - no huge files or complex visualizations.

• You’re a solo operator, and collaboration isn’t a big priority.

• You need highly detailed, cell-level customizations (and you love doing it yourself).

Move to Power BI if:

• You’re handling larger, more complex datasets that Excel struggles with.

• You want interactive, visually compelling dashboards that you can easily share.

• You need real-time data that updates automatically.

• Your team or clients need to see the same insights, at the same time.

• And the list goes on and on and on. 😉

The Key to Success? Training & User Adoption

Here’s the thing - Power BI is incredibly powerful, but it’s also different from Excel. It’s not as simple as opening a blank spreadsheet and going to town. Power BI works best when you understand the basics, like data modeling, DAX formulas, and how to build a clear, insightful dashboard.

And that’s where I and my team come in! Whether you’re a total beginner or you’re already using Power BI but feeling a bit stuck (data modeling, visualizing with a 'wow' factor, and so on), training can make all the difference.

Here’s how I can help:

• On-Demand Power BI Beginners Course: This is perfect if you’re new to Power BI and want flexibility. You’ll get video tutorials, hands-on labs, and exercises for just €499 per person (in-company prices available). It’s like having me on call, whenever you need.*Also available as a live training session.

• Live Custom Dashboarding Course: Have specific business needs? Let’s build your dashboards together in a live session. This course is tailored to your industry, data, and goals - so you’re working on what matters to you.

• PL-300 Certification Training: If you’re ready to go pro, this course prepares you for the Microsoft Power BI Data Analyst certification (PL-300). It’s in-depth, challenging, and ideal for those who want expert-level Power BI skills.

• And more, like; User Adoption, Rollout Secrets, and Problem-Solving Hours.

Final Thoughts: Excel or Power BI? Why Not Both?

Power BI and Excel work great together. You don’t have to abandon Excel completely! In fact, many of our clients import their Excel data directly into Power BI, so they get the best of both worlds. You can still crunch numbers in Excel, then pull that data into Power BI for interactive, high-impact dashboards.

But if you’re feeling that Excel is holding you back as e.g. your data grows fast, or if you’re tired of manual updates and sharing limitations - then Power BI (maybe combined with Fabric) could be your game-changer. And with the right training, the learning curve isn’t as steep as you might think.

Ready to take the plunge? Let me know to learn about our Power BI training options, from on-demand courses to live dashboarding sessions. I’m here to make your transition smooth, simple, and impactful. Let’s make data work for you, not the other way around. Be Smart, Take a Training First. Cheers,

Sharona