A shared dataset is a dataset that is created by another user and shared with you. Shared datasets allow for increased collaboration because they allow different people in your organization to create reports based on the same data. For example, finance and marketing departments can create different views and reports from the same dataset.
To select a shared dataset in Power BI desktop:
- Click on ‘Get Data’ in the Home ribbon.
- Select ‘Power Platform’.
- Choose ‘Power BI dataset’, and click ‘Connect’.
- Pick the shared dataset you want to use and click ‘Create’.
Creating a Local Dataset
A local dataset is a dataset that you create yourself. This will need to be done when the data you require is not included in a shared dataset.
To create a local dataset, you will need to connect to a data source. This could be an Excel file, SQL Server database, or other types of data sources.
To create a local dataset:
- Click ‘Get Data’ on the ‘Home’ ribbon.
- Select the type of data source you are connecting to (for example, ‘Excel’).
- Click ‘Connect’ and navigate to the location of your file.
- Select the file and click ‘Open’.
- Select the table or tables you want to import and click ‘Load’.
Once the local data set is loaded you can manipulate the data using data transformations and the query editor. For example,
let
Source = Excel.Workbook(File.Contents("C:\Users\Documents\SampleData.xlsx"), null, true),
Sales_Table = Source{[Item="Sales",Kind="Table"]}[Data],
Changed_Type = Table.TransformColumnTypes(Sales_Table,{{"Year", Int64.Type}, {"Quarter", type text}, {"Month", type text}, {"Sales", Decimal.Type}})
in
Changed_Type
The query above will load an Excel file called ‘SampleData.xlsx’ and apply data types to the columns in the ‘Sales’ table.
Choosing Between Shared and Local Datasets
| Shared Dataset | Local Dataset |
|---|---|
| Can promote collaboration as it is shared among multiple users. | Can meet specific user needs as it is created individually. |
| Can ensure consistency in reporting. | Allows for greater flexibility and customization. |
| Reduces data redundancy as it eliminates the need for multiple copies of the same data. | May lead to data redundancy if multiple users create similar datasets. |
| May not contain all the data you need for your analysis. | Can contain specific data needed for a particular analysis. |
Knowing when to use a shared dataset or create a local one is crucial for the PL-300 exam. If you need consistent data used across an organization, a shared set would be the best choice. However, if you need more customization or your data is not included in a shared dataset, you have to create a local one.
Remember, the key is knowing your data requirements and understanding these two options to make the right choice. The PL-300 Microsoft Power BI Data Analyst Exam has a major focus on data manipulation and report creation, and knowing how to select or create a dataset is the first step in this process.
Practice Test
True or false? You can only create a local dataset in Power BI.
- False
Answer: False
Explanation: In Power BI, you have the option to create a local dataset or select a shared dataset, which is already prepared and shared by others.
In Microsoft Power BI, a shared dataset can be accessed by members of the same organization only. True or False?
- True
Answer: True
Explanation: A shared dataset is published across workspaces, which are accessible to members of the same organization only.
What is NOT an advantage of using a shared dataset in Power BI?
- a. Saves time as the dataset is already prepared
- b. Promotes single version of truth
- c. Cannot create visualizations based on the dataset
- d. Can be used across multiple reports
Answer: c. Cannot create visualizations based on the dataset.
Explanation: Shared datasets are intended to be used as the base for creating different reports and visualization.
Which of the following can be performed with local datasets in Power BI?
- a. Create a report
- b. Publish to Power BI service
- c. Share with others
- d. All of the above
Answer: d. All of the above
Explanation: A local dataset can be used to create reports. Once finished, it can be published to Power BI service and then shared with others.
True or False? You need Power BI Pro license to build a report using a shared dataset.
- True
Answer: True
Explanation: To build a report using a shared dataset in a different workspace, a Power BI Pro license is required in Power BI service.
Shared datasets are used in Power BI to ________ ?
- a. Save time by pre-preparing data.
- b. Allow repeated use of data in different reports.
- c. Promote a single version of truth across reports.
- d. All of the above.
Answer: d. All of the above.
Explanation: Shared datasets save time, promote consistency, and can be reused across multiple reports.
In Power BI, local datasets can be ______?
- a. Only used in the local machine.
- b. Shared with others in the Power BI service.
- c. Cannot be published to Power BI service.
- d. None of the above.
Answer: b. Shared with others in the Power BI service.
Explanation: While local datasets are initially created on a local machine, they can later be shared with others by publishing them to the Power BI service.
True or False? You need a Power BI premium license to create a local dataset.
- False
Answer: False
Explanation: You do not need a Power BI premium license to create a local dataset. This can be done with the free version of Power BI Desktop.
Which of the following is not a way to create a local dataset in Power BI?
- a. Connect to data source
- b. Clean and transform data
- c. Load data to the model
- d. Publish data to the Power BI service
Answer: d. Publish data to the Power BI service
Explanation: Publishing data to the Power BI service does not create a local dataset. It makes the local dataset available on the Power BI service.
Any changes to the shared dataset reflect in the reports automatically. True/ False?
- True
Answer: True
Explanation: Any changes made to the shared dataset will propagate through all the reports based on it. This ensures a single version of truth across all the reports.
Interview Questions
What is the main purpose of the dataset in Power BI?
The main purpose of a dataset in Power BI is to act as a collection of data that you import or connect to, either from a single data source or multiple data sources.
What are the two types of datasets in Power BI?
The two types of datasets available in Power BI include Shared datasets and Local datasets.
What is a shared dataset in Power BI?
A shared dataset in Power BI is a dataset that is reusable and accessible by multiple reports across numerous workspaces.
What is a local dataset in Power BI?
A local dataset is one that is created in your local Power BI Desktop which is then published to the Power BI service. It is not meant for reuse, it is created for a specific report and used only by that report.
How can you create a shared dataset in Power BI?
You can create a shared dataset in Power BI by publishing a PBIX file from Power BI Desktop, which creates a dataset or by connecting directly to data in the Power BI service.
How can users access a shared dataset in Power BI?
Users can access a shared dataset in Power BI if they are given Build permission for the dataset or if the dataset is part of an app they have access to.
How do you make a dataset available for ‘Get Data’ in Power BI?
To make a dataset available for ‘Get Data’, you need to enable “Allow users to build new content using the underlying datasets” in the dataset settings.
Why would one choose to create a shared dataset in Power BI?
Creating a shared dataset in Power BI allows multiple reports to use the same dataset. It avoids data duplication, ensures consistency in reporting, and reduces data refresh complexities.
What are the limitations of local datasets in Power BI?
Local datasets are limited to single reports and they cannot be reused across different reports. They also may need to be duplicated and refreshed individually, leading to possible inconsistencies.
Can a shared dataset be updated in Power BI, and does this update reflect in all the reports using it?
Yes, shared datasets can be updated and changes are reflected in all reports that use the dataset.
How is data security ensured while sharing a dataset in Power BI?
Data security is ensured in Power BI shared datasets through Row-Level Security (RLS) which restricts data access at the row level based on user roles and claims.
Can you use both a shared dataset and a local dataset in a single report in Power BI?
No, you can’t use both a shared dataset and a local dataset in a single report.
Can you convert a local dataset to a shared dataset in Power BI?
No, once a local dataset is created, it cannot be converted into a shared dataset. This would require creating a new shared dataset.
Does deleting a shared dataset in Power BI also delete the reports that use it?
Yes, deleting a shared dataset in Power BI removes it from any reports that use the dataset, effectively deleting those reports.
How can you prevent other users in Power BI from modifying a shared dataset you’ve created?
In order to prevent other users from modifying a shared dataset, you can restrict Build permissions for the dataset or use the ‘Endorsement’ option to specify the dataset as ‘Promoted’ or ‘Certified’.
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