Export Power BI reports to PDF

In this Microsoft Power BI Tutorial, We will discuss how to export Power BI reports to PDF. Different approaches to export the Power BI Reports to PDF, how to export the Power BI Reports to PDF from the Power BI Desktop.

Also, We will see how to export Power BI Reports to PDF from Power BI Online or Service, What are the limitations and considerations in Power BI Export to PDF.

Learn how to export Power BI report to excel.

Export Power BI Reports to PDF

There are two approaches where you can export the Power BI Reports to PDF. The two approaches are:

  • Export Power BI Reports to PDF from Power BI Desktop
  • Export Power BI Reports to PDF from Power BI Online or Service

Export Power BI report to PDF from Power BI Desktop

To export the Power BI Reports to PDF from Power BI Desktop, follow the below processes:

First of all, Open your Power BI Desktop, Sign in and go to your existing report which you want to export to PDF.

You can see this below Power BI Report screenshot which I want to export to PDF.

export to pdf in power bi desktop

Go to the File tab which is present on the left top of the Power BI Desktop page. Select Export to PDF option as below screenshot.

power bi desktop report export to pdf

Once you will click on Export to PDF, it will take a few minutes to generate the PDF of your report as you can see in the below screen.

power bi desktop export to pdf

Once the PDF is ready, you can download it directly and as well as you can open it directly.

This below screenshot represents my Power BI report which I have exported to PDF. This report is showing in the PDF format which is opened with Foxit Reader or any PDF reader.

power bi export to pdf

Export Power BI Reports to PDF from Power BI Online/Service

Similarly, You can export the Power BI Reports to PDF from the Power BI Online. To export the Power BI Reports to PDF from Power BI Desktop, follow the below processes:

First of all, Open your Power BI Online Page (powerbi.com), Sign in and go to My workspace and Select your existing report from the Report section that you want to export to PDF.

You can see this below Power BI Report screenshot which I want to export to PDF from the Power BI Service.

export to pdf in Power BI

Go to the File tab from the left top of the page and click on Export to PDF option as shown below.

power bi service export to pdf

Once you will click on Export to PDF option, then the below window will appear. Select either Current Values or Default Values which you want to Export with.

If you want to hide the report tabs, then check on the Exclude hidden report tabs and then click on the Export option as shown below.

export to pdf in power bi service

It will take a few minutes to generate the PDF in Power BI. At the same time, You can see the below screen.

power bi automated export to pdf

Once the PDF generating process is over, then your PDF file will be ready for download. You can download the PDF directly from the page.

power bi report server export to pdf

While you will open the downloaded PDF file, then it will appear like the below screenshot.

power bi export to pdf multiple pages

Power BI Export to PDF Limitations

In the Power BI Export to PDF, there are some limitations and considerations which you should know. These are present in below:

  • The Power BI Reports cannot be exported currently which are having more than 30 number of report pages.
  • If your tenant administrator will disable the Export to PDF feature, then you can not see the Export to PDF menu in the Power BI Service. In that case, you should contact your tenant administrator.
  • If you will use the R visual in a report, then in the PDF, the visuals appear as blank and display an error message. Because R visual is currently not supporting in the Export to PDF.
  • When you will export the report to PDF, it will take a few minutes’ time to complete the export process.
  • It will only support the Custom visuals that have been certified. If the Custom visual is not certified, then it will not support and appear an error message.
  • If you want to share the dashboard with the user which is outside of the organization, then that user cannot export the shared dashboard’s associated reports to PDF.
  • In the PDF, You can use the Fit option to ignore the issues with your exported document.
  • In the Power BI Service, if you want to set the Power BI Language settings for the PDF Export, then you can do it by using Settings (Gear icon) -> General -> Language.
  • It will be good if you will remove the background images before you export them to PDF.

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Conclusion

Hence in this Microsoft Power BI Tutorial, We discussed different ways to export the Power BI Reports to PDF, how to export the Power BI Reports to PDF from the Power BI Desktop.

Also, We saw how to export Power BI Reports to PDF from Power BI Online or Service, What are the limitations and considerations in Power BI Export to PDF.

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