What is Microsoft Dataverse?

Have you ever created a form using Power Apps and asked yourself, “Where should I save this data?” Or maybe you used Power Automate to create a flow and weren’t sure where to keep the information. If yes, then Microsoft Dataverse can help you.

Dataverse is a secure and cloud-based place to store and manage your data. It works perfectly with Microsoft tools like Power Apps, Power Automate, Power BI, Power Pages, and even Microsoft Teams. Whether you are making an app for leave requests, tracking customer details, or automating a simple task, Dataverse helps you keep all the data in one organized place.

In this Microsoft Dataverse tutorial, we will learn:

• What is Microsoft Dataverse
• Why you should use Dataverse
• How to import data into Dataverse
• Dataverse pricing and license types
• What you get with Dataverse with Microsoft 365
• Microsoft Dataverse limitations

What is Microsoft Dataverse?

Microsoft Dataverse is a secure, cloud-based platform that helps you store and manage data used by business applications. It’s like a modern database designed for building apps with Microsoft tools like Power Apps, Power Automate, Power Pages, and Dynamics 365. Data is stored in tables (previously called entities), where each table contains rows (records) and columns (fields), just like Excel or a SQL table.

One of the best things about Dataverse is that it provides standard tables for common business scenarios like tracking contacts, accounts, and employees, so you don’t have to build everything from scratch. At the same time, you can create custom tables to fit your own business needs.

Dataverse also includes built-in logic and validation. You can use business rules, workflows, and data types to ensure your data is accurate and reliable, without writing any code. Additional features include control over who can see or edit specific records, columns, or tables.

It’s connected with Microsoft 365 services, Azure, and Power Platform. This makes it easy to pull data from Excel, SharePoint, or Outlook and use it in your apps and automations. Whether you’re managing employee requests or customer orders, Dataverse helps you keep everything in one place.

Why Use Microsoft Dataverse?

There are many reasons to choose Dataverse, especially if you’re working with Microsoft’s Power Platform or Dynamics 365. First, it allows you to store all your data in one secure place, with easy-to-use tables that can handle relationships, rules, and permissions. You don’t need to be a developer to use it.

Dataverse also saves time by providing standard tables for everyday business needs, such as customer information, tasks, and orders. Instead of creating everything from scratch, you get a ready-made structure that you can customize to fit your specific business needs.

Another benefit is integration with Microsoft 365 apps like Teams, Outlook, and Excel. You can easily use this data in Power Apps, Power Automate, Power BI, or even build portals for external users using Power Pages, all without complex coding or external databases.

Dataverse supports many data types, including text, number, lookup, choice, image, file, and calculated or rollup columns. This helps you model your business data more accurately without writing any code.

Dataverse can track who made changes and when, which is helpful for data governance, compliance, and internal transparency. You can create common table structures and reuse them across apps and solutions, making development faster and more consistent.

Terminology Updates in Dataverse

Microsoft updated several terms in Dataverse to make them easier to understand and more consistent across the Power Platform.

Here is a simple table showing the updated terminology used in Microsoft Dataverse:

Old Term (Previous)	New Term (Current)
Entity	Table
Field, Attribute	Column
Record	Row
Option Set	Choice
Two Options	Yes/No

Import data into Dataverse

Dataverse makes it easy to import data from various sources. Whether you’re working with Excel files, SQL databases, SharePoint lists, or other external systems, you can import your data into Dataverse using several built-in tools and features.

For basic imports, you can use the import wizard to bring data from Excel or CSV files directly into a Dataverse table. This is useful for one-time or simple imports where you just want to upload a dataset quickly.

For more advanced scenarios, Dataflows and Power Query allow you to connect to external data sources, transform the data if needed, and load it into Dataverse on a scheduled basis. This is ideal for ongoing or large-volume imports where data changes frequently.

You can also use Power Automate to automate the import process. For example, if new data is added to a SharePoint list or an Excel file, a flow can be triggered to insert that data into a Dataverse table automatically.

For enterprise-grade or developer-focused needs, Dataverse supports APIs, Azure Data Factory, and custom integration solutions for more complex and scalable data migration projects.

Microsoft Dataverse Pricing and Licensing

Microsoft Dataverse is available through several Microsoft Power Platform plans (Power Apps, Power Automate, Microsoft 365), and the cost depends on how you plan to use it, whether you’re building simple apps, running automation, or working with enterprise-scale solutions.

Common Licensing Options

Plan Name	Dataverse Access	Ideal For
Power Apps Per App Plan	Full	Users needing access to a single custom app or portal
Power Apps Per User Plan	Full	Users who build or run multiple apps
Power Automate Per User Plan	Full	Individuals automating workflows that involve Dataverse
Power Automate Per Flow Plan	Full	Organizations that want flows shared across users or systems
Power Pages Authenticated Users	Limited (based on plan)	External portal users accessing Dataverse data
Power Pages Anonymous Users	Limited (based on plan)	Public websites without sign-in (limited Dataverse access)
Dataverse for Teams	Limited (in Teams only)	Small apps and flows built inside Microsoft Teams
Microsoft 365 Plans (E3, E5, etc.)	Limited Built-in Only	Only allows usage with select M365 services like Project or Teams – no custom apps
Dynamics 365 Apps (e.g., Sales, Customer Service)	Full	Full access to Dataverse with advanced features and large storage included
Power Apps Developer Plan	Full (Dev use only)	Individual users building and testing apps in a non-production environment

Storage Capacity Overview (per license)

License Type	Database	File	Log
Power Apps Per App	50 MB	400 MB	Shared
Power Apps Per User	250 MB	2 GB	Shared
Power Automate Per Flow	50 MB	200 MB	Shared
Dynamics 365 Apps	10 GB + user GB	20 GB + user GB	2 GB + user GB
Dataverse for Teams	2 GB (per environment)	Shared	Limited
Developer Plan	250 MB	2 GB	N/A

For the most up-to-date pricing and licensing details, check Microsoft’s official documentation: Power Platform Licensing Overview.

Dataverse Capabilities with Microsoft 365 Licenses

If you already have a Microsoft 365 license (like E3, E5, or Business Standard), you get access to a lightweight version of Dataverse through Dataverse for Teams or specific Microsoft services like Project for the web and Microsoft Planner.

However, Microsoft 365 licenses do not include full Dataverse access for building custom apps or automation outside of approved Microsoft 365 scenarios.

To see the new service plan in the Microsoft 365 admin center, select a user, select the Licenses and Apps tab, and then scroll down and expand the Apps section.

Microsoft Dataverse Limitations

While Microsoft Dataverse is a powerful and flexible data platform, it has some limitations that you should be aware of before planning your solution. These limitations vary based on licensing, performance, and functionality.

• Storage Limits: Each license includes a limited database, file, and log capacity. You must buy additional storage if usage exceeds the default quota.
• API Request Limits: There are limits on the number of API requests a user or application can make per 24-hour period to protect service performance.
• Dataverse for Teams Restrictions: The Teams version has limited capabilities, only 2 GB of storage per environment, no premium connectors, no external access, and limited automation options.
• File Size Restrictions: The maximum size for individual file attachments is currently 128 MB, which may be limiting for document-heavy scenarios.
• Limited Offline Support: Apps built on Dataverse do not have full offline support by default.
• Some Dataverse features, like real-time workflows, plug-ins, and premium connectors, require specific licenses, which can be confusing for new users.

Conclusion

Microsoft Dataverse helps to store and manage your data in the cloud. It works perfectly with apps and tools like Power Apps, Power Automate, Power BI, Power Pages, and Microsoft 365.

You don’t need to be a developer to use Dataverse; it’s made for both beginners and professionals. It helps you keep your data organized, secure, and easily accessible within your business apps and workflows.

It includes useful features like standard tables, permissions, data validation, and integration with Excel, SharePoint, and Outlook. However, remember that it also has some limitations (such as storage, licensing, and offline access), so it’s essential to select the right plan based on your specific needs.

Additionally, you may find the following Dataverse interesting tutorials:

• Get Dataverse Created by in Power Automate
• Update a Row in Dataverse Using Power Automate
• Get a Row By ID From Dataverse Using Power Automate
• Count Rows From Dataverse Table Using Power Automate
• Get Choice Column Value From Dataverse Using Power Automate