How to Create a Dataset in Power BI: A Beginner to Pro Guide (2025)

What Is a Dataset in Power BI?

In Power BI, a dataset is a collection of data that you import or connect to, then model and visualize through reports and dashboards.

Think of it as the foundation: before you can build charts or dashboards, you need a dataset powering them.

A dataset can come from:

• Excel or CSV files
• SQL databases
• Google Analytics or web APIs
• Hosting logs (via cPanel or other systems)
• SharePoint, OneDrive, or cloud connectors

What You’ll Need

• A Windows 10 or 11 PC with Power BI Desktop installed
• Some sample data (Excel, CSV, or from a cloud source)
• An internet connection (if using live data like Google Sheets or SQL Online)

Optional: A Nest Nepal Power BI License if you want to publish to the cloud or collaborate.

Step 1: Launch Power BI Desktop

1. Open Power BI Desktop
2. On the Home screen, click Get Data

You’ll be presented with dozens of connectors, but let’s start with the most common.

Step 2: Connect to a Data Source

Option A: Import an Excel File

1. Click Get Data > Excel
2. Browse and select your .xlsx file
3. Choose the worksheet or table you want to import
4. Click Load or Transform Data to enter Power Query

Option B: Connect to a Database (e.g., MySQL)

1. Click Get Data > More > Database > MySQL
2. Enter:
   • Server address
   • Database name
   • Credentials (use a read-only user for safety)
3. Click Connect, then choose your tables

Tip: You can use hosting logs from Nest Nepal’s servers if MySQL logging is enabled!

Option C: Google Sheets (for Web Professionals)

1. Go to Google Sheets → Share your sheet publicly (View access)

Copy the CSV export link: https://docs.google.com/spreadsheets/d/XYZ/export?format=csv

3. In Power BI:
   • Click Get Data > Web
   • Paste the link
   • Load data directly!

Step 3: Transform the Data (Optional But Powerful)

Now you’re inside Power Query Editor.

Use this to:

• Rename columns
• Filter rows (e.g., remove nulls)
• Merge or append tables
• Change data types (e.g., Date, Currency)

This step is key for data hygiene.

Example: Remove duplicate page visits, convert timestamps to a readable format, or calculate uptime percentage from logs.

Step 4: Model the Dataset (Set Relationships)

Once your data is loaded:

1. Go to the Model View
2. Drag and drop tables to create relationships
3. Set cardinality (One-to-Many, Many-to-One)
4. Configure relationships by matching keys (e.g., UserID in both tables)

This step helps Power BI understand how your tables relate, allowing for cross-filtering in visuals.

Step 5: Save & Publish Your Dataset

1. Click File > Save As to save your .pbix project
2. (Optional) Sign in to the Power BI account
3. Click Publish > Select Workspace to upload to Power BI Service.

Now your dataset is live in the cloud, and you can create dashboards on PowerBI.com or share with others.

Advanced Use Cases

Use Case	Data Source	Dataset Configuration
Hosting Analytics	cPanel log files	Import CSV, use date filters
Sales Reports	SQL or Excel	Create relationships between Sales, Products
Web Traffic	Google Analytics API	Connect via Web or GA Connector
CRM Dashboards	Zoho CRM API or HubSpot	Use custom connectors + API keys

Common Errors & Fixes

Error	Reason	Fix
Re-check the file path, or validate the data	Wrong path or invalid format	Use the correct DB user with proper access
Credentials error	Missing or incorrect login	Use correct DB user with proper access
Duplicate columns	Join tables with bad keys	Use Power Query to deduplicate
Web source failure	Wrong URL format	Use a CSV export or JSON endpoint

Pro Tips for Nest Nepal Clients

• Create datasets with uptime, bandwidth, and traffic logs from cPanel or WHM
• Collaborate by publishing datasets to shared workspaces
• Use Power BI Pro to schedule refreshes every 15 minutes
• Secure your data with Row-Level Security (RLS) for different departments or clients

Conclusion: Why It Matters

Creating datasets is the first and arguably most important step in any Power BI project. With the right dataset, you can:

• Make better business decisions
• Monitor hosting/server performance
• Understand customer behavior
• Create stunning visual dashboards

By mastering this process, you unlock Power BI’s full potential.