June 19, 2025

How To Refresh Power BI Data

Introduction

Microsoft Power BI is a leading business intelligence (BI) platform that empowers organizations with advanced data visualization, real-time analytics, and insightful reporting. For any Power BI report to remain meaningful, the data it presents must be current and accurate. That’s why understanding the full spectrum of data refresh options—including manual refresh, Schedule Refresh, and automated refresh mechanisms—is essential.

This comprehensive guide explores how to refresh data in both Power BI Desktop (Power BIDesktop App) and the Power BI Service, and includes tips on managing Power BI datasets, Power Query Editor, and refresh capabilities across varied data environments like SQL Server, SharePoint lists, OneDrive, and even real-time data feeds like IoT data and market data.

Understanding Data Refresh in Microsoft Power BI

Refreshing data is foundational to effective data analytics in Microsoft Power BI. The platform provides several methods tailored for different user needs and data environments:

  • Manual Refresh: Triggered by clicking the refresh button in Power BI Desktop or Service. Ideal for one-off updates or when testing changes.
  • Schedule Refresh: Automatically refreshes Power BI datasets at regular intervals. Perfect for operational dashboards requiring periodic updates.
  • Incremental Refresh: Updates only new or modified data, improving performance, especially for large datasets hosted in a data warehouse.
  • Real-Time Data Refresh (Push Mode): Ingests data continuously via the Power BI REST API, Power Automate, or streaming datasets, supporting high-frequency updates from IoT data or external APIs.

Refresh behavior also depends on the data connection mode:

  • Import Mode: Full data is imported into Power BI.
  • DirectQuery mode / LiveConnect mode / DirectQuery/LiveConnect mode: Live queries are executed against the source, offering near real-time updates.

Manual Data Refresh Methods

Power BI Desktop (Power BIDesktop App)

  1. One-Time Refresh: Select the “Refresh” icon to manually update data.
  2. Visual vs. Dataset-Level Refresh: You can trigger refresh for specific visuals or across the entire dataset via the Power Query Editor.
  3. Data Source Credentials: Use the “Edit Credentials” prompt to ensure you have valid authentication for each Data Connection.
  4. Troubleshooting Tips:
    • Reconfirm Data Source Settings.
    • Check for schema changes in connected systems like SQL Server or SharePoint document libraries.
    • Validate privacy levels and authentication modes.

Power BI Service (Online)

  1. Navigate to the Data Hub in your workspace.
  2. Click “Refresh Now” next to the dataset.
  3. Understand refresh constraints:
    • Power BI Service shares resources, so refreshes may queue.
    • Refreshes in Free or Pro are limited to 8/day; Power BI Premium increases this to 48/day.

Setting Up Scheduled Data Refresh (Schedule Refresh)

Prerequisites

  • Ensure your dataset is hosted on the MS data platform via Power BI Service.
  • Personal data sources like Excel or local CSVs require gateway setup.
  • Proper permissions, valid data source credentials, and network access are necessary.

Step-by-Step Setup

  1. Go to Workspace > Dataset > Settings > Schedule Refresh.
  2. Configure Data Connection, choose the authentication type, and update credentials.
  3. Define the refresh frequency (daily, weekly, hourly). Premium users can schedule up to 48 refreshes daily.
  4. Set time zone to align with global operations.
  5. Test by executing a manual refresh.

Advanced Options

  • Use Power Automate to create custom workflows (e.g., refresh every 2 hours or after a file is modified in a SharePoint document library).
  • Schedule refreshes based on event-driven triggers.
  • Use APIs or the Power BI REST API for integrations into external systems.

Working with Various Data Sources

SQL Server and Data Warehouses

  • Connect using either Import Mode or DirectQuery mode.
  • For on-premises data, install and configure a gateway (personal or enterprise).
  • Use Power BI Report Server for hybrid deployment scenarios.

SharePoint Lists and SharePoint Document Libraries

  • Authenticate via Microsoft credentials.
  • Configure regular OneDrive refresh or SharePoint-driven data flows.

Excel and Local Files

  • Refresh must occur in Power BI Desktop, then publish to Service.
  • Schedule refresh is limited unless files are stored in OneDrive or SharePoint.

Hybrid Scenarios and Real-Time Sources

  • Combine DirectQuery for critical KPIs with scheduled import-based refreshes.
  • Use Push Mode for live feeds from market data, IoT sensors, or streaming APIs.

Troubleshooting Data Refresh

  1. Error Logs: Use the “Refresh History” tab to inspect failed attempts.
  2. Consecutive Failures: After four failures, the Schedule Refresh pauses.
  3. Gateway Connectivity: Monitor gateway status logs and ensure uptime.
  4. Credential Expiry: Frequently review and update expired data source credentials.
  5. Query Performance: Optimize queries in Power Query and avoid complex transformations that bypass query folding.

Best Practices

  • Set up email notifications for failed refreshes.
  • Use Power BI Templates for repeatable deployments with built-in refresh logic.
  • Minimize data model size for faster refresh.
  • Keep Power BI Visualizations streamlined.
  • Stagger refresh schedules to reduce load.

Advanced Refresh with Power BI Premium & Automation

Premium Capacity

  • Supports 48 refreshes per day.
  • Offers dedicated resources and advanced analytics workloads.

Power Automate & Power BI REST API

  • Trigger dataset refresh based on:
    • File updates in OneDrive or SharePoint.
    • External API alerts (e.g., real-time stock market feed).
  • Seamless integration with other Microsoft 365 apps.

Consulting & Enterprise Strategy

  • Use Power BI consulting services for complex, enterprise-wide deployment.
  • Employ a Power BI Developer to build robust refresh schedules, optimize queries, and configure Power BI Embedded for custom apps.

FAQ

What causes repeated refresh failures?

  • Most common issues include expired credentials, inaccessible gateways, and broken data sources.

Can I use Power BI to only refresh changed data?

  • Yes, use Incremental Refresh available in Premium workspaces.

Can data be refreshed in real time?

  • Yes, using Push Mode, DirectQuery, or the REST API.

How can I tell when a dataset was last refreshed?

  • Check the timestamp in the dataset’s settings or Refresh History.

What’s the difference between Free and Premium for refresh?

  • Free and Pro: Up to 8 refreshes/day.
  • Premium: Up to 48/day, with additional capacity and enterprise features.

Conclusion

A robust refresh strategy in Microsoft Power BI is essential for delivering timely, accurate, and actionable insights. From manual refreshes using the Power BIDesktop App, to advanced automation with Power Automate and the Power BI REST API, every data environment has a solution. Whether you rely on SQL Server, SharePoint lists, OneDrive, or streaming IoT data, keeping your Power BI report updated ensures effective data analytics and confident decision-making. Consider partnering with a Power BI Developer or leveraging Power BI consulting services to maximize the value of your BI investment.

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