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Turn Your SharePoint Library into Powerful Reports with Power BI

  • echotransformation
  • Jul 7
  • 3 min read

Updated: Jul 15

At Echo Transformation, we help teams unlock the full value of Microsoft 365 and that includes turning ordinary SharePoint libraries into insight-rich dashboards using Power BI.


Whether you're tracking contracts, managing projects, or logging service requests, your SharePoint data holds valuable information. With just a few clicks, you can visualize that data directly in SharePoint, no downloads, coding, or advanced skills required.


Here’s how to create a Power BI report directly from your SharePoint library, why it matters, and how to maximize its value.



Why Visualize SharePoint Data with Power BI?


Many organizations store essential data in SharePoint, contracts, invoices, workflows, asset logs, but few tap into its full reporting potential.


Using Power BI for SharePoint offers:


  • Real-time visibility into trends and outliers

  • Smarter decision-making through visual data exploration

  • Dynamic filtering to drill into the details

  • Better communication across teams with visuals that tell a story

  • No more manual reports or digging through spreadsheets



Real-World Example: Contract Management Reporting from SharePoint


Let’s say your team uses a SharePoint contracts library to manage agreements with vendors. Each document includes metadata like:


  • Contract Name

  • Contract Status

  • Contract Type

  • Vendor Name

  • Start & End Dates

  • Review Date

  • Contract Department / Owner

  • Contract Value

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Using the "Visualize the library" feature in SharePoint, you can quickly generate a dashboard that shows:


  • Which contracts are expiring this quarter?

  • Total contract value by department?

  • How many contracts are overdue or need review?

  • Which vendors represent the highest spend?


This insight supports better vendor management, clearer accountability, and faster reporting for leadership, all without ever leaving SharePoint.



How to Use “Visualize the Library” in SharePoint


Creating a Power BI report from your SharePoint library is easier than you think:


  1. Navigate to Your Library: Open the SharePoint Online document library you want to visualize (e.g., Contract Management).

  2. Click “Integrate”: At the top menu, click Integrate > Power BI > Visualize the library.

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    Explore the Dashboard: Power BI will open in your browser and auto-generate a dashboard based on your library’s metadata. You can filter, click through, and view data summaries instantly.

  4. Save and Share (Optional): If you want to keep the report for regular use, click Save and follow the prompts to publish to your workspace. From there, you can fine-tune it, share it, or embed it in a SharePoint page.

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Best Practices for Great Visuals


To get the most out of this feature, structure your SharePoint library with clean, consistent metadata. Here are some tips:


  • Use choice columns for status, category, and owner (instead of free text)

  • Ensure date columns are used consistently (e.g., “Contract Start” and “Expiry Date”)

  • Avoid blank values in key fields (set columns as required where necessary)

  • Use number columns for values like cost, hours, or percentages

  • Add a few calculated or indexed columns if your workflow needs totals or tracking metrics

Need help organizing your library structure? Echo Transformation can work with you to design smart metadata strategies that support powerful reporting.

Limitations to Be Aware Of


While “Visualize the library” is a powerful feature, it does have a few constraints:


  • You can only visualize the current library’s data, no cross-library reporting

  • Calculated fields may not always display as expected

  • You’ll get the best results when your library is structured and standardized

  • Advanced relationships (e.g., relational lookups across libraries) are not supported in this view


That said, it’s an incredible tool for quick analysis, on-the-fly reporting, and data exploration right inside SharePoint.



Final Thoughts


If your team stores structured data in SharePoint, you’re sitting on a goldmine of insight. Power BI’s built-in “Visualize the library” feature helps you spot trends, manage risks, and report with confidence, right where your data lives.


At Echo Transformation, we specialize in helping organizations build smarter, more responsive digital workflows using Microsoft 365 and Power Platform. From metadata design and library cleanup to custom dashboards and training, we turn your raw SharePoint data into real operational power.



Ready to Transform Your Reporting?


Contact Echo Transformation today to:


  • Set up smart dashboards from your SharePoint libraries

  • Structure your metadata for clean, visual reporting

  • Train your teams to build and use insights confidently

  • Scale your reporting from one team to your entire organization


Let’s make your data work smarter, faster, and more transparently, together.

 
 
 

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