Manage your data capacity in Power BI

Power BI offers two licenses, Power BI (free) and Power BI Pro, with different data capacity limits:

  • Free users have a maximum 1 GB data capacity.
  • Pro users of Power BI Pro have 10 GB maximum capacity.
  • Pro users can create groups, with a maximum 10 GB data capacity each.

At the tenant level, total usage can’t exceed 10 GB per Pro user across all Pro users and groups in the tenant.

Included in your data capacity are:

  • your own datasets, excel Power BI Desktop files
  • Datasets, excel Power BI Desktop files someone has shared with you.
  • Excel ranges pinned to dashboard.
  • Reporting Services on-premises visualizations pinned to a Power BI dashboard.
  • Uploaded images.

To control your data capacity for you account you have to :

  1. Go to My Workspace at the top of the left navigation pane.

  2. Select the gear icon  in the upper-right corner > Manage Personal Storage.

    The top bar shows how much of your storage limit you’ve used.

    The datasets and reports are separated onto two tabs:

    Owned by Me: These are reports and datasets you’ve uploaded to your Power BI account, including service datasets such as Salesforce and Dynamics CRM. Owned by Others: Others have shared these reports and datasets with you.

  3. To delete a dataset or report, select the trash can icon  .

To control your group:

  1. Select the arrow next to My Workspace > select the name of the group.

  2. Select the gear icon   in the upper-right corner > Manage Group Storage.

    The top bar shows how much of the group’s storage limit is used.

    The datasets and reports are separated onto two tabs:

    Owned by Us: These are reports and datasets you or someone else has uploaded to the group’s Power BI account, including service datasets such as Salesforce and Dynamics CRM. Owned by Others: Others have shared these reports and datasets with your group.

  3. To delete a dataset or report, select the trash can icon  . >Note: Any member of the group has permissions to delete datasets and reports from the group storage.

When you hit the data capacity limit of what you can do, you will see prompts within the service.

When you select the gear icon , you will see a red bar indicating you are over your data capacity limit.

You will also see this indicated within Manage personal storage.

When you try to perform an action that will hit one of the limits, you will see a prompt indicating you are over the limit.

Power BI Visual customization Tips

Power BI provides many different ways to customize your dashboards and reports. This article details a collection of tips that can make your Power BI visualizations more compelling, interesting, and customized to your needs.

  • Change the color of a single data point
  • Base the colors of a chart on a numeric value
  • Base the color of data points on a field value
  • Customize colors used in the color scale
  • Use diverging color scales
  • How to undo in Power BI

To make any changes, you must be editing a report: select your Report from the My Workspace pane, then select Edit Report from the top menu area, as shown in the following image.

When the Visualizations pane appears along the right side of the Report canvas, you’re ready to start customizing.

Change the color of a single data point

Sometimes you want to highlight one particular data point. Perhaps it’s sales figures for the launch of a new product, or increased quality scores after launching a new program. With Power BI, you can highlight a particular data point by changing its color.

The following visualization ranks states in terms of cost of living.

Now imagine you want to quickly show where Washington lands in that ranked list, by using color. Here are the steps:

Expand the Data Colors section. The following appears.

Set Show All to On. This displays the colors for each data element in the visualization. When you hover over the data points, scrolling is enabled so you can modify any of the data points.

In this case, let’s change Washington to green. We scroll down to Washington and select the down arrow inside its color box, and the color selection window appears.

Once selected, the Washington data point is a nice shade of green, and certainly stands out.

Even if you change visualization types, then return, Power BI remembers your selection and keeps Washington green.

You can change the color of a data point for more than one data element, too. In the following image, Arizona is red, and Washington is still green.

There are all sorts of things you can do with colors. In the next section, we take a look at gradients.

Base the colors of a chart on a numeric value

Charts often benefit from dynamically setting color based on the numeric value of a field. By doing this, you could show a different value than what’s used to for the size of a bar, and show two values on a single graph. Or you can use this to highlight data points over (or under) a certain value – perhaps highlighting areas of low profitability.

The following sections demonstrate different ways to base color on a numeric value.

Base the color of data points on a value

To change color based on a value, drag the field you want to base color on into the Color Saturation area in the Field pane. In the following image, Profit before tax has been dragged into Color Saturation. As can see that, although Velo has higher Gross Sales (its column is higher), Amarilla has a larger Profit before tax (its column has more color saturation).

Customize the colors used in the color scale

You can customize colors used in the color scale, too. Expand Data Colors and you see a gradient of colors used for visualizing your data. By default, the lowest value in your data is mapped to the least saturated color, and the highest value to the most saturated color.

The color range is shown in a gradient bar that displays the spectrum between Minimum and Maximum color values, with the Minimum value color on the left, and Maximum value color to the right.

To change the scale to use a different range of colors, select the color drop-down beside Minimum or Maximum, and select a color. The following image shows the Maximum color changed to black, and the gradient bar shows the new color spectrum between Minimum and Maximum.

You can also change the way the values map to these colors. In the following image, the colors for Minimum and Maximum are set to orange and green, respectively.

In this first image, notice how the bars in the chart reflect the gradient shown in the bar; the highest value is green, the lowest is orange, and each bar between is colored with a shade of the spectrum between green and orange.

Now, let’s see what happens if we provide numeric values in the Minimum and Maximum value boxes, which are below the Minimum and Maximum color selectors (shown in the following image). Let’s set Minimum to 20,000,000, and set Maximum to 20,000,000.

By setting those values, gradient is no longer applied to values on the chart that are below Minimum or above Maximum; any bar with a value over Maximum value is colored green, and any bar with a value under Minimum value is colored red.

Use Diverging color scales

Sometimes your data may have a naturally diverging scale. For example, a temperate range has a natural center at freezing point, and a profitability score has a natural mid-point (zero).

To use diverging color scales, slide the Diverging slider to On. When Diverging is turned on, an additional color selector and value box, both called Center, appear, as shown in the following image.

When the Diverging slider is on, you can set the colors for Minimum, Maximum and Center separately. In the following image, Center is set to one, so bars with values above one are a gradient shade of green, and bars below one are shades of red.

How to undo in Power BI

Like many other Microsoft services and software, Power BI provides an easy way to undo your last command. For example, let’s say you change the color of a data point, or a series of data points, and you don’t like the color when it appears in the visualization. You don’t recall exactly which color it was before, but you know you want that color back!

To undo your last action, or the last few actions, all you have to do is:

  1. Type CTRL+Z

How to enable Delve Analytics in Office 365

Delve Analytics provides real-time work analytics at the individual and organization level to optimize activities for the best business outcomes. You can improve personal and team effectiveness with dashboards that provide insights on time and relationships.

For a short but informative video, check out the Meet Delve Analytics video on Youtube.

To enable Delve Analytics you have to follow this step:

Step 1
Make sure you have your tenant in First Release mode (

Step 2
Enable the preview version of the new Admin Center by clicking the link “get a sneak peek” from the Dashboard page of your tenant admin center.


Step 3
Open the Settings menu (the gear icon on the left hand side of the page) and click Apps. There, at the bottom, you’ll find Delve Analytics. Click it, and click the Submit button to submit a request to enable Delve Analytics for that tenant.


The confirmation page indicates that it might take a few weeks before you can really start using Delve Analytics. I’ll keep you posted on the progress on our side!


Go to the Office 365 web experience at, open Delve from the app launcher and click Analytics on the left-hand side of the window. At the top of your personal dashboard, you’ll see a summary of how much time you’ve spent this week in meetings, on email, in focused work time and working after hours. You can set goals for each of these areas to work towards.

Take back your time with Delve Analytics 1

The Network section focuses on who you are interacting with the most, how quickly you read and respond to their emails and displays people you may want to catch up with.

Take back your time with Delve Analytics 2

Below that, Email information helps you gain visibility into how much time you spend reading and writing emails, average read rates and response times for emails you send and receive, all of which can help you think about whether there are ways to make your email communications more effective.

Take back your time with Delve Analytics 3

The Focus hours module provides data on how often you have at least two hours between meetings, so you can sit down and work. You may have days when you’re stuck in back-to-back meetings and find you don’t have time to sit down and get work done. By evaluating your focus hours, you might be able to simply rearrange your schedule to find more of that time.

Take back your time with Delve Analytics 4

The After hours module offers insight into time spent working outside of standard work hours to help provide insight into balance of personal and professional priorities.

The Meetings module will show you how much time you’re spending in meetings, which meetings are taking up the most of your time and the quality of meetings. Meeting quality metrics includes information about why specific meetings on your calendar may have been ineffective, so that you can decide things like whether to change or reduce the attendee list for certain meetings, shorten recurring meetings or cancel an ineffective meeting altogether.

Take back your time with Delve Analytics 5

The Delve Analytics add-in for Outlook surfaces insights about emails you have received and sent. The insights include information about email performance like read rate, forwards, replies and email activity over time. For more information on the Outlook add-in, visit Delve Analytics Outlook add-in.

Take back your time with Delve Analytics 6

Share PowerBi Report To external

With february update miscrosoft have released a new feature for power bi: Share with users outside your organization. I notice that during some webinar many user ask about ” How i can share my power bi report with external user?”

I try lo explane it with very fast and simple steps. IMportant: Sharing content external to your organization will have the same licensing requirements as sharing content within your organization.your recipients will need a Power BI Pro license to view the content.

Continua a leggere

Getting Started with Power Bi mobile for Windows 10

The Windows 10 mobile app for Microsoft Power BI brings Power BI to your tablet or phone, with up-to-date, touchenabled mobile access to your business information. View and interact with your company dashboards from anywhere — right on your Windows Start screen. 
Maybe a colleague sent you a link to a dashboard? Now you can view it on your Windows 10 device. Bring your own data together and create dashboards and reports on the Power BI service. Then explore your dashboards and share them with the Power BI mobile app for Windows 10.

First things first

Get the Power BI mobile app for Windows 10 from the Windows Store.
Note: Your device needs to be running Windows 10. The app works best on devices with at least 1 GB RAM and 8 GB internal storage. Start with samples Even without signing up or signing in, after you download the app you can view the samples. Or go back to the samples whenever you want from the side pane navigation menu.

Sign up for the Power BI service on the web

If you haven’t signed up yet, go to the Power BI service to sign up for your own account for creating and storing dashboards and reports, and bringing your data together. Then sign in to Power BI from your Windows 10 device to see your own dashboards from anywhere.

  1. In the Power BI service, tap Sign up to create a Power BI account.
  2. Start creating your own dashboards and reports.
  3. On the Start screen of your Windows 10 device, open the Power BI app.
  4. In the Power BI app, tap Sign in. Sign in with the same credentials as your Power BI account on the web.
  5. Tap Start exploring to view your own dashboards.

Search for dashboards, reports, and groups

Find your dashboards, reports, and groups quickly by typing in the search box, always at the top of the app.

  1. Tap the search icon in the upper-right corner.
  2. Power BI displays your most recent dashboards, reports, and groups.
  3. As you start typing, Power BI displays all relevant results.

What next?

See what else you can do in the Power BI app for Windows 10 devices. 

  • View your dashboards. 
  • Pin a Power BI dashboard to your device’s Start screen. 
  • Explore the tiles on your dashboards. 
  • Explore your reports. 
  • Share tiles. 
  • Share dashboards. 
  • View your groups’ dashboards and reports.

For more information


Power BI 23th May Resume

In these last days Power Bi Blog has released different interesting articles about power bi. To simplify your navigation I have tried to resume they in one article with return to the different original pages.

In particular i speak about:

  • How to test Power BI in a custom directory
  • SQL Server 2016 news
  • Where did Drill Down go on power bi online?
  • 2 Dashboard Makeover tips to improve your visuals

Continua a leggere