Mastering Paginated Reports in Power BI: Tips and Tricks for Success

Power BI is a powerful tool that enables users to create interactive reports and visualizations to facilitate data-driven decision making. One of the key features of Power BI is the ability to create paginated reports. These reports, also known as ‘pixel-perfect’ or ‘SQL Server Reporting Services (SSRS) reports,’ provide a high level of control over report layout and formatting, making them perfect for generating invoices, official documents, or detailed data tables that need to span multiple pages.

In this blog post, we’ll explore several tips and tricks that will help you create professional and efficient paginated reports in Power BI.

  1. Plan your report layout

Before diving into Power BI, take a moment to plan your report layout. Consider the information you need to display and how it should be presented. This will ensure a more efficient design process and will help you avoid making unnecessary changes later on.

  1. Use Power BI Report Builder

To create paginated reports, you’ll need to use Power BI Report Builder. This standalone desktop application is specifically designed for creating paginated reports and provides a familiar SSRS environment. You can download the Power BI Report Builder from the Power BI website.

  1. Set up data sources and datasets

Once you’ve opened Power BI Report Builder, you’ll need to set up data sources and datasets. To do this, go to the “Report Data” window, right-click “Data Sources,” and click “Add Data Source.” After connecting to your data source, create a dataset by right-clicking “Datasets” and selecting “Add Dataset.” This process will allow you to access the data in your report.

  1. Use tables, matrices, and lists wisely

Paginated reports offer a variety of data regions, including tables, matrices, and lists. Each data region has its own unique capabilities:

  • Tables: Use tables for displaying data in a simple row and column format.
  • Matrices: Use matrices to show aggregate data, especially when you need to display row and column groupings.
  • Lists: Use lists to create free-form reports with varying data layouts.

Choose the appropriate data region based on your report’s requirements to ensure an efficient and organized layout.

  1. Leverage expressions for dynamic content

Expressions are a powerful way to create dynamic content in your paginated reports. You can use expressions to:

  • Concatenate fields
  • Format dates and numbers
  • Calculate totals and averages
  • Implement conditional formatting

Learn the basics of expression syntax and familiarize yourself with the available functions to unlock the full potential of your paginated reports.

  1. Utilize headers and footers

Headers and footers are essential for adding context and professionalism to your reports. Use them to display important information such as page numbers, report titles, and company logos. Headers and footers can also contain dynamic content using expressions, making them even more versatile.

  1. Manage page breaks and pagination

Controlling page breaks and pagination is crucial for ensuring a clean and well-organized report. Use the “Page Break” property in the properties window to control the placement of page breaks within your report. Additionally, you can use the “PrintOnFirstPage” and “PrintOnLastPage” properties to control the visibility of report items on the first and last pages.

  1. Preview and test your report

Always preview and test your report to ensure that it meets your requirements and displays correctly. This will help you identify any issues or discrepancies early in the design process, saving you time and effort in the long run.


Creating paginated reports in Power BI can be a rewarding experience when armed with the right knowledge and tools. By following the tips and tricks outlined in this blog post, you’ll be well on your way to mastering paginated reports and creating professional, efficient, and visually appealing documents. Remember to plan your layout, use the appropriate data regions, leverage expressions, and test your report thoroughly. By doing so, you’ll not only impress your colleagues and clients with your Power BI skills but also make data-driven decision-making more accessible and efficient for your organization. So, go ahead and unlock the full potential of Power BI paginated reports, and take your reporting capabilities to the next level!

This blogpost was generated by ChatGPT Pro as an experiment to see the level of quality it would generate.

3 thoughts on “Mastering Paginated Reports in Power BI: Tips and Tricks for Success

  1. What is the roadmap for Report Builder?
    Will enhancements and new features be introduced? will the tool be deprecated and merged with PowerBI Desktop?


  2. I was surprised you hadn’t mentioned paginated reports in the service until I saw it wad Chat Gpt. Really clear summary.


  3. Hi Chris,

    Ignore my previous email.

    Having sent you earlier email … I looked at a YouTube clip created by Adam Saxton re Parameters for Paginated Reports.
    Having played around a little .. I have now got around my problem.

    Paginated Reports are great!!

    Apologies for the intrusions.




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