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How to Communicate the Setup of Your Power BI Report

August 4, 2025

How to Communicate the Setup of Your Power BI Report

Creating a great Power BI report is only half the job. If your audience doesn’t understand how to use or interpret it, the insights will be lost. Whether you’re sharing reports with internal teams, clients, or the public, communicating the setup and structure of your Power BI report is essential. Here’s how to make your reports not just look good, but also easy to understand and use.

1. Start with the purpose

Begin by explaining the goal of your report. What business question does it answer? What kind of decisions can be made from it? Define your KPIs, who the report is for, and what success looks like. A clear purpose keeps your viewers focused.

2. Break down the structure

Walk through the layout of your report:

  • What pages are included (e.g. Overview, Sales, Operations)?
  • What information is on each page?
  • How should users navigate?

This helps new users avoid confusion and know where to find what they need.

3. Explain the data source and refresh logic

Let your users know where the data comes from and how frequently it’s updated. Are there transformations in Power Query or DAX measures that impact the numbers? Transparency builds trust in your report.

4. Clarify visuals and interactions

List and explain the main visuals: charts, tables, maps, KPIs. What do they represent? Are there slicers or filters that affect them? What happens when users click certain elements?

Use tooltips and visual headers to help with in-report explanations, but complement this with an external overview or documentation where possible.

5. Add user instructions

It’s smart to include a dedicated ‘Help’ page in your report, or at least a section that:

  • Defines business terms
  • Explains filtering behavior
  • Shows examples of how to explore data

Think of it as a built-in user manual.

6. Make support available

Even the best-documented reports can lead to questions. That’s where tools like Webdashboard can help.

Webdashboard allows you to explain your Power BI dashboard setup directly to users. You can add helpful notes or even create a guided experience around your report. Even better: Webdashboard includes a chat function, so users can message the report creator directly. This real-time feedback loop speeds up understanding and cuts down on support time.

7. Document outside of Power BI

Consider sharing a PDF or a short Loom video explaining the report, or embedding instructions in Webdashboard’s environment. Many users prefer a quick tutorial over exploring a dashboard blindly.

By investing in good communication around your Power BI setup, you turn your report into a true decision-making tool. And with platforms like Webdashboard, you can go even further—supporting your users every step of the way.

Want to see how it works? You can always start a free trial or request a live demo at Trial – Webdashboard. Experience it for yourself, no strings attached.