Files and lists · data source guide
SharePoint lists data in Power BI
Connector status
Connector in Microsoft's list
- SharePoint Online list
- SharePoint list
Both are listed for Excel, Power BI (semantic models) and Power Query Online. SharePoint Online list is for Microsoft 365 sites; SharePoint list is for on-premises SharePoint Server.
Checked against Microsoft Learn's Power Query connector list on 5 November 2026. Connectors change; check the list before you build.
How to get SharePoint lists data into Power BI
In order of preference for a report that refreshes on its own.
- 1
Use SharePoint Online list
Get data → SharePoint Online list, enter the site URL (not the list URL), and pick the list. Choose the 2.0 implementation in the dialog when available: it reads list views and is faster on large lists.
- 2
Expand lookup and person columns
Lookup, person and choice columns arrive as records or lists; expand only the fields you need (for example Title or Email).
- 3
No gateway for SharePoint Online
SharePoint Online is a cloud source; scheduled refresh in the Service needs no gateway. On-premises SharePoint Server does.
- 4
Keep history if you need trends
A list holds current values. For trends over time (open items per week), enable versioning and read version history, or snapshot the list on a schedule.
Typical SharePoint lists KPIs
Table and column names in the DAX are illustrative: rename them to match your model.
Open items
Items not in a closed status.
Open Items = CALCULATE ( COUNTROWS ( List ), NOT ( List[Status] IN { "Closed", "Done" } ) )Overdue items
Open items past their due date.
Overdue = CALCULATE ( [Open Items], List[DueDate] < TODAY () )Average age of open items
Days since creation for open items.
Avg Age (d) = AVERAGEX ( FILTER ( List, NOT ( List[Status] IN { "Closed", "Done" } ) ), DATEDIFF ( List[Created], TODAY (), DAY ) )Items closed per week
Throughput of the list's process.
Closed = CALCULATE ( COUNTROWS ( List ), USERELATIONSHIP ( List[ClosedDate], 'Date'[Date] ) )Items by owner
Open items per person (person column).
Open per Owner = [Open Items]Modelling notes for SharePoint lists
- Lists over the view threshold need indexed columns and filtered views; the 2.0 implementation helps.
- Person columns expose names and emails; consider who can see them in the report.
- Column internal names differ from display names after renames; check in Power Query.
Templates for SharePoint lists data
Free page layouts with a background, theme JSON and PBIP project. Swap the sample tables for your own queries.
Operations template
Customer SupportPower BI customer support dashboard template: CSAT gauge, response and resolution time KPIs, created vs solved trend, ticket categories and agent table.
Operations template
Call Centre OperationsDark Power BI call centre wallboard template: six live KPI tiles, calls offered vs answered by interval, service-level gauge and agent states.
IT template
IT Service DeskPower BI IT service desk dashboard template (ITSM): open incidents, P1s, MTTR and SLA KPIs, incident trend by priority, SLA gauge and breach-risk table.
Project & PMO template
Project PortfolioPower BI project portfolio (PMO) dashboard template with RAG status KPIs, roadmap Gantt slot, value vs effort matrix, status register and budget by programme.
Operations template
Energy ConsumptionPower BI energy and sustainability dashboard template: kWh, cost, carbon and intensity KPIs, hourly load, source mix, site vs baseline and load-profile heatmap.
Project & PMO template
Construction Project ControlsDark Power BI construction project dashboard template: earned value S-curve, CPI and SPI, forecast at completion, change orders and site safety incidents.
Power BI visuals for IT · Power BI visuals for Project Management · More by department: Project & PMO templates · Operations templates · IT templates
Visuals for SharePoint lists KPIs
Chart types that suit these KPIs, with data shapes and example prompts.
Visual
Gantt ChartProject schedules with phases, tasks, owners, and start/end dates; Resource capacity lanes (each person or team as a swimlane)
Visual
Calendar HeatmapDaily sales or revenue intensity across the year; Website traffic patterns (day-of-week × week-of-year)
Visual
HeatmapHour-of-day × day-of-week traffic or activity patterns; Correlation matrix between dozens of numeric metrics
Visual
KPI CardExecutive dashboard KPI row (revenue, customers, NPS, churn); SaaS metrics card (MRR, ARR, logo growth)
SharePoint lists and Power BI: questions
Which SharePoint connector do I use for Microsoft 365?
SharePoint Online list. The SharePoint list connector is for on-premises SharePoint Server.
Why do I see 'Record' in my columns?
Lookup, person and choice columns arrive as records. Use the expand button in Power Query and pick the field you want.
Related data sources
Other sources teams often combine with this one.
Connector in Microsoft's list
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SharePoint lists is a trademark of its owner. Product names are used only to describe compatibility; VizForge is not affiliated with, endorsed by or sponsored by the owner or by Microsoft.
Design the SharePoint lists report page first
Lay out KPI cards and visual slots in the free Design Studio, then export the background, theme JSON and a PBIP project to bind to your data.
The design studio for Power BI. Free, in your browser, no sign-up.