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How to Fix Power BI Not Connecting to SharePoint on Windows 11: Step-by-Step Solutions

Power BI is a powerful tool for data visualization, but sometimes it may have trouble connecting to SharePoint, especially on Windows 11. This issue can disrupt your workflow and cause frustration. Fortunately, there are clear and simple steps you can follow to resolve this.

In this guide, we will walk you through easy-to-understand solutions to help Power BI connect smoothly to SharePoint. Whether you are new to Power BI or a seasoned user, these instructions are designed to be straightforward and effective.

By following these steps, you will learn how to identify connection problems and fix them without needing advanced technical skills. Let’s get started.

Before diving into solutions, it’s important to check a few basic things to save time and effort.

Quick Note: Prerequisites and Basic Checks

  • Check Internet Connection: Ensure your computer is connected to the internet, as Power BI needs online access to connect with SharePoint.
  • Verify SharePoint URL: Confirm that the SharePoint site URL you are using is correct and accessible in your web browser.
  • Power BI Version: Make sure you are using the latest version of Power BI Desktop. Older versions might have compatibility issues.
  • Permissions: Confirm you have the necessary permissions to access the SharePoint site and its data.
  • Windows 11 Updates: Keep your Windows 11 updated, as system updates can fix connectivity issues.

Step 1: Use the Correct SharePoint URL Format

One of the most common reasons Power BI fails to connect to SharePoint is using the wrong URL format. Power BI requires the SharePoint site URL, not the file or folder URL.

How to find the correct URL:

  • Open your SharePoint site in a web browser.
  • Copy the URL up to the site name only. For example, if your full URL is https://company.sharepoint.com/sites/Marketing/Documents/Report.xlsx, copy only https://company.sharepoint.com/sites/Marketing.
  • Use this URL in Power BI when connecting to SharePoint.

This is important because Power BI connects to the site itself before accessing any files or lists.

Step 2: Use the Correct Connection Method in Power BI

Power BI offers multiple ways to connect to SharePoint, and choosing the right one is crucial.

  • For SharePoint Online Lists: Use the SharePoint Online List connector in Power BI.
  • For SharePoint Document Libraries: Use the SharePoint Folder connector if you are importing files like Excel or CSV.

To connect:

  1. Open Power BI Desktop.
  2. Click on Get Data.
  3. Search for and select SharePoint Online List or SharePoint Folder depending on your data.
  4. Enter the correct site URL as explained previously.
  5. Click Connect.

Choosing the right connector ensures Power BI queries SharePoint correctly and avoids connection errors.

Step 3: Sign In with Correct Credentials

Authentication problems often prevent Power BI from connecting to SharePoint.

  • Make sure you sign in with the same account that has access to the SharePoint site.
  • When prompted, select the Organizational account option in Power BI.
  • Enter your credentials carefully, including any multi-factor authentication if enabled.

If you have previously signed in with the wrong account, you may need to clear cached credentials:

  1. Go to File > Options and settings > Data source settings in Power BI Desktop.
  2. Select the SharePoint data source.
  3. Click on Clear Permissions.
  4. Try connecting again and sign in with the correct account.

Step 4: Check Windows Credentials Manager

Sometimes, Windows stores outdated or conflicting credentials that interfere with Power BI’s connection.

To fix this:

  1. Press Windows + S and type Credential Manager, then open it.
  2. Select Windows Credentials.
  3. Look for any credentials related to SharePoint or your organization’s domain.
  4. Remove or update any outdated entries.
  5. Restart Power BI and try connecting again.

Cleaning up stored credentials ensures Power BI uses fresh login information.

Step 5: Disable Firewall or Antivirus Temporarily

Sometimes, firewall or antivirus software may block Power BI’s network traffic to SharePoint.

To test this:

  1. Temporarily disable your firewall or antivirus software.
  2. Try connecting Power BI to SharePoint again.
  3. If the connection works, add Power BI as an exception in your firewall or antivirus settings.

Note: Always re-enable your firewall or antivirus after testing to keep your system secure.

Step 6: Update Power BI and Windows

Using the latest software versions helps avoid bugs and compatibility problems.

  • Open Microsoft Store or Power BI website to check for Power BI Desktop updates.
  • Update Windows 11 via Settings > Windows Update.
  • Restart your computer after updates.

Updates often include fixes for known connectivity issues.

Alternative Methods and Advanced Options

If you still face issues, consider these advanced options:

  • Use Power Query in Excel: Connect to SharePoint via Excel first, then import Excel data into Power BI.
  • Use SharePoint API: For developers, connecting via SharePoint REST API using Power BI’s Web connector provides more control.
  • Check Proxy Settings: If your organization uses a proxy server, ensure Power BI has the necessary permissions and proxy configurations.

FAQs

Q: Why does Power BI say “Access Denied” when connecting to SharePoint?

This usually means your account does not have permission to access the SharePoint site or list. Verify your permissions with your SharePoint administrator.

Q: Can I connect Power BI to SharePoint on-premises?

Yes, but the connection method differs. You may need the SharePoint List connector and proper network access. Sometimes, a gateway setup is required.

Q: Why doesn’t Power BI show all files from my SharePoint document library?

Power BI may only show files it supports or those with appropriate permissions. Check the file formats and your access rights.

Q: How do I refresh Power BI data connected to SharePoint?

After the initial connection, you can refresh data manually in Power BI Desktop or schedule refreshes using Power BI Service with a configured gateway if needed.

Q: What if my SharePoint uses multi-factor authentication?

Power BI supports MFA, but you must sign in interactively. Cached credentials may not work with MFA, so clearing permissions and signing in again helps.

When Nothing Works

If none of the above solutions fix the connection problem, consider these final steps:

  • Visit the official Microsoft Power BI SharePoint connection documentation for detailed guidance.
  • Contact your IT department or SharePoint administrator to check for access issues or network blocks.
  • Try reinstalling Power BI Desktop to fix any corrupted files.
  • Use the Power BI Community forums or Microsoft support for personalized help.

Conclusion

Connecting Power BI to SharePoint on Windows 11 can sometimes be tricky, but by following these step-by-step instructions, you can resolve most common issues. Checking URLs, using the right connectors, signing in correctly, and managing credentials are key to a successful connection.

Remember to keep your software updated and verify your permissions regularly. If problems persist, advanced options and official resources are available to help you get back on track quickly.

With these solutions, you can enjoy seamless data integration between Power BI and SharePoint, enhancing your data analysis and reporting capabilities.

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