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How to Fix Power BI Data Source Credentials Greyed Out Issue on Windows 11: Step-by-Step Solutions

Sometimes when using Power BI on Windows 11, you might find that the option to update or enter data source credentials is greyed out. This can be frustrating because it prevents you from refreshing your data or connecting to necessary data sources.

This problem often occurs due to permission issues, software glitches, or settings conflicts within Power BI or Windows. Fortunately, there are several straightforward steps you can take to resolve this issue and regain full access to your data source credentials.

In this guide, we will walk you through easy-to-follow solutions, starting from the simplest checks to more detailed troubleshooting methods. Each step is explained clearly for users of all experience levels.

By following these instructions, you should be able to fix the greyed-out credentials problem and get back to working with your Power BI reports smoothly.

Quick Note Before You Start

  • Make sure you have Power BI Desktop installed with the latest updates.
  • Confirm that you are signed in to Power BI with the correct user account.
  • Check that your Windows 11 user account has the necessary permissions to modify Power BI settings.
  • Ensure your data source (like SQL Server, SharePoint, etc.) is online and accessible.

Step 1: Restart Power BI and Your Computer

Before diving into complex fixes, try restarting Power BI Desktop. Sometimes, the application might glitch temporarily, causing UI elements to become unresponsive.

  1. Close Power BI Desktop completely.
  2. Restart your Windows 11 computer to clear any cached settings or memory issues.
  3. Open Power BI again and check if the data source credentials option is still greyed out.

Restarting helps because it resets the application state and clears minor software conflicts that may block credential access.

Step 2: Verify Your Power BI Permissions

Power BI restricts credential management based on the signed-in user’s permissions. If you are not signed in or using a limited account, the option might be disabled.

  1. Open Power BI Desktop.
  2. Look at the top-right corner to see if you are signed in.
  3. If you are not signed in, click Sign In and enter your organizational or Microsoft account details.
  4. Once signed in, try accessing the data source credentials again.

Signing in ensures Power BI can authenticate your identity and allow you to edit credentials securely.

Step 3: Clear Stored Credentials in Power BI

Sometimes, corrupted or outdated credentials stored in Power BI can cause the credentials option to be greyed out. Clearing these can resolve the issue.

  1. In Power BI Desktop, click on File from the top menu.
  2. Select Options and settings and then Data source settings.
  3. Find your data source in the list.
  4. Select the data source and click Clear Permissions.
  5. Close the dialog and restart Power BI Desktop.
  6. Try to refresh your data or update credentials again. You should be prompted to enter new credentials.

Clearing permissions removes any corrupted or invalid login data, allowing you to start fresh.

Step 4: Check Windows Privacy and Security Settings

Windows 11 has strict privacy and security controls that sometimes interfere with applications accessing network resources or managing credentials.

  1. Click on the Start menu and open Settings.
  2. Go to Privacy & security → App permissions.
  3. Look for any settings related to network access or credentials for desktop apps.
  4. Ensure Power BI Desktop is allowed to access the network and credentials.
  5. Also check your antivirus or firewall settings to make sure Power BI is not blocked.

Allowing proper permissions ensures that Power BI can communicate with your data sources and manage the credentials securely.

Step 5: Update Power BI Desktop to the Latest Version

Using an outdated version of Power BI Desktop can cause compatibility issues with Windows 11 and data source connections.

  1. Open Microsoft Store or visit the official Power BI website.
  2. Check for the latest version of Power BI Desktop.
  3. Download and install any available updates.
  4. Restart Power BI and check if the credentials option is now enabled.

Updating ensures you have all the latest bug fixes and feature improvements that might resolve credential issues.

Step 6: Modify the Data Source Privacy Level

Power BI uses privacy levels to control data combinations. Sometimes, incorrect privacy settings might block credential edits.

  1. Go to File → Options and settings → Data source settings.
  2. Select your data source and click Change Source.
  3. Look for the Privacy Level drop-down and change it to Organizational or Public based on your source.
  4. Confirm and close the window.
  5. Try refreshing or updating credentials again.

Adjusting privacy levels can fix conflicts that prevent Power BI from accessing or updating credentials properly.

Alternative Method: Use Power BI Service to Update Credentials

If the desktop app still shows the credentials option as greyed out, try updating credentials through the Power BI online service.

  1. Go to Power BI Service and sign in.
  2. Navigate to Settings → Datasets.
  3. Find your dataset connected to the problematic data source.
  4. Click Settings for that dataset.
  5. Under Data source credentials, update or re-enter your credentials.
  6. Save and try refreshing the dataset online.

This method can bypass some desktop-related issues by managing credentials directly in the cloud.

FAQs

Why is the data source credentials option greyed out in Power BI?

This usually happens due to permission issues, corrupted stored credentials, outdated Power BI versions, or restrictive Windows security settings.

Can I fix this issue without reinstalling Power BI?

Yes, most of the time restarting the app, clearing credentials, or updating Power BI solves the problem without a full reinstall.

Does signing out and signing back into Power BI help?

Yes, signing out and signing back in can refresh your session and permissions, which may enable the credentials option.

Is this issue specific to Windows 11?

While it can occur on other Windows versions, Windows 11’s stricter security and privacy settings can increase the chances of this problem.

What if my corporate firewall blocks Power BI?

You may need to contact your IT department to whitelist Power BI or adjust firewall settings to allow network connections.

When Nothing Works

If you have tried all the above steps and the data source credentials option remains greyed out, consider the following:

  • Check for any pending Windows Updates and install them, as they might fix compatibility issues.
  • Uninstall and reinstall Power BI Desktop to reset all configurations.
  • Consult official Microsoft Power BI support documentation or community forums for your specific data source.
  • Reach out to Microsoft Support directly if this is a blocking issue for your business.

Helpful links:

Conclusion

Encountering the “data source credentials greyed out” issue in Power BI on Windows 11 can be inconvenient, but it is usually fixable with simple troubleshooting. Starting with restarting the app, verifying your credentials, clearing stored permissions, and checking Windows security settings often resolves the problem.

Updating Power BI Desktop and adjusting data privacy levels are also effective steps. If needed, managing credentials through the Power BI Service is a useful alternative.

By following this step-by-step guide, you should be able to restore your ability to update and manage data source credentials, ensuring your Power BI reports refresh correctly and maintain data connectivity.

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