Understanding the main components of Power BI is essential for anyone looking to build a reliable and efficient analytical environment. The platform is structured around three core elements that work together to collect, prepare, model and share data across an organization. Each component plays a distinct role in the analytical workflow, supporting both business users and technical teams with an accessible, flexible set of tools. This article provides a detailed overview of Power BI Desktop, Power BI Service and the Mobile application, and explains how they operate collectively within a complete end-to-end workflow.
1. Understanding the Power BI ecosystem: a modular and coherent platform
Rather than functioning as one monolithic application, the platform is built as a set of interconnected modules. This modular structure enables it to address diverse analytical requirements, from data preparation to broad distribution. Instead of relying on a single complex interface, it offers several dedicated environments adapted to the distinct needs of creators, administrators and end-users.
Desktop serves as the primary workspace for building reports, while the online Service centralizes and shares this content across the organization. The Mobile application extends access to situations where a traditional workstation is not available. Together, these components form a complete analytical cycle in which each element fulfills a specific and essential role.
2. Power BI Desktop: the report creation workspace
Power BI Desktop represents the first step in the analytical process. It is this app that reports are designed, from data cleaning to visual formatting.
2.1 Data preparation with Power Query
Data preparation is an essential phase of the analytical cycle. Power Query offers a complete environment to transform raw information into usable data. Users can import files, merge tables, filter columns or modify data types. This preparation ensures the reliability of the final model and allows information to be structured according to business needs.
Thanks to a clear interface and a logic based on sequential steps, Power Query is easy to use even for non-technical users. Each transformation is recorded, ensuring full traceability and automatic reproducibility during updates.
2.2 Modeling
Once the data is prepared, Power BI Desktop allows users to create a coherent data model. The structure is optimized by compressing tables and enabling fast calculations. This significantly improves performance and allows large volumes to be queried without slowdown.
Modeling consists of defining relationships between tables and creating calculated measures using the DAX language. This step is decisive because it determines the accuracy of final results and the fluidity of exploration within reports.
2.3 Creation of visuals and report design
Power BI Desktop offers a large library of visuals to represent data in different ways. Users can customize colors, legends, filters and interactions. This flexibility makes it possible to create reports adapted to various needs, from financial analyses to operational monitoring.
Once the report is complete, it can be published to Power BI Service to be shared either within the organization, to others outside the organisation or the public.
3. Power BI Service: the platform for publishing, sharing governance and dashboards
After a report is created in the Desktop app, reports are published to Power BI Service. This component plays a central role in collaboration, refresh operations and content distribution.
3.1 Workspaces as an organizational structure
Published content is centralized in workspaces. These environments allow teams to collaborate by organizing reports, dashboards and datasets in one place. Each participant has a specific role, which supports governance and information security.
Using workspaces avoids the multiplication of files and ensures that users always access the most recent version of a report.
3.2 Datasets and data refresh
When a report is published, its underlying data model becomes a semantic model, also known as a dataset. Semantic Models form the basis of the Service architecture because they allow automatic updates of information. Refresh schedules can be configured according to organizational needs, ensuring that data is always up to date.
This automatic refresh mechanism eliminates repetitive manual operations and strengthens reporting reliability.
3.3 Dashboards and visual consolidation
Dashboards allow users to gather visuals from multiple reports into one rapidly accessible location. They offer a synthetic view especially useful for leadership or operational teams. This consolidation simplifies the reading of key indicators and supports quick decision making.
3.4 Collaboration and distribution
Power BI Service allows users to comment on reports, share secure links or distribute analyses to specific groups. This functionality helps create an environment where analysis is performed collectively and in a structured way.
4. Power BI Mobile: accessible monitoring at any time
The Power BI mobile application completes the ecosystem by providing access to reports and dashboards from a smartphone or tablet. It is intended for consultation, not creation.
4.1 An interface adapted to mobile usage
The mobile interface automatically reorganizes visuals to fit screen size. Users can easily access indicators, filter data and view alerts. This mobility strengthens operational monitoring, especially for field teams or managers overseeing multiple activities.
4.2 Notifications and alerts
Power BI Mobile makes it possible to configure alerts based on thresholds defined in the Service. These notifications are an effective way to quickly detect significant changes and take action when needed.
4.3 Security and access management
The application respects the security settings defined in Power BI Service. Users only see the content they are authorized to access, which ensures data confidentiality.
5. How the components interact in a complete workflow
To fully understand the role of each component, it is useful to view their interaction in a typical analytical cycle. Power BI Desktop is used to create and structure content. Power BI Service ensures centralization, refresh and secure distribution. Finally, the mobile application enables consultation and monitoring.
Summary table: roles of the main components
| Component | Main role | Typical users |
| Power BI Desktop | Report creation, modeling and preparation | Analysts, creators |
| Power BI Service | Publication, collaboration and refresh | Managers, business teams |
| Power BI Mobile | Mobile consultation and monitoring | Mobile users |
6. Complementarity of components in support of performance
Power BI’s strength lies in the complementarity of its components. Desktop provides precise data structuring. The Service organizes governance and ensures reliable distribution. The mobile application extends this distribution for continuous monitoring in any context. This modular approach offers great flexibility, as each organization can adopt the elements that best suit its needs.
7. How Daxel training supports Power BI skill development across the ecosystem
Mastering all these components requires a progressive understanding of Power BI’s operation. To support this learning, some organizations rely on structured training programs. Daxel’s training sessions immerse learners in every part of the Power BI ecosystem by combining walkthroughs, practical activities and personalized coaching. This learning path helps users confidently navigate all stages of the platform, whether preparing data or deploying dashboards on mobile devices.
Conclusion
The components of Power BI form a coherent ecosystem that covers every step of an analytical project. Power BI Desktop enables data preparation and modeling, the Service ensures collaboration and refresh, and the mobile application supports continuous, accessible monitoring. Together, they provide a complete, flexible platform suited to the needs of modern organizations. For teams looking to master this environment fully, the training programs offered by Daxel provide a structured and effective way to use each component to its full potential.
