How to Connect SQL Server to Power BI

How do I connect SQL Server to Power BI Desktop and Service?

Use Power BI Desktop’s SQL Server connector to import or query data from an on-prem or Azure SQL Server database for interactive reporting.

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Description

Why use Power BI’s SQL Server connector?

Direct connectivity removes CSV exports and keeps dashboards live. Scheduled refreshes or DirectQuery allow near-real-time views of Orders, Customers, and revenue.

How do I set up the SQL Server connector in Power BI?

Open Power BI Desktop → Get Data → SQL Server. Enter server name, optional database, and choose Import or DirectQuery. Provide credentials (Windows, Database, Microsoft Entra).Click OK.

Which authentication method should I pick?

Use Windows for on-prem AD, Database for SQL logins, or Microsoft Entra for Azure SQL. Ensure the login has at least db_datareader on the required database.

How can I filter tables before loading?

In Navigator, tick only Customers, Orders, Products, and OrderItems. Use Transform Data to apply row filters or rename columns before loading.

How do I write a custom SQL query?

From the connector window, expand Advanced options, paste your T-SQL, and pick Import/DirectQuery.Power BI uses this query as the data source.

Example T-SQL for revenue by month

SELECT DATEFROMPARTS(YEAR(order_date), MONTH(order_date), 1) AS month_start, SUM(total_amount) AS monthly_revenueFROM OrdersGROUP BY DATEFROMPARTS(YEAR(order_date), MONTH(order_date), 1)ORDER BY month_start;

How do I schedule data refresh?

Publish the report to Power BI Service → Dataset settings → Scheduled refresh. Provide a gateway if the SQL Server is on-prem.

Best practices for performance

Select only needed columns, add indexes on Orders.order_date and OrderItems.order_id, and prefer Import for static data, DirectQuery for near-real-time.

Why How to Connect SQL Server to Power BI is important

How to Connect SQL Server to Power BI Example Usage


-- Show top 10 products by sales in Power BI using SQL Server
SELECT TOP 10 p.id, p.name,
       SUM(oi.quantity)         AS units_sold,
       SUM(oi.quantity*p.price) AS revenue
FROM   OrderItems AS oi
JOIN   Products   AS p ON p.id = oi.product_id
GROUP  BY p.id, p.name
ORDER  BY revenue DESC;

How to Connect SQL Server to Power BI Syntax


-- Connection parameters in Power BI Desktop
Server:  <server_name>[\instance]
Database: <optional_db_name>
Authentication:
  • Windows (Integrated)
  • Database (User / Password)
  • Microsoft Entra ID (Azure)
Advanced options:
  • Command timeout (minutes)
  • Native SQL statement (custom T-SQL)

-- Example custom query pulled via Import mode
SELECT c.id, c.name, c.email,
       o.id   AS order_id,
       o.order_date,
       o.total_amount
FROM   Customers   AS c
JOIN   Orders      AS o ON o.customer_id = c.id
WHERE  o.order_date >= DATEADD(month, -12, GETDATE());

Common Mistakes

Selecting every table then filtering later. This increases load time and model size. Fix by choosing only required tables or using a custom SQL query in Advanced options.
Using DirectQuery on poorly indexed tables. Live queries may time out. Fix by adding indexes on join and filter columns or switching to Import mode.