Power BI Paginated Reports vs. Standard Reports: When to Use Each
Power BI has become a go-to tool for many businesses wanting to get more value from their data. Whether you're tracking sales performance, visualising customer trends, or monitoring operational efficiency, Power BI's interactive dashboards and reports offer a flexible way to explore data. But not all reports in Power BI are created equal.
You may have come across the term Paginated Reports and wondered how they differ from the more commonly used Standard Reports. Both have their strengths, but knowing when to use each can make a real difference in delivering insights to the right audience in the right format.
Let’s break down the key differences between Power BI Paginated Reports and Standard Reports, and when it makes sense to use one over the other.
What Are Power BI Standard Reports?
Standard Reports, often just referred to as Power BI Reports, are the interactive dashboards many people are familiar with. These are built using Power BI Desktop and are designed to let users explore data dynamically.
Key Features:
Interactive Visualisations: Users can click through charts, slicers, and tables to drill into details.
Custom Visuals: A wide range of visuals are available, and you can import custom ones.
Data Modelling: Includes the ability to create complex relationships, calculated columns, and DAX measures.
Real-Time Dashboards: You can set up real-time data feeds and refresh schedules.
Cloud-Based Sharing: Reports are published to the Power BI Service, allowing access from any device.
Standard Reports are best suited for scenarios where users need to explore data on the fly, ask "what-if" questions, or need a quick snapshot of key metrics. For example, a sales team might use an interactive report to monitor pipeline performance, adjusting filters by region or product.
What Are Power BI Paginated Reports?
Paginated Reports, on the other hand, are more traditional in format. They are designed for pixel-perfect rendering, particularly for printed or PDF formats. As the name suggests, these reports are "paginated," meaning they are built to be viewed page-by-page.
Key Features:
Fixed Layouts: Unlike Standard Reports, which adapt visuals based on screen size or user interaction, Paginated Reports maintain a consistent, print-ready layout regardless of how much data is displayed. This makes them ideal for formal documents where structure and pagination must remain unchanged..
Multi-Page Outputs: Handles large volumes of displayed data that don’t fit to a conventional dashboard canvas.
Export Options: Optimised for printing, exporting to PDF, Excel, Word, etc.
Parameter-Driven Reports: Users can input parameters (e.g., date ranges, customer IDs) to customise the report output.
RDL File Format: These reports use the RDL (Report Definition Language) format.
Paginated Reports shine in scenarios where regulatory or compliance-driven reporting is required, or where stakeholders expect formal reports that can be printed or archived. For instance, financial statements, invoices, or monthly board reports often require paginated outputs.
When to Use Standard Reports
Standard Reports are ideal when:
Your audience wants interactive, self-service analysis.
You need real-time data updates or live dashboards.
The focus is on data exploration rather than fixed presentation.
You’re building visual storytelling with rich charts and graphs.
You need to support mobile or web-based dynamic viewing.
Example: A retail chain uses Standard Reports to allow regional managers to explore weekly sales trends. Each manager can slice the data by store location, product category, and time period to understand performance and make data-driven decisions.
When to Use Paginated Reports
Paginated Reports are more suitable when:
Reports need to be exported, printed, or archived in a specific layout.
You’re dealing with large datasets that must be displayed in a structured format over multiple pages.
Regulatory compliance requires precise formatting and data presentation.
You need parameter-driven custom reports for specific users or scenarios.
The report layout must match a pre-defined template (e.g., financial reports, invoices).
Example: A financial services firm generates quarterly investment summaries for its clients. Each client receives a personalised report with detailed financial breakdowns, formatted in a consistent and professional layout. Paginated Reports allow them to generate these reports at scale, with precise control over appearance.
Can You Use Both Together?
Yes, and in many cases, it’s beneficial to do so. Power BI allows organisations to combine both report types to cater to different needs.
For instance, an operations team might use Standard Reports to monitor live data from logistics, while the finance team receives monthly Paginated Reports summarising expenditures. By leveraging both, you ensure that different stakeholders get the format that suits their requirements.
Key Considerations
For businesses operating especially in regulated industries like finance, healthcare, or government, the need for well-formatted, compliant reports is crucial. Paginated Reports meet these needs, ensuring consistency and precision. At the same time, sectors like retail, tech, and services often benefit more from the agility of Standard Reports.
When deciding which to use, consider:
👥 Audience expectations: Do they prefer interactive exploration or formal documentation?
📝 Regulatory requirements: Are there formatting standards you must meet?
💻 Distribution method: Is the report being viewed online or as a printed document?
Choosing between Power BI Paginated Reports and Standard Reports depends largely on the nature of your data, your audience, and the intended use. While Standard Reports are perfect for interactive, real-time data analysis, Paginated Reports provide the structure and format required for more formal reporting.
By understanding the strengths of each, you can deliver insights more effectively and ensure that your reporting aligns with both business needs and user expectations.
Need help deciding which reporting approach suits your organisation? Get in touch with us to explore how Power BI can transform your reporting processes.