Bookmarks in the Power BI service
APPLIES TO: Power BI service for business users Power BI service for designers & developers Power BI Desktop Requires Pro or Premium license
Introduction to bookmarks
A bookmark captures the state of a report page. This includes the settings you've made to filters, slicers, and visuals on that page. Once the report page is set the way you want, give it a friendly name. Now you can return to that state of the report page with a single click. Simply select a bookmark, and Power BI takes you back to that view.
Types of bookmarks
There are two types of bookmarks: personal and report. Report bookmarks are added to reports by report designers. When the designers share their reports with colleagues, the bookmarks travel with the report. Everyone who can open and view that report can also see and use the report bookmarks. Personal bookmarks can be created by anyone who can open a report, they don't even require edit permissions. However, if you create personal bookmarks and share your report, the personal bookmarks do not travel with the report. Personal bookmarks are for your use only. However, if you want to share your personal bookmarks, this article provides some tips and tricks to do so.
This article explains how to create and use personal bookmarks. It also explains how to interact with report bookmarks that have been created by others and shared with you. Viewing shared content requires either a Power BI Pro or a Premium Per User license. Which license do I have?
If you will be designing reports and creating report bookmarks for others to use, see Create report bookmarks.
Use personal bookmarks to save insights and build stories in Power BI
There are many uses for personal bookmarks. Say you discover an interesting insight and want to preserve it -- create a personal bookmark so you can return later. Need to leave and want to preserve your current work, create a personal bookmark. You can even make a personal bookmark your default view of a report, so each time you return, that view of the report page opens first.
You can also create a collection of bookmarks, arrange them in the order you want, and subsequently step through each bookmark in a presentation to highlight a series of insights that tell a story. This works like a slideshow, where you click an arrow to go forward or backward. There is a limit of 20 personal bookmarks per report.
Open the Bookmarks pane
Open the Bookmarks pane by selecting the icon and choosing either Add a personal bookmark or Show more bookmarks.
While you can't share your actual personal bookmarks with others, you can select a personal bookmark and save the report with that bookmarked view active. When colleagues who also have read access to the report open that report, they see the view you selected. This personalized view of the report does not override the designer's original report or the designer's report bookmarks. Sharing with colleagues who don't already have read access requires reshare permissions. If you are unable to share your view of the report, contact the report owner to request reshare permission.
If you do have reshare permissions, when you share the report you can choose to include your changes.
- If you have a personal bookmark active when you share your report, recipients will see the bookmarked version of that report page but will not see your bookmark listed under their "Personal bookmarks" list. So, they'll see the result of your personal bookmark. For example, if your bookmark filters the report page to show data for the year 2020.
- Similar to the method above, with a personal bookmark active, you can share in Microsoft Teams. Select Chat in Teams from the top menu. In the Chat in Teams dialog, provide the name of the Team or Channel that you with to share to, then select Share. Or, from the Chat in Teams dialog, copy the generated URL and share that. For more information, see Share personal bookmarks in Teams chat.
- With a personal bookmark active, use the comment feature. When you add a comment, the Power BI service saves the current view and that is the view other users will see when they select the comment. For more information, see Add comments to dashboards and reports
- If you then change your personal bookmark, it has no effect on your recipients' view of that report page. For example, if you select a different personal bookmark that shows data for the year 2021, your view of the report will change. However, your recipients will still see the version your shared, showing 2020.
When a personal bookmark is on you can use the comment feature on the Power BI service. Add a comment. This comment will save the view with another user when they click on the comment.
To share reports, you will need a Power BI Pro or Premium Per User license, or for the report to be saved in reserved capacity. To learn more, see Licensing.
Create personal bookmarks in the Power BI service
If you can view a report, then you can also add personal bookmarks. The maximum number of personal bookmarks per report is 20. When you create a bookmark, the following elements are saved with the bookmark:
- The current page
- Slicers, including slicer type (for example, dropdown or list) and slicer state
- Visual selection state (such as cross-highlight filters)
- Sort order
- Drill location
If you have access to the Selection pane, you can also set and save:
- Visibility (of an object, using the Selection pane)
- The focus or Spotlight modes of any visible object
Create two bookmarks
Configure a report page the way you want it to appear in the bookmark. In this example:
- We've changed the existing Date filter on the Filters pane,
- changed the existing Regions filter on the Filters pane to West, and
- selected a data point on the doughnut chart visual to cross-filter and cross-highlight the report canvas.
Once your report page and visuals are arranged how you want them, from the Bookmarks pane, select Personal bookmarks > Add.
Power BI creates a personal bookmark and gives it a generic name or a name you enter. You can rename, delete, or update your bookmark by selecting the ellipses next to the bookmark's name, then selecting an action from the menu that appears.
Open the YTD Category page of your report and create another personal bookmark. This bookmark captures YTD information for just our company, VanArsdel.
Now that you have two bookmarks, switch between them by selecting the bookmark in the Bookmarks pane.
To return to the original published view of the report, select the reset icon.
Open report bookmarks
To view the report bookmarks created by the report designer, from the Bookmarks pane, select Report bookmarks.
To view shared reports, you will need a Power BI Pro or Premium Per User license, or for the report to be saved in reserved capacity. To learn more, see Licensing.
If the report designer included report bookmarks, you'll find them under the Report bookmarks heading. This report page has four bookmarks: B1, B2, VanArsdel YTD, and All YTD. All YTD is currently selected.
Select a bookmark to change to that report view.
Bookmarks as a slide show
To present or view bookmarks, in order, select View from the Bookmarks pane to begin a slideshow.
When in View mode, there are a few features to notice:
- The name of the bookmark appears in the bookmark title bar, which appears at the bottom of the canvas.
- The bookmark title bar has arrows that let you move to the next or previous bookmark.
- You can exit View mode by selecting Exit from the Bookmarks pane or by selecting the X found in the bookmark title bar.
When you're in View mode, you can close the Bookmarks pane (by clicking the X on that pane) to provide more space for your presentation. And, while in View mode, all visuals are interactive and available for cross-highlighting, just as they would otherwise be when interacting with them.
Reset all your changes to a report
From the upper-right corner of your report canvas, select Reset to default. This removes all your changes in the report and sets it back to the designer's last saved view of the report.
Considerations and limitations
In this release of personal bookmarks, there are a few considerations and limitations to keep in mind.
The bookmark captures the state of the page at the time the bookmark was created. When someone selects the bookmark, Power BI attempts to show them that bookmark in its original report state. However, there are situations where showing the bookmark is not possible. For example, if the report owner changes the name of a field that is used by the bookmark, Power BI will no longer be able to display visuals, filters, or slicers that use that field. Certain visuals will display no data for the renamed field. Filtered or sliced visuals will revert to the default view.
Most Power BI custom visuals should work well with personal bookmarking. If you run into trouble with bookmarking and a Power BI custom visual, contact the creator of that visual and ask them to add support for bookmarks.
Generally, your personal bookmarks will not be affected if the report designer updates or republishes the report. However, if the designer makes major changes to the report, such as removing fields used by a personal bookmark, then you will receive an error message the next time you attempt to open that bookmark.
This feature is supported in the Power BI mobile apps for iOS and Android tablets and in the Power BI Windows app; it is not supported in the Power BI mobile apps for phones. However, any change to a visual you save in a personal bookmark while in the Power BI service is respected in all the Power BI mobile apps.
Because personal bookmarks capture the exploration state of the current page, personal bookmarks won't capture changes to other pages. For example, if you have sync-slicers in your report and you personalize the sync-slicer to use a different field and capture a personal bookmark, then the personal bookmark will only capture the slicer change on the current page.
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