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As a Viva Insights Analyst, you can customize out-of-the-box Power BI reports to make them more relevant to your organization. By customizing reports, you can, for example:
- Add new visualizations, text boxes, and graphics
- Change the report's filters
- Add, rename, and rearrange report pages
- Save and delete your customized reports
You can customize pre-built Power BI reports such as the Copilot Studio agents or Copilot for Sales adoption reports, but not custom queries such as Person queries or Meeting queries. You can also customize any queries that you or other analysts in your organization have previously run.
Here's how.
Find the report and customize it
Open the Viva Insights web app and on the left, select Reports.
Find the report you want to customize, and select View report.
- Or, select the three-dot menu on the lower right of the report card, and select Customize report.
Or, find and open the report on the Analysis results page.
At the top right, select Customize.
Make your changes.
Use the Filters pane to add new data fields to specific pages of the report.
Use the Visualizations pane to add or change the graphics for the report, and add other visual elements like text boxes and buttons.
Use the Data pane to add tables to the report based on different attributes. Tables whose insights are less than your minimum group size aren't shown.
On the left, use the panel to add, rename, rearrange, and delete report pages.
To switch back to the regular menu for advanced analysis, select the button at the top left (pictured below in red).
Example scenarios
How to create a new page and add a new chart
At the bottom right, select the "Plus" icon to create a new page.
On the right, under Visualizations, select the chart type you want to create, such as a bar chart, line chart, or pie chart.
Under Data on the right, drag and drop relevant fields, such as X-axis, Y-axis, or Legend, into the Visualizations section.
- For example, to create a horizontal bar chart of "Average Copilot actions by Organization," drag FieldName to the Y-axis and Average of Copilot actions taken in Teams to the X-axis.
How to change the chart type
To change the chart type, such as from a horizontal bar to a vertical bar, select the chart you want to modify.
Under Visualizations, select a different chart type.
- For example, you can switch from Stacked bar chart (horizontal) to Clustered column chart (vertical).
Power BI automatically maps the existing fields to the new chart type, but you should double-check the X-axis and Y-axis mappings.
How to change the color of your chart
Select the chart you want to customize.
Under Visualizations, select the paint brush icon to open the Format visual page.
Select the dropdown next to Color.
Choose a color manually or select fx to use a formula for conditional formatting.
Adjust the transparency as needed to make the color lighter or darker.
How to customize the canvas background
Select an empty area on the report canvas or outside any visual.
Under Visualizations, select the paint brush icon to open the Format page.
Select Canvas background.
Choose a color or image for your background.
Adjust the transparency as needed to make the background lighter or darker.
How to filter your chart data
Select the chart.
On the right, select Filters.
Drag a field you want to filter by, such as Organization or Metric date, into the Filters on this page section.
Set the filter criteria.
- Example: "Show only data for the week of 4/20/2025 - 8/17/2025."
- Example: "Show only certain organizations."
You can also add page-level or report-level filters that affect multiple visuals.
How to delete a page
Go to the page you want to delete.
Select and hold (or right-click) the page tab at the bottom of the report.
Select Delete, and confirm if prompted.
Other scenarios to keep in mind
- If you delete a published report, the report is removed from the recipient's page as well.
- If you delete a query, then all the reports that are customized using that query are also deleted. You'll receive a warning showing the impact of the deleted query.
Save your changes
When you're done making your customizations, at the top right, select Save.
Select Save as Copy, then enter a name for your customized report.
Note
When customizing out-of-the-box reports, you can't select Save report to save your customizations as the new default.
To save a newly made customized report, at the top right, select Save, then select Save report or Save as copy.
Your saved copy appears alongside your other reports on the Reports page under "My reports" in the Viva Insights web app. To make additional customizations to the report, follow the same steps outlined above.
Rename and delete reports
To rename or delete a customized report, go to the Reports page. On the bottom right of the report you want to change, select the three-dot menu. Select Rename report or Delete report. Once deleted, the report can't be recovered.
