Rows vanishing when extracting excel from table visual of PowerBI

Syed Uzair 0 Reputation points
2026-08-25T04:54:03.2233333+00:00

When I am extracting excel file from Powerbi table visual rows are not showing properly in powerbi against a CNIC there are 16 rows so when extracted in excel there are 10 rows, the data is showing properly in powerbi but in excel its not showing all the data, how to resolve this

Microsoft 365 and Office | Excel | For business | Windows
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  1. AI answer

    2026-08-25T04:54:22.2566667+00:00

    This usually happens because export from a Power BI visual has limits or changes behavior during export.

    Check these common causes:

    1. Export limit was hit
      • For .xlsx, a table visual can export up to 150,000 rows.
      • For .csv, the limit is 30,000 rows.
      • If the limit is hit, Power BI can omit some data.
      • In Excel, check whether the exported file shows the message: "Exported data exceeded the allowed volume. Some data might have been omitted."
    2. DirectQuery reduced the exported result
      • If the report uses DirectQuery, export is also limited to 16 MB uncompressed.
      • That can cause fewer rows to be exported than expected, especially when there are many columns or data that does not compress well.
      • Try reducing the number of columns in the visual, then export again.
    3. Show items with no data affects export behavior
      • When exporting summarized data, Power BI converts the visual to a table during export.
      • That can change the exported result compared to what is shown in the visual.
      • If Show items with no data is enabled, turn it off for the fields in the visual and export again.
    4. Underlying data export may be blocked by model conditions
      • Export using Underlying data does not work if:
        • the model tables do not have a unique key
        • an admin or report designer disabled the feature
        • Show items with no data is enabled for the visual
    5. Multiple tables without an active relationship
      • If the visual uses data from more than one table and there is no active relationship between those tables in the model, Power BI exports data only for the first table.
      • This can make rows appear missing in Excel.

    To resolve it, try this order:

    1. Export to .xlsx instead of .csv.
    2. In the visual, remove unnecessary columns and export again.
    3. Turn off Show items with no data for the fields used in the visual.
    4. If available, compare Summarized data versus Underlying data export.
    5. If the visual uses fields from multiple tables, verify the data model has an active relationship between those tables.
    6. If the dataset uses DirectQuery, expect fewer exported rows and simplify the visual before exporting.
    7. If export is missing, grayed out, or still incomplete, ask the report owner or Power BI admin to check whether export is disabled or restricted.

    If the issue is only for one CNIC and Power BI shows 16 rows while Excel shows 10, the most likely causes are:

    • Show items with no data changing the export result
    • no active relationship between tables used in the visual
    • DirectQuery/file-size export reduction
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  2. Darren Bruce 1,135 Reputation points Independent Advisor
    2026-08-25T05:43:59.78+00:00

    Dear @Syed Uzair,

    Based on your description, if the Power BI table visual shows 16 rows for a CNIC, but the exported Excel file only contains 10 rows, the issue is usually related to the export method, visual configuration, duplicate handling, or model limitations.

    Here are the most common causes and troubleshooting steps:

    1/ Verify the Export Option

    When exporting data from the visual, check whether you are exporting Summarized data or Underlying data (if available).

    • Summarized data can aggregate records and may not include all rows.
    • Underlying data exports the detailed records behind the visual and is usually the preferred option for row-level validation.

    2/ Check for Duplicate Values

    If multiple records have identical values across all exported columns, Power BI may appear to consolidate them during export.

    To validate this:

    • Add a unique column (for example, Transaction ID, Record ID, or Row Number) to the table visual.
    • Export the data again and compare the row count.

    3/Review Filters Applied to the Visual

    Ensure there are no filters affecting the export:

    • Visual-level filters
    • Page-level filters
    • Report-level filters
    • Slicers

    Although the visual displays 16 rows, it is worth confirming that no hidden filtering logic is impacting the exported dataset.

    4/ Check the Dataset Design

    If the report uses:

    • DirectQuery
    • Aggregations
    • Calculated measures

    The exported results may differ from what is displayed in the visual. Testing the same data directly from the source or using Analyze in Excel can help isolate the issue.

    For more information please refer to this article Export data from a Power BI visualization

    Feel free to reach out if you have any other questions, I hope information above meet your expectations.

    Looking forward to your update.

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