Top Power BI Scenario-Based Interview Questions and Answers (2025)

1. Scenario: Sales Dashboard Not Refreshing Properly

Question: You created a Power BI sales dashboard using data from Excel and SQL Server. The dashboard isn’t refreshing in the Power BI Service. What could be the issue?

Answer:
Possible reasons:

·         Gateway not configured for on-premises SQL Server.

·         Credentials missing or expired in data source settings.

·         Refresh schedule not set or it failed.

Fix:

·         Install and configure On-Premises Data Gateway.

·         Go to Power BI Service > Settings > Dataset > Edit Credentials.

·         Review refresh logs for specific errors.

Queries: Power BI refresh issue, data gateway error, Power BI service troubleshooting

2. Scenario: Incorrect Totals in Matrix Visual

Question: Why does your Power BI matrix visual show incorrect totals for a DAX measure?

Answer:
The issue often occurs because DAX measures behave differently at aggregate levels. For example:

SalesPerCustomer = [Total Sales] / DISTINCTCOUNT(Customer[CustomerID])

This works at row level but gives incorrect total because DISTINCTCOUNT is recalculated for the grand total. Use:

SalesPerCustomerFixed =

DIVIDE([Total Sales], CALCULATE(DISTINCTCOUNT(Customer[CustomerID]), ALLSELECTED(Customer)))

Queries: Power BI total mismatch, DAX total fix, matrix total error

3. Scenario: Slicer Affects Only One Visual

Question: You want a slicer to affect only one visual on the report. How do you achieve that?

Answer:
Use Edit Interactions:

1.  Select the slicer.

2.  Go to Format → Edit interactions.

3.  Disable interaction for the visuals you don’t want affected.

Queries: Power BI slicer control, edit visual interactions, filter one visual only

4. Scenario: User Needs Different Access to Reports

Question: You want regional managers to see only their own data in a shared report. What feature do you use?

Answer:
Use Row-Level Security (RLS):

·         Define roles in Power BI Desktop using DAX filters.

·         Example: [Region] = USERNAME()

·         Assign roles in Power BI Service under dataset settings.

Queries: Power BI row-level security, dynamic RLS, user-based data filtering

5. Scenario: Slow Report Performance

Question: Your report takes too long to load. What performance improvements can you apply?

Answer:

·         Reduce visual count on pages.

·         Avoid complex DAX inside visuals.

·         Use aggregated tables for large datasets.

·         Optimize queries in Power Query Editor.

·         Use Performance Analyzer to debug.

Queries: Power BI performance tuning, optimize slow report, DAX performance tips

6. Scenario: Merging Data From Multiple Sources

Question: How do you merge Excel and SQL Server data in Power BI?

Answer:

·         Load both data sources into Power Query.

·         Use Merge Queries or Append Queries.

·         Ensure column data types match for successful joins.

·         Use relationships if data isn’t merged.

Queries: Power BI merge queries, combine Excel and SQL Server, multi-source data modeling

7. Scenario: Time Intelligence Without a Date Table

Question: Your DAX time intelligence functions like YTD() aren't working. What’s wrong?

Answer:
Time intelligence requires a dedicated, continuous Date Table:

·         Create a Date Table in DAX or Power Query.

·         Mark it as Date Table in the model.

·         Use it in time-based DAX formulas.

Queries: Power BI date table error, time intelligence not working, mark as date table

8. Scenario: Need to Show Latest Record Per Group

Question: How do you show the most recent transaction per customer?

Answer:
Create a measure or calculated column using DAX:

Latest Transaction =

CALCULATE(

MAX(Transactions[Date]),

ALLEXCEPT(Transactions, Transactions[CustomerID])

)

Use it in a filter or as part of your visual logic.

Queries: Power BI latest record per group, max date DAX, show last transaction

9. Scenario: Dynamic Titles in Power BI

Question: How do you create a visual title that changes based on a slicer?

Answer:

1.Create a DAX measure:

SelectedRegion = "Sales Report for " & SELECTEDVALUE(Region[RegionName], "All Regions")

2.Use it as a conditional format for the visual title.

Queries: dynamic title Power BI, DAX title change, responsive visuals

10. Scenario: Comparing Current Year vs Previous Year

Question: How do you calculate YoY (Year over Year) growth in Power BI?

Answer:
Use DAX:

Total Sales = SUM(Sales[Amount])

Previous Year Sales = CALCULATE([Total Sales], SAMEPERIODLASTYEAR(Date[Date]))

YoY Growth % = DIVIDE([Total Sales] - [Previous Year Sales], [Previous Year Sales])

Queries: Power BI YoY growth, sameperiodlastyear example, compare years DAX

11. Scenario: Report Needs Multiple Language Support

Question: How do you build a Power BI report that supports multiple languages?

Answer:

· Use translation tables for labels and titles.

· Control content via slicers or dynamic DAX.

·  Power BI doesn’t natively support language switching, so use measures with SWITCH or dynamic metadata workaround.

Queries: multilingual Power BI, internationalization, language switch Power BI

12. Scenario: User Wants Export to Excel

Question: How do you enable or restrict exporting data from visuals?

Answer:
In Power BI Service:

· Go to report settings > Export Data.

·  Enable/disable based on user roles.
You can also restrict export using sensitive data labels or object-level security.

Queries: Power BI export to Excel, data protection export, user-level control

Conclusion

These Power BI scenario-based interview questions and answers prepare you for real-world challenges across:

·         Data modeling

·         DAX logic

·         Performance tuning

·         Security