How to Create Groups in Power BI: Get Overview of Your Data

Written by co-founder Kasper Langmann, Microsoft Office Specialist.

In Power BI Desktop, you can easily group the data points in visuals easily.

It’s a great idea especially if you want to categorize the data points.

So how do you create groups in Power BI?

In this article, we’ll show you how to group data points, step by step, to get an overview of your data.

Kasper Langmann, Co-founder of Spreadsheeto

Let’s hop into it! 👍

*This tutorial is for Power BI Online (also called "Power BI Service"). If you have Power BI Desktop, then click here and go to the online version.

Grouping in Power BI

Before we go into details, let’s talk about what happens every time you make a visual in Power BI.

Once you create a visual, Power BI aggregates or groups your data based on categories or values in your dataset.

However, there may be times when you would want to group some of the categories together.

This could help you see, analyze, and explore data even further. This might even allow you to spot trends you haven’t noticed before.

Kasper Langmann, Co-founder of Spreadsheeto

Fortunately, doing this in Power BI takes no more than 10 seconds. We’ll show you how.

How to Create Groupings

For this article, we’ll be using Microsoft’s free retail analysis sample.

If you would like to follow along closely, we highly recommend you download the sample pack and connect with it on your Power BI Desktop.

Kasper Langmann, Co-founder of Spreadsheeto

To start, focus your attention on the ‘Total Sales Variance % by FiscalMonth’ clustered column chart found on the “District Monthly Sales” report.

Now, let’s say you would like to group the sales variance on every first month of the quarter — January, April, and July.

To start, select all of them by pressingCtrl’ + click.

This will allow you to multi-select elements on the canvas.

Then, right-click on any of the points.

SelectGroup data’ from the options.

After that, the group will appear on the Fields list and added to the ‘Legend’ bucket of that visual.

The group will now appear on the fields list as well as on the ‘Legend’ bucket of the visual

Easy! 👍

Editing Groups

In Power BI, you can modify existing groups as much as you like.

To edit any group, right-click on its field either on the ‘Legend’ bucket or on the Fields list (both works).

Then, selectEdit groups’ from the options.

You’ll then see another box open up.

A new “Groups” box appearing

There are a lot of things you can do here — rename, add/remove values from the group, change the list type, etc.

Kasper Langmann, Co-founder of Spreadsheeto

Let’s addOct’ to the list.

All you have to do is click the value first, then the group where you would like to add the value.

In this case, clickApr & Jan & Jul’.

Then, click the ‘Group’ button below.

How to add another value to an existing group

After that, the value will be added to the group.

Sweet! 😊

Wrapping things up…

As you can see, it’s quite easy to group data points in Power BI. As promised, it wouldn’t take more than 10 seconds to apply especially with practice.

Grouping some of the points will allow you to isolate some of the points that aren’t categorized. You can then analyze them and see possible trends.

Kasper Langmann, Co-founder of Spreadsheeto