How to Find the Source File in Power BI

Inherited a Power BI report and have no idea where the original data lives? You're not alone. Figuring out the source of a PBIX file is a common challenge, especially when taking over a project or collaborating with a team. This guide will walk you through a few straightforward methods to locate the specific files, databases, or web sources connected to any Power BI report.

Graphed

Still Building Reports Manually?

Watch how growth teams are getting answers in seconds — not days.

Watch the Demo

Reasons You Might Need to Find a Data Source

Before jumping into the solutions, it helps to understand why this is such a frequent issue. Power BI reports (the .PBIX files) are separate from the data they visualize. The report simply stores the connection information, data transformations, and visuals. If a data source is moved, renamed, or you lose access, your report can no longer be refreshed.

You might be facing this problem because:

• A colleague who built the report has left the company, and their files were on their local machine.
• An Excel or CSV file stored on a shared network drive has been moved to a new folder or SharePoint site.
• You're trying to troubleshoot a refresh error that says the source can't be found.
• You need to make changes or additions to the original source data but don't know where to find it.

Regardless of the reason, finding the source path is the first essential step toward getting your report working again. Let's look at the most reliable ways to do it.

Method 1: The Power Query Editor (The Most Reliable Way)

The Power Query Editor is the data transformation engine within Power BI, and it holds the definitive record of where your data comes from. Every table in your PBIX file's data model starts with a "Source" step in Power Query, which contains the path you're looking for.

Graphed

Still Building Reports Manually?

Watch how growth teams are getting answers in seconds — not days.

Watch the Demo

Step-by-Step Guide:

1. Open your Report in Power BI Desktop: First, you need the .PBIX file. If you only have access to the published report online, you'll need to find and download the source file.
2. Open the Power Query Editor: On the Home tab of the ribbon at the top of the screen, click the Transform data button. This will launch a new window: the Power Query Editor.
3. Select a Query: On the left side of the Power Query Editor, you'll see a pane called Queries. This lists all the tables of data being pulled into your report. Click on one of the queries to investigate its source.
4. Find the Source Step: On the right side of the screen, there's a pane called Query Settings which contains an APPLIED STEPS list. This is a record of every transformation applied to the data. The very first step for nearly every query is named Source.
5. Open the Source Settings: Click the small gear icon (⚙️) next to the Source step. This will open a dialog box that displays the connection information for that specific query.

In this dialog box, you'll see exactly what you're looking for. For an Excel or CSV file, it will show the full file path. From here, you can simply copy the path and paste it into Windows File Explorer to locate it.

Method 2: Using the Data Source Settings

If your report pulls data from multiple different sources, using the Data Source Settings screen can give you a faster, high-level overview of every connection in one place. This is a great way to quickly assess all the dependencies of your report.

Step-by-Step Guide:

1. From Power BI Desktop's Main Window: You don't need to open the Power Query Editor for this method. Start from the main report view.
2. Go to Options and Settings: In the File menu, click on Options and settings, and then select Data source settings.
3. Review Your Sources: A dialog box will appear, listing every unique data source used in the current Power BI file. Below the list, you'll see the exact source path. You can click on any source in the list to see its details or use the Change Source button to update the file path if it has moved.

Help! The File Path Points to a Local Computer

One of the most common issues you'll encounter is a file path like C:\Users\JohnDoe\Desktop\MonthlySalesData.xlsx. This clearly indicates the source file was saved on a former colleague's personal computer desktop and is no longer accessible to the server or other users for refreshing.

When this happens, your report will fail to refresh. Your immediate task is to find a copy of that file and move it to a shared, accessible location. Your best bets are:

• Shared Network Drives: A centralized drive that your whole team has access to.
• SharePoint or OneDrive for Business: A cloud-based location great for collaboration and accessibility.

Once you've moved the file to its new home, use the Data source settings window (Method 2) to change the source path to the new, shared location. This will reconnect your report and allow refreshes to continue smoothly.

Graphed

Still Building Reports Manually?

Watch how growth teams are getting answers in seconds — not days.

Watch the Demo

What If the Source is Not a File?

Remember that "source file" doesn't always mean a physical file. Many Power BI reports connect directly to databases, SaaS applications, or web APIs. In these cases, the source information will look different but can still be found using the same methods.

• SQL Databases: If the source is a SQL database, the source settings will show the Server name and Database name, not a file path.
• SharePoint Lists: For SharePoint, the source will be a URL pointing to the SharePoint site address and the specific list name.
• Web/API Sources: For data pulled from a website or API, the source will be a URL. You might need to examine the M code in the Advanced Editor to see the full API endpoint being used.

No matter the type, the Power Query Editor's Source step is still the best place to uncover these details.

Finding Sources in the Power BI Service (Published Reports)

What if you don't have the .PBIX file and can only access the published report on app.powerbi.com? Finding the detailed source path is a bit trickier here for security reasons, but you can still get important clues.

1. Navigate to the Workspace: Log into the Power BI Service and go to the workspace where the report is located.
2. Find the Associated Dataset: A published report has both a "Report" component and a "Dataset" component. Find the dataset that shares the same name as your report.
3. Open the Dataset Settings: Hover over the dataset, click the three-dot menu (… ), and select Settings.
4. Check Data Source Credentials: In the settings page, look for a section called Data source credentials. It will list the types of sources (e.g., File, SQL Server) connected to the dataset. While it may not show the full file path, it confirms what kind of data the report relies on and can help guide your search.

If you see a "Gateway connection" section, that signifies the data is coming from an on-premises source - like a file server or SQL server inside your company's network. This tells you the original file is not in the cloud and requires a data gateway to be refreshed. Ultimately, to get the full source details, your best course of action is almost always to locate and download the original .PBIX desktop file.

Graphed

Still Building Reports Manually?

Watch how growth teams are getting answers in seconds — not days.

Watch the Demo

Final Thoughts

Tracing the origins of a report's data is an essential troubleshooting skill for any Power BI user. The Power Query Editor and Data Source Settings window are your two best tools for finding the file paths, server names, or URLs your reports depend on. Always remember to check for local file paths and migrate them to a shared location to ensure your reports can be reliably refreshed by you and your team.

Frankly, this whole process of hunting down data sources scattered across different local machines, network drives, and legacy systems is what makes reporting so tedious. We've wrestled with this frustration for years, which is a major reason we created Graphed. It directly connects to your business systems - like Salesforce, Google Ads, or Shopify - so you have one consolidated, reliable source of truth. Instead of chasing down PBIX files, you can simply ask a question like "Which campaigns had the best ROI last quarter?" and instantly get a live dashboard, with no data-file scavenger hunt needed.