This is one of the first questions you will encounter in case you are new to the Power BI or you are going to use it as a serious tool in your work/business.
What is the most suitable version to use, Power BI Desktop or Power BI Pro?
Although it seems these two are the same thing at first. They share the same logo, same name and belong to the same Microsoft ecosystem. However, in fact, they are used in quite different ways. Selecting the incorrect one may either cripple your workflow or critically cause you to spend money on something you do not even require.
This paper describes the distinction between a Power BI Desktop and Power BI Pro in straightforward, daily life terminology (without using technical terminology and without being marketed to you in a promotional manner) so that you may come to a clear conclusion which one applies to your scenario.
Getting acquainted with Power BI Desktop in Plain Words.
Power BI desktop is a free software with which you install on your computer. Consider it your own workstation where you assemble reports.
it is where all the work takes place:
- You connect your data (Excel, databases, online tools, etc.).
- You purify and convert that data.
- You develop charts, tables, and dashboards.
- You make your report the way you want it.
Nothing moves out of your computer until you want it to be published.
The Uses of Power BI Desktop.
The Power BI Desktop is ideal when:
- You are working alone
- You need not share reports with other people.
- You are studying power BI or drilling skills.
- You would like to have full access to your data on your computer.
The Power BI Desktop tool is a key design tool used by many analysts even within companies.
Power BI Desktop has the following limitations.
The power BI Desktop is not collaborative. You cannot:
- Share live dashboards with others.
- Collaborate in real time
- Automatically refresh data on the internet.
- Mobile or browser access reports.
And so when you are working alone, it suffices. When you are collaborating with other people, it turns into a bottleneck.
What Power BI Pro Really Is
Power BI Pro is not the alternative software but it is a paid license, which enables the cloud features in power BI.
You continue to make reports using Power BI Desktop. But with Power BI Pro, you can:
- Post reports to the cloud at Microsoft.
- Publicize them to other co-workers or clients.
- Control who sees what data
- Browse reports on a browser or in a mobile application.
- Schedule automatic updates
Concisely, Power BI Pro transforms your individual reports to business assets.
Simple Analogy
The following is a very simple way of understanding it:
- Power BI Desktop = Writing a document in your laptop.
- Power BI Pro = Writing that document in Google Drive and forwarding the document to your team.
Desktop is about creation. Pro is about distribution.
You do not replace it with the other one but tend to use Desktop and then Pro when it is necessary to collaborate.
The Major Differences Which Do Matter.
Rather than describing technical differences, we can discuss real world differences.
1. Sharing
Live sharing is not possible on the desktop. You can only send files.
Pro allows:
- Sending links to dashboards
- Controlling access
- Automatic data updating.
In case your boss or a client desires to have a dashboard in his/her browser every morning – you will need Pro.
2. Collaboration
Desktop is for one person.
Pro allows:
- Teams to see the same dashboard.
- Managers to comment and communicate.
- Departments will utilize the same source of data.
BI Power BI remains a personal tool without Pro.
3. Access from Anywhere
Desktop is only applicable in the machine where it is installed.
Pro allows access from:
- Web browsers
- Mobile apps
- Tablets
Pro is required in case of remote work or travelling.
4. Security and Control
File-based security is fundamentally desktop based.
Pro offers:
- User permissions
- Data restrictions by role
- Controlled sharing
In case of the businesses working with sensitive data, Pro is not a luxury, but rather a necessity.
Who is the only one to use Power BI Desktop?
Only power BI Desktop will suffice when:
- You are a student or learner
- You are conducting data analysis.
- You do internal research exclusively.
- You do not have to distribute dashboards on a regular basis.
- You are freelancing and report stagnantly.
Desktop is enough in case your work is terminated after you have made the report.
Who will need to use Power BI Pro?
Power BI Pro makes sense when:
- You should share dashboards with customers or departments.
- Several individuals are dependent on the same information.
- The reports should be automated.
- Online access is required by the management.
- You work in an organization
In such instances, Desktop will soon become restricted.
Cost vs Value
Yes, Power BI Pro costs money.
However, it is not about features that become valuable:
- Less manual sharing
- Less attachment of emails.
- Fewer version mistakes
- More transparency
In the case of teams, it can be more economical than expensive.
Final Thoughts
There is no competition in Power BI Desktop and Power BI Pro as that is a single system.
- Desktop assists in the construction of insights.
- Pro enables you to distribute and multiply those insights.
In the course of working individually, Desktop suffices.
Pro is required in case you are collaborating with other people.
Rather than: Which of them is better? ask:
Is it necessary to work solo or collaboratively?
With that answer you have it all.
Conclusion
The decision between Power BI Desktop and Power BI Pro depends not on functions, but on the way you operate.
In case your work is personal, analytical and isolated and you want Desktop provides you with all you need at no cost.
Pro is the next step in case you are collaborative, business-oriented, and share work.
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