Changing data source settings and credentials in Power BI is an essential skill for data analysts who need to maintain and update their reports as organizational requirements evolve. Data source settings control how Power BI connects to your underlying data, while credentials determine the authenti…Changing data source settings and credentials in Power BI is an essential skill for data analysts who need to maintain and update their reports as organizational requirements evolve. Data source settings control how Power BI connects to your underlying data, while credentials determine the authentication method used to access that data.
To modify data source settings in Power BI Desktop, navigate to the Home tab and select Transform Data, then choose Data Source Settings. This opens a dialog box displaying all data sources used in your current report. From here, you can change the source path, update connection strings, or modify other connection parameters specific to your data source type.
For credential management, select a data source and click Edit Permissions. This allows you to update the authentication method, which might include Windows authentication, database credentials, Microsoft account, or organizational account depending on your data source. You can also clear existing credentials and re-enter new ones when passwords expire or access rights change.
In the Power BI Service, administrators can manage data source settings through the gateway configuration. On-premises data gateway settings are accessible through the Settings menu, where you can update credentials for scheduled refresh operations. This ensures your published reports continue refreshing even when underlying authentication requirements change.
Best practices include regularly reviewing credential expiration dates, using service accounts rather than personal accounts for production reports, and documenting all data source configurations. When credentials fail, Power BI will display refresh errors in the service, prompting you to update the stored credentials.
Understanding these settings is crucial for maintaining data freshness and ensuring uninterrupted access to your analytical solutions. Proper credential management also supports security compliance by allowing controlled access to sensitive data sources across your organization.
Change Data Source Settings and Credentials in Power BI
Why It Is Important
Managing data source settings and credentials is a critical skill for any Power BI Data Analyst. In enterprise environments, data sources frequently change - servers get migrated, databases are renamed, authentication methods are updated, or credentials expire. Understanding how to modify these settings ensures your reports continue to function correctly and maintain secure connections to underlying data. For the PL-300 exam, this topic falls under the 'Prepare the Data' domain and tests your practical knowledge of maintaining data connectivity.
What Are Data Source Settings?
Data source settings in Power BI define where your data comes from and how Power BI connects to it. These settings include:
• Server names and database paths - The location of your data • Authentication type - Windows, Basic, OAuth2, Service Principal, etc. • Credentials - Username and password or other authentication tokens • Privacy levels - Organizational, Private, or Public • Connection parameters - Timeout settings, encryption requirements
How It Works in Power BI Desktop
To access and modify data source settings in Power BI Desktop:
1. Navigate to File > Options and settings > Data source settings 2. Select the data source you want to modify 3. Choose from available options: - Change Source - Modify the server, database, or file path - Edit Permissions - Update credentials and privacy levels - Clear Permissions - Remove stored credentials
You can also access these settings through Transform Data > Data source settings in the Power Query Editor.
How It Works in Power BI Service
In the Power BI Service, data source management occurs at the dataset level:
1. Navigate to your workspace and find the dataset 2. Click the Settings icon (gear icon) or select Settings from the dataset menu 3. Expand Data source credentials 4. Click Edit credentials for the relevant source 5. Configure authentication method and enter new credentials
For gateway-connected sources, you must configure credentials in the Gateway management settings.
Key Scenarios for Changing Settings
• Server Migration - When databases move to new servers, update the server parameter • Credential Rotation - Security policies may require regular password updates • Environment Switching - Moving from development to production data sources • Authentication Changes - Switching from Windows to OAuth authentication • File Path Updates - When source files are relocated
Using Parameters for Flexible Connections
Best practice involves using Power Query parameters to make data source changes easier. Parameters allow you to change connection details in one place rather than editing multiple queries. Create parameters for server names, database names, or file paths, then reference them in your queries.
Exam Tips: Answering Questions on Change Data Source Settings and Credentials
Know the navigation paths: Memorize that Data source settings are accessed via File > Options and settings > Data source settings in Desktop and through Dataset settings in the Service.
Understand the difference between Desktop and Service: Desktop stores credentials locally, while the Service requires credentials to be configured separately after publishing.
Remember gateway requirements: On-premises data sources in the Service require an on-premises data gateway, and credentials must be configured at the gateway level.
Privacy levels matter: Know the three privacy levels (Organizational, Private, Public) and how they affect data combining operations.
Parameters vs. hardcoded values: Questions may test whether you know that parameters provide a more maintainable approach to managing connection strings.
Authentication methods: Be familiar with different authentication types - Anonymous, Windows, Basic, Microsoft account, and Service Principal - and when each is appropriate.
Scenario-based questions: Expect questions describing a problem (reports not refreshing, credentials expired) and asking you to identify the correct resolution path.
Clear Permissions function: Understand that clearing permissions forces Power BI to prompt for credentials again on the next connection attempt.