Using Buttons, Shapes, Images, and Navigation Elements in Power BI

Course: Microsoft Power BI Training

Topic: Using Buttons, Shapes, Images, and Navigation Elements

Course Link: Microsoft Power BI Training

Demo Link: Register for a Course Demo

JustAcademy Website: Visit JustAcademy

1. Introduction

Microsoft Power BI provides several design and navigation elements that help developers create interactive, attractive, and user-friendly reports. Buttons, shapes, images, and navigation elements can transform a report from a collection of charts into an interactive analytical experience.

These elements allow users to navigate between report pages, return to previous pages, activate bookmarks, open external websites, access drillthrough pages, and understand the structure of a dashboard. Shapes and images can also improve the visual appearance of reports and help communicate important information.

For example, a sales dashboard may contain a Home button, a Product Analysis button, a Regional Analysis button, a company logo, colored section headers, and a Reset Filters button. Together, these elements make the report easier to navigate and understand.

1.1 Importance of Report Design Elements

• Improve report navigation and usability.
• Make dashboards look organized and professional.
• Help users discover important report features.
• Provide interactive actions without requiring complex navigation.
• Highlight important information and visual sections.
• Support consistent branding across report pages.
• Improve the experience for business users and decision-makers.

2. Learning Objectives

After completing this topic, learners should be able to:

• Understand buttons, shapes, images, and navigation elements in Power BI.
• Insert and customize buttons on a report canvas.
• Configure actions such as Page navigation, Bookmark, Back, Drillthrough, and Web URL.
• Use shapes to organize report sections and highlight information.
• Insert images such as logos, icons, and illustrations.
• Configure navigation actions for supported shapes and images.
• Create page navigators and bookmark navigators.
• Design interactive menus and reset-filter experiences.
• Apply formatting, accessibility, and usability best practices.
• Troubleshoot common navigation and interaction problems.

3. Understanding Buttons in Power BI

A button is an interactive report element that performs a configured action when a user selects it. Buttons can be styled with text, icons, images, backgrounds, borders, and different interaction states.

Buttons are useful when a report requires a clear action such as opening another page, returning to the previous page, resetting slicers, or navigating to a bookmarked report view.

3.1 Common Button Types

The available button types and options can vary with the Power BI interface and version. A button's actual behavior depends on its configured action.

3.2 Adding a Button

1. Open the report in Power BI Desktop.
2. Go to the Insert ribbon.
3. Open the Buttons menu.
4. Select the desired button type, such as Blank, Back, Reset, or a suitable navigator.
5. Position the button on the report canvas.
6. Resize the button to fit the report layout.
7. Select the button to open its formatting options.
8. Configure its text, icon, shape, colors, and other visual properties.
9. Enable and configure its Action if the button should perform an operation.
10. Test the action before publishing the report.

3.3 Formatting a Button

Power BI allows developers to customize the appearance of buttons using the Format button pane. Depending on the button and available settings, you can configure:

• Button text and title.
• Shape and corner style.
• Fill color and transparency.
• Text color, size, and alignment.
• Icons and custom images.
• Border, shadow, glow, and rotation effects.
• Button dimensions and position.
• Tooltip and action behavior.

Example: A dark-blue button with a white home icon and the text Home can provide a consistent way to return to the main dashboard.

4. Understanding Button States

Button states describe how a button appears under different interaction conditions. Formatting these states helps users recognize when a button is available, hovered over, selected, or processing an action.

4.1 Why Button States Matter

• They make interactive elements easier to recognize.
• They provide visual feedback to users.
• They help distinguish active and unavailable actions.
• They improve consistency across a report.

4.2 Configure Button States

1. Select the button on the report canvas.
2. Open the Format button pane.
3. Locate the relevant Shape or Style settings.
4. Select the state you want to customize.
5. Configure the fill, text, icon, outline, or other supported properties.
6. Repeat for other states as required.
7. Test the button in reading and editing experiences where applicable.

5. Configuring Button Actions

A button becomes interactive when its Action setting is enabled and configured. The available actions allow users to move through a report, open web pages, change the report state, or access detailed analysis.

5.1 Common Button Actions

Some actions are available only for particular button types or configurations. Review the available options in the current Power BI interface before designing the report workflow.

5.2 Enable an Action

1. Select the button.
2. Open the Format button pane.
3. Find the Action setting and switch it On.
4. Expand the Action options.
5. Choose the required action type.
6. Configure the destination or other required settings.
7. Set a tooltip where appropriate.
8. Test the action using the interaction method supported in the current environment.

In Power BI Desktop editing mode, buttons generally require Ctrl+click to execute their actions. In reading mode, users can typically select the button directly.

6. Creating Page Navigation Buttons

Page navigation buttons allow users to move from one report page to another without relying only on the default page tabs. They are particularly useful for dashboards with many pages or a custom menu layout.

6.1 Example Navigation Structure

A sales report may contain these pages:

• Executive Overview
• Sales Analysis
• Product Performance
• Regional Analysis
• Customer Analysis
• Detailed Transactions

A navigation menu can provide one button for each page so that users can move directly to the analysis they need.

6.2 Steps to Create a Page Navigation Button

1. Create the destination report pages.
2. Insert a Blank button or another suitable button type.
3. Select the button and open the Format button pane.
4. Enable Action.
5. Set the action Type to Page navigation.
6. Select the destination page.
7. Set the button text, such as Sales Analysis.
8. Optionally add an icon, tooltip, or custom shape.
9. Repeat for the other pages.
10. Test every destination to confirm that it opens the intended page.

6.3 Navigation Button Example

Imagine a dashboard with a button labeled Regional Analysis. When selected, it opens the Regional Analysis page, where users can explore performance by country, state, city, or region.

Page navigation is useful because it provides a predictable route through the report and allows developers to create a consistent menu across multiple pages.

7. Understanding Shapes in Power BI

Shapes are visual design elements used to organize, separate, highlight, or decorate report content. They can provide structure to a page and help users distinguish between different dashboard sections.

7.1 Common Shape Types

• Rectangle
• Rounded rectangle
• Line
• Arrow
• Oval or circle
• Triangle
• Other available built-in shapes

The available shape types depend on the Power BI interface and the selected shape menu.

7.2 Uses of Shapes

• Create section headers and background panels.
• Separate KPI cards from detailed charts.
• Highlight important findings.
• Draw attention to report instructions.
• Provide a consistent visual structure.
• Create clickable navigation elements when an action is configured and supported.

7.3 Adding a Shape

1. Open the report in Power BI Desktop.
2. Go to the Insert ribbon.
3. Open Shapes.
4. Select a suitable shape.
5. Draw the shape on the report canvas.
6. Resize and position it.
7. Open the Format shape pane.
8. Configure fill, outline, transparency, rotation, and other available properties.
9. Use the Selection pane to manage the shape's placement when necessary.

7.4 Formatting Shapes

Formatting options may include fill color, outline color, transparency, border thickness, rotation, and effects. Use these properties to create a consistent visual design rather than adding decoration without a clear purpose.

Example: A rounded rectangle behind a group of KPI cards can visually distinguish the summary section from the detailed sales charts.

7.5 Shapes as Navigation Elements

In supported configurations, shapes can have actions such as Page navigation. This means a shape can function as a clickable navigation element instead of being purely decorative.

1. Insert a suitable shape.
2. Position and format it.
3. Select the shape and locate its Action settings.
4. Enable Action if available.
5. Select Page navigation as the action type.
6. Choose the destination page.
7. Test the shape's action in the report.

Use a clear label or supporting visual cue so users understand that the shape is interactive.

8. Understanding Images in Power BI

Images help establish visual identity and communicate information. Common examples include company logos, product photographs, icons, illustrations, and instructional graphics.

8.1 Common Image Uses

• Display a company or department logo.
• Show product images in a report.
• Support visual storytelling.
• Illustrate report sections.
• Provide recognizable icons for navigation.
• Create custom image-based navigation elements where supported.

8.2 Adding an Image

1. Open the report in Power BI Desktop.
2. Go to the Insert ribbon.
3. Select Image.
4. Choose an image file from an accessible location.
5. Place the image on the report canvas.
6. Resize it while preserving its proportions where appropriate.
7. Position it relative to other report elements.
8. Review the image formatting options, such as fit, transparency, border, or other supported settings.
9. Test the report layout in the expected viewing environment.

8.3 Image Formatting and Fit

Images can appear distorted if they are stretched to fit a container with a different aspect ratio. Choose an appropriate fit option and preserve the image's proportions when possible.

Consider the following guidelines:

• Use a sufficiently high-resolution image for the intended display size.
• Avoid stretching logos or product photographs.
• Keep file sizes reasonable to help report performance.
• Use consistent alignment and spacing.
• Choose images that improve understanding rather than distract from the data.

8.4 Images as Navigation Elements

In supported configurations, an image can have an action, such as Page navigation or Web URL. This is useful when a logo, icon, or image tile should act as a link.

1. Insert the image into the report.
2. Select it on the report canvas.
3. Open the Format image pane.
4. Locate Action settings if available.
5. Enable Action.
6. Choose the appropriate action type.
7. Configure the destination.
8. Test the image interaction.

Example: A home icon can return users to the Executive Overview page when configured with a Page navigation action.

9. Understanding Navigation Elements

Navigation elements provide a consistent way for users to move through a report. They can be created using individual buttons or the built-in Page navigator and Bookmark navigator.

9.1 Page Navigator

A Page navigator automatically creates navigation controls for report pages according to its configuration. Its labels and order are linked to the report's page names and order, which helps reduce manual maintenance.

Page navigators can be useful for:

• Multi-page business dashboards.
• Reports with separate sales, product, customer, and regional pages.
• Reports that frequently add or rename pages.
• Consistent navigation across a report.

9.2 Creating a Page Navigator

1. Open Power BI Desktop.
2. Go to Insert.
3. Open Buttons.
4. Choose Navigator and then Page navigator, where available.
5. Position the navigator on the report canvas.
6. Use the Format navigator pane to customize its layout and appearance.
7. Review which pages should appear in the navigator.
8. Test the navigation between report pages.

The navigator can automatically reflect page additions, removals, and renaming. Hidden pages and tooltip pages can be controlled through the navigator's settings where supported.

9.3 Bookmark Navigator

A Bookmark navigator provides controls for moving between configured bookmarks. Bookmarks can capture selected aspects of a report view, such as visible visuals, filters, slicers, and the current page, depending on their settings.

Bookmark navigation is useful when a report needs multiple views of the same data or different visual arrangements on the same page.

9.4 Creating a Bookmark Navigator

1. Prepare the report view that you want users to access.
2. Configure the relevant visuals, filters, slicers, and visibility settings.
3. Open the Bookmarks pane.
4. Add a bookmark and give it a descriptive name.
5. Create additional bookmarks for the other desired views.
6. Organize bookmarks into groups if required.
7. Go to Insert, then Buttons, then Navigator, and choose Bookmark navigator where available.
8. Format the navigator's labels, layout, and selected state.
9. Test every bookmark to ensure it restores the intended view.

9.5 Page Navigator Versus Bookmark Navigator

10. Working with Bookmarks and Buttons

A bookmark stores a configured report view. A button can apply that bookmark, allowing users to switch between predefined states without manually changing each visual or filter.

10.1 Example: Summary and Detail Views

A report may contain many charts and tables. The Summary bookmark can show KPI cards and high-level charts, while the Detail bookmark can display transaction tables and additional analytical visuals.

10.2 Creating a Bookmark Button

1. Configure the report page to show the Summary view.
2. Create a bookmark named Summary.
3. Configure the page to show the Detail view.
4. Create a bookmark named Detail.
5. Insert a button for the Summary view.
6. Enable Action and choose Bookmark.
7. Select the Summary bookmark as the destination.
8. Repeat for the Detail button.
9. Test both buttons and confirm that they restore the correct states.

10.3 Understanding Bookmark Settings

Bookmark settings determine which aspects of the report are captured and restored. Depending on the configuration, a bookmark may capture data state, display state, current page, and selected visuals.

When building navigation buttons, check whether slicer selections should be saved in the bookmark. If the purpose is to switch visual layouts while preserving the user's current filters, configure the bookmark's data-state behavior accordingly and test it.

11. Creating a Reset Filters Button

A reset button helps users return to a predefined report state after applying multiple slicers and filters. It is particularly useful on interactive dashboards where users frequently change their selections.

11.1 Reset Button Using a Bookmark

1. Set the report page to the desired default state.
2. Clear the slicer selections that should be reset.
3. Set the visual visibility and other report settings to the desired defaults.
4. Create a bookmark named Reset Filters or Default View.
5. Insert a button and label it Reset Filters.
6. Enable its Action setting.
7. Choose Bookmark as the action type.
8. Select the reset bookmark.
9. Test the button after changing multiple slicers.

Make sure the bookmark captures the intended data and display states. Otherwise, clicking the button may restore only part of the expected report state.

11.2 Clear All Slicers Button

Power BI also provides a Clear all slicers button option in supported configurations. This action clears slicer selections on the page rather than necessarily restoring every aspect of the report to a saved default state.

Use a bookmark-based reset when you need to restore a defined combination of filters, visibility settings, and other saved report states. Use Clear all slicers when the goal is specifically to clear slicer selections.

12. Using Buttons for Drillthrough Navigation

Drillthrough buttons provide a direct way to open a detailed report page based on the current data selection. They are useful when users need more information about a selected product, customer, employee, region, or transaction.

12.1 Example: Product Details

A sales overview may display total sales by product. A drillthrough button can take users to a dedicated Product Details page showing order history, quantity, revenue, and other product information.

12.2 Implementation Steps

1. Create a destination page, such as Product Details.
2. Add the required drillthrough field, such as Product Name, to the destination page's Drillthrough filters area.
3. Add detailed visuals to the destination page.
4. Return to the overview page.
5. Insert a suitable button and enable its Action setting.
6. Choose Drillthrough as the action type where available.
7. Configure the destination page.
8. Select a product data point and test the button.
9. Verify that the detail page receives the expected filter context.

A drillthrough button may be unavailable until a suitable data selection is made. This behavior can help communicate when the action is ready to use.

13. Combining Buttons, Shapes, and Images

Buttons, shapes, and images can work together to create an intuitive report interface. A shape can provide a section background, an image can represent a function, and a button can perform the action.

13.1 Example: Professional Dashboard Header

A dashboard header might include:

• A company logo on the left.
• A report title in the center.
• A Home button to return to the overview.
• A Reset Filters button to restore the default report state.
• An Information button that opens a report guide.

13.2 Example: Sidebar Navigation

A sidebar may use a background rectangle with buttons for Overview, Sales, Products, Customers, and Regional Analysis. Icons can be added to help users identify each destination quickly.

13.3 Example: KPI Section

A group of KPI cards can be placed over a subtle background shape. A heading above the group explains the metrics, while buttons provide links to detailed analysis pages.

13.4 Use the Selection Pane

The Selection pane helps manage the order, visibility, and organization of objects on the report canvas. It is especially useful when a report contains overlapping shapes, images, text boxes, buttons, and charts.

1. Open the Selection pane from the View options when available.
2. Review the list of objects on the current page.
3. Rename objects with meaningful names.
4. Change their visibility when required.
5. Reorder overlapping elements so that important controls remain accessible.
6. Group related objects where supported and useful.
7. Test the report after changing the order or visibility.

14. Layout and Design Best Practices

Navigation elements should improve the report experience rather than compete with the data. A good design is consistent, readable, and predictable.

14.1 Use Consistent Styling

• Use a consistent color palette across buttons and shapes.
• Maintain similar sizes for buttons serving similar purposes.
• Use the same icon style throughout the report.
• Keep navigation elements aligned.
• Use a consistent position for Home, Back, and Reset controls.

14.2 Make Actions Clear

Use action-oriented labels such as View Details, Go to Products, Return to Overview, or Reset Filters. Avoid vague labels that do not explain the result of selecting a control.

14.3 Avoid Excessive Decoration

Use shapes and images only when they improve organization, meaning, or navigation. Too many borders, shadows, colors, and decorative elements can make a dashboard difficult to read.

14.4 Maintain Visual Hierarchy

Important report elements should be visually prominent. Place the report title first, key navigation controls in a predictable area, and the most important KPIs and charts where users can find them easily.

14.5 Use Tooltips

Tooltips can explain the purpose of a button or the result of an action. For example, a tooltip on a Reset Filters button can state that it restores the default report view.

14.6 Consider Accessibility

• Use readable text sizes and sufficient contrast.
• Do not rely on color alone to communicate meaning.
• Use meaningful labels for buttons and images where supported.
• Provide tooltips or explanatory text for unfamiliar controls.
• Check the logical reading and keyboard navigation experience where applicable.
• Ensure icons are recognizable and not unnecessarily ambiguous.

15. Common Problems and Troubleshooting

16. Practical Project: Design an Interactive Sales Dashboard

16.1 Project Objective

Create a Power BI dashboard with professional navigation, clear visual sections, and interactive buttons that help users explore sales performance.

16.2 Required Report Pages

• Executive Overview
• Sales Analysis
• Product Performance
• Regional Analysis
• Customer Analysis
• Product Details

16.3 Project Implementation

1. Load the sales dataset into Power BI Desktop.
2. Create the required measures, charts, and KPI cards.
3. Arrange the overview page with a clear title and summary metrics.
4. Insert the company logo or a suitable report image.
5. Use shapes to create a consistent header and navigation area.
6. Add buttons that navigate to the main report pages.
7. Create a Page navigator if automatic page navigation is appropriate.
8. Create bookmarks for summary and detailed views if required.
9. Add a Reset Filters button using the suitable reset method.
10. Configure a drillthrough page for Product Details.
11. Add tooltips and clear labels to important navigation elements.
12. Review the Selection pane and fix any overlapping objects.
13. Test all buttons, images, shapes, page navigators, and bookmark navigators.
14. Publish the report if required and verify the reading experience.

16.4 Expected Outcome

The final dashboard should provide a consistent navigation experience. Users should be able to move between report pages, restore a default view, access detailed product information, and identify key sections quickly.

17. Practice Exercises

1. Insert a Blank button and configure it to navigate to a report page.
2. Customize a button's default and hover states.
3. Create a Back button for a detail page.
4. Create a bookmark and connect it to a button.
5. Build a Reset Filters button and test it with multiple slicers.
6. Insert a rectangle shape to organize a KPI section.
7. Insert a logo image and resize it without distorting its proportions.
8. Configure a supported shape or image to perform Page navigation.
9. Create a Page navigator for a multi-page report.
10. Create a Bookmark navigator for summary and detail views.
11. Build a drillthrough button for product-level analysis.
12. Use the Selection pane to fix overlapping objects.
13. Add tooltips to navigation controls.
14. Test the entire report in Desktop editing mode and in the published reading experience.

18. Interview Questions and Answers

Q1. What are buttons in Power BI?

Answer: Buttons are interactive report elements that can perform actions such as navigating to pages, applying bookmarks, opening websites, and accessing drillthrough pages.

Q2. What are shapes used for in Power BI?

Answer: Shapes organize report sections, highlight important content, provide backgrounds, and improve the visual structure of a dashboard. Supported shapes can also be configured for navigation actions.

Q3. Why are images used in Power BI reports?

Answer: Images support branding, illustrate concepts, display product information, and can provide recognizable visual elements for navigation.

Q4. What is a button action?

Answer: A button action defines what happens when a user activates the button, such as Page navigation, Bookmark, Back, Drillthrough, or Web URL.

Q5. What is the difference between Page navigation and Bookmark navigation?

Answer: Page navigation moves to a report page, while Bookmark navigation moves to a saved bookmark state, which may include a particular page, visual arrangement, or filter state depending on the bookmark configuration.

Q6. What is a Page navigator?

Answer: A Page navigator is a built-in navigation element that generates controls for report pages according to its configuration.

Q7. What is a Bookmark navigator?

Answer: A Bookmark navigator creates navigation controls for configured bookmarks, helping users switch between saved report views.

Q8. How can a Reset Filters button be created?

Answer: A reset button can be connected to a bookmark that captures the desired default state. A Clear all slicers button can be used when the goal is specifically to clear slicer selections.

Q9. What are button states?

Answer: Button states control how a button appears in different situations, such as Default, On hover, On press, Disabled, and Loading where supported.

Q10. Can shapes and images perform navigation?

Answer: Yes. In supported configurations, shapes and images can have actions such as Page navigation or Web URL.

Q11. What is the purpose of the Selection pane?

Answer: The Selection pane helps organize report objects, control visibility, and manage the layering of shapes, images, buttons, and visuals.

Q12. Why does a button fail to work in Power BI Desktop?

Answer: The action may be disabled or incorrectly configured. In editing mode, the user may also need to use Ctrl+click to activate the button.

Q13. How does a drillthrough button work?

Answer: It navigates to a configured drillthrough page using the relevant selected data context. It requires a suitable destination and valid drillthrough fields.

Q14. Why is consistent button formatting important?

Answer: Consistent formatting helps users recognize navigation controls, understand their purpose, and use the report more efficiently.

Q15. What should be considered when adding images?

Answer: Consider image quality, aspect ratio, file size, placement, readability, accessibility, and whether the image improves the report's usability.

19. Quick Revision Checklist

• Understand the purpose of buttons, shapes, images, and navigators.
• Insert and format buttons from the Insert ribbon.
• Configure actions and destinations correctly.
• Use Page navigation to move between report pages.
• Use bookmarks to restore predefined report views.
• Distinguish Clear all slicers from a bookmark-based reset.
• Use shapes to structure and highlight report sections.
• Insert images with suitable quality and aspect ratios.
• Create Page navigators and Bookmark navigators where appropriate.
• Configure drillthrough actions with the required fields.
• Use the Selection pane to manage object visibility and layering.
• Provide clear labels, tooltips, and accessible formatting.
• Test navigation actions before publishing the report.

20. Conclusion

Buttons, shapes, images, and navigation elements are important components of a well-designed Power BI report. Buttons provide interactive actions, shapes establish visual structure, images support branding and communication, and navigation elements help users move through report pages and saved views.

By combining these components with clear labels, consistent formatting, appropriate bookmarks, and reliable action settings, developers can create reports that are easier to explore and more professional in appearance. Always test navigation actions, reset behavior, image placement, and report interactions before publishing the final dashboard.

21. Additional Learning Resources

• Microsoft Learn: Create and Configure Buttons in Power BI Reports
• Microsoft Learn: Customize Buttons in Power BI Reports
• Microsoft Learn: Drillthrough Buttons in Power BI

Continue Learning: Explore the Microsoft Power BI Training course, visit the JustAcademy website, and register for a course demo to continue developing your Power BI report design and dashboard skills.