If you’re working with on-premises data sources in Power BI, installing a Data Gateway is crucial. The Power BI Gateway acts as a secure bridge between your on-prem data and Power BI Service in the cloud, enabling scheduled refreshes and live connections.
🧠 What is a Power BI Data Gateway?
A Power BI Data Gateway allows cloud-based Power BI services to securely access data stored in on-premises sources such as:
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SQL Server
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Oracle
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SharePoint
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Excel files
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SAP and more
🛠️ How to Install a Power BI Data Gateway (Standard Mode)
Follow these steps to set up your gateway:
✅ Step 1: Download the Gateway
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Go to the official Microsoft site: Download Power BI Gateway
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Choose “Standard Mode” (recommended for most enterprise use cases)
✅ Step 2: Run the Installer
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Launch the installer after downloading
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Choose “On-premises data gateway (recommended)”
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Click Next
✅ Step 3: Sign In
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Sign in using your Power BI (organizational) account
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This connects the gateway to your tenant
✅ Step 4: Register Your Gateway
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Choose “Register a new gateway on this computer”
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Give your gateway a name and set a recovery key (store it safely!)
✅ Step 5: Complete Installation
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Finish the setup and confirm the gateway is online
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You’ll now see your gateway available in Power BI Service under Settings > Manage Gateways
🔄 Step 6: Add Data Sources in Power BI Service
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Go to Power BI Service
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Navigate to Settings > Manage Gateways
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Select your installed gateway and click “Add Data Source”
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Enter:
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Data source type (e.g., SQL Server, Oracle, Excel)
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Connection info (server name, credentials)
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Authentication method (Windows, Basic, OAuth, etc.)
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🔁 Step 7: Schedule Refresh or Use Live Connection
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Once connected, you can:
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Set Scheduled Refresh for your datasets
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Enable DirectQuery/Live Connection for real-time access
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✅ Final Thoughts
The Power BI Data Gateway is an essential tool for any organization working with hybrid data environments. It lets you keep sensitive data on-prem while still benefiting from Power BI’s powerful cloud analytics.
Set it up once—and let your dashboards stay fresh forever.
