Tables

Charts show patterns. Tables show exact numbers.

Chart
  |
  | "sales are trending up"
  |
Table
  |
  | "March was exactly $84,213.50"

Power BI offers two grid-style visuals: Table and Matrix.

Table Visual

A Table lists rows and columns, similar to a spreadsheet.

Product   | Category | Sales
----------|----------|-------
Tire A    | Bikes    | 250
Tire B    | Bikes    | 400
Helmet A  | Gear     | 180

Best for a flat list of detailed records — no grouping, no hierarchy.

Matrix Visual

A Matrix adds row and column grouping, similar to a pivot table.

              | 2025    | 2026
--------------|---------|--------
Bikes         | 45,000  | 52,000
  Tire A      | 20,000  | 24,000
  Tire B      | 25,000  | 28,000
Gear          | 12,000  | 15,000

Best when data needs to be summarized and drilled into by category, region, or time period.

Table vs. Matrix

Adding a Table or Matrix

Steps:

1. Select Table or Matrix from the Visualizations pane.
2. Drag fields into Rows (and Columns, for a Matrix).
3. Drag numeric fields into Values.

For a Matrix, dragging multiple fields into Rows creates a drill-down hierarchy (for example, Category, then Product).

Drilling in a Matrix

Matrix rows built from a hierarchy can be expanded or collapsed.

Category (collapsed)
  |
  | expand
  |
Category
  +-- Product

Users can drill down one level at a time, or expand everything at once using the drill controls above the visual.

Conditional Formatting

Both Table and Matrix support conditional formatting, applying color scales, data bars, or icons based on cell values.

Sales
  1,200   ██████████ (green)
    450   ████ (yellow)
    -80   █ (red)

Configured from the field's context menu under Conditional formatting, directly on the Values field.

Totals and Subtotals

A Matrix can show subtotals for each group, and a grand total for the whole visual.

Bikes    | 45,000
  ...
Gear     | 12,000
  ...
Total    | 57,000

Totals and subtotals can be toggled independently in the Format pane, under Subtotals.

Best Practices

• Use Table for detailed, non-hierarchical lists; use Matrix when grouping and drilling matter.
• Turn off unnecessary subtotal levels to reduce visual clutter.
• Use conditional formatting sparingly, on the one or two columns where it actually helps the reader.
• Sort columns in the order that best supports the reader's task, not just alphabetically.
• Avoid cramming so many columns into a table that it requires horizontal scrolling on a typical screen.

Common Mistakes

Using a Table When a Matrix Fits Better

A flat Table with repeated category values in every row is often better expressed as a grouped Matrix, which avoids the repetition and adds useful subtotals.

Too Many Columns

A wide table that requires horizontal scrolling is hard to scan. Consider whether every column is necessary, or whether some belong in a drill-through detail page instead.

Overusing Conditional Formatting

Applying color scales to every numeric column turns the table into visual noise instead of highlighting what actually matters.

Table Checklist

Before publishing a report page with tables:

• Table vs. Matrix was chosen based on whether grouping is needed.
• Subtotals are shown only where they add value.
• Conditional formatting highlights the columns that matter most.
• Column count and width fit without requiring horizontal scrolling.
• Sort order supports how the reader will actually use the table.

Next Steps

Continue exploring Power BI visuals:

• Charts
• Slicers
• Formatting