Toolbar
Choose which tools report readers get — search, export, comments, notes, annotation, quick calculations, grouping — and style every button.
You decide what readers can do
The toolbar is the visual's interface for report readers, and it is entirely opt-in. Every button is switched on individually, and each carries its own text, icon, position, size, corner radius, font, colours, and borders. A report published with search and export gives readers exactly those two things; nothing else appears.
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Toolbar buttons being arranged
The toolbar with several buttons enabled, showing the arrangement and relative sizing of buttons.
Row search
Search filters the matrix to rows matching what the reader types. It is the single most useful tool on a long table.
| Setting | What it does |
|---|---|
| Show search target selector | Lets readers choose which field they are searching. |
| Target selector hint | Helper text explaining that selector. |
| Show clear button | Adds a control to reset the search. |
| Search up to rows | How many rows are searched. Zero searches everything currently loaded. |
| Placeholder text | The prompt shown in the empty search box. |
| Search box width / height / corner radius / font | Sizing and type for the box. |
| Background, border, border width, text color, placeholder color | Appearance of the search box. |
| Target selector width, Clear button text | Sizing and labelling for the two sub-controls. |
Result count
A counter showing how many rows are loaded and how many exist in total, so a reader is never misled by a partially loaded matrix. Loaded rows and Total rows each have their own label and position, with a separator between them, plus the usual font, colour, sizing, and border controls. Total rows uses the measure in the Total rows field well.
Export
Three export formats, each with its own button and its own settings group. XLSX and PDF carry the visual's formatting and number formats through; CSV is there for when someone just wants the values.
| Setting | Applies to | What it does |
|---|---|---|
| Max cells | All three | Caps how much is written in one export. |
| Show totals | All three | Whether subtotal and grand total rows are included. |
| Show loading text / Loading text | All three | Feedback while a large export is being assembled. |
| Orientation | Portrait or landscape. | |
| Repeat headers | Repeats column headers on every page. | |
| Include page numbers | Numbers the pages. | |
| Include title / Title text | A heading on the exported document. | |
| Include export date | Stamps the document with the date it was produced. | |
| Include logo, Logo data URL, Logo size, Logo position | Places your own logo on the export. |
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PDF export options
The PDF export settings group showing title, logo, page numbering, and date options.
Notes, comments, highlighting, and annotation
Four related tools let readers record why a number is what it is, rather than losing that context in email.
| Tool | What it provides |
|---|---|
| Notes | An extra column readers can type free text into, with its own column title and styling. Switched on with Show notes column. |
| Comments panel | A side panel holding comments against the matrix, opened from its toolbar button. |
| Highlight | Lets readers mark individual cells to draw attention to them. |
| Annotation | Freehand drawing and highlighting over the visual, which works in the Power BI Service. |
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The comments panel open
The comments panel open beside the matrix with an existing comment visible.
Quick calculations, grouping, and the rest
| Tool | What it provides |
|---|---|
| Quick calculations | A menu of calculations readers can apply themselves. Like every other button, it can be hidden from readers entirely. |
| Grouping | Lets readers group selected members together. |
| Density picker | Switches between compact and comfortable row spacing. |
| Expand/collapse | Buttons to expand or collapse the whole hierarchy at once, each with its own label. |
| Copy button | Copies the matrix to the clipboard, which is the fallback when tenant policy blocks downloads. |
The Button styling group sets defaults for every button at once. The Layout group positions the toolbar and controls how buttons are arranged and sized within it, and Toolbar options carries the remaining toolbar-wide switches. Individual buttons keep their own overrides, so you can set a house style and then make one button deliberately different.