Power BI has become the most reliable business intelligence tool for businesses worldwide, turning raw data into clear, visual stories. With over 33 million monthly active users worldwide, Power BI is one of the most widely adopted business intelligence platforms available today. It’s safe to say Power BI is doing more than just reporting—it’s shaping decisions. What makes it even better is how fast it’s evolving. One of the latest upgrades? Custom data labels.
Custom data labels in Power BI is small but mighty feature that lets you show not just values, but extra details like percentages, icons, or even formatted titles—all in the same visual. It’s a big win for anyone who’s tired of choosing between showing numbers or percentages. Let’s break down how to use these labels to get sharper, cleaner, and smarter charts.
Getting Started with Custom Data Labels in Power BI The Default vs New Data Label Setup in Power BI What the Default Looked Like Before Before the December 2023 update, Power BI’s data labels were pretty basic. You could turn them on to show a value (like sales figures), but that was mostly it. The label would appear either inside or outside the bar/column, and your options were limited to things like position, font size, and color.
In short:
You could show a single value (like Net Sales). Positioning options were available (inside end, outside end, etc.). No easy way to show multiple details (like both value and % of total). Customization was limited. What’s New with Custom Data Labels (Dec 2023 Update) The update introduced a much richer setup. You can now break the label into three flexible parts :
Title – Can show the series name by default, or you can use a custom measure (for example, a dynamic label or category). Value – The main number, like Net Sales or MTD (Month-To-Date). Details – A secondary measure or icon, such as % of total, growth rate, or even a visual cue (like ↑ or ↓ based on performance). You also get new formatting controls:
Label layout options : Single-line or multi-line Overflow text handling : Makes sure long labels don’t get cut off Font styling for each part : Bold, italic, custom colors Conditional formatting : Dynamically change label color based on logic Background and transparency settings : Improve contrast and readability Why It Matters Now, instead of choosing between a number or a percentage, you can show both together. You can also make your visuals smarter with color-coded cues and dynamic text. It’s a huge improvement for reports where clarity and context are key.
This update gives you more control, more context, and less clutter.
Understanding How Custom Data Labels Work
Sales Data Model: Bar Chart with Item Brand and Net Sales
To explore the custom data label features, the presenter starts with a basic sales data model in Power BI. This model includes:
A fact table called Sales Connected dimension tables: Date, Item, Geography, and Customer All relationships are one-to-many and single-directional This setup follows a standard star schema, ideal for reporting.
Step-by-Step: Creating the Bar Chart 1. Open Power BI Desktop Load the existing sales model.
2. Add a New Report Page A fresh canvas makes it easier to focus on the chart.
3. Create a Bar Chart Visual Drag Item Brand to the X-axis Drag Net Sales to the Y-axis 4. Enable Data Labels Turn on the data label option in the visual settings. By default, it shows just the Net Sales value on each bar. 5. Adjust the Label Position Set to Auto, which lets Power BI decide whether to place the label inside or outside the bar based on space. Other options like Inside End, Inside Center, or Outside End can also be used based on preference. This is the base setup before any advanced label customization is applied. It sets the stage for experimenting with the new features like titles, details, icons, conditional formatting, and multi-line layouts. From here, the visual becomes a lot more flexible and informative.
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Custom Data Label in Power BI: Breaking Down the Features Custom label features let you build rich, easy-to-read visuals without overcrowding your charts. They’re not just labels anymore — they’re mini dashboards within your visuals.
1. Enabling Data Labels Once the bar chart is created, the first step is to turn on data labels in the visual settings. This is where the fun begins.
Placement Options After enabling labels, you can choose where to place them:
Auto (default): Power BI decides whether to show the label inside or outside the bar based on space. Inside End : Shows the label near the end of the bar, inside the visual. Outside End : Pushes the label slightly outside the bar. Inside Center : Centers the label within the bar. Inside Base : Places the label at the starting point of the bar. 2. Overflow Text: When and Why to Use It If your labels include long text, multiple measures, or a lot of detail, some bars may not display the full label by default. That’s where Overflow Text helps:
When enabled, it makes sure all labels appear, even if space is tight. Without it, Power BI might skip some bars and show only a few labels. It’s especially helpful when using multi-line layouts or background colors, which take up more space. 3. Titles, Values, and Details This is where the new update helps — the label is now split into three editable sections.
Title
By default, the Title shows the series name (like “Net Sales”). You can replace it with a custom measure, allowing more dynamic titles based on logic or context. For example, use a DAX measure to show “Current Month Sales” instead of just “Net Sales”. Values
The Value section typically shows the main number — like Net Sales or Sales MTD. You’re free to change it to any field or measure in your model. For example, swapping Net Sales with MTD Sales (Month-To-Date) allows for more relevant time-based analysis. Details
This section lets you add a second value, like a comparison metric or even a symbol. In the video, the user adds a custom icon measure that displays an up or down arrow (↑ or ↓) depending on whether performance improved or dropped. You can also show % of total, MoM change, or any other metric. Each part (Title, Value, Detail) also supports:
Custom font styling (bold, italic) Conditional formatting , so you can make red for drop, green for growth, etc. Power BI Paginated Reports: Everything You Need to Know Discover all the essentials of Power BI Paginated Reports to create detailed, print-ready data insights for comprehensive business reporting.
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Power BI’s new label setup isn’t just about adding extra numbers—it’s about making your visuals talk. Using icons and conditional formatting, you can show trends, highlight drops or spikes and make labels easier to read at a glance.
The Concept of Icon Measures Icon measures transform raw data into intuitive visual cues, allowing instant performance recognition. By leveraging simple Unicode characters, you can create dynamic visual representations of data trends.
Building the Icon Measure Dax
Key Components: Conditional logic determines icon direction Unicode arrows represent performance trends ▲ (Up Arrow): Indicates positive performance ▼ (Down Arrow): Signals negative performance Instantly communicates trend without reading numbers 2. Conditional Formatting: Advanced Visual Storytelling Font Style Customization Formatting transforms static labels into dynamic visual narratives. Power BI offers multiple font styling options to enhance data readability and emphasis.
Styling Options: Bold: Highlight critical metrics Italic: Indicate secondary or comparative information Adjustable font weight for hierarchy Instant visual differentiation Create a measure that dynamically changes color based on performance metrics.
Dax
Color Coding Principles: Red: Negative performance, declining metrics Green: Positive performance, growth indicators Instant visual comprehension Removes need for detailed number analysis Background Customization:
Add color context to labels Adjust transparency for subtle emphasis Improve readability in complex charts Custom Data Labels
Practical Implementation Example
Sales Performance Dashboard
Pro Tips for Effective Formatting
Keep formatting consistent Test multiple configurations Ensure color-blind accessibility Potential Use Cases
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Power BI Data Label Layout: Single-Line vs Multi-Line Configurations Power BI offers two primary layouts for data labels: single-line and multi-line . Choosing the appropriate layout enhances the clarity and effectiveness of your visualizations.
Single-Line Layout:
ll label components—such as title, value, and detail—are displayed on a single line.
Best Suited For:
Visuals with limited space where a concise presentation is essential. Horizontal bar charts where horizontal space is more accommodating. Situations requiring a streamlined, minimalist design. Advantages:
Maintains a compact and tidy appearance. Prevents overcrowding in visuals with numerous data points. Multi-Line Layout:
Label components are distributed across multiple lines, allowing for more detailed information display.
Best Suited For:
Visuals where additional context is necessary, such as including both actual values and percentages. Stacked column charts or visuals with ample vertical space. Reddit Scenarios where data labels contain multiple metrics or longer text descriptions. Advantages:
Enhances readability by separating different pieces of information. Considerations for Choosing Between Single-Line and Multi-Line Layouts: Space Availability: Assess the amount of space within your visual. Multi-line labels may require more room and can lead to clutter if space is constrained. Information Complexity: Determine the level of detail necessary for your audience. Use multi-line layouts when additional context adds value; opt for single-line layouts for simplicity. Visual Type: Align the label layout with the type of chart or graph. For instance, multi-line labels often complement stacked visuals by clearly displaying multiple data points. Microsoft Fabric vs Power BI: How They Differ and Which One You Need An in-depth comparison of Microsoft Fabric and Power BI, explaining their differences, use cases, and how to choose the right solution for your data and analytics needs.
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Mastering Percentage and Value Representation with Custom Data Labels in Power BI In Power BI, effectively displaying both absolute values and their corresponding percentages within a single visual enhances data interpretation. Here’s how to achieve this:
1. Previous Limitations Historically, Power BI restricted data labels to display either the absolute value or the percentage, but not both simultaneously. This limitation often required users to choose between showcasing raw figures or their relative proportions, potentially omitting valuable context.
2. Crafting a Percentage Measure To display both values and percentages, begin by creating a measure that calculates the percentage contribution of each category. This involves removing specific filters to compute the total context. Utilize the CALCULATE() function in combination with REMOVEFILTERS() to achieve this:
In this example:
Total Sales computes the sum of sales amounts. Percentage of Total Sales calculates the proportion of sales for each category relative to the overall total by removing filters on the Category column. 3. Integrating Values and Percentages in Data Labels After establishing the necessary measures, incorporate both the absolute values and percentages into your visual’s data labels:
Select the Visual : Click on the desired chart to modify. Enable Data Labels : Navigate to the Format pane and toggle on the Data Labels option. Customize Data Labels : Within the Data Labels settings, locate the Values and Details fields. Assign the Total Sales measure to Values and the Percentage of Total Sales measure to Details. Adjust Display Units : For clarity, set the display units for both measures to None to present exact figures without automatic scaling. By implementing these steps, your Power BI visuals will effectively display both absolute values and their corresponding percentages, providing a comprehensive view of your data.
Use Case: Stacked Column and Bar Charts Enhancing stacked column and bar charts in Power BI can significantly improve data visualization and readability. Here’s how to optimize these visuals:
1. Sorting the Legend by Value Challenge: By default, Power BI sorts legend entries alphabetically, which may not align with the data’s significance.
Solution: To sort the legend based on values:
Create a Custom Sort Order:
Add a new column to your data that assigns a numerical value representing the desired order for each legend category. For example, if sorting sales stages, assign numbers like 1 for ‘Prospect’, 2 for ‘Qualified’, etc. Sort the Legend Column:
In Power BI, select the legend field. Use the ‘Sort by Column’ feature to sort it by the newly created numerical column. This approach ensures that both the legend and the stacked segments in the chart follow a logical, data-driven order, enhancing interpretability.
Final Touches for Improved Readability Layout Adjustments:
Multi-Line Labels: For stacked column charts, displaying data labels in a multi-line format can prevent overcrowding and improve clarity.
To implement:
Select the visual and navigate to the ‘Format’ pane. Under ‘Data Labels’, adjust the layout settings to enable multi-line display. Overflow Settings: Enabling text overflow ensures that lengthy labels are fully visible without truncation.
To enable:
In the ‘Format’ pane, locate the ‘Data Labels’ section. Toggle the ‘Overflow Text’ option to ‘On’. Auto-Positioning:
Utilize Power BI’s auto-positioning feature for data labels to automatically adjust their placement, reducing overlap and enhancing readability.
To activate:
Within the ‘Data Labels’ settings, set the position to ‘Auto’.
Applying these adjustments results in cleaner, more informative stacked column and bar charts, facilitating better data comprehension.
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Frequently Asked Questions How do I create a custom data label in Power BI? To create a custom data label in Power BI, select your visual, go to the “Format” pane, enable “Data Labels”, then customize by adding titles, choosing specific measures, adjusting positioning, and applying conditional formatting using the advanced label options.
How do you customize data labels? Customize Power BI data labels by accessing the Format pane, selecting data labels, and leveraging options like title customization, value selection, detail additions, font styling, background color, transparency, positioning (auto/inside/outside), and conditional formatting based on specific measures.
What are data labels in Power BI? Data labels in Power BI are text annotations displayed directly on or near data points in visualizations, providing additional context by showing specific values, percentages, or custom metrics that help users quickly understand the underlying data representation.
How do I add custom data to Power BI? Add custom data to Power BI by importing from various sources like Excel, CSV, databases, or online services. Use “Get Data” in the Home tab, select your data source, transform using Power Query, and load into your data model for visualization.
How do I add custom data labels to Sheets? In Power BI, add custom data labels by selecting a visual, navigating to Format pane, enabling “Data Labels”, then using the advanced options to choose specific measures, add icons, apply conditional formatting, and customize font, background, and positioning.
How do you use custom labels? Use custom labels in Power BI by selecting visualizations, enabling data labels, and leveraging advanced formatting options. Choose specific measures, add details like icons or percentages, apply conditional formatting, and adjust positioning to enhance data storytelling.
What is a label in a dashboard? A dashboard label is a text annotation providing additional information about a specific data point, metric, or visualization. In Power BI, labels can display values, percentages, trends, or custom measures to help users quickly interpret data insights.
What is the custom label limit? Power BI doesn’t impose a strict numeric limit on custom labels. However, practical considerations like visual clarity, screen space, and readability recommend keeping labels concise and meaningful to prevent overcrowding and maintain effective data communication.
What is the difference between custom label and private label? Custom labels in Power BI are publicly visible annotations customized for data visualization. Private labels typically refer to internal metadata or proprietary identifiers not displayed to end-users, focusing on backend data management and classification.
How to access a custom label? Access custom labels in Power BI by selecting a visual, going to the “Format” pane, and clicking on “Data Labels”. Here, you can enable labels, choose measures, apply formatting, add details, and customize positioning and styling for enhanced data.
