Power BI vs. Excel for Displaying Production Data on Digital Signage

Table of contents

To navigate this article, you can use the links below to jump directly to specific sections. Otherwise, start from the beginning with ‘I. Introduction.”

1. Introduction
2. Overview: Power BI vs. Excel for data display
3. Key comparison areas
4. Use cases and industry applications
5. Security considerations
6. Choosing the right solution
7. Conclusion

1. Introduction

In manufacturing and industrial environments, real-time production data is crucial for efficiency, decision-making, and operational transparency. 

However, many companies still rely on outdated reporting methods (like static spreadsheets or printed charts) that fail to provide up-to-the-minute insights for non-desk workers. For internal communications and IT teams tasked with improving data transparency on the factory floor, this poses a significant challenge.

Digital signage offers a solution by displaying critical data on large screens, ensuring frontline employees can act on information as it happens. 

But when it comes to choosing between Power BI dashboards or reports and Excel reports for digital signage, companies must consider factors like automation, ease of integration, and data visualization. Both tools have their place: Excel has long been a go-to for reporting, and Power BI brings advanced business intelligence capabilities. So, which is better for real-time workplace displays in manufacturing or logistics?

If your goal is to ensure seamless real-time production tracking and employee awareness, understanding the differences between these two tools is essential. 

Let’s dive into a detailed comparison of Power BI vs. Excel for digital signage and how Valotalive’s integrations can enhance both.

2. Overview of Power BI and Excel for Data Display

Power BI

• Built for real-time dashboards/reports: Power BI is a cloud-based, real-time data visualization tool. It automatically pulls data from various sources and updates dashboards without manual intervention.
• Automation and multi-source integration: It eliminates the need for manual data entry by connecting to multiple data sources (ERP systems, IoT sensors, databases, etc.) and refreshing data on schedule or in real time.
• Customizable and role-based: Users can create interactive, customizable dashboards with filters and role-based access, ensuring each team sees relevant metrics.
• Seamless digital signage integration: Power BI integrates directly with digital signage platforms like Valotalive, allowing secure and real-time streaming of live dashboards to screens on the shop floor.
• Interactive visuals: Rich charts, graphs, and KPIs in Power BI are designed to grab attention on big displays, and they can even allow drill-downs or dynamic views if needed.

For tips on designing effective Power BI dashboards, check out this guide on dashboard best practices. With the right design, Power BI visuals can be highly engaging on an industrial info screen.

Excel

• Familiar spreadsheet tool: Excel is primarily a spreadsheet application used for structured data analysis and reporting. It’s ubiquitous and great for ad-hoc analysis, but not originally designed for live dashboard display.
• Manual updates required: Out-of-the-box, Excel requires manual updates or at best scheduled scripts/macros to refresh data. It can pull data from external sources, but it’s not optimized for seamless real-time updates on a screen.
• Limited real-time capabilities: While Excel can create charts and tables, these visuals are static unless someone manually updates the file. There’s no continuous data feed by default, making truly real-time display difficult.
• Challenges for digital signage: Getting an Excel report onto digital signage often means exporting it (to an image or a web page) and uploading to the signage system. This process is cumbersome and can lead to outdated info if not done frequently. It’s not a “set it and forget it” solution for live data.
• Basic visuals, no interactivity: Excel charts are useful for printed reports or one-off presentations, but on a passive screen they lack the interactive filtering and dynamic visuals that Power BI offers.

Using Excel-based dashboards on digital signage is possible, but Power BI offers far more advanced capabilities for live data sharing. If you’re looking for design tips for displaying Power BI reports in a digital signage layout (for example, showing multiple content types together), check out the Power BI multiview design guide.

3. Key Comparison Areas

To truly understand Power BI vs. Excel for production data on digital signage, let’s compare them across key areas that matter for real-time workplace communications:

a) Automation and Real-Time Updates

• Power BI: Provides automated, real-time data updates. It can continuously pull in new information from various sources, so dashboards on your screens always show the latest metrics. This immediacy allows for quick decision-making and response to issues (e.g. a spike in downtime or a drop in output).
• Excel: Generally requires manual data entry or manual refresh processes. Even if you link Excel to an external data source, updates are typically on a timed interval or need a user to save the file. This means information on-screen can lag behind. It’s easy to end up displaying yesterday’s data by mistake, which can hurt response times.

For organizations looking to reduce downtime in manufacturing through real-time data visibility, automated solutions are key. In practice, Power BI dashboards on digital signage significantly enhance efficiency by ensuring everyone sees up-to-date information without any manual effort.

b) Ease of Integration with Digital Signage

• Power BI: Modern digital signage platforms (including Valotalive) offer direct integration or apps for Power BI. In Valotalive’s case, you can securely connect a Power BI account or report to a screen in just a few steps. This seamless integration means the dashboard feed goes straight to the display and keeps updating automatically.
• Excel: There is no direct, out-of-the-box Excel live feed for most signage systems. Typically, one must export Excel data (as an image, PDF, or publish it to a web page) and then upload or schedule that on the signage software. This introduces delays and extra work. Every time the data changes, someone needs to repeat the export/upload process. In short, Excel is less signage-friendly and doesn’t natively stream content to screens.

Integrations matter: a platform like Valotalive bridges the gap by automating content flow. With Power BI, this bridge is direct. With Excel, it’s more of a manual workaround, which is why many companies favor Power BI for screen visuals.

c) Data Visibility and Engagement

• Power BI: Designed to maximize data visibility, Power BI dashboards are interactive and can be tailored to highlight key insights for different audiences. On digital signage, you can pre-set filters or use separate views for different metrics. The visuals (charts, gauges, etc.) are engaging and can cycle through pages of a report. Learn how to use Power BI filters for targeted reports on digital signage. Even though viewers on the factory floor might not control the interactivity, the content creator can set up an interactive slideshow of sorts, keeping the screen content relevant and interesting.
• Excel: Provides static visibility. An Excel chart or table on a screen is basically a snapshot in time. There’s no ability for viewers to interact, and you cannot easily rotate through different views of the data without creating multiple files or manual interventions. This makes Excel less engaging – it’s best for simple, unchanging displays. Real-time monitoring or drilling down into data on the fly is not feasible with plain Excel on signage.

In terms of employee engagement, vibrant and interactive visuals from Power BI are far more likely to catch the eye of a passing worker than a static spreadsheet. Dynamic content can foster a data-driven culture by constantly surfacing insights.

d) Scalability and Customization

• Power BI: Built for enterprise scalability. Need to display KPIs across dozens of screens in multiple facilities? Power BI can handle it. You can distribute dashboards organization-wide, and with role-based access, each location or team can see a customized view. Power BI also handles large data volumes and complex calculations with its robust engine, so as your operations grow, your dashboards remain performant.
• Excel: Ideal for smaller scale use. Excel works well for a single team or individual analyst producing a report. But it’s not built for large-scale, automated data distribution. Showing different data to different screens would require maintaining separate files. Excel also has row and memory limitations; very large datasets make it sluggish or impossible to use. Customization is manual – any new view or segmentation means more work updating formulas or creating pivot tables per need.

If you foresee your digital signage expanding to more sites or incorporating more data sources, Power BI’s scalability will far outpace Excel’s capabilities. Excel might start to buckle under the complexity that Power BI handles with ease.

e) User Experience and Interactivity

• Power BI: Delivers a richer user experience for viewers. Dashboards can include interactive elements (clickable charts, drill-through buttons) which, if you use a touchscreen digital sign or a controlled kiosk mode, could even allow users to explore data on the screen. Even without direct interaction, the ability to auto-rotate through pages of a report or animate visuals provides a dynamic experience. The look and feel of Power BI reports is modern and can be branded to your company, making your displays not just informative but also visually appealing. Power BI – while more powerful than Excel – may require training or depend on access to a data analyst or IT support. In some environments, this slows adoption or creates reliance on bottlenecked resources.
• Excel: Static by design. An Excel report on a TV screen is essentially a picture of a spreadsheet. Viewers cannot interact with it (no clicking or drilling down), and the visuals are limited to Excel’s chart formats. The user experience is basic – it conveys information but without the flexibility to explore or the polish of a BI dashboard. In an era of touchscreens and interactive kiosks, this lack of interactivity can be a drawback if you ever want your digital signage to double as a navigable dashboard. That said, Excel is deeply embedded in most organizations’ workflows – especially in operational, industrial, and administrative teams. The average blue-collar or line manager is already comfortable opening and editing an Excel file. That familiarity reduces the learning curve and lowers barriers to adoption when first rolling out digital signage.

For non-technical teams with minimal BI experience, Excel’s simplicity enables independent content updates, day-to-day adjustments, and higher confidence in early usage. This ease of access supports incremental rollout strategies where digital signage starts with familiar tools before scaling up to more sophisticated integrations like Power BI.

Summary

To summarize these differences at a glance, here’s a quick comparison:

Feature	Power BI Dashboards	Excel Reports
Real-Time Data Refresh	Automatic live updates from multiple sources. Dashboards reflect current data in real time.	Manual or scheduled updates. Data can become outdated between refreshes.
Integration with Signage	Direct integration (e.g., Valotalive app) for seamless display. Easy to set up and keep updated.	No native integration. Requires exporting files or images and uploading, which is time-consuming.
Data Volume & Sources	Handles large datasets and multiple data sources via cloud backend. Ideal for enterprise-wide KPI aggregation.	Limited by spreadsheet constraints (row limits, performance issues with big data). Best for small datasets.
Visualization & Engagement	Interactive, customizable dashboards with rich visuals. Can cycle through views and highlight insights.	Basic charts/tables. Static visuals that do not change until manually updated; less engaging on screens.
Scalability	Easily scalable to many screens/users with centralized control. Role-based content delivery for different teams.	Not easily scalable; managing content for many screens means juggling multiple Excel files. Little automation for distribution.
Security & Access	Cloud security, encryption, and role-based access control (RBAC) to restrict sensitive data. Sharing via secure links or embed codes.	File-based security (passwords on files, network folder permissions). Risk of version mix-ups and unauthorized access if files are mishandled.
Ideal Use Case	Ongoing, automated KPI monitoring and real-time dashboards in manufacturing, logistics, etc. Great for continuous improvement initiatives.	One-off reports or simple metrics that change infrequently. Suited for scenarios where data is static or updated by one person periodically.

4. Use Cases and Industry Applications

Both Power BI and Excel have been used to display production data, but the impact differs. Here’s how this choice plays out in key industries:

Manufacturing

• Production KPIs: Tracking production KPIs (like units produced, defect rates, cycle time) and identifying potential bottlenecks in real time is vital. A live dashboard on the factory floor can alert teams immediately if a metric goes out of range.
• Downtime and alerts: Displaying downtime alerts or machine failure notifications on screens ensures that maintenance can respond faster. For example, if a critical machine goes down, a Power BI dashboard can highlight the event instantly rather than waiting for someone to check a spreadsheet.
• Quality control: Monitoring quality metrics (e.g., defect counts or yield percentages) on a visual board helps enforce standards. Trends can be spotted over the shift, helping managers take action to reduce defects and ensure consistency.

For real-time production tracking in manufacturing, Power BI dashboards displayed on digital signage are the best solution. They provide at-a-glance insights that Excel reports updated once a day simply cannot. (Learn more about the best digital signage solutions for real-time data in manufacturing.)

Warehousing & Logistics

• Inventory levels: Displaying current inventory levels on warehouse screens helps teams avoid stockouts and overstock. A live dashboard can pull data from inventory management systems to show, for instance, how many units of Product X are left on the shelf.
• Order fulfillment status: Monitoring order picking or fulfillment progress in real time can optimize workflows. If Excel is used, someone might update an orders sheet a few times a day; with Power BI, the dashboard could show hourly updates or live feed from the order system.
• Shipment tracking: Providing real-time shipment tracking updates on a logistics operations wall screen keeps everyone aligned – from loaders to supervisors – about incoming and outgoing shipments. This visibility can streamline coordination and reduce waiting times.

In these scenarios, having data updated automatically is key. Real-time digital signage solutions for logistics bring significant efficiency gains. Power BI’s ability to integrate with ERP/WMS systems gives it an edge over Excel for these fast-moving environments.

Construction

• Project timelines: Tracking project timelines and resource utilization across multiple sites is a juggling act. A dashboard on a screen at the site office can show schedule adherence or delays. Power BI can combine data from project management software to visualize this, whereas an Excel file would need constant manual revision.
• Safety checklists: Displaying safety compliance checklists or the current safety status (like days without an accident) on digital signage reinforces a safety-first culture. Excel could hold the data, but a Power BI visual can make it more prominent and update immediately when a safety audit is completed.
• Equipment usage: Monitoring equipment usage and downtime across a construction project helps prevent delays. A live dashboard might highlight under-utilized equipment or maintenance needs. Excel might capture this data in logs, but a Power BI dashboard can aggregate it in real time for all to see.

For the best tools in construction data visibility, see how digital signage helps construction teams with real-time updates. In dynamic, changing environments like construction sites, automated dashboards ensure everyone from site managers to crew leads is on the same page.

(Other industries like retail, healthcare, or energy also benefit from real-time dashboards on workplace digital signage. The key is that any environment where quick decisions and broad awareness are needed will favor a live, automated data feed over static reports.)

5. Security Considerations

When displaying company data on digital signs, security is a crucial consideration. Here’s how Power BI and Excel differ in keeping data secure and up-to-date on screens:

Power BI

• Role-Based Access Control (RBAC): Power BI integrates with your organizational login (Microsoft 365, Azure AD) and supports RBAC. This means you can restrict who sees what data. Even on a screen, you can ensure that a dashboard is scoped to show non-sensitive info, and sensitive data is accessible only to authorized viewers.
• Cloud security & encryption: As a cloud service, Power BI comes with built-in security features – data encryption at rest and in transit, compliance with industry standards, and audit logs. When you share a dashboard to Valotalive or another signage platform, it typically uses secure tokens or embedding, so your data isn’t publicly exposed.
• Governance and compliance: Integration with Microsoft 365 security policies means Power BI content on signage still follows your company’s compliance rules. You can centrally manage and revoke access if needed. This is important in industries with strict data regulations.

Excel

• Local file risks: Excel files are often stored locally or on network drives. If someone is displaying an Excel workbook on a screen, consider how it’s being accessed. A local file might be less secure, and there’s risk of unauthorized access or accidental leaks if the file is not protected. For example, an employee might copy it to a USB stick to update it on the screen PC – a potential security breach.
• Version control issues: Excel lacks robust version control. Multiple copies of a report might float around. It’s easy to accidentally display the wrong version or an outdated file on a screen. This not only causes confusion but could also expose data that’s meant to be updated or corrected.
• Limited security features: While you can password-protect an Excel file or use SharePoint permissions, these measures are basic compared to Power BI’s enterprise security. Once an Excel report is exported as an image or PDF for signage, any built-in protections are gone. There is also no audit trail for who accessed or updated an Excel-based display content.

In short, Power BI’s cloud-first approach offers a more secure and manageable way to disseminate data to digital signage. Excel, being file-based, requires more careful handling to avoid security pitfalls, especially when multiple people are involved in updating content.

6. Choosing the Right Solution for Your Needs

Both Power BI and Excel have strengths – the choice depends on your specific needs, resources, and goals for digital signage in employee communications. Here are some guidelines on when to choose each, and why pairing Power BI with Valotalive is often the optimal path:

When to Choose Power BI

Consider using Power BI for digital signage if you identify with most of the following:

• You need real-time data updates on-screen without any manual intervention. (E.g., production metrics that update by the minute or hour.)
• Your data comes from multiple sources (ERP, CRM, sensors, etc.) and requires automated processing or calculations before display.
• You want to filter, customize, or tailor different dashboard views for different teams or departments. For instance, maintenance crew sees a downtime dashboard, while the line supervisor sees output and quality metrics – all fed from the same system. With  the Valotalive Power BI app, you can also add additional, flexible filters to display specific reports, dashboards or specific tabs only directly on your digital signage screens.
• Your organization values secure access. You need to ensure that only the right people or screens see certain data. Power BI’s security and sharing model makes this easier.
• You plan to scale up the number of screens or the complexity of data. Power BI will handle growth with far less effort than managing dozens of Excel sheets.

In summary, choose Power BI when you want a “hands-off,” robust solution where data flows automatically and securely from source to screen. It’s ideal for most manufacturing and logistics dashboard needs.

When Excel Might Still Be Relevant

Excel isn’t completely out of the picture. There are scenarios where using Excel on digital signage can make sense:

• You only need ad-hoc or occasional analysis, or very small-scale, static reporting. For example, a small workshop that manually updates a production count at the end of the day might simply type it into Excel and display that sheet.
• Your data updates infrequently, and real-time tracking isn’t necessary. Maybe a weekly summary report or monthly safety scoreboard—Excel can handle that with manual updates.
• You have a single-user or small team maintaining the content, and they are comfortable updating Excel. In such cases, version control and security risks are minimal because one person controls the file.
• No internet/cloud option: In rare cases, the display system might not be allowed to connect to cloud services for security reasons. If a screen must run offline, an Excel file updated via USB might be a workaround (though Valotalive and others often have secure offline options as well).

If you do use Excel for signage, it’s wise to use tools like OneDrive/SharePoint to host the file so it can update on the screen without manual file transfers. But overall, these scenarios are becoming less common as companies modernize their data displays.

Excel’s Strength: Fast Startup Without Dependencies

One of Excel’s major advantages is speed to deployment. 

Unlike Power BI, which may require licensing, workspace setup, and IT involvement, Excel files can be opened and edited immediately on almost any workstation. This means teams can get production data onto a screen within minutes, especially in environments where data already lives in spreadsheets.

For example, shift rosters, daily production logs, and machine output counters are often tracked manually in Excel. These sheets can be quickly adapted for digital signage without needing new infrastructure. In time-sensitive or resource-constrained scenarios, this makes Excel the fastest way to launch data visibility on the shop floor.

While Excel has limits in automation and scale, its accessibility makes it ideal for pilot projects or early-stage digital signage deployments.

Why Power BI with Valotalive Digital Signage is the Best Choice

For most industrial and workplace applications, Power BI coupled with Valotalive digital signage is the winning combination. This setup provides an efficient, scalable, and automated solution for real-time data visibility.

Valotalive’s integration with Power BI means your dashboards can be deployed to screens with zero touch after the initial setup – no more manual uploads or worrying about stale data. Power BI brings the data and visuals; Valotalive ensures they’re always on display to the right people at the right time. It’s a synergy that turns your shop floor or warehouse TVs into live KPI dashboards driving transparency and agile decision-making.

Example: Rexel, a global electrical supplies company, leveraged Power BI on Valotalive screens to transform how their teams stay informed. The real-time dashboards replaced printed Excel reports, resulting in faster reactions and a more engaged workforce (read the full Rexel case study for details).

In short, if you’re aiming for a data-driven culture on the production floor, Power BI + Valotalive will deliver dynamic, reliable dashboards with minimal effort. Excel might still play a supporting role for certain static content, but the heavy lifting of real-time communication is best left to Power BI.

7. Conclusion

When it comes to displaying production data on digital signage, Power BI is the clear winner.

It automates data updates, offers interactive and customizable dashboards, and ensures real-time visibility for non-desk workers. While Excel remains useful for static reports or simple summaries, it falls short in delivering the real-time, dynamic insights needed for fast-paced manufacturing and logistics operations.

Digital signage is all about the right information at the right time. Power BI’s ability to continuously feed live data to your screens means everyone—from the plant manager to the machine operator—sees the same up-to-date metrics and alerts. Excel, on the other hand, might introduce delays or inconsistencies that could hinder timely decision-making.

The bottom line: Use Excel for what it does best (analysis and small-scale reporting), but rely on Power BI for live, operational dashboards. And to make the most of Power BI, pair it with a platform like Valotalive that’s built to broadcast your data securely and effortlessly.

To enhance real-time data visibility even further, explore how Power BI and digital signage work together to improve efficiency and decision-making. Embracing these tools will drive better communication, accountability, and performance in your organization.

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