Data Table in PowerApps: A Comprehensive Guide to Using and Customizing It

The Data Table in PowerApps is a versatile control that enables app makers to present tabular data directly from a data source like SharePoint, Excel, Dataverse, or SQL Server. Unlike galleries that offer high flexibility in layout and formatting, the Data Table is structured and ideal for read-only scenarios. With PowerApps continuing to redefine how organizations build apps, understanding the Data Table in PowerApps becomes essential for developers, power users, and citizen developers alike.

Table of Contents

1. What is a Data Table in PowerApps?
2. Features of the PowerApps Data Table
3. How to Add a Data Table
4. Binding Data Sources to Data Table
5. Customizing Columns in PowerApps Data Table
6. Formatting and Styling the Data Table
7. Differences Between Gallery and Data Table
8. Use Cases
9. Limitations of PowerApps Data Table
10. Advanced Tips: Data Table with Filters and Conditions
11. Responsive Design Considerations
12. Data Table for Mobile and Tablet Apps
13. Common Errors and How to Fix Them
14. Best Practices
15. Final Thoughts

What is a Data Table in PowerApps?

The Data Table is a control designed to display data in a structured grid. Each row represents a record, and each column represents a field from the connected data source. It is primarily used for read-only display of data and is optimized for performance and clarity.

This control is ideal when you want to show multiple fields across many records and don’t require full interactivity like editable fields.

Features of the PowerApps Data Table

Key Characteristics

• Displays data in rows and columns
• Supports direct binding to data sources
• Auto-generates columns
• Offers column-level formatting
• Provides sorting capabilities

Why Use Data Table in PowerApps?

• Simplifies data presentation
• Saves screen real estate
• Offers immediate insight into datasets
• Works well with collections and connectors

How to Add a Data Table in PowerApps

1. Open your PowerApps Canvas app.
2. Go to Insert > Layout > Data table.
3. Drag the data table onto your screen.
4. In the right panel, select a data source (e.g., SharePoint, Excel, Dataverse).

Once connected, PowerApps auto-generates fields based on the selected data source schema.

Binding Data Sources to Data Table

• SharePoint Lists
• Excel (via OneDrive)
• Microsoft Dataverse
• SQL Server
• Collections
• Azure Table Storage

Binding is achieved through the Items property. Example:

Items = '[YourDataSourceName]'

For filtered data:

Items = Filter('[YourDataSourceName]', Status = "Approved")

Customizing Columns in PowerApps Data Table

• You can enable or disable specific columns via the right pane.
• Rename column headers using the HeaderText property.
• Change data formatting (e.g., date, currency) via the Advanced tab.

DataTable1.Columns[0].HeaderText = "Employee Name"

Formatting and Styling the Data Table

While less flexible than galleries, you can still apply visual enhancements:

• Background color via Fill property
• Border style via BorderStyle and BorderColor
• Font styles via FontWeight, FontSize, FontColor

To alternate row colors, use logic in the TemplateFill property (if using gallery-like features):

If(Mod(ThisItem.ID, 2) = 0, LightGray, White)

Differences Between Gallery and Data Table

Use Data Table when you need read-only structured data quickly. For interactive UIs, go with Galleries.

Use Cases for Data Table

• Employee directories
• Invoice or order history
• Read-only audit logs
• Expense tracking dashboards
• Status views for approval workflows

Limitations of PowerApps Data Table

1. Not editable by default (no inline editing).
2. Limited layout customization.
3. No direct button or icon embedding.
4. Limited formula control per column.
5. No delegation for certain formulas (depends on the connector).

Advanced Tips: Data Table with Filters and Conditions

To show data based on user interaction:

Items = Filter(Orders, Status = Dropdown1.Selected.Value)

To apply multiple filters:

Items = Filter(Orders, Status = Dropdown1.Selected.Value && Region = "West")

You can also search records using Search():

Items = Search(Orders, TextInput1.Text, "CustomerName")

Responsive Design Considerations

• Anchor the table using X, Y, Width, and Height properties.
• Use Parent.Width for dynamic sizing.
• Avoid fixed dimensions for better mobile compatibility.

Width = Parent.Width * 0.9

Data Table  for Mobile and Tablet Apps

On mobile:

• Reduce the number of columns shown.
• Increase font size.
• Hide non-critical fields.

Add horizontal scroll using container controls if needed.

Common Errors and How to Fix Them

• Blank Table Display: Check data connection and permissions.
• Delegation Warnings: Ensure formulas are delegable (e.g., avoid Len() in filters).
• Slow Performance: Minimize data records or switch to collections for smaller datasets.
• Column Mismatch: Re-bind the data source or remove/re-add the table.

Best Practices

Optimize Your Data Table Use

1. Preprocess data using collections.
2. Use filters before applying them to the Data Table.
3. Avoid complex calculated fields within the table.
4. Stick to delegable queries for performance.
5. Use labels outside the Data Table for actions like edits, navigation, or submission.

Final Thoughts

The Data Table is a powerful tool for structured, readable data presentation across apps. Though limited in interactivity compared to galleries, it shines when you need clarity, performance, and simplicity.

To get the most out of the Data Table, ensure you understand its limitations, use cases, and optimize for responsiveness and delegation. Whether building dashboards, audit logs, or static views, the Data Table is an essential building block for many PowerApps solutions.

Here’s a comprehensive overview of PowerApps Gallery, organized for easy understanding and reference. You can also check the reference here

PowerApps Full Course reference is here