If Data source credentials is greyed out in Power BI, the problem is usually not the password itself. You may be looking at the wrong product screen, the semantic model may use a gateway connection, or you may not own the model or have permission to edit its connection.
Use the fix that matches where the data source is configured. Power BI Desktop stores credentials locally; the Power BI service manages cloud connections and gateway connections separately.
First, identify where the credentials are managed
| Data source setup | Correct place to manage it |
|---|---|
| Power BI Desktop file | File > Options and settings > Data source settings |
| Cloud source in the Power BI service | Semantic model Settings > Gateway and cloud connections, or Settings > Manage connections and gateways |
| On-premises source | The gateway data-source definition under Settings > Manage connections and gateways |
| Semantic model ownership or access issue | The semantic model’s settings page and the gateway or cloud connection permissions |
The service’s newer semantic model settings pane is still a preview feature, so your tenant may show the same controls on the full settings page instead.
Fix 1: Open the correct credential-management screen
Power BI has similarly named settings in Desktop and the service, but they do not control the same credentials.
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In Power BI Desktop
- Open the report in Power BI Desktop.
- Select File > Options and settings > Data source settings.
- Choose Data sources in current file or Global permissions.
- Select the source and choose Edit Permissions, Clear Permissions, or the available authentication action.
The available actions depend on the connector and authentication type. Some connectors do not support every credential option. If the source is generated dynamically—for example, a server, file path, or URL is assembled at query time—the service may not be able to refresh it even after the local credentials are corrected.
In Power Query Editor, open Data source settings and inspect Data sources in current file. A dynamic-source warning indicates that the refresh failure is a query-design issue rather than a greyed-out password field.
In the Power BI service
- Open the workspace that contains the semantic model.
- Select the semantic model’s More options (…) menu and choose Settings.
- Expand Gateway and cloud connections.
For centralized connection administration, select the service Settings gear and open Manage connections and gateways. If an article or internal procedure tells you to open Manage gateways, it is referring to an older interface.
For an on-premises database, do not expect to edit the database username and password in the semantic model’s editable Data source credentials section. Those credentials normally belong to the gateway data-source definition.
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Fix 2: Correct the gateway connection and grant access
If the source is SQL Server, Analysis Services, an on-premises file, or another source reached through an on-premises data gateway, the gateway must have a matching data-source definition. The semantic model can select a compatible connection; it cannot replace the gateway’s stored credentials unless you have the appropriate gateway permissions.
Create or repair the connection
- In the Power BI service, select Settings > Manage connections and gateways.
- Select New.
- On New connection, choose On-premises.
- Enter the Gateway cluster name, Connection name, and Data Source Type.
- Enter the source details and credentials, then select Create.
The gateway’s Server and Database values must match the values used in Power BI Desktop. Matching is case-insensitive, but the format must be identical. For example:
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10.10.1.25must match10.10.1.25, not a server name.SERVERINSTANCEmust matchSERVERINSTANCE.- An FQDN and a NetBIOS name may not be interchangeable, and the mismatch can also produce an SSL certificate error.
If the semantic model contains several on-premises sources, add every source to the same gateway. A model can use only one gateway connection. One missing source can prevent the gateway from appearing as available.
Check gateway users separately from administrators
Being a gateway administrator and being allowed to use a gateway data source are separate permissions. A gateway administrator must:
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- Select the relevant data source.
- Choose Manage users.
- Add the user or security group with the required role: User, User with resharing, or Owner.
Only gateway administrators can add data sources. If you are not an administrator, use Add to gateway when that link is available, or ask the gateway administrator to create the connection and grant you access.
If the gateway does not appear at all, sign out of Power BI and sign back in, or clear the browser cache. Also check that the gateway is running the latest version; monthly gateway updates include connectivity and reliability fixes.
Fix 3: Take ownership of the semantic model
Each semantic model has one owner. Workspace access, including administrative access, does not necessarily make you the person who can change the model’s credentials.
- Open the semantic model’s settings page.
- Select Take over.
- Return to Gateway and cloud connections or the relevant connection section.
- Try the credential or connection change again.
This fixes the common situation where the previous owner left the organization, the model was republished by another account, or a scheduled refresh is still tied to the original owner.
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Ownership has an important limitation: taking over a semantic model does not grant permission to edit credentials stored in an enterprise gateway connection. You still need access to that gateway data source, and only a gateway administrator can change its users or create the data-source definition.
Also be careful with personal cloud connections. Power BI permits only one set of credentials per data source for all semantic models owned by the same user. Changing those credentials can therefore affect other models that you own and that use the same connection.
Fix 4: Rebind a cloud source or remove the unnecessary gateway
A cloud source that Power BI can reach directly normally does not need a gateway. Its credentials are managed in the semantic model’s Data source credentials area. If the model is incorrectly mapped to an unavailable personal or gateway connection, rebind it.
Map the model to a shareable cloud connection
- Open the semantic model’s Settings.
- Expand Gateway and cloud connections.
- Under Cloud connections, open the Maps to dropdown.
- Select the required shareable cloud connection.
- Select Apply.
To create a connection from that page, select Maps to > Create a connection. Power BI opens a New connection pane and prepopulates the configuration parameters where possible.
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Creating or managing a shareable cloud connection requires at least a Contributor workspace role. To use a connection created by someone else, you need User permission on that connection. Microsoft documents this capability for Power BI Pro, Power BI Premium Per User, and workspaces in Power BI Premium or Fabric capacity.
A personal cloud connection cannot be shared. Each user must maintain their own personal connection unless the model is mapped to a shareable one.
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Check mixed cloud and on-premises queries
A cloud connector may still use the gateway when it is combined with an on-premises source in the same mashup query. Separate queries can use the gateway for the on-premises source and connect directly to the cloud source.
For a mixed query, inspect the gateway cluster setting Allow user’s cloud data sources to refresh through this gateway cluster. When enabled, Power BI can use the user’s cloud-source settings under Data source credentials. When disabled, an explicit gateway data-source definition is required for each cloud source involved.
Special cases that look like credential problems
Single sign-on
With supported gateway sources configured for Use SSO via Kerberos or Use SSO via Microsoft Entra ID, Power BI uses the signed-in user’s identity or token instead of ordinary stored username and password credentials. Some SSO configurations therefore have no credentials to enter in the connection definition.
A gateway test says “invalid credentials,” but refresh works
For connectors such as Snowflake, the test connection may omit optional values such as the warehouse or role. If scheduled or manual refresh completes without runtime errors, the test-connection warning can be ignored for that source.
Analysis Services EffectiveUserName errors
On the gateway machine or the relevant user session, run:
whoami /upnCompare the returned UPN with the UPN being passed through the gateway. For a Microsoft Graph identity test, use https://graph.microsoft.com/v1.0/me; Azure AD Graph is retired.
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FAQ
Why is Data source credentials greyed out in Power BI?
The model may use an on-premises gateway, you may not be its owner, or you may be viewing a cloud-credential control for a source whose credentials are stored in the gateway. Open the model’s Settings, inspect Gateway and cloud connections, and check the gateway data-source permissions.
Can a Power BI workspace admin edit gateway credentials?
Not automatically. Gateway administration and gateway data-source access are separate from workspace roles. A gateway administrator must add you to the data source’s Users list, and only authorized gateway administrators can create or edit the gateway data-source definition.
How do I change credentials in Power BI Desktop?
Open File > Options and settings > Data source settings, select the source, and choose the available permission or credential action. The exact options depend on the connector and authentication method.
Does taking ownership unlock gateway credentials?
No. Taking ownership lets you manage settings that belong to the semantic model, but it does not grant permission to edit credentials stored in an enterprise gateway connection.
Do cloud data sources need a Power BI gateway?
Usually not when Power BI can connect to them directly. However, a cloud source in the same mashup query as an on-premises source can be routed through the gateway, depending on the gateway cluster configuration.
The Bottom Line
When Data source credentials is unavailable, first determine whether the source is in Desktop, a direct cloud connection, or an enterprise gateway. Then use the matching screen, take ownership if necessary, verify exact server and database names, and have the gateway administrator grant data-source access. Do not try to solve an on-premises gateway problem by repeatedly editing the semantic model’s cloud credentials.
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