How to Share Power BI Report
To share a Power BI report, follow these easy steps:
Sharing Power BI reports is a straightforward method to provide access to your insights. You can share reports and dashboards with individuals both within and outside your organization. When you share, recipients can view and interact with the report but cannot edit it. They see the same data you see, unless row-level security (RLS) is applied. Additionally, recipients can reshare with others if you permit them.
Some users might be restricted from sharing their reports due to license limitations, though they can still receive shared reports. For more details on shared content, refer to the Power BI documentation.
Power BI offers multiple ways to share and collaborate on reports. Choose the method that suits your needs best by exploring the various options available.
Prerequisites
- A Power BI Pro or Premium Per User (PPU) license is required to share content.
- Recipients also need a Pro or PPU license unless the content resides in a Premium capacity.
- To allow recipients to edit shared reports, assign them an appropriate workspace role. For detailed role permissions, check out the Roles in workspaces guide.
Sharing Reports From Power BI Service:
- In your list of reports or an open report, select the Share icon.
- In the Send link dialog, choose to copy the sharing link or share it via Outlook, PowerPoint, and Teams.
- Adjust sharing settings by selecting People in your organization with the link can view and share, and customize the options as needed.
Link Settings:
- People in your organization: This link works for internal users only.
- People with existing access: This link does not change permissions but is useful for easy access.
- Specific people: Share with designated individuals or groups, including external guests registered in your organization’s directory.
Managing Permissions:
To manage or modify permissions, select More options (…) in the sharing dialog, then Manage permissions. This allows you to adjust access, view links, and grant direct access to users.
Sharing Dashboards
- Select the Share icon in your list of dashboards or an open dashboard.
- In the Share dashboard dialog, enter the name or email of the user or group.
- Specify permissions like reshare or build permissions as required.
For managing dashboard permissions, follow a similar process as for reports, using the Manage permissions pane to adjust user access.
Sharing Outside Your Organization
When sharing externally, recipients receive an email link to the report or dashboard. They need to sign in to Power BI to access it. If they don’t have a license, they can sign up for one via the link. External recipients can bookmark the link for future access.
Additional Considerations
- Use security groups for sharing with external users.
- When sharing with more than 100 users, consider using apps or workspaces for broader distribution.
- Keep in mind the limitations on sharing and permissions, especially concerning data security and access management.
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