How To Share A Power BI Report

Introduction

Sharing a Power BI report means giving access to people of the organization and outside people. The way to share a report is very easy in Power BI. If you share your report with people within the organization, they can further share it with others in the same organization if you allow them. However, if you share your report with people outside the organization, they can't share it with others.

People can share, view, and interact with the report with whom you share your report but they cannot edit the report. They can see the same data of the report and get access to all fundamental data sets except RLS (Row-level Security) is applied to the underlying dataset.

Sharing a report using Power BI Desktop is different from Power BI services. First, we will see how to publish our report if we are using Power BI desktop. Once you publish your report, it will be shared on Power BI services by default.

Share your report on the Power BI desktop

If you have any .pbix file or Power BI report in your system, then go to the ‘File’ tab and open the already existing PBI report. If you do not have any report then you can create your report. You can see my previous articles to learn ‘how to create a report’.

Click on the selected report and open it. Now at the ‘Home’ tab, you can see the ‘Share’ section. Here, you can get the ‘Publish’ button to share the report. Remember, if you want to publish your report, you must log in with your email address. Without logging in, you can not publish this report on Power BI Services.

Choose the destination as ‘My workspace’ and click on Select. Your report has been successfully published.

Click on the Open link to see your report. Once you click on this link you will be redirected to the Power BI services. You must log in with the same account on Power BI Services.

Share report from Power BI services

While you open your report in Power BI services you can see the share button. In this drop-down menu (Share) you get multiple options to share your report. See the below image.

Share Report

First, I am going to introduce you to the first option i.e. share ‘Report’. Once you click on the ‘Report’ option a new window will be opened as a Share Report.

Here, you can allow users to provide their email addresses to see the report. Also, select all checkboxes shown in the above image and yellow. You can share your report outside the organization and with multiple users at a time.

Provide the email address and click on ‘Share’. Your report will be successfully shared with people.

Generate a QR code

This is another way to share the report. Click on this option and a QR code will be generated. You can scan it from a mobile device to access this report directly.

Embed report

Here you get three options

1. Sharepoint Online
   
2. Website or Portal
   
3. Publish to the web (Public)

To do so, you need to have permission from the Admin.

Summary

These are simple steps to share a report in Power BI. Thanks for reading.