Subscribe report email

Hi migueldfr 

When you try to subscribe Power BI reports to users using their [user][companyname]@onmicrosoft.com

accounts, you may find that these emails don’t actually deliver because these accounts often don’t have real mailboxes linked—they are just Azure AD identities used for authentication within Microsoft services, not actual email inboxes. This is why the users with Gmail-based company emails don’t receive the subscription emails, except maybe the administrator who has a mailbox linked to the onmicrosoft.com domain.

Since your users primarily use Gmail for their company emails, the Power BI subscription emails need to be sent to their actual Gmail addresses rather than their Azure AD (onmicrosoft.com) IDs. Unfortunately, Power BI subscription emails do not automatically translate or forward to alternative email addresses unless those emails are set as their primary email in Azure AD or configured as aliases that route mail to their real inbox.

To resolve this:

1. Verify User Email Addresses in Azure AD: Ensure that each user’s primary email address (User Principal Name or UPN) in Azure AD is set to their Gmail-based company email, or at least that their Gmail address is configured as a proxy email address (alias) in their Azure AD user object.

2. Update UPN or Email Aliases: Work with your Active Directory and Azure AD admin to update users’ UPNs or add Gmail addresses as aliases. This allows Power BI to send subscription emails to the actual email address users check daily.

3. Use Distribution Lists or Security Groups with Correct Emails: If you want to subscribe multiple users at once, create an email-enabled distribution list or security group in Exchange Online or Google Workspace that includes their Gmail addresses. Then subscribe the report to that group email.

4. Check Email Flow and Spam: Ensure that your organization’s email system (Google Workspace) isn’t blocking or filtering out Power BI subscription emails. Adding Power BI service addresses to safe senders helps.

5. Test with Direct Gmail Addresses: When setting up the subscription, try adding users’ actual Gmail addresses instead of the onmicrosoft.com ones to confirm delivery.

Power BI subscriptions send emails to the email address recognized by Azure AD as the user’s mailbox, so you must make sure that this matches their real inbox address. Adjusting the user email settings in Azure AD or using distribution groups with the correct Gmail addresses will help ensure the subscription emails reach the intended recipients.