How to share the dashboard with other power bi users

[mali130]

Hi There,

I want to share the power BI report/dashboard i have created using PowerBI desktop app with other non powerBI users via teams. My questions are;

Can i do that ? (i have publsihed the report and i can see it on my teams)

Do other users need to have an account with PowerBI to open the reports ?

How can i share it on teams with other users

Regards,

Ali

[mali130]

Hi Stephen,

Thank for your thorough reply. So i am currently using Pro version (free trial version) of power BI desktop app. I could not see the share option in there and when i opened the app.powerbi.com, i was able to see it. Is that a restriction on desktop app or maybe when i buy a license i can see that option. Appreciate your response.

Thanks,

Ali

[Anonymous]

Hi @mali130 ,

The below document lists some considerations and limitations, you could refer to

Share Power BI reports and dashboards with coworkers and others - Power BI | Microsoft Learn

Things to keep in mind about sharing reports and dashboards:

• Both reports and dashboards can be shared to users through direct access; however, only reports can be shared via links that give access to the report and underlying data.
• If you have reshare permissions to the underlying dataset, when you share a report or dashboard with colleagues you're also sharing the underlying dataset. Your colleagues get access to the entire dataset unless row-level security (RLS) limits their access. Report authors may customize user experiences when viewing or interacting with reports. For example, authors may hide columns or limit the actions on visuals. These customized user experiences don't restrict what data users can access in the dataset. Use row-level security (RLS) in the dataset so that each person's credentials determine which data they can access.
• Everyone you successfully share your dashboard with can see it and interact with the related reports in Reading view. In general, they can't create reports or save changes to existing reports. However, if you select Allow recipients to build content with the data associated with this dashboard, they can create their own reports in other workspaces based on the dataset for this dashboard.
• Although no one can see or download the dataset, they can access the dataset directly by using the Analyze in Excel feature. An admin can restrict the ability to use Analyze in Excel for everyone in a group. However, the restriction is for everyone in that group and for every workspace the group belongs to.
• Everyone can manually refresh the data.
• You can't share reports that are distributed to you in an app. Ask the app owner to add the person you want to share the report with and republish the app.
• If you use Microsoft Exchange Online for email, you can enter the email address of a distribution group to share with its members.
• You can’t use Microsoft 365 Unified groups for direct sharing. If you don’t want to specify individuals, you can use a security group to share with multiple users.
• Coworkers who share your email domain, and coworkers whose domain is different but registered within the same tenant, can share the dashboard with others. For example, say the domains contoso.com and contoso2.com are registered in the same tenant and your email address is konrads@contoso.com. Both ravali@contoso.com and gustav@contoso2.com can share your dashboard, as long as you give them permission to share.
• If your coworkers already have access to a specific report or dashboard, you can send a direct link by copying the URL when you're on the dashboard or report. For example: https://app.powerbi.com/reports/g12466b5-a452-4e55-8634-xxxxxxxxxxxx.

Best Regards,

Stephen Tao

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous · Accepted solution]

Hi @mali130 ,

1.For reports, you can share with others through publish to web which your report viewers don't need to be Power BI users. The report which means to be public.

2.For reports/dashboards, both you can share with others via a link.

• You need a Power BI Pro or Premium Per User (PPU) license, whether you share content inside or outside your organization.

• Your recipients also need Power BI Pro or Premium Per User (PPU) licenses, unless the content is in a Premium capacity.
• If you want to allow recipients to edit a shared report, you have to assign the user a workspace role that allows editing. To learn more about role-level permissions and how to assign roles, read Roles in workspaces.

Best Regards,

Stephen Tao

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.