Linking excel to power bi - license question

[GarethParry]

Hi,

If we get data from a power BI data set into Excel and then share the spreadsheet, when the person it is shared with goes to refresh the data it asks them to log in with their MS account, does this mean they need a power BI license to refresh the data?

Garetth

[burakkaragoz]

Hi @GarethParry ,

When you connect Excel to a Power BI dataset and share the workbook with others, anyone who wants to refresh the data in that workbook will need to log in with their Microsoft account and must have the appropriate Power BI license.

Key points:

• If the dataset is in Power BI, refreshing from Excel always requires user authentication.
• The person refreshing the data will need at least a Power BI Pro license, or a Premium Per User (PPU) license if the workspace is in a premium capacity.
• Free licenses only work with datasets stored in “My Workspace” and have limited sharing capabilities.

Summary:
Yes, users will need a Power BI license to refresh data from a Power BI dataset in Excel.

You can find more details here:
Microsoft Fabric concepts – Microsoft Learn

Hope this clarifies your question! If you have any more issues, feel free to ask.
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[v-aatheeque]

Hi @GarethParry ,

Just following up @burakkaragoz  has provided a response to your question about getting data from a Power BI dataset into Excel and sharing the spreadsheet.

If the response helped resolve your issue, please consider marking it as the Accepted Answer. This can be valuable for other community members facing similar scenarios.

If you still have questions or need additional assistance, feel free to share more details  we’re here and happy to help!

Thank You !!

[v-aatheeque]

Hi @GarethParry ,

Just checking in we have shared a response to your query regarding running data pipelines using Workspace Identity in the production environment.

If the provided solution helped, please consider marking it as Accepted Answer, as it may also benefit others facing a similar challenge. If you're still looking for more clarity or facing issues, feel free to share more details  we’re happy to assist further.

Thank you for being part of the Microsoft Fabric Community!

[v-aatheeque]

Hi @GarethParry ,

Just following up on your question regarding refreshing data from a Power BI dataset in Excel and whether it requires a Power BI license.

If the response shared earlier helped clarify the licensing requirement, please consider marking it as the Accepted Answer  it helps others with similar questions in the community.

If you're still unsure or facing challenges with dataset access or refresh behavior, feel free to provide more details. We’d be happy to look into it further.

If we don’t hear back, we may close this thread in line with our community guidelines, but you’re always welcome to post a new query anytime.
Thank you for being part of the Microsoft Fabric Community!

[v-aatheeque · Accepted solution]

Hi @GarethParry ,
Thanks for reaching out to Microsoft Fabric Community Forum.
Yes, the person receiving the shared spreadsheet will need a Power BI license in order to refresh the data. When an Excel file is connected to a Power BI dataset, it requires user authentication to access and refresh the live data. This means that anyone attempting to refresh the data must have the appropriate Power BI license.
The types of licenses include:

• Fabric (free): Limited to datasets in "My Workspace."
• Pro: Allows for broader access and capabilities.
• Premium Per User (PPU): Offers advanced features and higher capacit

Additionally, you can refer this link : Microsoft Fabric concepts - Microsoft Fabric | Microsoft Learn

Hope this helps !!

If this post was helpful, please consider marking Accept as solution to assist other members in finding it more easily.

If you continue to face issues, feel free to reach out to us for further assistance!