Hello
We have a PBI APP and there are few external guest users (already has acces to this APP) they bring their own PRO License to our tenant and consume reports and dashboards through this PBI APP.
However, we now have a requirement to enable just 1 single guest user (which is external to our company) to allow him to download data in excel from the PBI visuals,
Currently the admin setting named (EXPORT TO EXCEL) only allows 2 security groups to export the data (which are all from my own company) We cannot add external people to this security group.
How do we achieve this? Please help
Hi @smjzahid ，
According to the official article description：
You need to set this user as Contributor.
To export the data from a visual, you need to have Build permission for the underlying dataset. （Members of a workspace with at least a Contributor role automatically have Build permission for datasets in that workspace, and permission to copy a report)
And it's important to note that if the Power BI admin portal settings conflict with the report settings for export data, the admin settings will override the export data settings.
Please check with the administrator whether the "export data" function is enabled for entire organization in the admin portal.
And about Security Group type for "Allow External guest users to edit and manage content"，refer:
Some limitations for guest user:
Related documents:
https://docs.microsoft.com/en-us/power-bi/admin/service-admin-portal#export-data
Did I answer your question? Mark my post as a solution!
Best Regards
Lucien
Hi @smjzahid ，
According to the official article description：
You need to set this user as Contributor.
To export the data from a visual, you need to have Build permission for the underlying dataset. （Members of a workspace with at least a Contributor role automatically have Build permission for datasets in that workspace, and permission to copy a report)
And it's important to note that if the Power BI admin portal settings conflict with the report settings for export data, the admin settings will override the export data settings.
Please check with the administrator whether the "export data" function is enabled for entire organization in the admin portal.
And about Security Group type for "Allow External guest users to edit and manage content"，refer:
Some limitations for guest user:
Related documents:
https://docs.microsoft.com/en-us/power-bi/admin/service-admin-portal#export-data
Did I answer your question? Mark my post as a solution!
Best Regards
Lucien
Helpful resources
FabCon Global Hackathon
Join the Fabric FabCon Global Hackathon—running virtually through Nov 3. Open to all skill levels. $10,000 in prizes!
Power BI Monthly Update - October 2025
Check out the October 2025 Power BI update to learn about new features.
FabCon Atlanta 2026
Join us at FabCon Atlanta, March 16-20, for the ultimate Fabric, Power BI, AI and SQL community-led event. Save $200 with code FABCOMM.
