I need help with sharing my power bi report

[Dera11111]

Can't share report with free acoount again?? i cant share via web(public either)
If so is there any other way out?

[Shravan133 · Accepted solution]

Unfortunately, sharing Power BI reports with users who have free accounts is limited in several ways, especially after the changes Microsoft made to its licensing model. Here are the current options and potential workarounds for sharing your Power BI reports:

1. Power BI Pro License

• Scenario: If you and the users with whom you want to share the report have Power BI Pro licenses, you can share reports directly within your organization.
• How to Share: Publish the report to the Power BI Service (in a workspace), then use the Share option to send it to specific people.
• Limitation: Both you and the recipients need Power BI Pro licenses.

2. Power BI Premium Per User (PPU)

• Scenario: If you have a Power BI Premium Per User (PPU) license, you can share content with other PPU users, but not with users who only have free licenses.
• How to Share: Share reports in workspaces backed by Premium Capacity. However, the recipients also need a PPU license.
• Limitation: Again, the recipient must have a PPU license.

3. Power BI Premium Capacity

• Scenario: If your organization has Power BI Premium Capacity, you can share reports with users who have free accounts, but the report must be in a workspace backed by Premium Capacity.
• How to Share: Publish the report in a workspace that is in Premium Capacity, then share it with free users inside your organization.
• Limitation: Premium Capacity is expensive, as it’s intended for enterprise-level usage.

4. Embedding the Report in an Internal Website

• Scenario: If you want to embed the report on an internal website like SharePoint or a custom web app, you need to have Power BI Pro or Premium Capacity to enable this feature.
• How to Share:
  • Use the Embed in SharePoint Online option for SharePoint pages.
  • Or use Power BI Embedded in a custom web application.
• Limitation: Free users cannot view the report unless it is hosted on a Premium Capacity workspace, and the embed process requires coding for custom web apps.

5. Power BI Publish to Web (Public Option)

• Scenario: You can use the Publish to Web feature to make the report publicly available, but this is not recommended for sensitive or private data.
• How to Share: In Power BI Service, go to File → Publish to web, and then share the generated URL.
• Limitation: This feature is disabled for many organizations due to security concerns and compliance restrictions. Plus, it exposes the report publicly on the internet, meaning anyone with the link can access it.

6. PDF Export

• Scenario: You can export the report to a PDF or PowerPoint and share it that way. This is a static version of the report and won't allow interactivity, but it is an option for one-time sharing or scheduled reports.
• How to Share: Go to File → Export → PDF in the Power BI Service or Desktop and share the file.
• Limitation: No interactivity, and users cannot drill down or filter data.

7. Power BI Mobile App (Workspaces)

• Scenario: If you have shared reports in a Premium workspace or with Pro users, they can also view them on the Power BI Mobile app.
• How to Share: The users will need to sign in with their organizational accounts in the Power BI Mobile app to access the shared reports.
• Limitation: The sharing restrictions for free users still apply.

Key Considerations:

• Free Account Users: Without Premium Capacity or Power BI Pro/PPU licenses, free users can only view reports within their workspace or if exported as a static file (PDF/PowerPoint).
• Upgrading to Power BI Pro: For wider sharing within an organization, upgrading to Power BI Pro or leveraging Premium Capacity is often the best solution.

If your organization doesn't have a Premium Capacity setup or you don’t want to pay for extra licenses, exporting to PDF or PowerPoint is the most straightforward option for now. However, if your organization is considering extensive report sharing, exploring Power BI Premium might be worthwhile.

[christinepayton · Accepted solution]

You can publish to the web without a pro license as long as you have a tenant to publish to. Typically you won't have a tenant unless you have a paid license for *something*. Don't use that with sensitive data obviously, and make sure the feature is turned on in tenant settings. 

Sharing with a specific user requires a license for both users in your case. 

[Shravan133 · Accepted solution]

Unfortunately, sharing Power BI reports with users who have free accounts is limited in several ways, especially after the changes Microsoft made to its licensing model. Here are the current options and potential workarounds for sharing your Power BI reports:

1. Power BI Pro License

• Scenario: If you and the users with whom you want to share the report have Power BI Pro licenses, you can share reports directly within your organization.
• How to Share: Publish the report to the Power BI Service (in a workspace), then use the Share option to send it to specific people.
• Limitation: Both you and the recipients need Power BI Pro licenses.

2. Power BI Premium Per User (PPU)

• Scenario: If you have a Power BI Premium Per User (PPU) license, you can share content with other PPU users, but not with users who only have free licenses.
• How to Share: Share reports in workspaces backed by Premium Capacity. However, the recipients also need a PPU license.
• Limitation: Again, the recipient must have a PPU license.

3. Power BI Premium Capacity

• Scenario: If your organization has Power BI Premium Capacity, you can share reports with users who have free accounts, but the report must be in a workspace backed by Premium Capacity.
• How to Share: Publish the report in a workspace that is in Premium Capacity, then share it with free users inside your organization.
• Limitation: Premium Capacity is expensive, as it’s intended for enterprise-level usage.

4. Embedding the Report in an Internal Website

• Scenario: If you want to embed the report on an internal website like SharePoint or a custom web app, you need to have Power BI Pro or Premium Capacity to enable this feature.
• How to Share:
  • Use the Embed in SharePoint Online option for SharePoint pages.
  • Or use Power BI Embedded in a custom web application.
• Limitation: Free users cannot view the report unless it is hosted on a Premium Capacity workspace, and the embed process requires coding for custom web apps.

5. Power BI Publish to Web (Public Option)

• Scenario: You can use the Publish to Web feature to make the report publicly available, but this is not recommended for sensitive or private data.
• How to Share: In Power BI Service, go to File → Publish to web, and then share the generated URL.
• Limitation: This feature is disabled for many organizations due to security concerns and compliance restrictions. Plus, it exposes the report publicly on the internet, meaning anyone with the link can access it.

6. PDF Export

• Scenario: You can export the report to a PDF or PowerPoint and share it that way. This is a static version of the report and won't allow interactivity, but it is an option for one-time sharing or scheduled reports.
• How to Share: Go to File → Export → PDF in the Power BI Service or Desktop and share the file.
• Limitation: No interactivity, and users cannot drill down or filter data.

7. Power BI Mobile App (Workspaces)

• Scenario: If you have shared reports in a Premium workspace or with Pro users, they can also view them on the Power BI Mobile app.
• How to Share: The users will need to sign in with their organizational accounts in the Power BI Mobile app to access the shared reports.
• Limitation: The sharing restrictions for free users still apply.

Key Considerations:

• Free Account Users: Without Premium Capacity or Power BI Pro/PPU licenses, free users can only view reports within their workspace or if exported as a static file (PDF/PowerPoint).
• Upgrading to Power BI Pro: For wider sharing within an organization, upgrading to Power BI Pro or leveraging Premium Capacity is often the best solution.

If your organization doesn't have a Premium Capacity setup or you don’t want to pay for extra licenses, exporting to PDF or PowerPoint is the most straightforward option for now. However, if your organization is considering extensive report sharing, exploring Power BI Premium might be worthwhile.