Licensing Power BI report outside organisation

[thomasfmeier]

I'm running a trail of Power BI for the purpose of creating a Power BI report for one of my clients.

Being new to Power BI/Fabric I'm on a trial license.

When I click my profile I get the following:
License type: Free account
Trial status: 51 days left
Learn about Fabric trial

When I click on 'View account' I get the following:

Microsoft Fabric (Free)
*Purview Discovery
*Exchange Foundation

*Power BI (free)

Microsoft Power Automate Free
*Exchange Foundation
*Common Data Service
*Flow Free

Microsoft 365 Business Premium

When I go to the report in the Power BI report in the browser and select share, then select specific people and enter the email address I get the message

So here are my questions

• Can I share this report with external parties? If so where does this go wrong?
• Are my trial licenses sufficient to share this report?
• What licenses does the client need to view this report? Are free licenses available given this report is read-only?

[Jonvoge · Accepted solution]

Hi thomasfmeier

First of all, great questions.

The good news is: You can indeed share reports with externals.

However, this requires you to add them to your tenant/Entra ID as Guest Users.

Further, they will indeed need a Power BI Pro license as well. You will need to assign their Guest Users with a license in your tenant.

There are also a few settings you need to turn on in your Admin Portal.

See more here: Distribute content to external guest users with Microsoft Entra B2B - Power BI | Microsoft Learn

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[Jonvoge · Accepted solution]

Hi thomasfmeier

First of all, great questions.

The good news is: You can indeed share reports with externals.

However, this requires you to add them to your tenant/Entra ID as Guest Users.

Further, they will indeed need a Power BI Pro license as well. You will need to assign their Guest Users with a license in your tenant.

There are also a few settings you need to turn on in your Admin Portal.

See more here: Distribute content to external guest users with Microsoft Entra B2B - Power BI | Microsoft Learn

_____________________________________________________
I hope my comment was helpful.
If your question was answered, please mark your post as 'Solved' and consider giving me a 'Thumbs Up'.
Find me on LinkedIn, Sessionize, or my blog Downhill Data

[thomasfmeier]

Thanks for the quick reply. Does your response equally apply if I were to embed this report in a website or portal? They would probably have to authenticate (unless it's the public option). If so what authentication does this login refer to? Power BI Pro? Others?

[Anonymous · Accepted solution]

Hi, @thomasfmeier 

Users need one of these licenses, Power BI Pro or Premium Per User, to view embedded reports, unless the report is located in a workspace with Power BI Premium capacity.

And users must be logged into Power BI to access reports. This ensures that all permissions and data security measures are adhered to.

I hope my suggestions give you good ideas, if you have any more questions, please clarify in a follow-up reply.
Best Regards,
Fen Ling,
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.