Live report embed - PowerPoint Export for Power BI reports

[sba_ur]

Hi, 

I have a question for the embed reports for PowerPoint exports from Power BI reports. It allows to embed live reports in PowerPoint file using a PowerPoint Power BI add-in.

Is the  live report just a “link” to the PowerBI report? How is the live report loading data? And if it is a "link", does it give access to the data model (if the add-in weren’t blocked) without “connecting to power BI”, i.e., does it provide a copy of the data?

Thank you!

[Poojara_D12]

Hi @sba_ur 

When you embed a Power BI report into PowerPoint using the Power BI add-in, the “live” report is essentially a dynamic connection rather than a static copy of the data. Technically, it acts like a live link to the report hosted in the Power BI service. When you open the PowerPoint file and interact with the embedded report—such as filtering, slicing, or drilling down—the add-in queries the Power BI service in real time to retrieve the latest visuals and data. It does not embed a full copy of the underlying data model into the PowerPoint file; the data remains on the Power BI service, and the visuals are rendered based on that live connection. Access to the data model or any detailed tables is still controlled by Power BI permissions. If the add-in were not blocked, users would still need the appropriate Power BI access to see or interact with the report; the embedded report does not bypass security or provide a standalone copy of the dataset. Essentially, the PowerPoint add-in provides a live view of the report, but it is dependent on the service for both visuals and data.

[v-nmadadi-msft]

Hi @sba_ur  ,
Thanks for reaching out to the Microsoft fabric community forum.

When you embed a Power BI report into PowerPoint using the Power BI add-in, it is not exporting or copying the dataset into the PPT file. The embedded report is essentially a secure ‘live link’ to the report hosted in the Power BI Service
-The add-in acts as a frame inside PowerPoint that connects back to the Power BI Service. When you open the slide, the report is loaded in real time from Power BI, and the data is rendered on demand.
-No copy of the underlying dataset or model is stored in the PowerPoint file. The report only works if the viewer has a valid Power BI license and access permissions to the underlying report. Without connecting to Power BI Service, the live embed will not display anything.

For more information please refer these articles:
Add a live Power BI report page to PowerPoint - Power BI | Microsoft Learn

View and Present Live Power BI Data in PowerPoint - Power BI | Microsoft Learn

I hope this information helps. Please do let us know if you have any further queries.
Thank you

[tayloramy · Accepted solution]

Hi @sba_ur, 

Exporting a live report in PowerPoint shows an embeded version of the report, fully functional.

THe live connection only works if the windows account that is running PowerPoint also has access to the report, so if you share the file, data will not be accessible. 

When you export a report to PowerPoint and open it, at the bottom is this dropdown: 

This allows you to select what data is in the PowerPoint. 

If a user doesn't have access to the report, and it's set to Live data or Snapshot in PowerPoint, this is what they see when they open the file: 

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