Power BI Report sharing

[Ramagopal]

I would like to implement Power BI within my organization. I want to take three to five Power BI Pro licenses for Power BI development. Also, I have another 15 employees who want to view this report but do not want to take licenses. The company wants to use organization mail IDs only for accessing these reports. As it's a startup don't want to go with all 20 to 30 pro licenses.

We want to give Power BI Pro licenses to those who want to only view reports, and companies looking for options without Pro licenses. What should be the approach? We are a startup company trying to go with limited pro licenses

[tayloramy · Accepted solution]

Hi @Ramagopal, 

While @Cookistador is correct from a costing perspective, if you have your reports on an F64 or greater capacity, then other org members can view it without a license without making the report public. 

It would be far cheaper to just purchase pro licenses for all your users however, giving the small number of users you have, but for large organizations the functionality does exist. 

If you found this helpful, consider giving some Kudos. If I answered your question or solved your problem, please mark this post as the solution.

[Ramagopal · Accepted solution]

Thanks a lot for all the answers shared....

[Wikkleyn_81]

Hi @Ramagopal For users to read content publishged by other users you will require a Pro license. For the number of users you have, a Pro licene would be the best option.

https://learn.microsoft.com/en-us/power-bi/fundamentals/service-features-license-type#free-per-user-...

[v-tsaipranay]

Hi @Ramagopal ,

We haven’t received an update from you in some time. Could you please let us know if the issue has been resolved?
If you still require support, please let us know, we are happy to assist you.

Thank you.

[v-tsaipranay]

Hi @Ramagopal ,

I wanted to check if you had the opportunity to review the information provided. Please feel free to contact us if you have any further questions. 

Thank you.

[v-tsaipranay]

Hi @Ramagopal ,

I wanted to follow up on our previous suggestions. We would like to hear back from you to ensure we can assist you further.

Thank you.

[v-tsaipranay]

Hi @Ramagopal ,

Thanks for reaching out to the Microsoft fabric community forum. Also thank you @tayloramy and @Cookistador  for your helpful response.

For your scenario, the most practical approach is as follows:

• Do not use “Publish to web”, as it exposes the report publicly and cannot restrict access to your organization’s users.
• Premium capacity allows non-Pro users to view reports, but it is usually cost-prohibitive for small startups.
• Recommended: Assign Power BI Pro licenses to all users who need to view reports. For development users, consider Power BI Premium Per User (PPU) to leverage advanced features at a lower cost than full Premium capacity.

This ensures secure access limited to your organization while keeping licensing manageable.

Hope this helps. Please feel free to rech out for any further questions.

Thank you .

[tayloramy · Accepted solution]

Hi @Ramagopal, 

While @Cookistador is correct from a costing perspective, if you have your reports on an F64 or greater capacity, then other org members can view it without a license without making the report public. 

It would be far cheaper to just purchase pro licenses for all your users however, giving the small number of users you have, but for large organizations the functionality does exist. 

If you found this helpful, consider giving some Kudos. If I answered your question or solved your problem, please mark this post as the solution.

[Cookistador]

To share a report without a license, your only option is to publish it to the web.

However, this method allows anyone with the link to access the report. Even if you embed the report on a secure website, someone could extract the URL and share it outside of your organization, compromising your data