Sharing my report

[Just2431]

Hello!

I have a Power Bi desktop pro license and i publish to my workspace in the Power Bi service. Now, I am the only one in my team with Power Bi license. I need to share the report so a fe other colleagues can view the reports...How can i share for free?? I am reading that user with premium capacity can share. What is the premium capacity? Does it mean the premium license.. Also, i am reading that there is a free license for Power bi service... I dont remeber i had this option before I became the license user... My reports are interactive. What do i need to share those with coworkesrs who dont have the Power bi and most likely will not be able to get the license beasue they only need to view it.

Thank you !!

[anmolmalviya05 · Accepted solution]

Hi @Just2431, Hope you are doing good!

To share Power BI reports with colleagues who do not have a Power BI Pro license, there are a few options you can consider:

1. Power BI Premium Capacity: (Although Power BI premium is going to retire soon, so you can go for Microsoft Fabric, In microsoft fabric you have to get F64 capacity and you will get option for pay as you go)

   • Premium Capacity is a subscription model that provides dedicated resources and allows for broader sharing capabilities. With Premium Capacity, users with free Power BI licenses can view reports and dashboards.
   • Premium Capacity is different from a Premium Per User (PPU) license. PPU provides premium features for individual users, whereas Premium Capacity applies to an entire organization or team.
   • If your organization subscribes to Premium Capacity, you can assign the workspace to Premium Capacity, enabling users with free licenses to access the reports.

2. Share with Free Users:

   • If your organization does not have Premium Capacity, the free Power BI service license is limited. Free users can only consume content shared with them in a Premium workspace.
   • Previously, free users could view content in the shared workspaces if the workspace is under Premium Capacity.

3. Other Sharing Options:

   • Export to PDF or PowerPoint: You can export your reports to PDF or PowerPoint and share the files with your colleagues. However, they will not be interactive.
   • Publish to Web: This feature allows you to create a public URL that can be shared with anyone. However, the data will be publicly accessible, and this is generally not recommended for sensitive or confidential information.
   • Embedding: If you have access to a web portal or intranet site, you can embed the report using the embed feature. This also requires Power BI Pro or Premium for proper access management.
     
     

Note: Free license means simply login on Power BI portal using your work email or college ID. and you can also take 6 month Free microsoft fabric trial
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[anmolmalviya05 · Accepted solution]

Hi @Just2431, Hope you are doing good!

To share Power BI reports with colleagues who do not have a Power BI Pro license, there are a few options you can consider:

1. Power BI Premium Capacity: (Although Power BI premium is going to retire soon, so you can go for Microsoft Fabric, In microsoft fabric you have to get F64 capacity and you will get option for pay as you go)

   • Premium Capacity is a subscription model that provides dedicated resources and allows for broader sharing capabilities. With Premium Capacity, users with free Power BI licenses can view reports and dashboards.
   • Premium Capacity is different from a Premium Per User (PPU) license. PPU provides premium features for individual users, whereas Premium Capacity applies to an entire organization or team.
   • If your organization subscribes to Premium Capacity, you can assign the workspace to Premium Capacity, enabling users with free licenses to access the reports.

2. Share with Free Users:

   • If your organization does not have Premium Capacity, the free Power BI service license is limited. Free users can only consume content shared with them in a Premium workspace.
   • Previously, free users could view content in the shared workspaces if the workspace is under Premium Capacity.

3. Other Sharing Options:

   • Export to PDF or PowerPoint: You can export your reports to PDF or PowerPoint and share the files with your colleagues. However, they will not be interactive.
   • Publish to Web: This feature allows you to create a public URL that can be shared with anyone. However, the data will be publicly accessible, and this is generally not recommended for sensitive or confidential information.
   • Embedding: If you have access to a web portal or intranet site, you can embed the report using the embed feature. This also requires Power BI Pro or Premium for proper access management.
     
     

Note: Free license means simply login on Power BI portal using your work email or college ID. and you can also take 6 month Free microsoft fabric trial
Did I answer your question? Mark my post as a solution! Appreciate your Kudos !!

[ibarrau]

Hi. There are two different type of languages, the ones by user that any user (reader or builder) need for power bi service and the ones by capacity (assigned to workspaces). Just in case, licences summary: https://blog.ladataweb.com.ar/post/657878322987024384/licenciamiento-power-bi

If you want to share with free users there are three ways:

- Purchasing a dedicated capacity (fabric F64 or premium P1): purchasing one of those sku for capacity you can assign that to a workspace and then you can share with viewers of the workspace by free: https://learn.microsoft.com/en-us/power-bi/enterprise/service-premium-what-is

- Embedding on website: you can use a Power Bi embedding API when purchasing capacity. The difference with the previous one is that you can do it with small capacities like Fabric less than F64 or Power Bi Embedded A1. If you don't have development force to build it, there are already prebuilt apps like www.pibi.cloud

- The last option is free for free. However it's making the report totally public. It could be found at Google. The feature would create a public link of the report that can be accessed by anyone: https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-publish-to-web

I hope that helps,

[Just2431]

@ibarrau thank you but what do you mean by FREE license?? There is a free trial that expires after 30 days and i can share my repoert with them but for only short time of period. Can you please elaborate in my example what should i get?? so i have POwer Bi pro so i need to contact my administrator to assign to me the premium capacity, then "users" who need to view my wor , need to install Power Bi service but there is only free trial, Is there a free license ? if yes, i am not aware of this and how one can obtain it? Thank you again!!

[ibarrau · Accepted solution]

Hi. There is a licence by user called "Microsoft Fabric (Free)". That license can also be auto set up by a user that opens app.fabric.com for the first time with a work account.

When using dedicated capacity (Premium or Fabric higher or equal F64), you can share with any account in the organization with that free license as long as they are viewers at the workspace. 

I think the rest might have been explained by anmolmalviya05

Let us know if you need something else.

Regards