Sharing reports

Hi Russ99 ,

Agree with ibarrau and Burningsuit ,

“Typically, the admin assigns the Pro licenses to the employees who will be creating and sharing content. The Pro users create workspace and add content (dashboards, reports, datasets, apps) to those workspaces. To allow free users to collaborate in those workspaces, the admin or Pro user then assigns the workspaces to a Premium capacity. ”

(Power BI Pro license is the license for user, and Power BI Premium License is the license for capacity)

A free user license for the Power BI service is perfect for someone exploring or using it for personal data analysis and visualizations using My workspace. A free standalone user isn't using Power BI to collaborate with colleagues. Standalone users with free licenses can't view content shared by others or share their own content with other Power BI users.

Power BI Premium Per User allows organizations to license Premium features on a per-user basis. Premium Per User (PPU) includes all Power BI Pro license capabilities, and also adds features such as paginated reports, AI, and other capabilities that are only available to Premium subscribers.

As they said above,

Pro users can only share with Pro users
PPU users can only share with PPU users
If you want Free users to collaborate, you need to purchase a Power BI Premium license in addition to the user license (e.g. Power BI Pro).It is relatively appropriate to purchase Power BI Pro and assign it to users.

For more information，please see：

Licenses and subscriptions for business users 

Power BI Premium Per User 

Power BI Licensing Options – What fits your needs best? 

Hope it helps,

Community Support Team _ Caitlyn

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