Forum Discussion
Subscribe report email
Hello Everyone,
Following this link
https://learn.microsoft.com/es-es/power-bi/collaborate-share/end-user-subscribe?tabs=creator
I would like to subscribe the report to some of the user of the company.
As far as I know , there is a domain within the comapny created [user][companyname]@onmicrosoft.com for any single user withing the company (does matter if they have an gmail domain for their daily message within the company)
Now, my goal is share a pdf thorought "subscribe approach" with some specific user and I sent them out the report I want to show to them. But since I write their name down [user][companyname]@onmicrosoft.com, there is no email deliver to them, I guess this email acoount is not linked with any email box.
In the other hand, they all have their own company email located in gmail, maybe this is why they do not receive any email, (the only person who get email o gmail domain is the administrator)
I am on Active Directory and I trying to add another mail in order to let them receive what I want, but with no success.
Anyone know how to deal with this issue ?
Thank you
Hi migueldfr
When you try to subscribe Power BI reports to users using their [user][companyname]@onmicrosoft.com
accounts, you may find that these emails don’t actually deliver because these accounts often don’t have real mailboxes linked—they are just Azure AD identities used for authentication within Microsoft services, not actual email inboxes. This is why the users with Gmail-based company emails don’t receive the subscription emails, except maybe the administrator who has a mailbox linked to the onmicrosoft.com domain.
Since your users primarily use Gmail for their company emails, the Power BI subscription emails need to be sent to their actual Gmail addresses rather than their Azure AD (onmicrosoft.com) IDs. Unfortunately, Power BI subscription emails do not automatically translate or forward to alternative email addresses unless those emails are set as their primary email in Azure AD or configured as aliases that route mail to their real inbox.
To resolve this:
-
Verify User Email Addresses in Azure AD: Ensure that each user’s primary email address (User Principal Name or UPN) in Azure AD is set to their Gmail-based company email, or at least that their Gmail address is configured as a proxy email address (alias) in their Azure AD user object.
-
Update UPN or Email Aliases: Work with your Active Directory and Azure AD admin to update users’ UPNs or add Gmail addresses as aliases. This allows Power BI to send subscription emails to the actual email address users check daily.
-
Use Distribution Lists or Security Groups with Correct Emails: If you want to subscribe multiple users at once, create an email-enabled distribution list or security group in Exchange Online or Google Workspace that includes their Gmail addresses. Then subscribe the report to that group email.
-
Check Email Flow and Spam: Ensure that your organization’s email system (Google Workspace) isn’t blocking or filtering out Power BI subscription emails. Adding Power BI service addresses to safe senders helps.
-
Test with Direct Gmail Addresses: When setting up the subscription, try adding users’ actual Gmail addresses instead of the onmicrosoft.com ones to confirm delivery.
Power BI subscriptions send emails to the email address recognized by Azure AD as the user’s mailbox, so you must make sure that this matches their real inbox address. Adjusting the user email settings in Azure AD or using distribution groups with the correct Gmail addresses will help ensure the subscription emails reach the intended recipients.
-
11 Replies
If you want to share your power bi reports or report subscriptions to the users who are not a part of your organization Entra (AD) then you need to create B2B account for them and then an invite would be triggered to them. Once they accept the invite they will become guest users in your organization's Entra. Then only you can initiate subscriptions to them. Please follow this article for more info
https://learn.microsoft.com/en-us/power-bi/enterprise/service-admin-azure-ad-b2b
Also make sure necessary tenant settings are turned on in order share content with external B2B user
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Hello
Yes, I got this screen and now is still not working
Also, maybe the people who hope a subscription need to be member or collaborator of the workspace where the app comes , could be ?
Thanks
No they dont need to be a part of your workspace but they should be a part of your organization Entra atleast as a exteranl B2B guest user.
https://learn.microsoft.com/en-us/entra/external-id/what-is-b2b
If you do not want to add them as guest users in your organization AD/Entra then you need to implement a workaround like using power automate to send subscriptions as an email.
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Connect on LinkedIn
Did I answer your question? Mark my post as a solution! If I helped you, click on the Thumbs Up to give Kudos.
Proud to be a Super User!
Hi migueldfr
When you try to subscribe Power BI reports to users using their [user][companyname]@onmicrosoft.com
accounts, you may find that these emails don’t actually deliver because these accounts often don’t have real mailboxes linked—they are just Azure AD identities used for authentication within Microsoft services, not actual email inboxes. This is why the users with Gmail-based company emails don’t receive the subscription emails, except maybe the administrator who has a mailbox linked to the onmicrosoft.com domain.
Since your users primarily use Gmail for their company emails, the Power BI subscription emails need to be sent to their actual Gmail addresses rather than their Azure AD (onmicrosoft.com) IDs. Unfortunately, Power BI subscription emails do not automatically translate or forward to alternative email addresses unless those emails are set as their primary email in Azure AD or configured as aliases that route mail to their real inbox.
To resolve this:
-
Verify User Email Addresses in Azure AD: Ensure that each user’s primary email address (User Principal Name or UPN) in Azure AD is set to their Gmail-based company email, or at least that their Gmail address is configured as a proxy email address (alias) in their Azure AD user object.
-
Update UPN or Email Aliases: Work with your Active Directory and Azure AD admin to update users’ UPNs or add Gmail addresses as aliases. This allows Power BI to send subscription emails to the actual email address users check daily.
-
Use Distribution Lists or Security Groups with Correct Emails: If you want to subscribe multiple users at once, create an email-enabled distribution list or security group in Exchange Online or Google Workspace that includes their Gmail addresses. Then subscribe the report to that group email.
-
Check Email Flow and Spam: Ensure that your organization’s email system (Google Workspace) isn’t blocking or filtering out Power BI subscription emails. Adding Power BI service addresses to safe senders helps.
-
Test with Direct Gmail Addresses: When setting up the subscription, try adding users’ actual Gmail addresses instead of the onmicrosoft.com ones to confirm delivery.
Power BI subscriptions send emails to the email address recognized by Azure AD as the user’s mailbox, so you must make sure that this matches their real inbox address. Adjusting the user email settings in Azure AD or using distribution groups with the correct Gmail addresses will help ensure the subscription emails reach the intended recipients.
-
Hi migueldfr
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. If my response has addressed your query, please accept it as a solution and give a 'Kudos' so other members can easily find it.
Thank you.Hi migueldfr
I hope this information is helpful. Please let me know if you have any further questions or if you'd like to discuss this further. If this answers your question, please Accept it as a solution and give it a 'Kudos' so others can find it easily.
Thank you.
