Forum Discussion
Helper IVSubscribe report email
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:
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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.
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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.
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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.
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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.
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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.
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Helper IVOk , got it.
I needed to change the capital letter of the email, because was wrong.
In the other hand, I would like to have a flow into power automate, which take a screen of a report and sent out to all user within organization splitting by departament.
But the account whom belhalf the sender is [user][companyname]@onmicrosoft.com and this does not have as mail box.
So maybe I have to change the main email to a coporative one user@[company].es
Could be ?
Thanks
Super UserIf you want to send emails with an email which is something like a corporate mail then you should opt for a shared mail box. But it will have mail box.
While you are configuring your power automate fow you need to use "Send email from a shared mail box action"
Also, if you want to send the report image as a attachment and report as a pdf from power automate, You can follow this approach
1. Create a normal subscription in power bi and save the pdf in a sharepoint folder
2. create a power automate flow which will take the pdf from the shared folder and sends it as an attachment. (Use shared mailbox instead of instead of your individual email as sender)
Hope this anwers your question.
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- migueldfr
Hi everyone,
I have a question regarding Power BI subscriptions.I'm trying to send a subscription to several users. The first four have "Fabric Trial Free" accounts, while the last one (user H) doesn't have any subscription tied to a Premium capacity.
When I try to subscribe this last user to a report page, I get the following message:
"Free users or groups can only subscribe to reports backed by Premium capacity. Learn more."
Could this be the reason why the message is not being delivered to that user's mailbox?
Any guidance would be greatly appreciated.
Hi migueldfr
Thank you for reaching out to Microsoft Fabric Community.
Yes, whatever you said is correct. you can either upgrade H’s license, or move the report to a workspace with Premium capacity so free users can access it.
If this information is helpful, please “Accept as solution” and give a "kudos" to assist other community members in resolving similar issues more efficiently.
Thank you.Hi migueldfr
May I ask if you have resolved this issue? If so, please mark the helpful reply and accept it as the solution. This will be helpful for other community members who have similar problems to solve it faster.
Thank you.