can a refreshed report in the cloud be emailed on a schedule to a list of recipients?

[db042190]

Hi i was asked this recently.  Can a report we published to the service be emailed to a list of recipients?  They all have viewer anyway and even if this is possible i cant imagine what format it would be in.

this functionality would be similar to scheduled email subscriptions in ssrs to a report.

are any of the options free?

currently everybody in the company has a pro license.   Our workspaces are of the generic flavor (i guess you'd say not premium).

[v-hashadapu]

Hi @db042190 , Hope your issue is solved. If it is, please consider marking the answer 'Accept as solution', so others with similar issues may find it easily. If it isn't, please share the details.
Thank you.

[v-hashadapu]

Hi @db042190 , Hope your issue is solved. If it is, please consider marking the answer 'Accept as solution', so others with similar issues may find it easily. If it isn't, please share the details.
Thank you.

[v-hashadapu]

Hi @db042190 , Hope your issue is solved. If it is, please consider marking the answer 'Accept as solution', so others with similar issues may find it easily. If it isn't, please share the details.
Thank you.

[v-hashadapu]

Hi @db042190 , thank you for reaching out to the Microsoft Fabric Community Forum.

Yes, you can email reports published to the Power BI service to a list of recipients. To set up email subscriptions, recipients need to have a Power BI Pro or Premium Per User (PPU) license. Since everyone in your company already has a Pro license, you will have no problem. Currently, there are no free options for email subscriptions in Power BI. However, one can explore alternative methods like exporting the report to PDF and emailing it manually if needed.

Please try below steps:

1. Open the report you want to subscribe to in Power BI Service.
2. Click on the "Subscribe to report" button in the top menu bar.
3. Select "Create a subscription" and give your subscription a name
4. Choose the recipients by entering their email addresses.
5. Set the frequency and timing for the emails.
6. Optionally, you can choose to include a snapshot of the report or a link to the report in the email.
7. Save the subscription and turn it on by sliding the toggle to "On".
8. Recipients can click on the link to view the full report in Power BI.

If this helps, please consider marking it 'Accept as Solution' so others with similar queries may find it more easily. If not, please share the details.
Thank you.

[db042190]

thx hashadapu and shobhit1117.  by free i meant given what we already have.

shobhit1117 i dont think its just "a possibility".  I think its a limit of 1 page per subscription if you dont have higher priced licensing and / or ws's.   i have to be in a page to see the subscribe button.  can somebody confirm?  pdf and the other choice under "attach full report" are greyed.  also i dont know what you mean by pbi report builder.  are you talking about making it a paginated report?   we have 3 different pages with totally different visuals.   are you saying all 3 pages could be emailed in one subscription if it was a paginated report?  i dont know a lot about pbi but that sounds like a step backward.

i show below what my page subscriptions look like.  i scheduled it for 8am eastern today.   i also hit "send now" just now.   i havent seen anything in my regular or external inbox yet.   im going to ask our security guys if they are  pending release.  im anxious to see what this functionality brings.  

[v-hashadapu · Accepted solution]

Hi @db042190 , thank you for reaching out to the Microsoft Fabric Community Forum.

Please consider below:

1. Yes, you can email reports to a list of recipients using Power BI subscriptions.
2. Recipients must have a Power BI Pro or Premium Per User (PPU) license to receive email subscriptions. Since your company already has Pro licenses, this requirement is met.
3. With Pro licenses and non-Premium workspaces, you are limited to one page per subscription. This means you cannot email multiple pages of a report in a single subscription.
4. The "Attach full report" option (PDF or other formats) is greyed out because this feature requires Power BI Premium (workspace-level Premium, not PPU).
5. Paginated reports (created using Power BI Report Builder) are different from regular Power BI reports. They are designed for pixel-perfect, printable layouts and can include multiple pages in a single report.
6. If you convert your report to a paginated report, you can email all pages in one subscription. However, this requires Power BI Premium or Premium Per User (PPU) licensing.
7. If you haven’t received the subscription email, Ensure the subscription is active, verify with your IT/security team that the emails are not being blocked or filtered, Check your spam/junk folder.
8. The email will include a link to the report in Power BI Service and, if enabled, a snapshot of the selected page.
9. If you need to email multiple pages, you will need to create separate subscriptions for each page (one subscription per page).
10. Alternatively, consider upgrading to Power BI Premium to enable the "Attach full report" feature, which allows sending the entire report (all pages) as a PDF.
11. If your report requires multi-page email functionality, you can explore creating a paginated report. This would require using Power BI Report Builder to design the report.

If this helps, please consider marking it 'Accept as Solution' so others with similar queries may find it more easily. If not, please share the details.
Thank you.

[shobhit1117]

If you subscribe the power bi report then it will only take the snapshot of the power bi report page and email to user. There is a posibility of missing data if it is not in one page. My suggestion would be use Power BI Report builder to build a report in Table format and then use subscribe feature of power bi to email this report.

[GilbertQ]

Hi @db042190 

You can subscribe you yourself and other users to the report. Here is a link on how to complete this. Email subscriptions for reports and dashboards in the Power BI service - Power BI | Microsoft Learn

[db042190]

thx is what im seeing true?   if you dont have some of the pricier licensing etc, you cant email the whole report, just one page at a time from th esubscription?  so in our 3 page report, 3 subscriptions.  all of our folks have only pro.  and we dont have any pricey ws's just vanilla.