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ｅ OVERVIEW

Ways to share your work

ｐ CONCEPT

Workspaces

Collaborate in Microsoft Teams

ｐ CONCEPT

Collaborate in Microsoft Teams

ｃ HOW-TO GUIDE

Add the Power BI app to Microsoft Teams

Get notifications in Teams about Power BI activity

Share your work

ｐ CONCEPT

Publish an app

Monitor usage metrics

ｃ HOW-TO GUIDE
Share reports and dashboards

Filter and share a report

Share a semantic model

Integrate with other services

ｐ CONCEPT

Azure and Power BI

Analyze in Excel

ｃ HOW-TO GUIDE

Add a live report page to PowerPoint

Embed in SharePoint Online

Integrate with Power Automate

ｐ CONCEPT

Export paginated reports with Power Automate

ｃ HOW-TO GUIDE

Integrate data alerts with Power Automate

Email Power BI reports with Power Automate

Ways to collaborate and share in Power
BI
Article • 06/21/2024

You've created reports, dashboards, scorecards, and semantic models. Maybe you want
to collaborate on them with your coworkers. Or maybe you're ready to distribute them
more widely. What's the best way to collaborate and share them? In this article, we
compare your options.

Apps in the Power BI service

Collaborate

Collaborate with coworkers in workspaces to create meaningful reports and

dashboards.
Collaborate in Microsoft Teams.

Distribute or share dashboards and reports

Share reports, dashboards, and scorecards from your My Workspace or another

workspace.
Annotate and share from the Power BI mobile apps.
Present live Power BI report pages in PowerPoint.
Print reports.
 Create a template app that you can distribute to external Power BI users, via
Microsoft AppSource.
Bundle reports, dashboards, and scorecards in workspaces into apps and distribute
your apps to a larger group or your whole organization.
Embed reports in secure portals or public web sites.

Share data

Create shared semantic models that coworkers can use as the basis for their own
reports, in their own workspaces.
Create dataflows as a way to share a common data source.

No matter which option you choose, to share your content you need a Power BI Pro
license, or the content needs to be in a Power BI or Microsoft Fabric Premium capacity.
License requirements vary for the colleagues who view your content, depending on the
option you choose. The following sections spell out details.

It's also important to recognize that security is defined on the Fabric workload that's
being used to serve the data. For example, when you share a report, you also share
access to the semantic model below. You need to define security on the semantic model
using Row Level Security (RLS) or Object Level Security (OLS) to prevent a report
consumer from accessing all the data in the semantic model. By default, the read access
of a report consumer isn't restricted to the elements and data they see in the report, but
access restrictions can be enforced in the semantic model thanks to RLS and OLS. Use
RLS to restrict access to rows of data being returned, and OLS to restrict the access to
columns and tables. When you hide a table, column, measure, visual, or report page, on
the other hand, that doesn't prevent a report user from accessing these hidden
elements. Hiding therefore isn’t a security measure, but an option to provide a clutter-
free user experience focused on specific tasks or goals.

We look at each sharing scenario below and discuss the security implications in more
detail for each. For more considerations on report consumer security planning, see
Power BI implementation planning: Report consumer security planning. For more
information on other Fabric workloads, see Permission model - Microsoft Fabric.

Collaborate in a workspace
When teams work together, they need access to the same documents so they can
collaborate easily. In Power BI workspaces, teams share the ownership and management
of their dashboards, reports, semantic models, and workbooks. Sometimes Power BI
users organize their workspaces based on organizational structures, or they create them
for specific projects. Still other organizations use several workspaces to store different
versions of reports or dashboards they use.

Workspaces provide roles that determine what permissions your coworkers have. Use
those roles to determine who can manage the workspace, edit or distribute content, or
just view content. Read more about roles in workspaces.

Workspaces are better for collaboration than My Workspace, because they allow co-
ownership of content. You and your entire team can easily make updates or give others
access. My Workspace is best used by individuals for one-off or personal content.

Now, imagine you have a finished report you need to share with your colleagues. What's
the best way to give them access to the report? The answer depends on a number of
factors.

If colleagues need to keep the report up to date, or need access to all the content
in the workspace, add them to the workspace as Members or Contributors.
If colleagues just need to view the content in the workspace, add them as Viewers.
If colleagues just need to see that report and not all the content in the workspace,
you can share the report via link or grant them direct access.
If the report is better consumed with related reports or dashboards that you need
to distribute to many colleagues, then publishing an app is likely the best choice.

Whenever you collaborate with your team using a workspace, the team has access to all
the data in the workspace. To restrict a user's access, give them the Viewer role in the
workspace, and define RLS or OLS on the semantic model or other Fabric workload
security.

Read about how to create workspaces.

Collaborate in Microsoft Teams

Increase data-driven collaboration in your organization by embedding your Power BI
reports and Power BI paginated reports in Microsoft Teams. The Power BI service has a
Chat in Teams button for reports. You can add separate Power BI tabs for each
individual report, and give each tab the name of the report, or any other name.

When you add a Power BI report tab to Microsoft Teams, Teams automatically creates a
tab conversation for the report. Everyone in that Microsoft Teams channel can see and
discuss the report in the conversation if they have existing access to the report in Power
BI service.

Read more about collaborating in Microsoft Teams with Power BI.

Embedding a report in Microsoft Teams or sending a link to an item doesn't

automatically give users permissions to view the report. You need to allow users to view
the report in Power BI.

Share reports or dashboards

Let's say your report in Power BI Desktop is ready, and you want other people to have
access to it. One way to get it to them is to share it in the Power BI service. You publish it
to your own My Workspace or another workspace. Maybe you create a dashboard to go
with it, and you're ready.

You need a Power BI Pro license to share your content. The people you share it with do
too, or the content needs to be in a workspace in a Premium capacity. When you share a
dashboard or report, recipients can view it and interact with it. If you give them
permission, they can edit it, make a copy of it, and share it with their coworkers. They
see the same data that you see in the dashboard or report. They have access to all the
data in the underlying semantic model, unless row-level security (RLS) or object-level
security (OLS) is applied.

You can share reports via links that give access:

Additionally, you can share reports by granting users direct access:

You can also share dashboards by granting user direct access but not via links that give
access:

When you share a report with other users, they get read access to both the report and
the underlaying semantic model that the report uses. Without defining RLS or OLS in
the semantic model, the report is shared with full access to all the data even when
tables, columns, measures, or report pages aren't shown on the report or the field list.

When you share a report with build access in addition to read permissions, the user not
only gets full access to all elements in the semantic model but can also build new
reports, dashboards, and other solutions. However, they only see data allowed based on
security rules configured in the model. Read about how to share reports and dashboards
from the Power BI service. Or read about adding a filter to a link and share a filtered
view of your report.

Annotate and share from the Power BI mobile

apps
In the Power BI mobile apps for iOS and Android devices, you can annotate a tile, report,
or visual and then share it with anyone via email.

You're sharing a snapshot of the tile, report, or visual. Your recipients see it exactly as it
was when you sent the mail. The mail also contains a link to the dashboard or report. If
they have a Power BI Pro license or the content is in a Premium capacity, and you've
shared the content with them already, they can open it. You can send snapshots of tiles
to anyone, not just coworkers in the same email domain.

Read more about annotating and sharing tiles, reports, and visuals from the iOS and
Android mobile apps.

You can also share a snapshot of a tile from the Power BI app for Windows 10 devices,
but not annotate it.

Distribute insights in an app

Say you want to distribute your dashboard to a broad audience in your organization.
You and your coworkers have created a workspace, then created and refined
dashboards, reports, and semantic models in the workspace. Now you select the
dashboards and reports and publish them as an app, either to a group or to your whole
organization.

Apps are easy to find and install in the Power BI service (https://app.powerbi.com ).
You can send your business users a direct link to the app, or they can search for it in
AppSource. If your Power BI administrator gives you permissions, you can install an app
automatically in your coworkers' Power BI accounts. Read about how to publish an app.

After they install the app, they can view it in their browser or mobile device.
For your users to view your app, they need a Power BI Pro license, too, or the app needs
to be stored in a Power BI Premium capacity. Read What is Power BI Premium? for
details.

When sharing a report through an app the same counts as when sharing a report
directly: they get read access to both the report but also the underlaying semantic
model that is being used by the report. Without defining RLS or OLS on the semantic
model, the report is shared with full access to all the data even when it isn't shown on
the report. If users have a direct link to any of the content in your app, they can access all
the data, even if the table, column, or measure is visually hidden in the navigation pane
for that audience.

When creating an app you can also give users build permissions on the semantic model
in addition to read access. As discussed earlier, this enables the user to build new
solutions on top of the semantic model.

You can publish apps to people outside your organization, too. They can view and
interact with the app content, but can't share it with others. Now you can create
template apps and deploy them to any Power BI customer.

Embed reports in secure portals or public web

sites

Embed in secure portals

You can embed Power BI reports in portals or web sites where your users expect to see
them.
With the Embed in SharePoint Online and the Embed option in the Power BI service,
you can securely embed reports for your internal users. Whichever option you choose,
Power BI enforces all permissions and data security before users see content, similar to
sharing a report. The person viewing the report needs the appropriate license.

Embed in SharePoint Online works with the Power BI web part for SharePoint
Online. It provides a single sign-on experience with control over how the report is
embedded. Read more about Embedding in SharePoint Online.
Embed works with any portal or web site that supports embedding content using a
URL or an iFrame. Read more about the Embed option.

Publish to public web sites

Publish to web allows you to publish Power BI reports to the whole Internet by
embedding visualizations in blog posts, web sites, social media, and other online
communications. Anyone on the Internet can view your reports, and you have no control
over who sees what you've published. They don't need a Power BI license. Publishing to
the web is available only for reports that you can edit. You can't publish reports to the
web if they're shared with you or if they're in an app. Read about how to publish to the
web.

２ Warning

Use Publish to web only to share content publicly, not for internal sharing. When
you use Publish to web, anyone on the Internet can view your published report or
visual. Viewing a report shared through Publish to web requires no authentication.
It includes viewing detail-level data that your reports aggregate. Before publishing
a report, make sure it's okay for you to share the data and visualizations publicly on
the Internet. Don't publish confidential or proprietary information. If in doubt,
check your organization's policies before publishing.

Present live report pages in PowerPoint

You can enhance your data storytelling with live, interactive Power BI data by adding
Power BI report pages to PowerPoint. You can interact with them just as you would in
Power BI. The live report page is interactive in both PowerPoint edit and slide-show
modes. You can apply filters and slicers, select data points, and drill down on data.
Read more about storytelling with Power BI in PowerPoint. When you use a report inside
a PowerPoint presentation, the person who opens PowerPoint also needs access to the
report to view it. The same permissions as before apply.

Print or save as PDF or other static file

From the Power BI service, you can print, save as PDF, or save as other static file format,
any of these items:

An entire dashboard
A dashboard tile
A report page
A paginated report
A visualization from the Power BI service.

You can only print Power BI reports one page at a time. You can't print the entire report
at once. Read about how to print or save a report or dashboard as a static file.

Paginated reports, on the other hand, are designed to be printed. Read a comparison of
Power BI reports and paginated reports for details.

Create and deploy template apps

Template apps are designed to be distributed publicly, often in Microsoft AppSource.
You build an app, and with little or no coding, you can deploy it to any Power BI
customer. Your customers connect to their own data and instantiate their own accounts.
Read more about Power BI template apps.

Share a semantic model

Let's face it, some people are more skilled at creating high-quality, well-designed data
models in their reports. Maybe you're that person. Your whole organization can benefit
from using the same well-designed data models. Shared semantic models fill that role.
When you create a report with a data model that everyone should use, you can save
that report to the Power BI service and give the right people permission to use it. Then
they can build their reports on your semantic model. That way, everyone is basing their
reports on the same data, and seeing the same "version of the truth."
When you share a semantic model, by default, the user has full access to the semantic
model. You can define appropriate security rules through RLS and OLS in the semantic
model to restrict the data the user can access. Read more about creating and using
shared semantic models.

Create dataflows
Dataflows are a self-service way to unify data from disparate sources and prepare it for
modeling. Analysts create dataflows to ingest, transform, integrate, and enrich big data.
They create and manage dataflows in workspaces in the Power BI service. Read about
self-service data prep with dataflows.

Considerations and limitations

You can't share reports from Power BI Report Server. Instead, you can create
subscriptions for yourself or others.

Related content
Share dashboards with coworkers and others
Create and publish an app in Power BI
Embed report in a secure portal or web site

Have feedback? Go to the Power BI Community site with your suggestions.

More questions? Try the Power BI Community

Feedback
Was this page helpful?  Yes  No

Provide product feedback | Ask the community

Endorsement - Promoting and
certifying Power BI content
Article • 11/10/2023

Endorsement overview
Organizations often have large amounts of Power BI content available for sharing and
reuse by their Power BI users, and identifying trustworthy, authoritative content can be
difficult. Endorsement is a way to make it easier for users to find the high-quality
content they need. Endorsed content is clearly labeled, both in Power BI and in other
places where users look for Power BI content (such as Excel). It is also given priority in
some searches, and you can sort it for in some lists.

There are two kinds of endorsement: promotion and certification.

Promotion: Promotion enables users to highlight content that they think is

valuable, worthwhile, and ready for others to use. It encourages the collaborative
spread of content within the organization.

Any content owner, or any member with write permissions on the workspace
where the content is located, can simply promote the content when they think it's
good enough for sharing.

Learn how to promote your content.

Certification: Certification means that the content meets the organization's quality
standards and can be regarded as reliable, authoritative content that is ready for
use across the organization.

Only a select group of reviewers (defined by the Power BI administrator) is

authorized to certify content. Content owners who wish to see their content
certified and are not authorized to certify it themselves need to follow their
organization's guidelines about getting their content certified.

Learn how to certify content or request certification.

Certification is available only if a Power BI administrator has enabled and

configured it for your organization.

The image below illustrates how endorsed content (promoted and certified) is clearly
identified when you're searching for a semantic model to build a report on.
Content types that can be endorsed
Power BI currently supports endorsement for:

Semantic models
Dataflows
Reports
Apps

Identifying endorsed content

Endorsed content is labeled with badges and icons in lists, cards, and other places, both
in Power BI and in places such as Excel where it is possible to find Power BI content. The
following badges and icons identify endorsed content.

Badge Icon

In addition, if you are in a report or an app, you can see the endorsement status via the
header.
 Certification is indicated in both in the header and in the header drop-down,
where you can also see who did the certification.

Promotion is indicated in the header drop-down only.

Deciding whether to endorse an app or a

report
Endorsement is meant to be used for the content items (apps, reports, semantic models,
and dataflows) you want people to find, use, and possibly re-share.

When you’re sharing data with a broad audience, a Power BI best practice is to share
that data via an app. If you’re following this best practice, you want people to be able to
find that app easily. In such cases then, you should endorse the app.

If you still find it useful to share reports directly, however, then endorse the report itself.

Whether you’re sharing a report or an app, if the underlying semantic models are clean
and ready to be shared, it’s a good idea to endorse the semantic models as well. The
same applies to dataflows.

Next steps
Promote or certify Power BI content
Enable certification for your organization (Power BI admins)
Questions? Try asking the Power BI Community
Semantic model discoverability
Article • 11/10/2023

Discoverability is a feature that makes it possible for users to find endorsed semantic
models that they don't have access to. Without discoverability, the full value of
endorsement, that is, directing users to quality data, isn't fully realized.

Discoverability overview
Endorsement is a way of telling users that a semantic model is a trusted, quality source
of data that they can safely use. However, in Power BI, endorsed semantic models, like
all other semantic models, are only visible to users who have access to them. This makes
it difficult for people without access to find these trusted sources of data. Not only do
they not have access to an endorsed semantic model, they don't know it exists, so they
can't even request access.

To overcome this problem, authorized users who have an Admin or Member role in the
workspace where an endorsed semantic model resides can mark that semantic model as
discoverable. After the semantic model has been marked as discoverable, it will be listed
in the data hub, even for users who don't have access to it. They can then request build
permission on the semantic model by whatever access request mechanism is provided.

To be operable in an organization, semantic model discovery must be set up by a Power

BI administrator. See How to set up semantic model discoverability in an organization.

How to mark a semantic model as discoverable

If you have an Admin or Member role in the workspace where an endorsed semantic
model resides, you can mark that semantic model as discoverable.

1. Go to semantic model settings and open the Endorsement and discovery section.

2. In the dialog, select the Make discoverable checkbox. The checkbox will only be
active if the semantic model is promoted or certified.
When a semantic model is marked as discoverable, users who don't yet have access to it
can find it in the OneLake data hub and request access to it.

How to set up semantic model discovery in an

organization
You must be a Power BI administrator to set up semantic model discoverability in your
organization.

Go to Admin portal > Tenant settings > Discovery settings and configure the following
settings:

Make promoted content discoverable: When you enable this setting, users you
specify who have sufficient permissions to promote content can also mark that
content as discoverable. You can also specify users and/or groups to exclude from
the permitted, specified groups.

Make certified content discoverable: When you enable this setting, users you
specify who are authorized to certify content can also mark that content as
discoverable. You can also specify users and/or groups to exclude from the
permitted, specified groups.

Discover content: When you enable this setting, users you specify can find
endorsed content that's marked as discoverable, even if they don't yet have access
to it. You can also specify users and/or groups to exclude from the permitted,
specified groups.

Next steps
Data discovery using the data hub
Endorsement: Promoting and certifying Power BI content
Build permission for shared semantic models
Questions? Ask the Power BI Community
Share Power BI reports and dashboards
with coworkers and others
Article • 03/18/2024

APPLIES TO: Power BI Desktop Power BI service

Sharing is the easiest way to give people access to your reports and dashboards in the
Power BI service. You can share with people inside or outside your organization.

When you share a report or dashboard, the people you share it with can view it and
interact with it, but can't edit it. The recipients see the same data that you see in the
reports and dashboards. They also get access to the entire underlying semantic model,
unless row-level security (RLS) is applied to it. The coworkers you share with can reshare
with their coworkers if you allow them to.

Some users are unable to share their reports and dashboards with others because they
don't have the necessary license or subscription. They can, however, receive reports and
dashboards shared by colleagues. To learn more, see Working with content shared with
you.

The Power BI service offers other ways to collaborate and distribute reports and
dashboards, too. Read Ways to collaborate and share in Power BI to see which way
works best for your circumstances.

Video
Sujata demonstrates how to share in the Power BI service.
https://www.microsoft.com/en-us/videoplayer/embed/RWO30a?postJsllMsg=true

Prerequisites
You need a Power BI Pro or Premium Per User (PPU) license, whether you share
content inside or outside your organization.
 Your recipients also need Power BI Pro or Premium Per User (PPU) licenses, unless
the content is in a Premium capacity.
If you want to allow recipients to edit a shared report, you have to assign the user
a workspace role that allows editing. To learn more about role-level permissions
and how to assign roles, read Roles in workspaces.

７ Note

Only P SKUs and F SKUs F64 or larger allow users with a Microsoft Fabric free
license who have Viewer role on the workspace containing the content to
consume Power BI apps and shared content in the Power BI service. Smaller F
SKUs require a Pro license to consume Power BI content.
The F SKU is part of Fabric. To read more about F SKUs see Microsoft Fabric
licenses.

Where you can share

You can share reports and dashboards from My Workspace.
You can share from workspaces other than My Workspace, if you have the Admin
or Member role in the workspace. If you have the Contributor or Viewer role, you
can share if you have Reshare permissions.
You can share from the Power BI mobile apps.
You can share from Power BI Desktop with OneDrive and SharePoint integration.
You can publish reports from Power BI Desktop to the Power BI service.

Share a report via link

In a list of reports, or in an open report, select Share .

Then in the Send link dialog, you'll see the option to copy the sharing link or share it via
Outlook, PowerPoint, and Teams to People in your organization:
You can also change how you share this report. Select People in your organization with
the link can view and share and then choose which option works best. For more
information, see Link settings, below.
７ Note

Your organization may not allow you to create shareable links to People in your
organization. Learn more about this tenant setting in the admin portal
documentation.
Selecting Copy link will automatically generate and copy a shareable link to your
clipboard:

You can also choose to directly send the link to Specific people or groups (distribution
groups or security groups). Just enter their name or email address, optionally type a
message, and select Send.
After you select Send, Power BI sends the link via email to your recipients.

When your recipients receive the email, they can select Open this report and
automatically get access to the report through the shareable link.

Link settings
You can choose who your sharing link gives access to and what they can do with the
report and associated data:
People in your organization

This type of link allows people in your organization to access the report. This link won't
work for external users nor guest users. Use this link type when:

You want to share with someone in your organization,

You're comfortable with the link being shared with other people inside your
organization,
And you want to ensure that the link won’t work for external or guest users.

People with existing access

This type of link generates a URL to the report, but it doesn't give any access to the
report. Use this link type if you just want to send a link to somebody who already has
access.

Specific people

This type of link allows specific people or groups to access the report. If you select this
option, enter the names or email addresses of the people you wish to share with. This
link type lets you share to guest users in your organization’s Microsoft Entra ID. You
can't share to external users who aren't guests in your organization.
Settings

Links that give access to People in your organization or Specific people will always
include at least read access. However, you can also specify if you want the link to include
or exclude the following permissions as well:

Reshare permissions (included by default) – allows recipients to share the report to

others
Build permissions (excluded by default) – allows recipients to build their own
reports in other workspaces based on the data associated with the report. Read
more about creating reports based on semantic models from different workspaces.

Links for People with existing access don't have any other settings because these links
don't give any access to the report.

Additional considerations

Users can't use a link not shared directly with them to access a report. However,
the report might be shared with the user via a different link or they may have
direct access to the report through a workspace role.
If your Power BI admin has disabled shareable links to People in your
organization, you can only copy and share links to Specific people or People with
existing access.
If you have reshare permissions to the report but you don't have reshare
permissions to the report’s underlying data, your shareable links won't give access
to the underlying data.
If you don't have reshare permissions to the report, you can only copy and share
links to People with existing access.
Additionally, if you don't have a Power BI Pro license, you can only copy and share
links to People with existing access.

Manage permissions to a report

To manage permissions and manage links that give access to the report, select More
options (...) in the upper right of the sharing dialog, and then select Manage
permissions:
The Manage permissions pane opens, where you can copy or modify existing links or
grant users direct access. To modify a given link, select More options (...).
To grant users direct access to the report select the plus icon (+), enter their name or
email address, optionally type a message, and select Grant access.
For more access management capabilities, select the Advanced option in the footer of
the Manage permissions pane. On the management page that opens, you can:

View, manage, and create Links.

View and manage who has Direct access and grant people direct access.
View and manage Pending access requests and invitations.
View and manage Related content.
Apply Filters or Search for specific links or people.

７ Note
 Each report cannot have more than 1,000 sharing links. In the unlikely case that
your report hits this max limit, we recommend removing links that give Specific
people access and instead grant those users direct access.

Share a dashboard
In a list of dashboards, or in an open dashboard, select Share .

Then in the Share dashboard dialog, you'll see the option to grant users or groups
direct access to the dashboard:

Enter the name or email address of the user or group, optionally type a message, and
select Grant access.
Similar to report sharing, you can specify if you want to grant users the following
permissions as well:

Reshare permissions (included by default) – allows recipients to share the

dashboard to others
Build permissions (included by default) – allows recipients to build content with the
data associated with the dashboard

You can share the dashboard with guest users whose addresses are outside your
organization, but guest users can't reshare dashboards. Read more about sharing
outside your organization in this article.

７ Note

The input box supports, at most, 100 separate users or groups. See Share with
more than 100 users in this article for ways to share with more people.
Manage permissions to a dashboard
To manage permission to the dashboard, select the More options menu (. . .) in the
upper right of the Share dashboard dialog, and then select Manage permissions:

The Manage permissions pane opens, where you can see who has direct access. Select
the plus icon (+) to grant more users direct access to the dashboard.
For more access management capabilities, select the Advanced option in the footer of
the Manage permissions pane. On the management page that opens, you can:

View and manage who has Direct access and grant people direct access
View and manage Pending access requests and invitations
View and manage Related content
Apply Filters or Search for specific people
To remove a user's access to the dashboard, select the ellipsis (...) next to that user's
permissions and select Remove access:

In the Remove access dialog, decide if you also want to remove access to related
content, such as reports and semantic models. It's best to also remove access to related
content; otherwise, the related content may not display properly.
Share outside your organization
When you share with people outside your organization, they receive an email with a link
to the shared report or dashboard. The recipient has to sign in to Power BI to see what
you shared. If they don't have a Power BI Pro or Premium Per User (PPU) license, they
can sign up for a license when they select the link.

After people sign in, they see the shared report or dashboard in its own browser
window, not in the usual Power BI portal. External recipients should bookmark the link to
get back to this report or dashboard later.

Only your direct recipients see the shared report or dashboard. For example, if you sent
the email to [email protected], only Vicki sees the dashboard. No one else can see the
dashboard, even if Vicki forwards them the link. Vicki must use the same email address
to access it; if Vicki signs in with any other email address, Vicki won't have access to the
dashboard.

People outside your organization don't see any data at all if role- or row-level security is
implemented on on-premises Analysis Services tabular models.

Use a security group, not a distribution group, to share with a group that includes
people with external email addresses. People with external emails in a distribution group
can't see the content you share, unless they're Microsoft Entra B2B guest users. Learn
more about Microsoft Entra B2B guest users.

If you send a link from a Power BI mobile app to people outside your organization,
clicking the link opens the dashboard in a browser, not in the Power BI mobile app.

Share with more than 100 separate users

At most, you can share with 100 users or groups in a single share action. However, you
can give more than 500 users access to an item. Here are some suggestions:

Share multiple times by specifying the users individually.

Share with a user group that contains all the users.
Create the report or dashboard in a workspace, then create an app from the
workspace. You can share the app with many more people. Read more about
publishing apps in Power BI.

Considerations and limitations

Things to keep in mind about sharing reports and dashboards:

Both reports and dashboards can be shared to users through direct access;
however, only reports can be shared via links that give access to the report and
underlying data.
If you have reshare permissions to the underlying semantic model, when you share
a report or dashboard with colleagues you're also sharing the underlying semantic
model. Your colleagues get access to the entire semantic model unless row-level
security (RLS) limits their access. Report authors may customize user experiences
when viewing or interacting with reports. For example, authors may hide columns
or limit the actions on visuals. These customized user experiences don't restrict
what data users can access in the semantic model. Use row-level security (RLS) in
the semantic model so that each person's credentials determine which data they
can access.
Everyone you successfully share your dashboard with can see it and interact with
the related reports in Reading view. In general, they can't create reports or save
changes to existing reports. However, if you select Allow recipients to build
content with the data associated with this dashboard, they can create their own
reports in other workspaces based on the semantic model for this dashboard.
Although no one can see or download the semantic model, they can access the
semantic model directly by using the Analyze in Excel feature. An admin can
restrict the ability to use Analyze in Excel for everyone in a group. However, the
 restriction is for everyone in that group and for every workspace the group
belongs to.
Everyone can manually refresh the data.
You can't share reports that are distributed to you in an app. Ask the app owner to
add the person you want to share the report with and republish the app.
If you use Microsoft Exchange Online for email, you can enter the email address of
a distribution group to share with its members.
You can’t use Microsoft 365 Unified groups for direct sharing and email
subscriptions. If you don’t want to specify individuals, you can use email-enabled
distribution groups or security groups to share with multiple users. See Use group
email aliases in "Email subscriptions for reports and dashboards in the Power BI
service" for more information.
Coworkers who share your email domain, and coworkers whose domain is different
but registered within the same tenant, can share the dashboard with others. For
example, say the domains contoso.com and contoso2.com are registered in the
same tenant and your email address is [email protected]. Both
[email protected] and [email protected] can share your dashboard, as long
as you give them permission to share.
If your coworkers already have access to a specific report or dashboard, you can
send a direct link by copying the URL when you're on the dashboard or report. For
example: https://app.powerbi.com/reports/g12466b5-a452-4e55-8634-xxxxxxxxxxxx .
When you share reports or dashboards via direct access, an email notification is
only sent to individual users, and not to groups.

Related content
How should I collaborate on and share dashboards and reports?
Share from Power BI Desktop
Troubleshoot sharing dashboards and reports
Sharing for users with free licenses
Request or grant access to shared dashboards or reports
Share a filtered Power BI report
Questions? Try the Power BI Community
Display the dashboards and reports that
others have shared with me
Article • 11/10/2023

APPLIES TO: Power BI service for business users Power BI service for designers
& developers Power BI Desktop Requires Pro or Premium license

Your colleagues have created apps, reports, dashboards, scorecards, workspaces, and
semantic models. When it comes time to share them with you or to ask for your
collaboration, there are several ways that they can do this. In this article, we explain how
to view and open content that others have shared with you.

Interact with shared content

You have options for interacting with the shared dashboards and reports, depending on
the permissions the designer gives you. These include being able to make copies of the
dashboard, subscribe, edit a report, and reshare with other colleagues. For more
information, see Share Power BI reports and dashboards with coworkers and others.

Licenses for viewing shared content

To view content that others have shared with you, there are two options.

The content isn't in a Power BI Premium capacity: All business users need Power
BI Pro or Premium Per User (PPU) licenses to view shared content.
The content is in a Power BI Premium capacity: Business users without Power BI
Pro or Premium Per User (PPU) licenses can view the content. However, you can't
copy the reports, or create reports based on the underlying semantic models. For
more information, see What is Power BI Premium?
View and open content from your Shared with
me tab
Content that was directly shared with you appears in your Shared with me tab. A link to
shared content is sent to you in an email link or the creator or owner automatically
installs it for you. To display the list, from the nav pane, select Browse > Shared with
me. Scroll through Shared with me to see reports, dashboards, and scorecards.

From this list, you can favorite and open content.

If your Shared with me content list gets long, you've several options for finding what
you need. Sort by one of the columns (1), use the keyword filter field (2), or use the
Filters pane (3). To open the Filters pane, select Filters from the upper right corner.

Open shared content from an email link

When designers create or update content, they often share that content in an email. An
email link gives you direct access to a single piece of content, such as a report or an
app. Select the link to open and install the content.
View and open content from your Apps tab
Apps that were directly shared with you and apps that you've downloaded appear in
your Apps tab. You've received these apps in one of the following ways:

You received the app as a link in an email, and you selected the link.
The app creator or owner automatically installed the app for you.
You installed the app from AppSource.

Scroll through Apps to see reports, dashboards and scorecards. To display the list, from
the nav pane, select the Apps icon.
For more information, see Apps in Power BI.

Collaborate on content in a workspace

One way that creators can share with you is by granting you a role in a workspace. What
you can do with the content in that workspace depends on the role assigned to you:
Viewer, Contributor, Member, Admin.

Next steps
Ways to collaborate and share reports and dashboards in Power BI
Introduction to semantic models across workspaces
Export reports from Power BI to PDF
Article • 11/29/2023

APPLIES TO: Power BI Desktop Power BI service

You can export your Power BI reports to PDF easily, both from the Power BI service and
from Power BI Desktop. Exporting to PDF is one way to share or print reports.

When you export to PDF, each page in the Power BI report becomes an individual page
in your PDF document.

If your report has a sensitivity label, the label and any encryption settings carry over to
the exported file, ensuring that your data remains protected even after it leaves Power
BI.

７ Note

In Desktop, sensitivity label inheritance by the PDF is a preview feature that is on by

default. You can turn off sensitivity label inheritance in PDF export in Desktop by
going to File > Options and settings > Options > Preview features, and
unchecking Enable setting sensitivity label on exported PDF.

Power BI service

Export to PDF from the Power BI service

1. In the service, select a report to display it on the canvas. You can select a
report from your Home page, Apps, or any other container from the nav pane.

2. In the Power BI service, select Export > PDF from the menu bar.
A pop-up appears where you can select Current values or Default values.
Current values exports the report in the current state, which includes the
active changes you made to slicer and filter values. Most users select this
option. Alternatively, selecting Default values exports the report in its original
state, as the designer shared it, and doesn't reflect any changes you made to
that original state.

Additionally, there's a check box to select whether or not to export the hidden
tabs of a report. Select this check box if you want to export only report tabs
that are visible to you in your browser. If you prefer to get all the hidden tabs
as part of your export, you can leave this check box cleared. If the check box is
grayed out, there are no hidden tabs in the report. After you make your
selections, select Export to continue.

You may also choose to export only the current page you're viewing in a
report by checking the Only export current page option. By default, this
option is unchecked and all pages are exported from your report.

A progress bar displays in the upper-right corner. Exporting might take a few
minutes. You can continue to work in the Power BI service while the report is
 being exported.

After the Power BI service finishes the export process, the notification banner
changes to let you know. In Microsoft Edge, you are prompted to save or
open the PDF.

In Google Chrome, the file options display in the lower left corner of the
browser.

If you make no selection, by default, the PDF is saved in your Downloads

folder.

Considerations and limitations

There are a few considerations and limitations to keep in mind when you work with the
Export to PDF feature.

If you don't see the Export option

Make sure that you're viewing a report (not a dashboard).
It's possible that your administrator disabled this feature. Contact your
administrator for details. Administrators: See Export reports as PowerPoint
presentations or PDF documents.

Visuals that aren't supported

The following aren't supported for Export to PDF. Either the PDF export option is
grayed out or isn't listed at all on the Export dropdown. In some cases, such as for R
visuals, the report exports but the visual renders as a gray box with an error message.

These Power BI visuals aren't supported. When you subscribe to a report

containing these visuals, they display an error symbol.
Power BI custom visuals. The exception is those Power BI custom visuals that are
certified
ESRI ArcGIS visuals
R visuals
Power Apps visuals
Python visuals
Power Automate visuals
The Paginated report visual
Visio visuals
Visual displayed as a Data point table or displayed with "Show data point as a
table," can't be exported to PDF.

Reports that can't be exported

Power BI reports with more than 50 report pages currently can't be exported.
Paginated reports don't have this limitation. See Print a paginated report for
details.
Reports larger than 500 MB.
Reports that are owned by a user outside your Power BI tenant domain, such as a
report owned by someone outside your organization and shared with you, can't be
published to PDF.
You can share a dashboard with someone outside of your organization--someone
who isn't in your Power BI tenant. However, that user can't export the shared
 dashboard's associated reports to PDF. For example, if you're [email protected],
you can share with [email protected]. But [email protected] can't
export the associated reports to PDF.

General
Semantic model refresh operations using an XMLA endpoint.

In the Power BI service, URL filters aren't currently respected when you choose
Current Values for your export.

Visuals displayed as a Data table or displayed with "Show as a table" are included
in the export, but the visual displays in its default state, without the table.

The process of exporting the report to PDF might take a few minutes to complete,
so be patient. Factors that can affect the time required include the structure of the
report and the current load on the Power BI service or Power BI Desktop.

Background images are cropped with the visualization's bounding area. Also, when
you export to PDF with reports that contain a background image, you might see a
distorted image in the export if you use the Normal or Fill options for the Page
Background. For best results, use the Fit option to avoid issues with your exported
document. Or, remove backgrounds before exporting.

The Power BI service uses your Power BI language setting as the language for the
PDF export. To see or set your language preference, select the cog icon >
Settings > General > Language.

Reports with unusual custom page sizes may experience issues in export scenarios.
For best results, consider switching to a standard page size for your report.

Reports using themes with custom fonts will have the custom font replaced with a
default font.

While we look to provide a consistent experience, we can't guarantee the exported

PDF from the Power BI service will always match the exported PDF from a local
Power BI Desktop file.

We can't guarantee precise fidelity for Power BI reports. The resolution of exported
report pages is 1,280 pixels x 720 pixels.

Visuals with scrollbars are exported in their default state. The visual displays all
possible rows, starting with the first row. Even if you have the visual scrolled down,
when exported, the visual displays unscrolled.
 Export to PDF supports Unicode 6 and earlier. If for example, Unicode 7 is used,
Power BI export displays that image as a blank box.

Visuals in a drilled down state are exported in their default state.

The feature doesn't export any wallpaper you apply to the report. Since wallpaper
isn't exported to the PDF, you should pay special attention to reports that use dark
wallpaper. If the text in your report is light or white, it is difficult to read in the
export to PDF process since the dark wallpaper isn't exported with the rest of the
report.

All Power BI reports have a page margin when exported to PDF. That is, there is a
band of white space at the top and bottom of the exported file.

Export to PDF isn't currently supported for tenants in the China North region.

Next steps
Print a report.
Request or grant access to shared
dashboards or reports
Article • 01/23/2024

If someone sends you a link to a dashboard or a report, but it's not shared with you, you
can request access. If you share a dashboard or a report with someone, you need to
grant them access.

Request access
1. Select the link to the report or dashboard. If you see a Request access message,
select OK.

2. In the Request access dialog, you can provide a reason, or just select Send
request.

You see a confirmation that Power BI has sent your request.

Grant access
If you're a report owner, you might receive an email from Microsoft Power BI saying
that someone has requested access to your report.

1. Select Grant access.

The user’s Pending access request opens automatically. Select Approve to grant
the user Read permissions to the report.

2. After you've approved the user’s request, you can select the Direct access tab to
modify their permissions and give them Reshare permissions as well.
Related content
Share Power BI dashboards and reports with coworkers and others
How should I collaborate on and share dashboards and reports?
Share a filtered Power BI report.
Questions? Ask the Power BI Community.
Share a filtered Power BI report
Article • 06/22/2023

APPLIES TO: Power BI Desktop Power BI service

Sharing is a good way to give a few people access to your reports and dashboards.
What if you want to share a filtered version of a report? Maybe you want the report to
show only data for a specific city or salesperson or year. This article explains how to filter
a report and share the filtered version of the report.

You can share the filtered report in several different ways:

Link sharing
Chat in Teams
Share an individual visual
Direct access sharing
PowerPoint, via the Power BI add-in for PowerPoint

In every case, the report is filtered when recipients first open it. They can clear the filter
selections in the report. In this example, we're filtering the report page to show only
values where Business Area equals Distribution, Infrastructure, or Manufacturing.

Another way to share a filtered report is to add query parameters to the report URL.
Again, the report is filtered when recipients first open it. They can clear the filter
selections in the report.

Power BI also offers other ways to collaborate and distribute your reports. With sharing,
you and your recipients need a Power BI Pro license, or the content needs to be in a
Premium capacity. To learn more about interacting with reports that have been shared
with you, see Working with content shared with you.

Share via link

1. Open a report in Reading view and apply a filter.

2. Select Share and make sure Include my changes is selected:

Share a report in Teams

1. Open a report in Reading view and apply a filter.

2. You can access Chat in Teams from the action bar:

 3. For the Chat in Teams dialog, you need provide the name of the Team or Channel
that you wish to share to, then select Share:

Share a visual
You can also share individual visuals.

1. Open a report in Reading view and apply a filter.

2. Right-click a visual, then select Share > Link to this visual.

 3. In the Copy link dialog, select Copy.

4. In the Link copied dialog, select Copy for the provided link.

Share a report or visual in PowerPoint

You can share live, filtered report pages or visuals by adding them to a PowerPoint
presentation and then sharing it with colleagues. For more information, see Add live
Power BI data to PowerPoint.

Share directly
If you prefer to share directly to users, you can also share your filtered report through
direct access sharing.

1. Open a report in Reading view and apply a filter.

2. Select Share > More options (...) > Manage permissions:

3. Select the plus icon (+) to Grant people access:

4. In the Grant people access dialog, make sure the Include my changes option is
selected so that filters are included when you share the report with others.
 The Include my changes setting includes any changes to the following:

Filters (filter pane)

Slicers
Personalize visuals
Cross-filtering or cross-highlighting
Drill down or drill up
Applied bookmark
Spotlight

Manage the shared view

After you've shared the filtered report, you can also manage the shared view.

1. To navigate to the management page, select Advanced in the footer of the

Manage Permissions pane:
2. Select Shared views in the Related content section:

Here you can see any shared views for the report and when those views were
created and when they expire.

3. To copy the link to the view, right-click the URL you want, and select Copy link.
When you share this link, recipients with access to the report will see your filtered
report.

Considerations and limitations

Things to keep in mind about sharing reports:

When you share a dataset by managing permissions, by sharing reports or

dashboards, or by publishing an app, you're granting access to the entire dataset
unless row-level security (RLS) limits access. Report authors may use capabilities
that customize user experiences when viewing or interacting with reports, for
example hiding columns, limiting the actions on visuals, and others. These
customized user experiences don't restrict what data users can access in the
dataset. Use row-level security (RLS) in the dataset so that each person's
credentials determine which data they can access.
The shared report view will automatically expire after 180 days. Each time the link
shared report view is accessed the expiration is reset to 180 days.
You can't share reports that are distributed to you in an app. Ask the app owner to
add the person you want to share the report with, and republish the app.
Share link to selection for visuals in reports creates a shared view with the visual in
spotlight mode.

Next steps
Ways to share your work in Power BI
Share a report or dashboard
Interact with content that has been shared with you
More questions? Try the Power BI Community .
Have feedback? Go to the Power BI Community site with your suggestions.
Troubleshoot issues sharing dashboards
and reports
Article • 11/10/2023

Here are some common issues that might come up when you share a dashboard or
report, or when someone else shares with you.

Dashboard recipients see a lock icon in a tile

The people you share with might see a locked tile in a dashboard, or a "Permission
required" message when they try to view a report.

If so, you need to grant them permission to the underlying semantic model.

1. Go to the All or the Semantic models + dataflows tab in your content list.

2. Select More options (...) next to a semantic model, then choose Manage
permissions.
3. Select Add user.
4. Enter the full email addresses for individuals, distribution groups, or security
groups that you want to add. You can't share dashboards or reports with dynamic
distribution lists. Decide if the users can share this semantic model or build
content with the data associated with this semantic model, and if you want to
send an email notification.
 5. Select Grant access.

I can't share a dashboard or report

To share a dashboard or report, you need permission to reshare the underlying content;
that is, any related reports and semantic models. If you see a message saying you can't
share, ask the report author to give you reshare permission for those reports and
semantic models.
I don't have access to a dashboard or report
If you see a "Request access" message when you select the link to a report or
dashboard, you don't have permission to view it. You need to request access to it.

Next steps
Share Power BI dashboards and reports with coworkers and others
How should I collaborate on and share dashboards and reports?
Share a filtered Power BI report
Questions? Try the Power BI Community
Email subscriptions for reports and
dashboards in the Power BI service
Article • 05/22/2024

APPLIES TO: Power BI Desktop Power BI service

Subscribe yourself and others to Power BI reports, dashboards, and paginated reports.
You receive an email on a schedule you set. The email contains a snapshot and link to
the report or dashboard or a full attachment of the report or dashboard. If you're a
workspace administrator, learn how to manage subscriptions in your workspace,
including how to take over subscriptions owned by others.

） Important

Subscribing others requires a paid license (Pro or PPU). For information about
licenses, see Fabric and Power BI licenses and subscriptions.

Subscribe to a report or dashboard in the

Power BI service
It's never been easier to stay up-to-date on your most important dashboards and
reports. Subscribe to reports and dashboards that matter most to you, and Power BI
emails a snapshot to your inbox. You tell Power BI how often you want to receive the
emails and at what time. Set up to 24 subscriptions per report or dashboard, and
provide unique recipients, times, and frequencies for each subscription.
Requirements
The requirements apply to users in the organization and to Microsoft Entra Business-to-
Business (B2B) guest users. To create a subscription for yourself, you need permissions
to access the particular report or dashboard and either:

A Power BI Pro or Premium Per User (PPU) license, or

Access to a workspace backed by a Power BI Premium capacity
Your Fabric admin (previously Power BI admin) needs to enable subscriptions in your
tenant. If you’re an admin, see Enable subscriptions in the Power BI admin portal.

Subscribe to a report or dashboard

Whether you're subscribing to a dashboard, report page, or to a full report, the process
is similar. A single button allows you to subscribe to the Power BI service dashboards
and reports. Subscribing to a report offers you a few more field options, so we're using a
report for our example.

Subscribing to a paginated report is slightly different, as outlined in Subscribe to

paginated reports in this article.

1. Open the report, and from the top menu bar, select Subscribe to report .

2. Select Create a subscription and give your subscription a name. By default, your
subscription is given the same name as your report page or dashboard. Optionally,
change the name of the subscription to something more meaningful.
3. Use the green slider to turn the subscription on and off. Setting the slider to Off
doesn't delete the subscription. To delete the subscription, select the trashcan icon.

4. Edit or add recipients by email address, ensuring that you have at least one.
5. If the report is in a workspace backed by a Premium capacity or Premium Per User
(PPU) license, add the full report as an attachment instead of only a single report
page. Sensitivity labels are applied to the email attachment. Select PDF or
PowerPoint for the attachment format. The attachment respects all privacy labels
for the report. The size of the attachment is limited to no more than 20 pages and
less than 25 MB.

6. Select a Start date and optionally, an End date for your subscription. By default,
the start date is the date you created the subscription and the end date is one year
later. You can change it to any date in the future at any time before the
subscription ends. When a subscription reaches an end date, it stops until you re-
enable it. You receive notifications before the scheduled end date to ask if you'd
like to extend it.

7. Use the Repeat dropdown to select a frequency for your subscription. You may
choose hourly, daily, weekly, monthly, or after data refresh (once daily). Most of the
options require that you set a time zone as well.

 Tip

To receive a subscription email only on certain days, select Hourly or Weekly

and then select the week day checkboxes. If you select Monthly, enter the
day(s) of the month you wish to receive the subscription email.

If you choose Hourly, Daily, Weekly, or Monthly, choose a Scheduled Time for
the subscription. You can have it run on the hour, or at 15, 30, or 45 minutes
past for a specified time zone. If you choose Hourly, select the Scheduled
Time you want the subscription to start, and it runs every hour after the
Scheduled Time.
If your subscription is ready, select Save. To make your subscription more precise, select
More options.

1. Optionally, add a subject and message for recipients.

2. Select the Report page you want to appear in the preview image. If you toggled'
Attach full report to On, you see all the report pages listed in the dropdown.
Otherwise, you only have the active report page listed in the dropdown. To
subscribe to more than one page in a report, either select the Attach full report
slider, or select New subscription and choose a different page from the dropdown.

 Tip

By default, a report subscription inherits the name of the active report page.
Consider changing the subscription name if you select a different report page.

3. Include additional information in the email. Select one or more of these

checkboxes.

Permission to view the report/dashboard in Power BI: Give recipients

permission to open and view the report or dashboard in the Power BI service
(app.powerbi.com). This option isn't available in all situations.
Link to report/dashboard in Power BI: Include a "Go to report" button in the
body of the email that links to the report or dashboard in the Power BI
service.
Preview image (for Power BI reports only): Include a preview of the report
page in the body of the email.

Ｕ Caution

Sensitivity labels are not applied to a subscription's email or preview image.

To protect against this, turn off Preview image.

You receive an email and snapshot of the report or dashboard on the schedule you set.
Subscriptions that have the frequency set to After data refresh only send an email after
the first scheduled refresh on that day. All dates/times are normalized to UTC when
checking for the first dataset refresh of the day.

７ Note
 To avoid subscription emails going to your spam folder, add the Power BI
email alias ([email protected]) to your contacts. If you're
using Microsoft Outlook, right-click the alias and select Add to Outlook
contacts.
You can have Power BI send subscription emails to a mail-enabled security
group. Be sure to add the Power BI alias ([email protected])
to the approved sender list.

Sensitivity labels
Sensitivity labels are applied to subscription email attachments but not to the
subscription's email text or preview images.

Creating a subscription that attaches a copy of a report (including paginated

report) to the subscription email is a Power BI Pro feature.

For users with free subscriptions, the subscription email for a report (including
paginated report) doesn't contain a sensitivity label in the email text or the
subscription preview image.

To ensure that your subscription has a sensitivity label, turn off Preview image in
the Subscriptions screen.

For subscriptions to dashboards, there's no option to attach a copy of the

dashboard to the email. So, the subscription email doesn't have a sensitivity label
in the text or preview image.

Subscribe others
To create a subscription that includes others, in addition to the requirements necessary
to create your own subscriptions, you also need:

A Pro or PPU license with Contributor, Member, or Admin role in that workspace.
You know that you have the Contributor, Member, or Admin role in a workspace if
you're able to edit reports or dashboards in that workspace. Read more about
roles in workspaces.

To be part of the organization. B2B guest users can't subscribe others only
themselves. For more information, read B2B guest users can set up and be
subscribed to email subscriptions.
 If the report or dashboard isn't hosted in a Premium capacity, as indicated by the
diamond icon, you can still subscribe others. However, they must also have a
Power BI Pro or Premium Per User (PPU) license.

Use group email aliases

When creating a subscription, you can add other email addresses in the same domain to
the subscription. If the report or dashboard is hosted in a Premium capacity, you can
subscribe group aliases, whether they're in your domain or not. You don't have to
subscribe individual email addresses. The aliases are based on the current active
directory.

ﾉ Expand table

Group type Supported in email subscriptions

Microsoft 365 groups Yes

Distribution groups Yes

Dynamic distribution groups Yes

Security groups No

Mail-enabled security groups Yes

There are different ways of creating a Microsoft 365 group. For example, you can create
a group in Outlook, a distribution group in Teams, or a mail-enabled security group. The
Microsoft 365 distribution group for Teams doesn't work for mail enablement, so can't
be used for direct sharing and email subscriptions.

７ Note

Workspaces backed by a Premium Per User (PPU) license are different from those
backed by a Premium capacity, and don't support subscribing group aliases.

Save changes to a subscribed report

Include my changes
When you subscribe to a report created by someone else, you can make changes to that
report. At that point, you can create a new subscription that captures those changes or
you can save your changes with the existing subscription.

You don't see the option to Include my changes until you actually make changes to a
report that was shared with you. After you make the changes that you need, open an
existing subscription or create a new subscription for that report page. Because you
made changes to the original report, you now have the header for My changes and the
option to Include my changes.

When Include my changes is unchecked, Power BI ignores all changes you made to the
report, and keeps you subscribed to the report as published by the author. When
Include my changes is checked, Power BI updates the subscription including all changes
you made to the report. Changes include:

filters (filter pane)

slicers
personalized visuals
cross-filtering or cross-highlighting
drill down or drill up
bookmarks
spotlights
focus mode

Before Power BI updates the subscription, you're given the opportunity to preview the
old subscription and compare it to the new state of the report. Comparing the two
versions helps you decide whether to update the subscription or not.
Preview and update your subscription
1. First, customize your report based on conditions such as country/region,
team/department, and category.

2. Apply any changes to the report so that it's in the state you want to subscribe or
share. Changes might include applying filters, spotlights, drilling, slicers, or cross-
highlighting.

3. Select Subscribe to report from the top menubar of the report canvas to reopen
the Subscriptions pane.

4. Select the pencil icon to edit the details of your existing subscription. For example,
change the delivery frequency, add an email message, change permissions, and
more.

5. Select More options > Include my changes > Preview to display a view-only
version of the original subscription that is being sent out to subscribers. Use this
comparison to decide if you want to overwrite the original state of the subscribed
report.

6. Select Back to subscription and select the pencil icon.

7. To update the existing subscription to include your report changes, select More
options > Include my changes > Update. Update changes the subscription to
include the new changes.

8. Save your subscription.

Customize subscriptions
If you're the author of the report, Include my changes is a great way to create
individualized subscriptions for recipients.

７ Note

The Include my changes field isn't available for dashboards or paginated reports.

Review and test the subscription

Your Subscriptions page keeps track of all of your subscriptions for the current report.
To review a subscription, select the arrow to the left of the subscription.
To test out your subscription, select the Run now to send the email to you right away. It
doesn't trigger a data refresh of the underlying semantic model.

Manage subscriptions
Subscriptions are managed on a workspace level. Subscription creators and users
assigned the Admin role can view and manage the subscription. Admins in the
workspace can edit and take over all subscriptions inside the workspace. The Fabric
admin can view logs, and turn certain subscription features on and off.

Creator

Subscriptions in a workspace
To see all of the subscriptions that you own in a given workspace, select Manage all

From here, you see all the subscriptions you created in the currently selected
workspace. For each subscription, Power BI displays the name you gave to the
subscription, the name of the content you're subscribing to, and the content type. If
you selected Include my changes, the State column includes the date. Search for
subscriptions by keyword or filter by any of these fields.
Select the Edit icon to return to the Subscriptions screen where you can:

see your list of subscriptions for that report or dashboard.

preview the settings for a subscription by selecting the arrow to the left of the
subscription name.

make changes to a subscription’s settings by selecting the pencil icon.

open the report or dashboard by selecting Edit in report or Edit in dashboard.

Subscriptions across all workspaces

To see all of your subscriptions, start by selecting My workspace to make it active.

Then, from the upper right corner of the Power BI service, select the gear icon
> Settings > Notifications.
 From here, you see a list of all your subscriptions across all workspaces. Power BI
displays the name of the subscription, the name of the content you're subscribing
to, the name of the owner, the name of the associated workspace, and the content
type. If you selected Include my changes, the State column includes the date when
changes were included. Search for subscriptions by keyword or filter by any of these
fields. Select the Edit icon to make changes to a subscription’s settings.

Subscriptions for users outside your

organization
Subscribe external users
You can subscribe external users to a report or dashboard if your report or dashboard is
hosted in a Premium capacity. B2B guest users can't add subscriptions for external users.

If you subscribe external users to a report or dashboard, they'll receive a share

notification immediately after you select Save in the subscription pane. This
notification is sent only to external users, not internal users, because external users
require an invitation link to view the report or dashboard.

Premium Per User workspaces don't qualify as Premium capacity workspaces.

Sharing content with a colleague outside of your domain doesn't require a

Premium capacity. For example, if you're [email protected], you
can share with [email protected], but you
can't subscribe [email protected], unless that content is hosted in a Premium
capacity.

B2B guest users can set up and be subscribed to email

subscriptions
B2B guest users can create their own content subscription to which they have access
and users in the organization can subscribe them to emails. First, a member of the
organization adds and subscribes the B2B guest user to the email content. For more
information about B2B guest users and how to add them to your organization, read
Distribute content to external guest users with Microsoft Entra B2B.

In addition to B2B guest users meeting the requirements to subscribe themselves, the
Power BI tenant admin must turn on a setting to allow B2B guest users to create email
subscriptions. For more information on how to turn on this setting, read Export and
sharing tenant settings.

Subscribe to paginated reports

Subscribe yourself or others to paginated reports

Your Power BI admin must enable subscriptions in your tenant. In addition, the relevant
tenant switches have to be enabled:

Export to Excel
Export to .csv
 Export reports as PowerPoint presentations or PDF documents
Export reports as MHTML documents
Export reports as Word documents
Export reports as XML documents
Create email subscriptions (Tenant settings > Export and sharing settings >
Create email subscriptions)

In general, the process for subscribing to paginated reports is the same as subscribing
to reports and dashboards, but there are a few differences worth noting. This section
spells out these differences and other considerations to keep in mind when subscribing
to paginated reports.

Paginated reports parameters

Paginated reports allow you to specify the view of the report people receive in the
subscription by setting the parameters in the subscription pane.

Subscriptions can be sent with either the currently selected or default parameters
for your report. You may set different parameter values for each subscription you
create for your report.
 If your report author set expression-based parameters (for example, the default is
always today's date), the subscription uses that as the default value. You can
change other parameter values and choose to use current values. But unless you
explicitly change that value as well, the subscription uses the expression-based
parameter.

Update parameters for an existing paginated report

subscription
If you have an existing subscription to a paginated report, and you want to update the
parameters applied to the report, follow these steps.

1. Re-render the paginated report with the new parameters.

2. Open the Subscriptions page.

3. Select Use current (rendered report) values.

4. Select Save.

Considerations unique to paginated report subscriptions

You can subscribe other users in your organization to paginated reports that
connect to any currently supported data sources, including Azure Analysis Services
or Power BI semantic models. Keep in mind the report attachment reflects the data
based on your permissions.
You can set up an unlimited number of subscriptions per paginated report.
B2B guest users can only create subscriptions for themselves.
The maximum attachment size is 25 MB.
Unlike subscriptions for dashboards or Power BI reports, your subscription contains
an attachment of the entire report output. The following attachment types are
supported: PDF, PowerPoint presentation (PPTX), Excel Workbook (XLSX), Word
Document (DOCX), CSV file, and XML.
Optionally, include a preview image of the report in the email body. The image
may differ slightly from the first page of your attached report document,
depending on the attachment format you select.
 There's no After Data Refresh option for frequency with paginated reports. You
always get the latest values from the underlying data source.
Paginated report subscriptions in the Power BI service are similar to email standard
subscriptions in Power BI Report Server and SQL Server Reporting Services.
However, you can't create data-driven subscriptions for paginated reports in the
Power BI service.

Considerations and limitations

For help with troubleshooting for the subscriptions feature, see Troubleshoot Power BI
subscriptions.

General

If you can't use the subscription feature, contact your system administrator or IT
help desk. Your organization may disable this feature or the maximum subscriber
limit was reached.
Power BI automatically pauses refresh on semantic models associated with
dashboards and reports that aren't visited in more than two months. However, if
you add a subscription to a dashboard or report, it doesn't pause even if it goes
unvisited.
On Daylight savings day, you receive your subscription emails and the day after
you receive two emails per subscription.

Row-level security (RLS)

For Power BI reports, dashboards, or paginated reports that use a semantic model
with row-level security (RLS), use caution when creating subscriptions for yourself
and others. Power BI warns you that the data contains RLS. A bubble info icon
shows up next to the recipients header. If you hover over that icon, you can see the
warning message. However, users often scroll past the warning message.

The static image sent in the subscription email displays data based on the owner of
the subscription. For this reason, when creating subscriptions, be careful to ensure
that confidential information isn't included in the static image. Other than that
static image, the report or dashboard itself opens (or not) and displays data based
on the user's permissions.

Power BI reports

Report page subscriptions are tied to the name of the report page. If you subscribe
to a report page, and it gets renamed, you have to re-create your subscription.
Apps

For Power BI apps you install, you can only create subscriptions for others if you're
the owner of the app.

Subscriptions created within apps can be viewed and managed from the
associated workspace by users with the admin role in that workspace.

Unsupported features

Semantic model refresh operations using an XMLA endpoint.

Email subscriptions aren't supported when the admin setting Azure private link >
Block public internet access is enabled in Power BI. In this case, all subscriptions
fail.

The following Power BI visuals aren't supported. When you subscribe to a report
containing these visuals, they display an error symbol.
Power BI custom visuals. The exception is those Power BI custom visuals that are
certified.
ESRI ArcGIS visuals
R visuals
Power Apps visuals
Python visuals
Power Automate visuals
The Paginated report visual
Visio visuals

Related content
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Dynamic per recipient subscriptions for
reports (Preview)
Article • 01/08/2024

APPLIES TO: Power BI Desktop Power BI service

） Important

Dynamic subscriptions is currently in PREVIEW. This information relates to a

prerelease product that might be substantially modified before it's released.
Microsoft makes no warranties, expressed or implied, with respect to the
information provided here.

Dynamic per recipient subscriptions are designed to simplify distributing a personalized

copy of a report to each recipient of an email subscription. You define which view of the
report an individual receives by specifying which filters are applied to their version of
the report.

Dynamic per recipient subscriptions are available for paginated reports and for Power BI
reports. This article pertains to Power BI reports. To learn about dynamic subscriptions
for paginated reports, see Dynamic per recipient subscriptions for paginated reports.

The dynamic subscription filters are stored in a separate Power BI semantic model. The
semantic model defines the mapping between recipients and respective filters. When it’s
time to send out the report, the latest data available in your semantic model determines
who receives a subscription and with what filters applied. In the example used in this
article, the separate semantic model contains employee data, including email addresses.
Our task is to create subscriptions for managers. Each manager receives only data for
their own employees.

Prerequisites
A report to share that is saved in a workspace backed by a capacity (Power BI
Premium capacity, Microsoft Fabric trial, or Microsoft Fabric capacity).
Build permissions to a Power BI semantic model that contains recipient data. This
data includes the email addresses of your recipients and filter values that should
be applied for each recipient.
A Contributor, Member, or Admin role in that workspace. You know that you have
the Contributor, Member, or Admin role in a workspace if you're able to edit
 reports or dashboards in that workspace. Read more about Roles in workspaces.

Create a dynamic subscription

Do you want to create one subscription that sends customized views of a report to your
subscribers based on filters that you set? Perhaps you're a regional director and want to
send a report to various managers, each interested in the sales by each of their
employees. Now you can create a subscription and customize the report so that each
manager only sees data related to their own employees. To do this, Power BI connects to
two different semantic models. One contains subscription recipient data, including email
addresses of the managers. The other contains the data and defines the mapping
between recipients and filters. When it's time to send the report, the latest data available
in this second semantic model determines which manager receives a report in their
inbox, and what filters are used in that report.

For users familiar with SQL Server Reporting Services (SSRS), this feature is similar to
data-driven subscriptions.

Connect to recipient data

1. The sample Regional sales report has a table that we can use. The stacked column
chart By team + user has data for managers and their employees. Select By Team
+ User if it isn't already active. Right click one of the bars and select Drill down to
see the employees for that manager.

2. Select Subscribe to report > Create a subscription.

3. Select Dynamic per recipient (preview).

4. Highlight the Power BI semantic model that contains your recipient data. Recipient
data includes columns for email address, filters that can be varied per recipient,
and optionally, attachment type and email subject.

In some organizations, there might be a corporate employee Power BI semantic

model that fits the purpose. Or, you might need to create a new semantic model
that contains email addresses, and values for report filters. The critical piece of
data is the email addresses. In order for you to set the filters on a per-recipient
basis, the semantic model needs to include the email addresses of all potential
recipients. Select Next. In this example, our mapping semantic model is named
Contoso sales employees.
Select and filter data
The Select and filter data window lists the fields that can be set dynamically. In this
example, we have a field for email address and we have several filters. Select the
columns from your semantic model that you want to be varied for each recipient. Email
address and filters can be set dynamically based on data in the Power BI semantic
model.

The Select and filter data window displays the list of fields from the Contoso sales
employee semantic model that can be used to dynamically filter your Regional Sales
report subscription. Select the Owners table. This table has data for Owner,
OwnerEmail, and Manager. These fields from the Contoso sales employee semantic
model can be tied to the subscription.
Enter email details
In the Email details window, fill in the required fields and any other fields that you'd like
to include. Use the dropdowns to autopopulate with dynamic content from the Contoso
sales employee semantic model. Or, enter the information manually. If you're typing
recipients, separate them by commas or semicolons.

In this example, we use dynamic content for Recipients and Email subject. The link icon
lets you know that dynamic content is being used.

1. For Recipients, select the dropdown option for Get from data and choose a
column from the Owners table. The column in the Owners table that contains
email addresses is Owners.OwnerEmail.

2. For Email subject, select the dropdown option for Get from data and choose a
column from the Owners table. The column in the Owners table that contains
employee names is Owners.Owner.
 3. Add optional details. Type a message to recipients. Use the dropdown to select a
specific report page. If you toggle Link to report in Power BI, the link takes you to
this report page. Also, this page is the one that displays if you select Report page
preview. The preview image displays the report with the recipient's unique filters
applied.

4. Select the Attach full report dropdown to display the list of options. Select a
format. Sensitivity labels are applied to the email attachment and the attachment
respects all privacy labels for the report. The size of the attachment is limited to
less than 25 MB.

Add dynamic filters

Use the Map your data window to set dynamic filters. To use the current state of the
report as your starting point, select Include my changes. This selection creates the
subscription with updates you made to filters, spotlights, drill states, and more. If you
don't want dynamic filters to be applied to the current state of the report, uncheck
Include my changes. Unchecking this option uses the default state of the report.

Select which report field is used to map to a value in the Contoso sales employee
semantic model. In this example, both fields have the same name which isn't the case in
most situations.
Set the schedule
In the Set the schedule window, create a schedule for your dynamic subscription.

1. Select a Start date and optionally, an End date for your subscription. By default, the
start date is the date you created the subscription and the end date is one year
later. You can change it to any date in the future at any time before the
subscription ends. When a subscription reaches an end date, it stops until you re-
enable it. You receive notifications before the scheduled end date to ask if you'd
like to extend.

2. Use the Repeat dropdown to select a frequency for your subscription. You might
choose daily, weekly, or monthly. You also can adjust your time zone.

 Tip

To receive a subscription email only on certain days, select Weekly and then
select the week day checkboxes. If you select Monthly, enter the day(s) of the
month you wish to receive the subscription email.

3. Choose a scheduled time for the subscription. You can have it run on the hour, or
at 15, 30, or 45 minutes past for a specified time zone.
 4. By turning off Active subscription, you have the option of triggering this
subscription manually instead of having it run on a recurring basis.

Review and finish creating the dynamic subscription

In the Review and finish window, select a heading to review your settings. If all the
settings look correct, select Save and close. If any settings need changes, select the
pencil icon to make edits.

Your Subscriptions pane lists the new subscriptions. The link icon lets you know that
dynamic content is being used.

Another way to review your subscription is to select the down arrow to display details.
As with other subscriptions, you can edit, delete, turn on, and turn off the subscription.

Considerations and limitations

Rendering the report uses some of your capacity. It's classified as an interactive
activity.
Your recipient semantic model has a limit of 1000 rows of recipients. If the
recipient list exceeds 1000 rows at any point, only the first 1000 recipients receive
the subscription email, and the subscription creator receives an error email.
Receiving the subscription email doesn't guarantee access to the report. Report
access is set separately.
This preview feature supports single value filters and doesn't support filters with
multiple value options.
If the names of columns or tables are changed in the semantic model while the
subscription is processing, dynamic filters might not be applied properly.
As a preview feature, it’s not available to customers with content located in
sovereign clouds.

Related content
Troubleshoot Power BI subscriptions.
Search for and sort content.
Feedback
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Dynamic per recipient subscriptions for
paginated reports (Preview)
Article • 01/08/2024

APPLIES TO: Power BI Desktop Power BI service

Dynamic per recipient subscriptions are designed to simplify distributing a personalized

copy of a report to each recipient of an email subscription. You define which view of the
report an individual receives by specifying which parameters are applied to their version
of the report. Dynamic per recipient subscriptions are available for paginated reports
and for Power BI reports. This article pertains to paginated reports. To learn about
dynamic subscriptions for Power BI reports, see Dynamic per recipient subscriptions for
reports The dynamic subscription parameters are stored in a separate Power BI semantic
model. The semantic model defines the mapping between recipients and respective
parameters. When it’s time to send out the report, the latest data available in your
semantic model determines who receives a subscription and with what parameter
applied.
 ） Important

Dynamic subscriptions is currently in PREVIEW. This information relates to a

prerelease product that might be substantially modified before it's released.
Microsoft makes no warranties, expressed or implied, with respect to the
information provided here.

Prerequisites
A paginated report with parameters to share that is saved in a workspace backed
by a capacity (Power BI Premium capacity, Microsoft Fabric trial, or Microsoft Fabric
 capacity).
Build permissions to a Power BI semantic model that contains the email addresses
of your recipients and parameter values that should be applied for each recipient.
A Contributor, Member, or Admin role in that workspace. You know that you have
the Contributor, Member, or Admin role in a workspace if you're able to edit
reports or dashboards in that workspace. Read more about Roles in workspaces.
A Power BI semantic model that contains recipient data. Recipient data includes
recipient email addresses and the parameters that you're interested in assigning
for each recipient.

Create a dynamic subscription

Do you want to create one subscription that sends customized views of a report to your
subscribers based on parameters that you set? Perhaps you're a training director and
want to send a report to various managers, each interested in the completion progress
of their employees. Now you can create a subscription and customize the report so that
each manager only sees data related to their own employees. To do this, Power BI
connects to a semantic model that defines the mapping between recipients and
parameters. When it's time to send out the report, the latest data available in this
semantic model determines which manager receives a report in their inbox, and what
parameters are applied to that report.

For users familiar with SQL Server Reporting Services (SSRS), this feature is similar to
data-driven subscriptions.

Start with a paginated report that has parameters. You know that the report has
parameters if you select Parameters and see dropdown options in the header. This
report has a parameter for Manager name and a parameter for Employee.

Connect to recipient data

1. Select Subscribe to report.

2. The Subscriptions window opens and there are no subscriptions yet. Select Create
a subscription.

3. Select Dynamic per recipient (preview).

4. Highlight the Power BI semantic model that contains your recipient data. Recipient
data includes columns for email address, parameters that can be varied per
recipient, and optionally, attachment type and email subject.

In some organizations, there might be a corporate employee Power BI semantic

model that fits the purpose. Or, you might need to create a new semantic model
that contains email addresses, and values for report parameters. The critical piece
of data is the email addresses. In order for you to set the parameters on a per-
recipient basis, the semantic model needs to include the email addresses of all
potential recipients. Select Next. In this example, our parameter mapping semantic
model is named Training data.
Select and filter data
The Select and filter data window lists the fields that can be set dynamically. In this
example, we have a field for email address and we have several parameters. Select the
columns from your semantic model that you want to be varied for each recipient. Email
address and parameters can be set dynamically based on data in the Power BI semantic
model.

1. The Select and filter data window displays the list of fields from the Training data
semantic model that can be used to dynamically filter your Manager training report
subscription. In this example, we have Email address, Email subject, Report
parameters, and Attachment file type. These fields from the Training data
semantic model can be tied to the subscription.

Select the relevant fields that you'd like to be varied per recipient. Here we have
Email and two fields for parameters: Employee name and Manager name.
Optionally, add filters and change the method of aggregation by expanding the
Filter and Build panes. As you add data, Power BI builds a table. In this window,
narrow down who should receive the report. For our example, we select only those
employees who are also managers.

2. Select Next when you're satisfied with your selections.

Enter email details

In the Email details window, name the subscription, add recipients separated by
commas or semicolons, and a subject, and select the type of attachment to use. Many of
these fields offer the option to use the dynamic parameters. In this example, Recipients
are dynamically added from the Training data semantic model, using the Email field.
And, the email Subject is dynamically set using the Manager name parameter. The link
icon lets you know that dynamic content is being used.

1. Name your subscription.

2. Manually enter recipient email addresses, or use the dropdown to select a value
that dynamically selects recipients from the Training data semantic model.

3. Manually add an email subject, or use the dropdown to dynamically create

individualized subjects using the Manager name field from the Training data
semantic model.

4. Add optional details. Type a message to recipients. Use the toggles to add a link to
the report in Power BI and to include a preview image of the report in the email.
The preview image is the first page of the report. The preview image shows the
report with the recipient's unique parameters applied.

5. Select the Attach full report dropdown to display the list of options. Select a
format. Sensitivity labels are applied to the email attachment and the attachment
respects all privacy labels for the report. The size of the attachment is limited to
less than 25 MB.

6. Choose Next.
Select the parameters
The Parameters window displays all of your report parameters, and you choose which to
set dynamically based on a column in the Power BI semantic model. Paginated reports
allow you to specify the view of the report people receive in the subscription by setting
the parameters in the Parameters window. For each parameter, decide whether to use
the current value, default value, or dynamic value. For our scenario, sending training
completion reports to managers, it makes sense to use the Manager name dynamic
parameter and the Employee name dynamic parameter. But there are other scenarios
where you might want to use a mix of static and dynamic parameters. For example, if
your report had continent and country-region data, you might want to set the continent
as South America and use dynamic parameters for the country-regions.

Current uses the value from the currently selected active version of the report. To
update the current values, re-render the paginated report with different values,
open the Subscribe to report wizard, and select Current.
Default uses the value set by the report author. For example, if the report author
set expression-based parameters (for example, the default is always today's date),
the subscription uses that as the default value.
Get from data lets you select a column from your semantic model to define a
different parameter for each recipient.

Set the schedule

In the Set the schedule window, create a schedule for your dynamic subscription.
 1. Select a Start date and optionally, an End date for your subscription. By default, the
start date is the date you created the subscription and the end date is one year
later. You can change it to any date in the future at any time before the
subscription ends. When a subscription reaches an end date, it stops until you re-
enable it. You receive notifications before the scheduled end date to ask if you'd
like to extend it.

2. Use the Repeat dropdown to select a frequency for your subscription. You might
choose daily, weekly, or monthly. You also can adjust your time zone.

 Tip

To receive a subscription email only on certain days, select Weekly and then
select the week day checkboxes. If you select Monthly, enter the day(s) of the
month you wish to receive the subscription email.

3. Choose a Scheduled Time for the subscription. You can have it run on the hour, or
at 15, 30, or 45 minutes past for a specified time zone.

4. By turning off Active subscription, you have the option of triggering this
subscription manually instead of having it run on a recurring basis.

Review and finish creating the dynamic subscription

In the Review and finish window, select a heading to review your settings. If all the
settings look correct, select Save and close. If any need changes, select the pencil icon
to make edits.
Your Subscriptions pane lists the new subscriptions. The link icon lets you know that
dynamic content is being used.

Another way to review your subscription is to select the arrow in the Subscriptions
pane.
As with other subscriptions, you can edit, delete, turn on, and turn off the subscription.

Considerations and limitations

Rendering the report uses some of your capacity. It's classified as a Background
activity.
Your recipient semantic model has a limit of 1000 rows of recipients. If the
recipient list exceeds 1000 rows at any point, only the first 1000 recipients receive
the subscription email, and the subscription creator receives an error email.
Receiving the subscription email doesn't guarantee access to the report. Report
access must be set separately.
Parameter values attempt to map to the value and not to the label.
As a Preview feature, it’s not available to customers located in Sovereign Clouds.

Related content
Troubleshoot Power BI subscriptions.
Search for and sort content.

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Frequently asked questions about
Troubleshooting Power BI
subscriptions
FAQ

Here are some common issues that may come up when you're subscribing yourself or
others to a dashboard or report. Also refer to the Considerations and Limitations section
in Subscribe to reports and dashboards

If you encounter a scenario that isn't listed below, and it's causing you issues, you can
ask for further assistance on the community site , or you can create a support ticket .

I can’t use the subscription feature

The Subscribe option is missing or greyed out.

Contact your Power BI administrator or IT help desk

If you can’t use the subscription feature, contact your Power BI administrator, or IT
help desk. Your organization may have disabled this feature, generally or
specifically for external users, or a maximum subscriber limit may have been
reached.

Your organization may configure certain settings in Microsoft Entra ID that limit the
ability to use email subscriptions in Power BI. These limitations include, but aren't
limited to, having multifactor authentication or IP range restrictions when
accessing resources.

You've reached the maximum of 24 subscriptions

There's a limit of 24 subscriptions per Power BI report or dashboard. You can provide
unique recipients, times, and frequencies for each subscription. Paginated reports don't
have this limit.

I’ve stopped receiving a subscription

I've set up a subscription but am not receiving the subscription emails.
Account or license issues
A subscription will end if the Power BI Pro or Premium Per User (PPU) license expires, the
report or dashboard is deleted by the owner, or the user account used to create the
subscription is deleted.

Email issues
To avoid subscription emails going to your spam folder, add the Power BI email
alias ([email protected]) to your contacts. If you're using Microsoft
Outlook, right-click the alias and select Add to Outlook contacts.

Subscriptions may fail on reports or dashboards with extremely large images due
to email size limits.

Make sure that your User Principal Name (UPN) can receive emails.

Though you have a Power BI Pro or Premium Per User (PPU) license, you may not
have a Microsoft Exchange license. If not, your Microsoft Entra account may not
have an email, or alternate email address specified. In this case, though the
subscription appears to go out, you never receive a copy. If your Power BI admin
assigns an email address, Power BI will synchronize the update the next time you
sign in, and use that email address for the subscription.

If you have an alternate email address but no primary, Power BI uses that to deliver
the subscription.

Admin portal settings

If your admin has enabled the tenant setting for Block Public Internet Access, then
email subscriptions with full report attachment (FRA) or report preview aren't
delivered.

The links in my email subscription no

longer work
If the links in your email (to the content) stop working, it may be that the content was
deleted. In the email, beneath the screenshot, you can look to see if you subscribed
yourself or if someone else subscribed you. If someone else, ask that coworker to either
cancel the emails or resubscribe you.
The language in my subscription isn't
correct
The email and snapshot use the language set in Power BI settings (see Supported
languages and countries/regions for Power BI). If Default (browser language) is
selected, Power BI uses U.S. English as a fallback for your subscription. To avoid using
U.S. English, set your language preference to a specific language. To see or set your

language preference, select the cog icon > Settings > General > Language.

My dashboard subscription is missing

tiles
You receive your subscription email, open the dashboard, and notice that one or more
tiles are missing

Too many dashboard tiles

Dashboards with more than 25 pinned tiles, or four pinned live report pages, may not
render fully in subscription emails sent to users. We suggest that you contact the
dashboard designer and ask them to reduce pinned tiles to less than 25 and pinned live
reports to less than four to ensure that the email renders correctly.

Tile type not supported

For dashboard subscriptions, certain types of tiles aren't yet supported. These tiles
include: streaming tiles, video tiles, custom web content tiles.

My subscription is delayed
You notice that your subscription emails aren't being delivered as expected.

Periods of peak demand

The time you set your subscription to begin is when the subscription starts to process.
Once the report processing is complete, the subscription is queued and sent to the e-
mail recipients. At times of peak demand, you may see a delay, but not more than 15
minutes. On rare occasion, it may take up to 30 minutes, but should never exceed 60
minutes. If you experience a longer delay, ensure that the address no-reply-
[email protected] is on the safe sender list. Another recommendation is to run
your data refresh and email subscriptions at different times to ensure timely delivery. If
the issue persists, contact your Power BI administrator, or IT help desk for assistance.

Email software is blocking delivery

Another possibility is that your email software is blocking the Power BI sender. To avoid
subscription emails going to your spam folder, add the Power BI email alias (no-reply-
[email protected]) to your contacts. If you're using Microsoft Outlook, right-click
the alias and select Add to Outlook contacts.

Issues with subscriptions set to run after

data refresh
I'm not receiving subscription emails each time my data refreshes.

Check the Frequency setting for your subscription

Subscriptions set to After Data Refresh for the report or dashboard will only send an
email after the first scheduled refresh on that day.

Your data uses a live connection

For your reports with live connections, for example a live connection to Analysis
Services, Power BI checks the Analysis Services instance for changes. If you have the
subscription set to run after data refreshes, it will run the first time the Power BI service
detects a change in your on-premises model. Power BI checks every hour for a change in
the Analysis Services data model, to determine when to send the subscription.

I'm not getting subscription emails because my data isn't

refreshing
You are able to refresh the report page but not the dataset. Only the dataset owner can
manually refresh a dataset. To look up the owner name of the underlying dataset(s),
open the report and select the dropdown from the menu bar.

My subscription has more than 200

recipients
There's a limit to the number of subscribers for one report or dashboard. After you pass
200 subscribers, you may encounter issues with delivery. To reduce the number, use
group email aliases instead. Each email alias counts as one subscriber.

I get an error that my subscription has

more than 20 pages
You may get an error message that the report has more than 20 pages even though
your view of the report shows less than 20. One reason for this is that the report
designer has hidden pages in the report. When Power BI counts the report pages, it
includes hidden pages in that count.

Access the report or dashboard in the

Power BI service
You can choose to give subscription recipients access to open and view the content in
Power BI by selecting Permission to access the report or dashboard in Power BI and
whether to include a link to this content by selecting Link to report or dashboard in
Power BI.

Recipients don't have access to the report or dashboard

If you choose to include a link, ensure that all users also have access to the content.
Subscribed users receive report attachments, with data based on your permissions.

I removed access for others, but they can still open the
report or dashboard
Clearing the Permission to access the report/dashboard in Power BI option doesn't
revoke access for users who have already been granted access this report in the Power
BI service (app.powerbi.com). To remove access, see Manage permissions to a
dashboard and see Manage permissions to a report.

On a mobile device, the email link

opens the app instead of the Power BI
service website
If you have the Power BI app installed, this is expected
behavior
When you receive the subscription email, it includes a link to Go to report or
dashboard. On mobile devices with Power BI apps installed, selecting this link launches
the app (as opposed to the default action of opening the report or dashboard on the
Power BI website).

I can't create a report attachment, full

report attachment greyed out
The full report attachment feature is available for reports that meet the following four
conditions. Any existing subscriptions with full reports as attachments that don't meet
these conditions are disabled and you receive an email explaining the error.

They're in an upgraded workspace with Power BI Premium or Premium Per User.

The report has fewer than 20 pages (see this issue described above).
The attachment file is under 25 MB in size.
You aren't an owner of the report.

Which Power BI features aren't

supported in subscriptions
There are certain Power BI features that don't work when using the subscription feature.

For dashboard subscriptions, if any tiles have row level security (RLS) applied, those
tiles won't display.

Dataset refresh operations using an XMLA endpoint.

For dashboard subscriptions, certain types of tiles aren't yet supported. These tiles
include: streaming tiles, video tiles, custom web content tiles.

Certain Power BI visuals aren't supported. When you subscribe to a report

containing these visuals, they display an error symbol.

Power BI custom visuals. The exception is those Power BI custom visuals that have
been certified.
ESRI ArcGIS visuals
R visuals
Power Apps visuals
Python visuals
Power Automate visuals
The Paginated report visual
Visio visuals
Next steps
Share Power BI dashboards and reports with coworkers and others
How should I collaborate on and share dashboards and reports?
Share a filtered Power BI report
Questions? Try the Power BI Community

Feedback
Was this page helpful?  Yes  No

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Filter a report using query string
parameters in the URL
Article • 06/19/2024

When you open a report in Power BI service, each page of the report has its own unique
URL. To filter that report page, you could use the Filters pane on the report canvas. Or
you could add query string parameters to the URL to prefilter the report. Perhaps you
have a report you'd like to show colleagues and you want to prefilter it for them. One
way to filter it is to start with the default URL for the report, add the filter parameters to
the URL, and then email them the entire new URL.

This article uses the Retail Analysis Sample report. If you want to follow along, you can
download the sample report.

Uses for query string parameters

Say you're working in Power BI Desktop. You want to create a report that has links to
other Power BI reports, but you want to show only some of the information in the other
reports. First, filter the reports using query string parameters and save the URLs. Next,
create a table in Desktop with these new report URLs. Then publish and share the report.

Another use for query string parameters is for someone creating an advanced Power BI
solution. In DAX, they create a report that generates a filtered report URL dynamically
based on the selection their customer makes in the current report. When customers
select the URL, they see only the intended information.
Query string parameter syntax for filtering
With parameters, you can filter the report for one or more values, even if those values
contain spaces or special characters. The basic syntax is fairly straightforward; start with
the report URL, add a question mark, and then add your filter syntax.

URL?filter=Table/Field eq 'value'

Table and Field names are case-sensitive; value isn't.

Fields that are hidden from report view can still be filtered.

Field types
Field type can be a number, datetime, or string and the type used must match the type
set in the semantic model. For example, specifying a table column of type "string"
doesn't work if you're looking for a datetime or numeric value in a semantic model
column set as a date, such as Table/StringColumn eq 1.

Strings must be enclosed with single quotes, as in 'manager name'.

Numbers require no special formatting. See Numeric data types in this article for
details.
Dates and times See Date data types in this article.

If it's still confusing, continue reading and we'll break it down.

Filter on a field
Let’s assume that the URL to our report is the following.

And we see in our previous map visualization that we have stores in North Carolina. NC
is the value that represents North Carolina in the Territory field of the Store table. So to
filter the report to show data only for stores in "NC", we append this string to the URL:

?filter=Store/Territory eq 'NC'
Our report is now filtered for North Carolina; all the visualizations in the report show
data for only North Carolina.

Filter on more than one value in a field

To filter on more than one value in a single field, you use the in operator instead of the
and operator. The syntax is:

URL?filter=Table/Field in ('value1', 'value2')

Using the same example, to filter the report to show data only for stores in "NC" (North
Carolina) or "TN" (Tennessee), append the URL with the following;

?filter=Store/Territory in ('NC', 'TN')

See the Operators table later in the article for a list of other useful operators.

Filter on multiple fields

You can also filter on multiple fields by adding more parameters to your URL. Let's go
back to our original filter parameter.

?filter=Store/Territory eq 'NC'
To filter on more fields, add an 'and' and another field in the same format as the
previous example. Here is an example.

?filter=Store/Territory eq 'NC' and Store/Chain eq 'Fashions Direct'

Operators
Power BI supports many operators in addition to 'and'. The following table lists those
operators along with the content type they support.

ﾉ Expand table

Operator Definition String Number Date Example

and and yes yes yes product/price le 200 and price gt

3.5

eq equals yes yes yes Address/City eq 'Redmond'

ne not equal yes yes yes Address/City ne 'London'

ge greater than or no yes yes product/price ge 10

equal

gt greater than no yes yes product/price gt 20

le less than or equal no yes yes product/price le 100

lt less than no yes yes product/price lt 20

in* including yes yes yes Student/Age in (27, 29)

* When you use in, the values to the right of in can be a comma-separated list enclosed
in parentheses, or a single expression that returns a collection. See the IN Operator
article for examples.

Numeric data types

A Power BI URL filter can include numbers in the following formats.

ﾉ Expand table
 Number Example
type

integer 5

long 5 L or 5 l

double 5.5 or 55e-1 or 0.55e+1 or 5D or 5d or 0.5e1D or 0.5e1d or 5.5D or 5.5d or 55e-

1D or 55e-1d

decimal 5 M or 5 m or 5.5 M or 5.5 m

float 5 F or 5 f or 0.5e1 F or 0.5e-1 d

Date data types

Power BI supports both OData V3 and V4 for Date and DateTimeOffset data types. For
OData V3, you need to enclose dates in single quotes and precede them with the word
datetime. You don't need single quotes and the word datetime in OData V4.

Dates are represented using the EDM format (2019-02-12T00:00:00): When you specify a
date as 'YYYY-MM-DD', Power BI interprets it as 'YYYY-MM-DDT00:00:00'. Make sure
month and day are two digits, MM and DD.

Why does this distinction matter? Let's say you create a query string parameter
Table/Date gt '2018-08-03'. Will the results include August 3, 2018 or start with August
4, 2018? Power BI translates your query to Table/Date gt '2018-08-03T00:00:00'. So,
your results include any dates that have a non-zero time part, because those dates
would be greater than '2018-08-03T00:00:00'.

There are other differences between V3 and V4. OData V3 does not support Dates, only
DateTime. So if you use the V3 format, you must qualify it with the full date time. Date
literals like "datetime'2019-05-20'" aren't supported in V3 notation. But you can just
write it as "2019-05-20" in V4 notation. Here are two equivalent filter queries in V3 and
V4:

OData V4 format: filter=Table/Date gt 2019-05-20

OData V3 format: filter=Table/Date gt datetime'2019-05-20T00:00:00'

Special characters in URL filters

Special characters in table and column names

Special characters, spaces, and leading numbers in table and column names require
more formatting. When your query contains spaces, dashes, leading numbers, or other
non-ASCII characters, prefix those special characters with an escape code starting with an
underscore and an X (_x), then the four-digit Unicode, then another underscore. If the
Unicode is fewer than four characters, you need to pad it with zeroes. Here are some
examples.

ﾉ Expand table

Identifier Unicode Coding for Power BI

Table Name Space is 00x20 Table_x0020_Name

Column@Number @ is 00x40 Column_x0040_Number

[Column] [ is 0x005B ] is 0x005D _x005B_Column_x005D_

Column+Plus + is 0x2B Column_x002B_Plus

2TableName 2 is x0032 _x0032_TableName_

Table_x0020_Name/Column_x002B_Plus eq 3

Table_x0020_Special/_x005B_Column_x0020_Brackets_x005D_ eq '[C]'

Special characters in values

URL filters support most special characters in field values, but some also require escape
codes. For example, to search for a single quote character, use two single quotes ('').

?filter=Table/Name eq 'O''Brien' becomes:

 ?filter=Table/Name eq 'Lee''s Summit' becomes:

The in operator supports this escaping as well: ?filter=Table/Name in ('Lee''s

Summit', 'O''Brien') becomes:

Here's a list of some special characters that require escape codes in field values.

ﾉ Expand table

Character Escape code

(a space) %20

' ''

% %25

+ %2B

/ %2F

? %3F

# %23

& %26

Standard URL escape characters

When you use a URL with spaces and other special characters in it, browsers may
automatically replace them with standard escape characters. Say you create this URL
query string:

https://app.powerbi.com/groups/me/reports/b7dea1d4-d9f0-47aa-a88d-

xxxxxxxxxxxx/ReportSection2?filter=Executives/Executive eq 'Andrew Ma'

It opens the Customer Profitability Sample, filtered to Andrew Ma. But if you look at the
URL, it may now look like this:
https://app.powerbi.com/groups/me/reports/b7dea1d4-d9f0-47aa-a88d-
xxxxxxxxxxxx/ReportSection2?filter=Executives%2FExecutive%20eq%20%27Andrew%20Ma%27

The browser has replaced the space between Andrew and Ma with %20 , likewise the
other spaces. It replaced the forward slash between the table name Executives and the
field name Executive with %2F , and replaced the single quote ' with %27 .

This version of a URL may be useful. For example, you can paste it in chat in Microsoft
Teams, and it returns the desired filtered results.

Use DAX to filter on multiple values

Another way to filter on multiple fields is by creating a calculated column that
concatenates two fields to a single value. Then you can filter on that value.

For example, we have two fields: Territory and Chain. In Power BI Desktop, create a new
Calculated column (Field) called TerritoryChain. Remember that the Field name can't
have any spaces. Here is the DAX formula for that column.

TerritoryChain = [Territory] & " - " & [Chain]

Publish the report to the Power BI service and then use the URL query string to filter and
display data for only Lindseys stores in NC.

https://app.powerbi.com/groups/me/reports/8d6e300b-696f-498e-b611-
41ae03366851/ReportSection3?filter=Store/TerritoryChain eq 'NC – Lindseys'

Pin a tile from a filtered report

Once you've filtered the report using query string parameters, you can pin visualizations
from that report to your dashboard. The tile on the dashboard displays the filtered data
and selecting that dashboard tile opens the report that was used to create it. However,
the filtering you did using the URL isn't saved with the report. When you select the
dashboard tile, the report opens in its unfiltered state. Thus, the data displayed in the
dashboard tile doesn't match the data displayed in the report visualization.

This discrepancy is helpful when you want to see different results; filtered on the
dashboard and unfiltered in the report.
Considerations and troubleshooting
There are a couple of things to be aware of when using the query string parameters.

When you use the in operator, the values to the right of in must be a comma-
separated list enclosed in parentheses.

Power BI Report Server also supports the ability to specify more than one filter
using the "filter" URL parameter. Here's an example of what the URL might look
like in Power BI Report Server: https://reportserver/reports/powerbi/Store Sales?
rs:Embed=true&filter= Store/Territory eq 'NC' and Store/Chain eq 'Fashions
Direct'

Report URL filters have a 10-expression limit (10 filters connected by AND).

The long data type is (2^53-1) due to JavaScript limitations.

URL query strings are limited to 2000 characters. This limit includes escape codes
for special characters (e.g., a space, %, +).

You can't filter on table or column names that start with the capital letters INF,
including, for example, a table name starting with "INFORMATION". Upper-case
INF is a special value in OData. If you want to start a table or column name with
"INF", make it lower-case "inf" instead.

Table and field names can contain Chinese characters expressed in Unicode form.
For example, say you want to apply a filter that 表/人 eq '张力' (this means
Table/Person eq '张力'). The filter is converted to _x8868_/_x4eba_ eq '张力'.
Embedding scenarios
URL filters are supported in some embedding scenarios and not in others.

Embedding a report in a secure portal or website is supported.

URL filters are supported in Power BI Embedded.
Query string filtering doesn't work with Publish to web or Export to PDF.
Embed with report web part in SharePoint Online doesn't support URL filters.
Teams doesn't allow specifying a URL.

Related content
Pin a visualization to a dashboard
Sign up for a free trial

More questions? Try asking the Power BI Community

Feedback
Was this page helpful?  Yes  No

Provide product feedback | Ask the community

Endorse your content
Article • 11/10/2023

Power BI provides two ways you can endorse your valuable, high-quality content to
increase its visibility: promotion and certification.

Promotion: Promotion is a way to highlight content you think is valuable and

worthwhile for others to use. It encourages the collaborative use and spread of
content within an organization.

Any content owner, as well as any member with write permissions on the
workspace where the content is located, can promote the content when they think
it's good enough for sharing.

Certification: Certification means that the content meets the organization's quality
standards and can be regarded as reliable, authoritative, and ready for use across
the organization.

Only authorized reviewers (defined by the Power BI administrator) can certify

content. Content owners who wish to see their content certified and are not
authorized to certify it themselves need to follow their organization's guidelines
about getting their content certified.

Currently it is possible to endorse

Semantic models
Dataflows
Reports
Apps

If semantic model discoverability has been enabled in your organization, endorsed

semantic models can be made discoverable. When a semantic model is discoverable,
users who don't have access to it will be able to find it and request access. See Semantic
model discoverability for more detail.

This article describes how to promote content, how to certify content if you're an
authorized reviewer, and how to request certification if you're not.

See Endorsement: Promoting and certifying Power BI content to learn more about
endorsement.

Promote content
To promote content, you must have write permissions the workspace where the content
you want to promote is located.

７ Note

For the purposes of illustration, the endorsement dialog for semantic models is
shown below. The dialogs for the other content types are almost identical, with the
same radio button options.

1. Go to the settings of the content you want to promote.

2. Expand the endorsement section and select Promoted.

If you are promoting a semantic model and see a Make discoverable checkbox, it
means you can make it possible for users who don't have access to the semantic
model to find it. See semantic model discovery for more detail.

If you're promoting a semantic model, make sure the semantic model has an
informative description. The description is important; it's what users see in the
semantic model info tooltip in the semantic models hub and on the semantic
model's details page. A description helps users quickly identify semantic models
that might be useful for them. See Semantic model description for details about
how to provide a semantic model description.

3. Select Apply.

Certify content
Content certification is a big responsibility, and only authorized users can certify
content. Other users can request content certification. This section describes how to
certify content.
７ Note

For the purposes of illustration, the endorsement dialog for semantic models is
shown below. The dialogs for the other content types are almost identical, with the
same radio button options.

1. Get write permissions on the workspace where the content you want to certify is
located. You can request these permissions from the content owner or from
anyone with admin permissions on the workspace.

2. Carefully review the content and determine whether it meets your organization's
certification standards.

3. If you decide to certify the content, go to the workspace where it resides, and then
open the settings of the content you want to certify.

4. Expand the endorsement section and select Certified.

If you are certifying a semantic model and see a Make discoverable checkbox, it
means you can make it possible for users who don't have access to the semantic
model to find it. See semantic model discovery for more detail.

If you're certifying a semantic model, make sure the semantic model has an
informative description. The description is important; it's what users see in the
semantic model info tooltip in the semantic models hub and on the semantic
model's details page. A description helps users quickly identify semantic models
that might be useful for them. See Semantic model description for details about
how to provide a semantic model description.

5. Select Apply.
Request content certification
If you would like to certify your content but are not authorized to do so, follow the steps
below.

７ Note

For the purposes of illustration, the endorsement dialog for semantic models is
shown below. The dialogs for the other content types are almost identical, with the
same radio button options.

1. Go to the workspace where the content you want to be certified is located, and
then open the settings of that content.

2. Expand the endorsement section. The Certified button is greyed out since you are
not authorized to certify content. Click the link about how to get your content
certified.

７ Note

If you clicked the link above but got redirected back to this note, it means that
your Power BI admin has not made any information available. In this case,
contact the Power BI admin directly.

How to get to content settings

The Endorsement dialog is accessed through the settings of the content you want to
endorse. Follow the instructions below to get to the settings for each content type.
 Semantic models: In list view, hover over the semantic model you want to endorse,
click More options (...), and then choose Settings from the menu that appears.

Dataflows: In list view, hover over the dataflow you want to endorse, click More
options (...), and then choose Settings from the menu that appears.

Reports: In list view, hover over the report you want to endorse, click More
options (...), and then choose Settings from the menu that appears. Alternatively, if
the report is open, choose File > Settings.

Apps: Go to the app workspace, click More options (...) on the menu bar, and
choose Endorse this app.

Next steps
Read more about content endorsement
Enable content certification (Power BI admins)
Read more about semantic model discoverability
Questions? Try asking the Power BI Community
Feature recommended content on
colleagues' Power BI Home page
Article • 08/18/2022

APPLIES TO: Power BI service Power BI Desktop

You can feature dashboards, reports, and apps so they appear in the Recommended
section of your colleagues' Power BI Home page in Simplified view, and in the Featured
section in Expanded view. Featuring content is especially useful for onboarding new
employees to Power BI. You decide which content they see first. Add descriptions and
small thumbnail images to help them find what they need. The content has to be in a
workspace that they have access to.

Who can feature content

To feature dashboards and reports, you need to have the Admin, Member, or
Contributor role in a workspace. To feature the app itself, you need to have the Admin
or Member role in a workspace. See Roles in workspaces for details. You do need to
have a Power BI Pro license.

Power BI admins can monitor and manage featured content, or even turn off the feature
entirely. See Manage featured content for details.

Who sees featured content

When you feature a dashboard or report from a workspace, people with at least a
Viewer role in that workspace see it recommended. You can also feature a dashboard or
report from an app, or the app itself. In that case, the people you distribute the app to
will see it recommended.

Feature a dashboard or report

To feature dashboards and reports, you need to have the Admin, Member, or
Contributor role in a workspace. The procedure for featuring either a dashboard or
report is similar.

1. In the All or Content list for a workspace, select More options (...) > Settings.

2. In the Settings pane, check or change the name. Add a Description and upload a
Snapshot, if you want them. They're useful because they help your users find your
content.

3. Select Feature on Home.

 4. Select Save.

Now all users who have access to this dashboard or report will see it in the
Recommended or Featured section on Home.

Feature an app
To feature an app, you need to have the Admin or Member role in a workspace.

Open the workspace for the app, not the app itself, and select the Options menu
(...) > Feature this app on Home.
Now everyone who has access to this app also sees it in the Featured section on Home.

Considerations
Endorsing an app or a report by promoting it automatically checks the Feature on
Home checkbox. You can uncheck Feature on Home anytime. If you do, changing
endorsement doesn't recheck Feature on Home. Read more about promoting your
content.

Next steps
How should I collaborate on and share dashboards and reports?
Admins: Manage featured content in the Admin portal
Admins: Enable/disable featured content in your organization
Questions? Try the Power BI Community
Embed a report web part in SharePoint
Online
Article • 11/27/2023

The Power BI report web part for SharePoint Online allows you to embed interactive
Power BI reports in SharePoint Online pages.

When you use the Embed in SharePoint Online option, the embedded reports respect
all item permissions and data security through row-level security (RLS), so you can easily
create secure internal portals.

Requirements
For Embed report in SharePoint Online reports to work:

The Power BI web part for SharePoint Online requires Modern Pages .
To use an embedded report, users must sign in to the Power BI service to activate
their Power BI license.
To embed a web part in SharePoint Online, you need a Power BI Pro or Premium
Per User (PPU) license.
Users with a free Fabric license can view a report that's hosted in a Power BI
Premium capacity (EM or P SKU) or Fabric F64 or greater capacity.

Embed your report

To embed your report into SharePoint Online, you need to get the report URL and use it
with SharePoint Online's Power BI web part.

Get a report URL

1. Open a report in the Power BI service.

2. On the File menu, select Embed report > SharePoint Online.

 3. Copy the report URL from the dialog box.

Add the Power BI report to a SharePoint Online page

1. Open the target page in SharePoint Online and select Edit.
 Or, in SharePoint Online, select Pages > + New > Site Page to create a new
modern site page.

2. Select the + in New dropdown menu. In the Data analysis section, select Power BI
web part.

3. Select Add report.

4. Paste the previously copied report URL into the Power BI report link field. The
report loads automatically.

5. Select Publish to make the change visible to your SharePoint Online users.
Grant access to reports
Embedding a report in SharePoint Online doesn't automatically give users permission to
view the report - you need to set view permissions in Power BI.

） Important

Make sure to review who can see the report within the Power BI service, and grant
access to those that aren't listed.

There are two ways to provide report access in Power BI.

In a Microsoft 365 Group

If you're using a Microsoft 365 Group to build your SharePoint Online team site, list the
user as a member of the workspace within the Power BI service and the SharePoint
page.
Share directly with users
Embed a report within an app, and share it directly with users.

７ Note

You need a Power BI Pro or Premium Per User (PPU) license to create a report
in a workspace.
To share with Microsoft free users, the workspace needs to be in a Premium
capacity.

1. Create a report in a workspace.

2. Publish the app and install it. You must install the app so it has access to the report
URL that's used for embedding in SharePoint Online.

3. All end users need to install the app, too. You can also use the Install app
automatically feature. In the Power BI admin portal, admins can enable pushing
apps, so the app is pre-installed for end users.

4. Open the app and go to the report.

5. Copy the embedded report URL from the report the app installed. Don't use the
original report URL from the workspace.

6. Create a new team site in SharePoint Online.

7. Add the previously copied report URL to the Power BI web part.

8. Add all end users and/or groups who are going to consume the data on the
SharePoint Online page and in the Power BI app you created.
 ７ Note

To see the report on the SharePoint page, users or groups need access to
both the SharePoint Online page and the report in the Power BI app.

Now the end user can go to the team site in SharePoint Online and view the reports on
the page.

Multifactor authentication
If your Power BI environment requires you to sign in using multifactor authentication,
you might be asked to sign in with a security device to verify your identity. This can
occur if you didn't sign in to SharePoint Online using multifactor authentication. Your
Power BI environment requires a security device to validate an account.

７ Note

Power BI doesn't support multifactor authentication with Azure Active Directory 2.0.
Users will see an error message. If the user signs in again to SharePoint Online
using their security device, they may be able to view the report.

Web part settings

Here are the settings you can adjust for the Power BI web part for SharePoint Online:
 Property Description

Page name Sets the web part's default page. Select a value from the drop-down. If no pages
are displayed, either your report has one page, or the URL you pasted contains a
page name. Remove the report section from the URL to select a specific page.

Display Adjusts how the report fits within the SharePoint Online page.

Show Nav Shows or hides the page nav pane.

Pane

Show Filter Shows or hides the filter pane.

Pane

Reports that don't load

If your report doesn't load within the Power BI web part, you might see the following
message:
There are two common reasons for this message.

1. You don't have report access.

2. The report was deleted.

Contact the SharePoint Online page owner to help resolve the issue.

Licensing
Users viewing a report in SharePoint need either a Power BI Pro or Premium Per User
(PPU) license or the content needs to be in a workspace that's in a Power BI Premium
capacity (EM or P SKU).

Known issues and limitations

Error: "An error occurred, try logging out and back in and then revisiting this page.
Correlation ID: undefined, http response status: 400, server error code 10001,
message: Missing refresh token"

If you receive this error, try one of the following steps to troubleshoot:

Sign out of SharePoint and sign back in. Be sure to close all browser windows
before signing back in.

If your user account requires multifactor authentication (MFA), sign in to

SharePoint with your MFA device (phone app, smart card, etc.).

Azure B2B Guest user accounts aren't supported. Users see the Power BI logo
that shows the part is loading, but it doesn't show the report.
 Power BI doesn't support the same localized languages that SharePoint Online
does. As a result, you might not see proper localization within the embedded
report.

You might encounter issues if you use Internet Explorer 10. Here's a link supported
browsers for Power BI.

The classic SharePoint Server isn't supported with this web part.

URL filters aren't supported with the SharePoint Online web part.

Next steps
Allow users to create modern pages
Publish an app in Power BI
Share Power BI reports and dashboards with coworkers and others
What is Power BI Premium?
Embed a report in a secure portal or website

More questions? Try asking the Power BI Community

View Power BI files in OneDrive and
SharePoint
Article • 05/06/2024

You can quickly view Power BI files in OneDrive and SharePoint without needing to
install Power BI Desktop or download the file locally. Viewing Power BI files in your
browser enables collaboration and a streamlined workflow before publishing through
the Power BI Service.

７ Note

This is public preview documentation and some capabilities may not be available in
your tenant.

Enable viewing Power BI files in OneDrive and

SharePoint
Viewing Power BI files in OneDrive and SharePoint is enabled by default.

If you do not want this capability on in your tenant, your admin will need to disable the
capability in the Admin portal.

If the capability isn't turned on in your tenant, you can't view a Power BI report in your
browser. Instead, you're directed to download the file to your device. You can then open
the file in Power BI Desktop. For the best viewing experience and to ensure you always
have a backup of your file in the cloud, we encourage admins to turn on the
functionality.
 

Open a Power BI file stored in a OneDrive or

SharePoint library
Viewing Power BI reports stored in OneDrive and SharePoint directly in your browser is
simple. Select the file directly to open it in your browser.

You can also right-click the report, or select **More options (...) > Open > Open in
browser.
 

The report then loads in your browser.

Once the report is open, you can interact with the visuals and explore the underlying
data to uncover important information.
 

Share a link to the report with others

You can share a link to a Power BI file with others in two ways.

On the File menu, select Share from the left-hand menu > Share a link.

You can also share a link to the report with others by selecting the Share button at
the top right of the report.
 

Power BI uses the standard Microsoft 365 share dialog box to help you share your file.
This dialog enforces your permissions in OneDrive and SharePoint and any policies that
apply to the OneDrive folder or SharePoint document library where the file is saved.

From here, you can share the link directly with individuals or groups, or copy the link to
share with others.

Change the page view

Use the Page view button to choose one of the view options:

Fit to page
 Fit to width
Actual size

Set high-contrast colors

You can change your report to include high-contrast colors. To change the color, select
one of the options from the High-contrast color button in the top left corner of the
report.

View saved bookmarks

To view saved bookmarks, select the Bookmarks button from the top-left corner of the
report. After you select the button, a Bookmarks pane pops out on the right side of the
browser. You can choose a bookmark created by the report author. Selecting one of the
bookmarks shows a set filtered version of the report assigned to that bookmark.

Rename the file

You can rename the file in two different ways.

The first option starts with selecting the file name at the top left corner of the report.


Type over the current file name.

Select out of the box to see the new saved name.

You can also rename the file by selecting the File menu > Rename.
 

Download a copy
To download a copy of the report to your device, on the File menu, select Download a
copy. A version of the file is copied to the Power BI service, to then be downloaded to
your device. You can open the file in Power BI Desktop to edit and publish the report
back to the Power BI service.


Open a report in preview mode
You can also open the file in preview mode by right-clicking the file or selecting More
options (...) > Preview.

The preview provides a limited experience with options to download the .pbix file, share
the file, or copy a link to the file.
 

Version history
You can also use the built-in Microsoft 365 version history capability to track report
activity and return to old versions of a file. From your OneDrive and SharePoint
document library, select the ellipsis (...) next to the Power BI file name and select Version
history from the options. After selecting Version history, you will be able to store, track,
and restore the file whenever a change is made.

Prerequisites to viewing report in OneDrive and

SharePoint
To view a report in OneDrive or SharePoint Online, you must:
 Be signed in to OneDrive with your Microsoft Entra account.
Have at least read access to the file.
Have a Power BI Pro, Power BI Premium Per User, or E5 license.

Considerations and limitations

Free users can't view reports in OneDrive and SharePoint directly in the browser.
These capabilities don't work with personal OneDrive accounts.
These capabilities aren't available in a sovereign cloud tenant.
Power BI files can be viewed with a size limit up to 1 GB.
When you open the Preview experience, you're required to authenticate before
you can view the file.
Reports with row-level security are not currently supported. You need to download
and view these files in Power BI Desktop.
The ability to view files in Microsoft Teams isn't currently supported.
B2B users and anonymous users can't view Power BI files in the browser. They're
directed to download the file to their device and view it in Power BI Desktop.
If the capability is turned off for your organization, the OneDrive and SharePoint
file isn't copied into the Power BI service.
The reports and semantic models created through this OneDrive and SharePoint
experience are stored in special, system-generated workspaces hosted on shared
capacity. Users aren't meant to access these workspaces outside of the OneDrive
and SharePoint experience.

Semantic model mode

To view a Power BI file in OneDrive or SharePoint, the data must be in import mode or
live connected to a semantic model in the Power BI service. Files with other modes
prompt you to download the file to open locally in Power BI Desktop.

Audit logs
When you save and view Power BI files in OneDrive and SharePoint document libraries,
Power BI admins can access activity through audit logs. Some activities for these files are
logged through unified audit logs, while others are logged through the Power BI activity
log.

OneDrive and SharePoint events are audited in the Microsoft 365 audit logs. Some of
the events include:

Copy
 Download
Move to
Share
Export

Interaction with the Power BI file is audited in Power BI activity logs. Some of the events
include:

View
Open report

Power BI admins can access information on sharing and permission of files through the
Microsoft 365 audit logs. Any user without global admin rights can still access Microsoft
365 audit logs when assigned the View-Only Audit Logs role. Admins access the
Microsoft 365 audit logs through the Power BI Admin portal.

OneDrive and SharePoint Power BI file activity in the audit logs appear with property
values Workload and/or EventSource set to OneDrive.

Learn more about the Office 365 Management Activity API.

Sensitivity labels and encryption

Sensitivity labels are respected for Power BI files stored and shared through OneDrive
and SharePoint. A union of OneDrive and SharePoint permissions and Microsoft
Information Protection label permissions are applied to the file. The OneDrive and
SharePoint permission is applied first, followed by the sensitivity label. The strictest
permission is respected.

If the file is unlabeled, then the default Power BI tenant policy applies when viewing the
file in OneDrive or SharePoint.

If a Power BI file has encryption, you can only open the file if you have full control
and/or export usage rights. Only users who can decrypt the file can view it.

Sharing settings
The new capabilities respect the OneDrive and SharePoint organizational settings for
sharing.

Creation of system workspaces

The first time anyone opens a Power BI file in a browser through a OneDrive or
SharePoint document library, a system workspace is created in the Power BI service and
the report selected is published behind the scenes. This process results in a longer initial
loading time. After that initial report viewing, loading time decreases significantly. The
creation of the workspace to view a file stored in OneDrive or SharePoint has no
implications on your Power BI Premium capacity storage.

Admins can see the workspaces created in the Power BI service on the Workspaces tab
in the Admin portal. Created workspaces have the word OneDrive at the end of the
workspace name. They're also listed as PBIX in OneDrive Folder in the description
column.

Admins can't modify workspaces (delete, modify access) from the Power BI Service.

When you open a Power BI report in OneDrive or SharePoint the data is stored in your
Power BI home tenant region until the file is deleted or unopened for a few days.

Collaborating on reports
When collaborating on reports with other coauthors, the best practice is to store files in
a SharePoint document library where all coauthors have access. This allows all
collaborators to open the report in Power BI Desktop directly from SharePoint, make
edits, and easily save changes to the file in SharePoint.

When files are stored in an individual’s OneDrive library other coauthors won’t be able
to save changes to the OneDrive location unless they have edit access to the folder of
the OneDrive file. If sharing a report with a colleague is mainly for viewing purposes
either OneDrive or SharePoint is a viable option. Once the ability to Open in App on a
shared link is released, users will be able to make and save edits to reports stored in
either OneDrive or SharePoint through taking the open in app action.

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Embed a report in a secure portal or
website
Article • 05/13/2024

With the Embed option for Power BI reports, you can easily and securely embed reports
in internal web portals. These portals can be cloud-based or hosted on-premises, such
as SharePoint 2019. Embedded reports respect all item permissions and data security
through row-level security (RLS) and Analysis Services tabular model object-level
security (OLS). They provide no-code embedding into any portal that accepts a URL or
iframe.

The Embed option supports URL filters and URL settings. It allows you to integrate with
portals by using a low-code approach that requires only basic HTML and JavaScript
knowledge.

） Important

Due to ongoing Chromium security updates, the Embed option no longer works
exactly as it used to, and users may be asked to authenticate more than once. To
address this, consider creating your own Power BI embedded solution.

How to embed Power BI reports into portals

1. Open a report in the Power BI service.

2. On the File menu, select Embed report > Website or portal.

3. In the Secure embed code dialog, select the value under Here's a link you can use
to embed this content. Or if you'd like to use an iframe in a blog or website, select
the value under HTML you can paste into a website.

4. Whether a user opens a report URL directly, or one that's embedded in a web
portal, report access requires authentication. The following screen appears if a user
hasn't signed in to Power BI in their browser session. When they select Sign-In, a
new browser window or tab should open. Have them check for pop-up blockers if
they don't get prompted to sign in.
 5. After the user has signed in, the report opens, showing the data and allowing page
navigation and filter setting. Only users with view permission can see the report in
Power BI. All row-level security (RLS) rules are also applied. The users need to be
correctly licensed. They need a Power BI Pro or Premium Per User (PPU) license, or
the content needs to be in a workspace that's in a Power BI Premium capacity.
Users need to sign in each time they open a new browser window. However, after
they're signed in, other reports load automatically.

6. When you use an iframe, you might need to edit the height, and width values to
have it fit in your portal's web page.

Grant report access

The Embed option doesn't automatically permit users to view the report. View
permissions are set in the Power BI service.
In the Power BI service, you can share embedded reports with users who require access.
If you use a Microsoft 365 Group, you can list the user as a workspace member.

Licensing
To view the embedded report, you need either a Power BI Pro or Premium Per User
(PPU) license. Or, the content needs to be in a workspace that's in a Power BI Premium
capacity (EM or P SKU).

Customize your embed experience by using

URL settings
You can customize the user experience by using the embed URL's input settings. In the
provided iframe, you can update the URL's src settings.

ﾉ Expand table

Property Description

pageName You can use the pageName query string parameter to set which report page to
open. You can find this value at the report URL's end when you view a report in the
Power BI service, as shown later in this article.

URL Filters You can use URL Filters in the embed URL that you received from the Power BI UI to
filter the embed content. This way you can build low-code integrations with only
basic HTML and JavaScript experience.

Set which page opens for an embedded report

You can find the pageName value at the end of report's URL when you view a report in
the Power BI service.

1. Open the report from the Power BI service in your web browser, and then copy the
address bar URL.

2. Append the pageName property and its value to the end of the URL.
Filter report content by using URL filters
You can use URL Filters to provide different report views. For example, the following URL
filters the report to show data for the energy industry.

Using the combination of pageName and URL Filters can be powerful. You can build
experiences using basic HTML and JavaScript.

For example, here's a button you can add to an HTML page:

HTML

<button class="textLarge" onclick='show("ReportSection", "Energy");'

style="display: inline-block;">Show Energy</button>

When selected, the button calls a function to update the iframe with an updated URL,
which includes the Energy industry filter.

JavaScript

function show(pageName, filterValue)

var newUrl = baseUrl + "&pageName=" + pageName;

if(null != filterValue && "" != filterValue)

newUrl += "&$filter=Industries/Industry eq '" + filterValue + "'";

//Assumes there's an iFrame on the page with id="iFrame"

var report = document.getElementById("iFrame")

report.src = newUrl;

You can add as many buttons as you'd like to create a low-code custom experience.
Considerations and limitations
Paginated reports are supported with secure embed scenarios, and paginated
reports with URL parameters are also supported. For more information, see Pass a
report parameter in a URL for a paginated report in Power BI.

The secure embed option works for reports that are published to the Power BI
service.

To host securely embedded content, users must use HTTPS for their top-level
page. Using an unsecured host page to access securely embedded content isn't
supported.

The user needs to sign in to view the report whenever they open a new browser
window or tab.

For authentication, users need to have popup windows enabled.

If users have successfully accessed reports in the past but are now encountering
issues, they should clear their browser cache.

Some browsers require you to refresh the page after sign-in, especially when you
use InPrivate or Incognito modes.

You might encounter issues if you use unsupported browser versions. For a list of
browsers that Power BI supports, see Supported browsers for Power BI.

If your website sets the Cross-Origin-Opener-Policy (COOP) header to “same-

origin,” you can't log in to view your embedded content because MSAL doesn't
support this header. Instead, choose either "restrict-properties" (for Chromium-
based browsers) or "same-origin-allow-popups." Alternatively, if you can't change
the Cross-Origin-Opener-Policy, link to the embedded URL directly instead of
embedding it in an iframe.

The classic SharePoint Server isn't supported, because it requires Internet Explorer
versions earlier than 11, or enabling the compatibility view mode.

To achieve a single sign-on experience, use the Embed in SharePoint Online option,
or build a custom integration by using the user-owns-data embedding method.

The automatic authentication capabilities provided with the Embed option don't
work with the Power BI JavaScript API. They are blocked in PBI embedded client
SDK starting with the version 2.10.4. For the Power BI JavaScript API, use the user-
owns-data embedding method.
 The automatic authentication capabilities don't work when they're embedded in
applications, including in mobile and desktop applications.

The authentication token lifetime is controlled based on your Microsoft Entra

settings. When the authentication token expires, the user will need to sign in again
to get an updated authentication token. The default lifetime is one hour, but it
might be shorter or longer in your organization. You can't automatically refresh the
token in this scenario.

Related content
Ways to share your work in Power BI
Filter a report using query string parameters in the URL
Embed with report web part in SharePoint Online
Publish to web from Power BI

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Publish to web from Power BI
Article • 02/08/2024

With the Power BI Publish to web option, you can easily embed interactive Power BI
content in blog posts, websites, emails, or social media. You can also easily edit, update,
refresh, or stop sharing your published visuals.

２ Warning

When you use Publish to web, anyone on the Internet can view your published
report or visual. Viewing requires no authentication. It includes viewing detail-level
data that your reports aggregate. Before publishing a report, make sure it's okay for
you to share the data and visualizations publicly. Don't publish confidential or
proprietary information. If in doubt, check your organization's policies before
publishing.

７ Note

You can embed your content securely in an internal portal or website. Use the
Embed or Embed in SharePoint Online options. These options ensure that all
permissions and data security are enforced when your users view your internal
data.

Prerequisites
You need a Microsoft Power BI license to publish to web from My Workspace.
You need a Microsoft Power BI Pro or Premium Per User license to publish to web
from workspaces.
Publish to web is available for reports you can edit in your My Workspace and
workspaces.
It isn't available for reports shared with you, or ones relying on row-level security
to secure data.
Your report viewers don't need to be Power BI users.

See the Considerations and limitations section below for a complete list of cases where
Publish to web isn't supported.

Create embed codes with Publish to web

Follow these steps to use Publish to web. Review the Warning earlier in this article
before publishing to web.

1. Open a report in a workspace that you can edit, and select File > Embed report >
Publish to web (public).

2. If your Power BI admin hasn't allowed you to create embed codes, you may need
to contact them.

For help with finding the person who can enable Publish to web in your
organization, see How to find your Power BI administrator later in this article.

3. Review the dialog content and select Create embed code.

4. Review the warning, as shown here, and confirm that the data is okay to embed in
a public website. If it is, select Publish.

5. In the Success dialog, you see a preview of how the report will look. Select the Size
and Default page.

You can also add a Placeholder image, to make the web page load faster. With a
placeholder image, people viewing your report on the web see a View interactive
content button they can select to view the report itself.
 Make those changes first. Then copy the link to send it in email, or copy the HTML
to paste into a website. You can embed it in code such as an iFrame, or paste it
directly into a web page or blog.

6. If you previously created an embed code for a report and you select Publish to
web, you won't see the dialogs in steps 2-4. Instead, you see the Embed code
dialog.

You can only create one embed code for each report.

Tips for view modes

When you embed content within a blog post, you typically need to fit it within a specific
screen size. You can adjust the height and the width in the iFrame tag as needed.
However, you need to ensure your report fits within the given iFrame area, so set an
appropriate View Mode when you're editing the report.

The following table provides guidance about the View Mode, and how it will appear
when embedded.

ﾉ Expand table

View How it looks when embedded

Mode

Fit to page respects your report's page height and width. If you set your page to
dynamic ratios like 16:9 or 4:3, your content scales to fit within the iFrame. When
embedded in an iFrame, using Fit to page can result in letterboxing: a gray
background is shown in iFrame areas after the content scales to fit within the
iFrame. To minimize letterboxing, set the height and width of the iFrame
appropriately.

Actual size ensures the report preserves its size as set on the report page. This can
result in scrollbars appearing in your iFrame. Set the iFrame height and width to
avoid scrollbars.

Fit to width ensures the content fills the horizontal area of the iFrame. A border is
still shown, but the content scales to use all the horizontal space available.

Tips for iFrame height and width

A Publish to web embed code looks like the following example:

You can edit the width and height manually to ensure it's precisely how you want it to fit
in the page where you're embedding it.

To achieve a more perfect fit, you can try adding 56 pixels to the height of the iFrame to
accommodate the current size of the bottom bar. If your report page uses the dynamic
size, the table below provides some sizes you can use to achieve a fit without
letterboxing.

ﾉ Expand table
 Ratio Size Dimension (width x height)

16:9 Small 640 x 416 px

16:9 Medium 800 x 506 px

16:9 Large 960 x 596 px

4:3 Small 640 x 536 px

4:3 Medium 800 x 656 px

4:3 Large 960 x 776 px

Manage embed codes

Once you create a Publish to web embed code, you can manage your codes from the
Settings menu in Power BI. Managing embed codes includes the ability to remove the
destination visual or report for a code (rendering the embed code unusable), or getting
the embed code.

1. To manage your Publish to web embed codes, open the workspace the report
resides in, select the Settings gear, and select Manage embed codes.

2. The embed codes for the reports in that workspace appear.

 3. You can either retrieve or delete an embed code. Deleting it disables any links to
that report or visual.

4. If you select Delete, you're asked for a confirmation.

Updates to reports, and data refresh

After you create your Publish to web embed code and share it, the report updates with
any changes you make. The embed code link is immediately active. Anyone who opens
the link can view it. The data is cached for one hour from the time it is retrieved. We
don’t recommend using Publish to web for data that needs to refresh frequently. To
learn more, see the How it works section later in this article.

Data refresh
Data refreshes are automatically reflected in your embedded report or visual. When data
is refreshed for an import data model in the Power BI service, the service clears the data
cache, making data update quickly. To disable automatic refresh, select don't refresh on
the schedule for the semantic model the report uses.

Heavy usage
A heavy usage experience can occur when a report receives too many queries in a short
amount of time. When heavy usage occurs, users can't view or interact with the report
until the period of heavy usage passes.

We recommend setting a placeholder image for your report. If heavy usage occurs,
users see the placeholder image.

To help avoid the heavy usage experience, limit the number of distinct queries your
report can generate and the frequency of data refresh. See the Power BI optimization
guide for tips on streamlining your reports.

Power BI visuals
Power BI visuals are supported in Publish to web. When you use Publish to web, users
with whom you share your published visual don't need to enable Power BI visuals to
view the report.

Understanding the embed code status column

７ Note

Review the embed codes you've published often. Remove any that no longer need
to be available publicly.

The Manage embed codes page includes a status column. By default, embed codes are
Active, but could also be one of the statuses listed below.

ﾉ Expand table

Status Description

Active The report is available for Internet users to view and interact with.
 Status Description

Blocked The report content violates the Power BI Terms of Service . Microsoft has blocked
it. Contact support if you believe the content was blocked in error.

Not The report's semantic model is using row-level security, or another unsupported
supported configuration. See the Considerations and imitations section for a complete list.

Infringed The embed code is outside the defined tenant policy. This status typically occurs
when an embed code was created and then the Publish to web tenant setting was
changed to exclude the user owning the embed code. If the tenant setting is
disabled, or the user is no longer allowed to create embed codes, existing embed
codes show an Infringed status. See the Find your Power BI administrator section in
this article for details.

Report a concern with Publish to web content

To report a concern related to Publish to web content embedded in a website or blog,
select the Share icon in the bottom bar of the Publish to web report, then select the
Flag icon in the Share dialog box.

You're asked to send an email to Microsoft explaining your concern. Microsoft evaluates
the content based on the Power BI Terms of Service and takes appropriate action.

How it works (technical details)

When you create an embed code using Publish to web, the report is made visible to
Internet users. It's publicly available, so you can expect viewers to easily share the report
through social media in the future. Users view the report either by opening the direct
public URL or viewing it embedded in a web page or blog. As they do, Power BI caches
the report definition and the results of the queries required to view the report. This
caching ensures that thousands of concurrent users can view the report without
impacting performance.

The data is cached for one hour from the time it is retrieved. If you update the report
definition (for example, if you change its View mode) or refresh the report data, it can
take some time before changes are reflected in the version of the report that your users
view. When a data refresh occurs for an import data model, the service clears the cached
data and retrieves new data. In most cases, the data is updated nearly simultaneous with
the import of the data. However, for reports with many distinct queries, it may take
some time to update. Since each element and data value is cached independently, when
a data update occurs, a user may see a mix of current and previous values. Therefore, we
recommend staging your work ahead of time, and creating the Publish to web embed
code only when you're satisfied with the settings. If your data will refresh, minimize the
number of refreshes and perform the refreshes at off hours. We don’t recommend using
Publish to web for data that needs to refresh frequently.

Find your Power BI administrator

The Power BI admin portal has settings that control who can publish to the web. Work
with your organization's Power BI administrator to change the Publish to web tenant
settings in the admin portal.

For smaller organizations or individuals who signed up for Power BI, you may not have a
Power BI administrator yet. Follow our process for admin takeover. Once you have a
Power BI administrator, they can enable creating embed codes for you.

Established organizations usually already have a Power BI administrator. People in any of

the following roles can act as a Power BI administrator:

Global administrators
Users with the Fabric administrator role in Microsoft Entra ID

You need to find one of these people in your organization and ask them to update the
Publish to web tenant settings in the admin portal.

Considerations and limitations

Publish to web is supported for the vast majority of data sources and reports in the
Power BI service. However, the following kinds of reports are currently not supported or
available with Publish to web:
 Reports using row-level security.
Reports connecting to data using DirectQuery. Connect using composite or import
mode instead. Read about the differences between the modes.
Reports using any Live Connection data source, including Analysis Services Tabular
hosted on-premises, Analysis Services Multidimensional, and Azure Analysis
Services.
Reports using a shared semantic model that is stored in a different workspace from
the report.
Shared and certified semantic models.
Reports shared to you directly or through an app.
Reports in a workspace in which you aren't an edit member.
"R" and Python visuals aren't currently supported in Publish to web reports.
Exporting data from visuals in a report that has been published to the web.
Q&A for Power BI visuals.
Reports containing report-level DAX measures.
Single sign-on data query models, including composite models on Power BI
semantic models or Azure Analysis Services.
Secure confidential or proprietary information.
The automatic authentication capability provided with the Embed option doesn't
work with the Power BI JavaScript API. For the Power BI JavaScript API, use the user
owns data approach to embedding.
Admins can block public internet access, as described in Private links for accessing
Power BI. In that case, the Publish to Web option is grayed out for your tenant in
the Power BI admin portal.
License enforcement for custom visuals.
Uncertified visuals from the organizational store, when the global tenant switch of
the organization for uncertified visuals is on.
Public visuals from the organizational store, when the global tenant switch of the
organization doesn't allow visuals created using the Power BI SDK.
The user who created the embed code needs to maintain access to the report for
the embed code to work. This includes requiring a Pro or Premium Per User license
as required by the workspace.
Paginated reports.
Multiple-language reports.

Related content
SharePoint Online report web part
Embed report in a secure portal or website

More questions? Try the Power BI Community

Share a Power BI dashboard that links to
an Excel file in OneDrive
Article • 01/10/2023

In Power BI, you can connect to Excel workbooks on OneDrive for work or school and
pin tiles to a dashboard from that workbook. When you share that dashboard, selecting
the tile opens the workbook inside Power BI. The workbook only opens if your
colleagues have at least read permissions to the workbook on OneDrive for work or
school.

Share a dashboard that contains workbook tiles

To share a dashboard that links back to an Excel workbook on OneDrive for work or
school, see Share a dashboard. The difference is that you can modify the permissions for
the linked Excel workbook before sharing.

1. Enter the email addresses for your colleagues you want to share the workbook
with.
 2. To enable your colleagues to view the Excel workbook from Power BI, select Go to
OneDrive for work or school to set workbook permissions.
3. In OneDrive, modify the permissions as needed.
4. Select Share.

７ Note

Your colleagues won't be able to pin additional tiles from that workbook or make
changes to the Excel workbook from Power BI.

Share a dashboard from a Power BI workspace

Sharing a dashboard from a Power BI workspace is similar to sharing a dashboard from
your own workspace, except that the files are in a Microsoft 365 workspace site instead
of your private OneDrive. Modify the permissions for the Excel workbook before you
share the dashboard with people outside the workspace.
Next steps
Pin a tile to a Power BI dashboard from Excel
Basic concepts for designers in the Power BI service
Questions? Try the Power BI Community
Workspaces in Power BI
Article • 04/17/2024

Workspaces are places to collaborate with colleagues to create collections of

dashboards, reports, semantic models, and paginated reports. This article describes
workspaces, how to manage access to them, and how to use them to create and
distribute apps.

Ready to get started? Read Create a workspace.

Working with workspaces

Here are some useful tips about working with workspaces.

Use granular workspace roles for flexible permissions management in the

workspaces: Admin, Member, Contributor, and Viewer. Read more about
workspace roles in this article.
Contact list: Specify who receives notification about workspace activity. Read more
about workspace contact lists in this article.
Create template apps: You can create template apps in workspaces. Template apps
are apps that you can distribute to customers outside of your organization. Those
 customers can then connect to their own data with your template app. Read the
article about template apps.
Share semantic models: You can share semantic models between workspaces.
Read more about shared semantic models.

This article explains these features in more detail.

Workspace contact list

The Contact list feature allows you to specify which users receive notification about
issues occurring in the workspace. By default, any user or group specified as a
workspace admin in the workspace is notified. You can add to that list. Users or groups
in the contact list are also listed in the user interface (UI) of the workspaces, so
workspace end-users know whom to contact.

Read about how to create the workspace contact list.

Microsoft 365 and OneDrive

Power BI doesn't create a Microsoft 365 group behind the scenes when you create a
workspace. All workspace administration is in Power BI. Still, you might find it useful to
have a OneDrive associated with the workspace.

You can manage user access to content through Microsoft 365 groups, if you
want. You add a Microsoft 365 group in the workspace access list.

Power BI doesn't synchronize between Microsoft 365 group membership and

permissions for users or groups with access to the workspace. You can synchronize
them: Manage workspace access through the same Microsoft 365 group whose file
storage you configure in this setting.

You can also store Power BI content in OneDrive for work or school. With the
Workspace OneDrive feature in workspaces, you can configure a Microsoft 365
group whose SharePoint Document Library file storage is available to workspace
users. You create the group outside of Power BI.

Read about how to set the workspace OneDrive.

７ Note

Power BI lists all Microsoft 365 groups that you're a member of in the workspaces
list.
Roles and licenses
Roles let you manage who can do what in workspaces, so team members can
collaborate. To grant access to a workspace, assign those user groups or individuals to
one of the workspace roles: Admin, Member, Contributor, or Viewer.

Licensing enforcement: Publishing reports to a workspace enforces existing

licensing rules. Users collaborating in workspaces or sharing content to others in
the Power BI service need a Power BI Pro or Premium Per User (PPU) license. Users
without a Pro or PPU license see the error "Only users with Power BI Pro licenses
can publish to this workspace."
Read-only workspaces: The Viewer role in workspaces gives users read-only access
to the content in a workspace.
Users without a Pro or Premium Per User (PPU) license can access a workspace if
the workspace is in a Power BI Premium capacity, but only if they have the Viewer
role.
Allow users to export data: Even users with the Viewer role in the workspace can
export data if they have Build permission on the semantic models in that
workspace. Read more about Build permission for semantic models.
Assign user groups to workspace roles: You can add Active Directory security
groups, distribution lists, or Microsoft 365 groups to these roles, for easier user
management.

See the article Roles in workspaces for more details about the different roles.

Administering and auditing workspaces

Administration for workspaces is in the Power BI admin portal. Power BI admins decide
who in an organization can create workspaces and distribute apps. Read about
managing users' ability to create workspaces in the "Workspace settings" article.

Admins can also see the state of all the workspaces in their organization. They can
manage, recover, and even delete workspaces. Read about managing the workspaces
themselves in the "Admin portal" article.

Auditing
Power BI audits the following activities for workspaces.

ﾉ Expand table
 Friendly name Operation name

Created Power BI folder CreateFolder

Deleted Power BI folder DeleteFolder

Updated Power BI folder UpdateFolder

Updated Power BI folder access UpdateFolderAccess

Read more about Power BI auditing.

Considerations and limitations

Limitations to be aware of:

The total number of semantic models and reports in a workspace can't exceed a
thousand.
Power BI publisher for Excel isn't supported.
Certain special characters aren't supported in workspace names when using an
XMLA endpoint. As a workaround, use URL encoding of special characters, for
example, for a forward slash /, use %2F.
A user or a service principal can be a member of up to 1,000 workspaces.

Related content
Create workspaces in Power BI
Install and use apps in Power BI
Questions? Try asking the Power BI Community

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Create a workspace in Power BI
Article • 04/12/2023

This article explains how to create workspaces, spaces to collaborate with colleagues. In
them, you create collections of dashboards, reports, and paginated reports. If you want,
you can also bundle that collection into an app and distribute it to a broader audience.
For more background, see the Workspaces in Power BI article.

Create a workspace
1. Select Workspaces > Create workspace.

2. Give the workspace a unique name. If the name isn't available, edit it to come up
with a name that's unique.
 When you create an app from the workspace, by default it will have the same
name and icon as the workspace. You can change both when you create the app.

3. Here are some optional settings for your workspace. They're explained in more
detail in the Workspace settings section later in this article:

Upload a Workspace image. Files can be .png or .jpg format. File size has to
be less than 45 KB.
Specify a Workspace OneDrive to use a Microsoft 365 Group file storage
location (provided by SharePoint).
Add a Contact list, the names of people to contact for information about the
workspace. By default, the workspace admins are the contacts.
Allow contributors to update the app for the workspace
Assign the workspace to a Premium capacity.
Connect the workspace to an Azure Data Lake Gen2 storage account (in
preview). Read about this functionality in the article Configuring dataflow
storage to use Azure Data Lake Gen 2.

4. Select Save.

Power BI creates the workspace and opens it. You see it in the list of workspaces
you’re a member of.

Workspace settings
To see these workspace settings, expand Advanced in the Settings pane.

Create a contact list

You can specify which users receive notification about issues occurring in the workspace.
By default, any user or group specified as a workspace admin is notified, but you can
add others to the contact list. Users or groups in the contact list are listed in the user
interface (UI) to help users get help related to the workspace.

1. Access the Contact list setting in one of two ways:

In the Create a workspace pane when you first create it.

In the nav pane, select the arrow next to Workspaces, select More options (...) next
to the workspace name > Workspace settings. The Settings pane opens.
 2. Under Advanced, Contact list, accept the default, Workspace admins, or add your
own list of Specific users or groups.

3. Select Save.

Set a workspace OneDrive

The Workspace OneDrive feature allows you to configure a Microsoft 365 Group whose
SharePoint document library is available to workspace users. You create the Group
outside of Power BI first, with one available method being from OneDrive. Read about
creating a OneDrive shared library .

７ Note

Creating Microsoft 365 Groups may be restricted in your environment, or the ability
to create them from your OneDrive site may be disabled. If this is the case, speak
with your IT department.

Power BI doesn't synchronize permissions between users or groups with workspace

access, and users or groups with Microsoft 365 Group membership. A best practice is to
give access to the workspace to the same Microsoft 365 Group whose file storage you
configured. Then manage workspace access by managing membership of the Microsoft
365 Group.

1. Access the Workspace OneDrive setting in one of two ways:

In the Create a workspace pane when you first create it.

In the nav pane, select the arrow next to Workspaces, select More options (...) next
to the workspace name > Workspace settings. The Settings pane opens.

2. Under Advanced > Workspace OneDrive, type the name of the Microsoft 365
group that you created earlier. Type just the name, not the URL. Power BI
automatically picks up the OneDrive for the group.

3. Select Save.

Access the workspace OneDrive location

After you've configured the OneDrive location, you get to it in the same way you get to
other data sources in the Power BI service.

1. In the nav pane, select Data hub, then type the OneDrive location in the Filter box.

Power BI should automatically detect the workspace OneDrive, so it appears under

Location. It may take some time for the workspace OneDrive to appear on the
Data hub page after you've configured it.

2. Select the dataset.

Allow contributors to update the app

You can create and publish apps from a workspace. Each workspace can hold the
content for an associated app, a collection of dashboards, reports, and datasets which
you can distribute to others in your organization. Read more about publishing apps
from workspaces.

By default, only workspace Admins and Members can create, publish and update the
app for the workspace. The Allow contributors to update the app for this workspace
setting lets workspace Admins delegate the ability to update the app for the workspace
to users with the workspace Contributor role. Read more about the different roles in
workspaces.

1. Access the Allow contributors to update the app setting in one of two ways:

In the Create a workspace pane when you first create it.

 In the nav pane, select the arrow next to Workspaces, select More options (...) next
to the workspace name > Workspace settings. The Settings pane opens.

2. Under Advanced, expand Security settings. Select Allow contributors to update

the app for this workspace.

When these features are enabled, contributors can:

Update app metadata such as name, icon, description, support site, and color.
Add or remove items included in the app, like adding reports or datasets.
Change the visibility of the items for all the audience groups in the audience tab.

However, contributors can't:

Create or publish the app for the first time.

Add users to the app or change who has permission to the app.
Enable or disable automatic installation of app for app users.
Enable or disable advance settings under Manage audience access pane. These
settings include share and build permissions for the datasets in the audience
groups.
Allow or prevent app consumers saving a copy of reports included in the app.

Premium capacity settings

On the Premium tab in the Settings pane, you can choose settings related to Premium
capacities.

1. Set Premium capacity to On.

 2. Choose either Premium capacity or Premium Per User. Read more about Premium
Per User.

3. Choose Default storage limit. Read more about enabling large datasets.

Give users access to your workspace

Now that you've created the workspace, you'll want to add other users to roles in the
workspace, so you can collaborate with them. See these articles for more information:

Give users access to a workspace

Roles in workspaces in Power BI

Pin workspaces
Quickly access your favorite workspaces by pinning them to the top of the workspace
flyout list.

1. Open the workspace flyout from the nav pane and hover over the workspace you
want to pin. Select the Pin to top icon.
2. The workspace is added in the Pinned list.
 3. To unpin a workspace, select the unpin button. The workspace is unpinned.

Next steps
Read about workspaces in Power BI
Publish an app from a workspace in Power BI
Questions? Try asking the Power BI Community
Roles in workspaces in Power BI
Article • 05/01/2024

Workspaces are places to collaborate with colleagues and create collections of

dashboards, reports, semantic models, and paginated reports. This article describes the
different roles in workspaces, and what people in each role can do. For more
information, see workspaces in Power BI.

To create a new workspace, see Create a workspace.

Roles let you manage who can do what in a workspace, so teams can collaborate.
Workspaces allow you to assign roles to individuals, and also to user groups such as
security groups, Microsoft 365 groups, and distribution lists.

To grant access to a workspace, assign one of the following workspace roles to a user
group or individual: Admin, Member, Contributor, or Viewer. For more information, see
Give users access to workspaces.
Everyone in a user group gets the role that you've assigned. If someone is in several user
groups, they get the highest level of permission that's provided by the roles that they're
assigned. If you nest user groups and assign a role to a group, all the contained users
get that role's permissions. All these capabilities, except viewing and interacting, require
a Power BI Pro or Premium Per User (PPU) license. For more information, see licensing.

Workspace roles
ﾉ Expand table

Capability Admin Member Contributor Viewer

Update and delete the workspace.

Add or remove any user in a workspace role.

Allow Contributors to update the app for the

workspace.

Add members or others with lower permissions.

Publish, unpublish, and change permissions for an

app.

Update an app. If allowed 1

Share items in apps, including semantic models.2

Allow others to reshare items.2

Feature apps on colleagues' home. 7

Manage semantic model permissions.3

Feature dashboards and reports on colleagues'

home.6

Publish, Create, edit, and delete content, such as

reports, in the workspace.

Create a report in another workspace based on a

semantic model in this workspace.3

Copy a report.3

Create metrics that's based on a semantic model in

the workspace.3
 Capability Admin Member Contributor Viewer

Schedule data refreshes via the on-premises

gateway.4

Modify gateway connection settings.4

View and interact with an item.5

Read data that's stored in workspace dataflows.

Create subscriptions to reports 6

Subscribe others to reports 6

Analyze in Excel 9

Manage subscriptions created by others.

Can receive subscriptions created by others 6

1
Contributors can update the app that's associated with the workspace, if the
workspace Admin delegates this permission to them. However, they can't publish a new
app or change who has permission to edit it.

2
Contributors and Viewers can also share items in a workspace or an app, including
semantic models, if the app creator selected Allow users to share the semantic models
in this app. See the Create and manage multiple audiences section of "Publish an app in
Power BI."

3
To copy a report to another workspace, and to create a report in another workspace
based on a semantic model in the current workspace, you need Build permission for the
semantic model. You also need at least the Contributor role on the source and
destination workspaces. For semantic models in the original workspace, if you have at
least the Contributor role, you automatically have Build permission through your
workspace role. For details, see Copy reports from other workspaces.

4
Keep in mind that you also need permissions on the gateway. Those permissions are
managed elsewhere, independent of workspace roles and permissions. For details, see
Manage an on-premises gateway.

5
If the items are in a workspace in a Premium capacity, you can view and interact with
items in the Power BI service even if you don't have a Power BI Pro license.

6 To subscribe yourself or others requires a paid (Power BI Pro or Premium Per User
(PPU)() license. When you subscribe others, those recipients also need a paid
subscription, unless the items are in a workspace in a Premium capacity. B2B guest users
can't subscribe others, only themselves.

7
If your admin has enabled this feature, see Manage featured content.

8 If your admin has enabled this feature, see Users can try Microsoft Fabric paid features.

9 If you want your users with the Viewer role to Analyze in Excel or export underlying
data from the datasets in the workspace, you need to also give them Build permission
on the appropriate datasets.

７ Note

You can assign users to roles, either alone or in a group, even if they can't use
the role. In other words, you can assign users who don't have Power BI Pro or
PPU licenses to a role that requires a license. See Licenses for details.
Use the Viewer role to enforce row-level security (RLS) for users who browse
content in a workspace. You can also enforce RLS without giving access to the
workspace, publish an app and distribute it to those users, or use sharing to
distribute content.
Members can add users to a workspace with lower permissions, but can't
remove users from any workspace roles.
Deleting a user from Microsoft Entra ID doesn't automatically remove their
access to Power BI workspaces. This fact is by design to prevent accidental
data loss. Even after they're deleted from Microsoft Entra ID, the user's
workspace access remains until explicitly removed.

Licenses
If one of the workspaces is in a shared capacity, everyone you add to it needs a Power BI
Pro or Premium Per User (PPU) license. These users can all collaborate on the
dashboards and reports in the workspace. If you want to distribute content to others
inside your organization, either assign Power BI Pro licenses to those users or place the
workspace in a Power BI Premium capacity.

When the workspace is in a Power BI Premium capacity, users with the Viewer role can
access the workspace even if they don't have a Power BI Pro or Premium Per User (PPU)
license. However, if you assign these users a higher role like Admin, Member, or
Contributor, they're prompted to start a Pro trial when they try to access the
workspace8. If you want users without Pro or Premium Per User (PPU) licenses to use the
Viewer role, make sure they don't also have other workspace roles, either as individuals
or as part of a user group.

Publishing reports to the workspace enforces existing licensing rules. If you try to
publish from Power BI Desktop or other client tools without a Pro or Premium Per User
(PPU) license, you see the error, "Only users with Power BI Pro licenses can publish to
this workspace."

７ Note

Power BI US Government isn't available as a Free license. For licensing details, see
Power BI for US government customers.

Guest users
Microsoft Entra B2B Guest users who have been assigned a workspace role or granted
specific item permissions, will be able to perform the operations permitted by those
roles or permissions.

７ Note

Guest users who have been assigned workspace roles or specific item permissions
will continue to have those roles and/or permissions, even if the Allow Microsoft
Entra guest users to edit and manage content in the organization tenant setting
is disabled.

Considerations and limitations

A limitation to be aware of:

A person with a Power BI Pro license can be a member of a maximum of 1,000

workspaces.

Related content
Create workspaces in Power BI
Give users access to workspaces
Questions? Try asking the Power BI Community
Feedback
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Monitor usage metrics in the
workspaces (preview)
Article • 02/15/2024

Knowing how your content is being used helps you demonstrate your impact and
prioritize your efforts. Your usage metrics may show that one of your reports is used
daily by a huge segment of the organization. It may show that nobody is viewing a
dashboard you created at all. This type of feedback is invaluable in guiding your work
efforts.

If you create reports in workspaces, you have access to improved usage metrics reports.
They enable you to discover who's using those reports throughout your organization,
and how they're using them. You can also identify high-level performance issues. The
improved usage reports for shared workspaces replace the usage metrics reports
documented in Monitor report usage metrics.

７ Note

You can only run usage metrics reports in the Power BI service. However, if you save
a usage metrics report or pin it to a dashboard, you can open and interact with that
report on mobile devices.

Prerequisites
You need a Power BI Pro or Premium Per User (PPU) license to run and access the
usage metrics data. However, the usage metrics feature captures usage
 information from all users, regardless of the license they're assigned.
To access usage metrics for a report, you must have edit access to the report.
Your Power BI admin must have enabled usage metrics for content creators. Your
Power BI admin may have also enabled collecting per-user data in usage metrics.
Read about how to enable these options in the admin portal.

Create and view a new usage metrics report

Only users with admin, member, or contributor permissions can view the usage metrics
report. Viewer permissions aren't enough. If you're at least a contributor in a workspace
in which your report resides, you can use the following procedure to display the usage
metrics:

1. Open the workspace that contains the report for which you want to analyze the
usage metrics.

2. From the workspace content list, select More options (...) for the report and select
View usage metrics report.

Or open the report, then on the command bar, select More options (...) > Open
usage metrics.
 3. The first time you do this, Power BI creates the usage metrics report and lets you
know when it's ready.

4. To see the results, select View usage metrics.

5. If this is the first time you've viewed a usage metrics report, Power BI might open
the old usage metrics report. To display the improved usage metrics report, in the
upper right corner, toggle the New usage report switch to On.

About the new usage metrics report

When you display the usage metrics report, Power BI generates a pre-built report. It
contains usage metrics for that content for the last 30 days. The report looks similar to
the Power BI reports you're already familiar with. You can slice based on how your end
users received access, whether they accessed via the web or mobile app, and so on. As
your reports evolve, so too will the usage metrics report. It updates every day with new
data.

７ Note
 Usage metrics reports don't show up in Recent, Workspaces, Favorites, or other
content lists. They can't be added to an app. If you pin a tile from a usage metrics
report to a dashboard, you can't add that dashboard to an app.

Usage metrics report semantic model

When you first launch the usage metrics report, Power BI automatically creates a Usage
Metrics Report semantic model. The usage metrics report relies on that semantic model.
Power BI then refreshes this semantic model daily. Although you can't change the
refresh schedule, you can update the credentials that Power BI uses to refresh the usage
metrics data.

You may need to resume scheduled refresh if one of the following occurs:

The credentials expire

You removed the user who first launched the usage metrics report from the
workspace where the semantic model resides
The user who first launched the usage metrics report leaves or is no longer a part
of the organization

７ Note

While still in preview, the usage metrics semantic model may have minor changes
which affect custom reports.

Usage metrics report pages

The improved usage metrics report includes the following report pages:

Report usage Provides information about report views and report viewers, such as
how many users viewed the report by date.
Report performance Shows the typical report opening times broken down by
consumption method and browser types.
FAQ Provides answers to frequently asked questions, such as What is a "Viewer"
and what is a "View"?

Which metrics are reported?

ﾉ Expand table
Page Metric Description

Report usage Report A Report View is recorded each time someone opens a report
views/Report and represents unique landings on the report. It answers the
opens question, "How often is the report accessed?" This definition of a
Report View differs from previous usage metrics reports.
Changing report pages is no longer considered an additional
Report View. Instead, changing report pages counts for the next
metric, Report Page Views. Activities such as sharing and pinning
are no longer considered in usage metrics.

Report usage Report Page A Report Page View is recorded every time someone views a
views report page. It represents total views across any pages. It
answers the question, "How often are report pages accessed?"
So changing report pages counts for Report Page Views. See
Considerations and Limitations for important details.

Report usage Unique A viewer is someone who opened the report at least once during
viewers the time period, based on the Microsoft Entra user account.

Report usage View trend The view trend reflects view count changes over time. It
compares the first half of the selected time period with the
second half.

Report usage Date slicer You can change the time period on the Report usage page, such
as to calculate week-over-week or biweekly trends. In the lower
left corner of the Report usage page, you can set the earliest and
latest date for which usage data is available for the selected
report.

Report usage Rank Based on view count, the rank shows the popularity of a report
in comparison to all other reports in the organization. A rank of
one would mean the report has the most views of all reports in
the organization.

Report usage Report views Usage is counted at the report level and doesn't consider Report
per day Page Views.

Report usage Report Total number of different users who viewed the report, based on
viewers per the Microsoft Entra user account.
day

Report usage Distribution How users got access to the report, such as by being members
method of a workspace, having the report shared with them, or installing
an app.

Report usage Platform slicer If users accessed the report via the Power BI service
(powerbi.com), Power BI Embedded, or a mobile device.

Report usage Users with Shows the list of users who opened the report sorted by view
report views count.
Page Metric Description

Report usage Pages If the report has more than one page, slice the report by the
pages that were viewed. "Blank" means either a report page was
added within 24 hours of the new page appearing in the slicer
list, or report pages have been deleted. "Blank" captures these
types of situations.

Report Typical The typical report opening time corresponds to the 50th
performance opening time percentile of the time it takes to open the report. In other words,
it is the time below which 50% of the open-report actions are
completed. The Report performance page also breaks down the
typical report opening time by consumption method and
browser type. At present, we measure the performance for the
initial report load and first page viewed. The measurement starts
when the report is requested and ends when the last visual
completes rendering. Report interactions such as slicing, filtering,
or changing pages aren't included in performance metrics.

Report Opening time The opening time trend reflects open-report performance
performance trend changes over time. It compares the opening times for the report
of the first half of the selected time period with the opening
times of the second half.

Report Date slicer You can change the time period on the Report performance
performance page, such as to calculate week-over-week or biweekly trends. In
the lower left corner of the Report performance page, you can
determine the earliest and latest date for which usage data is
available for the selected report.

Report Daily The performance for 25%, 50%, and 75% of the open report
performance performance actions calculated for each individual day.

Report seven-day The performance for 25%, 50%, and 75% of the open report
performance performance actions calculated across the past seven days for each date.

Report Consumption How users opened the report, such as via the Power BI service
performance method (powerbi.com), Power BI Embedded, or a mobile device.

Report Browsers What browser the users used to open the report, such as Firefox,
performance Edge, and Chrome.

Report list Active reports What reports are being used across the workspace.

Report list Total views Total report opens across the workspace.

Report list Total viewers Total report viewers across the workspace.

Report list View trend The view trend reflects view count changes over time. It
compares the first half of the selected time period with the
second half.
 Page Metric Description

Report list Unused Count of reports that have not been opened over time.
reports

Report list Report usage Shows which reports contribute to individual counts shown in
(table) cards. Shows report open percentages, users interacting with
report, viewing trends and days.

Report list Distribution How users got access to the report, such as being members of a
method workspace, having the report shared with them, or installing an
app.

Report list Platform slicer If the report was accessed via the Power BI service
(powerbi.com), Power BI Embedded, or a mobile device.

Report list Unique A viewer is someone who opened the report at least once during
viewers the time period (based on the Microsoft Entra user account).
Shows number of report opens by individual viewers.

Worked example of View and Viewer metrics

Suppose we have four reports that are accessed by three users as follows:

ﾉ Expand table

Report Usage Pattern

Name

KPI Report User A opens the report on page one.

HR Report User A opens the report on page one, then views page two, page three, and
page four. Then they view page one again.

Finance User A opens the report on page one, then views page two.
Report User B opens the report on page one.
User C opens the report on page one, then views page three.

Sales User A opens the report on page one, then views page two
Report User C opens the report on page two (e.g. via bookmark)
Later in the day, User C opens the report on page one

Assuming all client telemetry reaches Power BI, the resulting metrics would be:
 ﾉ Expand table

Report Name Report Views Report Page Views Viewers

KPI Report 1 1 1

HR Report 1 5 1

Finance Report 3 5 3

Sales Report 3 4 2

Update usage metrics report credentials

If semantic model owners in your workspace leave, are no longer a part of your
organization, or if the credentials expire, the semantic models may become stale and
refreshes may fail. In such cases, you can use the following procedure to take over a
Usage Metrics Report semantic model and update the credentials.

７ Note

Updating credentials doesn't apply to My Workspace, because each user owns their
own My Workspace, and they never need to transfer ownership of the semantic
model.

1. Open the workspace that contains the report for which you want to update the
Usage Metrics Report semantic model.

2. In the gray header bar at the top, select the Settings icon, then select Settings.

3. Switch to the Semantic models tab.

4. Select the Usage Metrics Report semantic model.

If you aren't the current semantic model owner, you must take over ownership
before you can update the data source credentials.

5. Select the Take over button, then in the Take over semantic model settings dialog
box, select Take over again.

6. Under Data source credentials, select Edit credentials.

7. In the Configure Usage Metrics Report dialog box, select Sign in.

8. Complete the sign-in sequence and note the notification that the data source was
updated successfully.
 ７ Note

The Usage Metrics Report semantic model contains usage data for the last 30
days. It can take up to 24 hours for new usage data to be imported. You can't
trigger a manual refresh by using the Power BI user interface.

Disable usage metrics reports

Usage metrics reports are a feature that the Power BI or global administrator can turn
on or off. Administrators have granular control over which users have access to usage
metrics; they're On by default for all users in the organization. See Audit and usage
metrics in the Admin portal article for details on these settings.

７ Note

Only admins for the Power BI tenant can see the Admin portal and edit settings.

Exclude user information from usage metrics

reports
By default, per-user data is enabled for usage metrics. This means content consumer
account information such as user name and email address is included in the usage
metrics report. Admins can limit exposure of identifying user information in the Power BI
admin portal tenant settings. They can enable per-user data for the entire organization
or specified security groups.

７ Note

An embed scenario with excluded user information isn't supported. In such cases,
usage metrics semantic model refresh will fail.

If user information is excluded, the usage report refers to users as 'Unnamed User
[unique_id]', where [unique_id] is a meaningless unique identifier assigned to support
distinct user count measures.

1. On the Tenant settings tab in the admin portal, under Audit and usage settings,
expand Per-user data in metrics for content creators and select Disabled. This will
hide user account information for all users.
 2. Decide whether to Delete all existing per-user data in current usage metrics
content. Select Apply.

When admins disable usage metrics for their entire organization, they can use the
Delete all existing usage metrics content option to delete all existing reports and
dashboard tiles that were built using the usage metrics reports. This option removes all
access to usage metrics data for all users in the organization who may already be using
it. Deleting existing usage metrics content is irreversible.

７ Note

Only admins for the Power BI tenant can see the Admin portal and configure the
Per-user data in usage metrics for content creators setting.

Customize the usage metrics report

To dig into the report data, or to build your own reports against the underlying semantic
model, you have several options:

Make a copy of the report in the Power BI service. Use Save a copy to create a
separate instance of the usage metrics report, which you can customize to meet
your specific needs.
Connect to the semantic model with a new report. For every workspace, the
semantic model has the name "Usage Metrics Report," as explained earlier in the
section Usage metrics report semantic model. You can use Power BI Desktop to
build custom usage metrics reports based on the underlying semantic model.
 Use Analyze in Excel. You can also analyze the Power BI usage data in PivotTables,
charts, and slicer features in Microsoft Excel. Read more about the Analyze in Excel
feature.

Create a copy of the usage report

When you create a copy of the read-only, pre-built usage report, Power BI creates an
editable instance of the report. At first glance, it looks the same. However, you can now
open the report in Editing view, add new visualizations, filters, and pages, modify or
delete existing visualizations, and so on. Power BI saves the new report in the current
workspace.

1. In the usage metrics report, select the File dropdown, then select Save a copy.

2. In the Save your report dialog box, enter a name, then select Save.

Power BI creates an editable Power BI report saved in the current workspace. Select
Go to report in the Report saved dialog box that appears.

3. Select Edit to switch into Editing view.

From here you can change filters, add new pages, build new visualizations, format
the fonts and colors, and so on.

4. The new report is saved to the All tab and the Content tab in the current
workspace and added to the Recent list.
 ７ Note

When you save a copy of the usage metrics report:

The report is treated like a regular Power BI report. It will be accessible to all
users who have viewing permissions in the workspace, including users in the
Viewer role.
The report is built on the original semantic model. If there are any changes
from Power BI, this may break your copy of the report.

Filter out pseudo-duplicates

To remove pseudo-duplicates from the Usage Report, you can add a Report views
measure to filter them out.

Under Model measures, expand Views, and add Report views to the Filters pane.
Create a usage report in Power BI Desktop
You can create a usage report in Power BI Desktop, based on the Usage Metrics Report
semantic model. To establish a connection to the Usage Metrics Report semantic model
and create your own report, you have to be signed in to the Power BI service in Power BI
Desktop.

1. Open Power BI Desktop.

2. If you aren't signed in to the Power BI service, on the File menu select Sign in.

3. To connect to the Usage Metrics Report semantic model, on the Home ribbon
select Get Data > More.

4. In the left pane, select Power Platform, then select Power BI semantic models >
Connect.
5. Scroll to the desired semantic model or type Usage Metrics in the search box.

6. Verify in the Workspace column that you're selecting the correct semantic model,
then select Create.

7. Check the Fields list in Power BI Desktop, which gives you access to the tables,
columns, and measures in the selected semantic model.
 8. Now you can create and share custom usage reports, all from the same Usage
Metrics Report semantic model.

７ Note

When you create a usage metrics report, it's built on the original semantic model. If
there are any changes from Power BI, this may break your copy of the report.

Analyze usage data in Excel

When you connect to the usage data in Excel, you can create PivotTables that use the
pre-defined measures. Note that Excel PivotTables do not support drag-and-drop
aggregation of numeric fields when connecting to a Power BI semantic model.

1. First, if you haven't done so already, create a copy of the usage metrics report.

2. Open the usage metrics report, select Export > Analyze in Excel.
3. If you see the First, you need some Excel updates dialog box, select Download
and install the latest updates for Power BI connectivity. Otherwise, select I've
already installed these updates.

７ Note

Some organizations may have Group Policy rules that prevent installing the
required Analyze in Excel updates to Excel. If you can't install the updates,
check with your administrator.

4. In the browser dialog asking what you want to do with the Usage Metrics
report.odc file, select Open.
5. Power BI launches Excel. Verify the file name and path for the .odc file, then select
Enable.

6. Now that Excel has opened and you have an empty PivotTable, you can drag fields
onto the Rows, Columns, Filters, and Values boxes and create custom views into
your usage data.
Usage metrics in national/regional clouds
Power BI is available in separate national/regional clouds. These clouds offer the same
levels of security, privacy, compliance, and transparency as the global version of Power
BI, combined with a unique model for local regulations on service delivery, data
residency, access, and control. Usage metrics are currently available in following
national/regional clouds:

US Government Community Cloud

US Government Community Cloud High
US Department of Defense
China

For more information, see national/regional clouds .

Considerations and limitations
It's important to understand that differences can occur when comparing the improved
usage metrics report with its predecessor. Particularly Report View metrics are now
based on activity data collected from the Power BI service. Previous versions of the
usage metrics report relied only on client telemetry, which doesn't always match usage
metrics collected from the service. Moreover, the improved usage metrics report uses a
different definition for a "Report View." A Report View is an open-report event, as
recorded in the service each time someone opens a report. Changing report pages is no
longer considered an additional Report View. We now include a Report Page View
metric, which specifically counts every page view.

７ Note

Report Page Views rely on client telemetry and can be affected by undercounting
and overcounting of activities due to inconsistent network connections, ad
blockers, or other client-side issues. Report View metrics relies on activity data
collected from Power BI service, and matches the aggregate counts of activities in
audit logs and activity logs.

In addition to the above differences between previous and improved usage metrics
reports, note the following limitations for the preview release:

Dashboard usage metrics still rely on the previous version of the usage metrics
reports and aren't yet available in modern usage metrics.

Performance data and Report Page View metrics rely on the client/device sending
data to Power BI. Depending on network latency, ad blockers, firewalls, and
network rules set by your organization, this data may never reach Power BI.
Therefore, the performance and Report Page View data may not include all views
or all users.

Certain types of views aren't included in performance measurements. For example,

when a user selects a link to a report in an email message, the Report View is
accounted for in the report usage but there is no event in the performance metrics.

Report performance metrics aren't available for Paginated Reports. The Pages tab
on the Report usage page as well as the charts on the Report performance page
don't show data for these types of reports.

User masking isn't working as expected when using nested groups. Nested groups
(subgroups) are groups that are members of existing groups. If your organization
has disabled Per-user data in usage metrics for content creators in the Power BI
admin portal tenant settings, only the members on the top level are being masked.
Members of subgroups are still visible.

If you're using user masking in an embed scenario in your report, the usage
metrics semantic model refresh will fail.

Initializing the Usage Metrics Report semantic model might take a few minutes,
resulting in showing a blank usage metrics report because the Power BI user
interface does not wait for the refresh to finish. Check the refresh history in the
Usage Metrics Report semantic model settings to verify that the refresh operation
succeeded.

Initializing the Usage Metrics Report semantic model might fail due to a timeout
encountered during refresh. Refer to the Troubleshooting section below to resolve
this or any general refresh issue.

Sharing is disabled for the usage metrics report. To give people read access to the
report, open the report and use the Manage permissions option to grant direct
access.

In some scenarios, you may notice the performance data is missing. This can occur
if a user opens a report and interacts with the report before it has completed
loading or if an error occurred during the report load.

If your organization is using Azure Private Link in Power BI, because client-
telemetry is not available the usage metrics reports will only contain Report Open
events.

If your organization is using Azure Private Link and Block Public Internet Access in
Power BI, the refresh for the semantic model will fail and the usage metrics report
won't show any data.

In order to create and refresh the usage metrics report, the user is required to
authenticate to enable the backend API calls to extract the tenant telemetry. For
privacy reasons, guest users aren't allowed this authentication. This authentication
is only allowed for members of the tenant.

Page views that are made from mobile devices aren't shown in the usage metrics
report.

Duplicate reports with different Report ObjectIds in the usage metrics report can
show up for the following scenarios:
Reports have been deleted and re-created with the same name
 If a report has been deleted and then re-created with the same name, it
continues to show up in the filters for the usage metrics report.
Report is included in an App
When a report is included in a Power BI App, it generates a new Report
ObjectId for the embedded report with the same name.
Semantic model re-initialization
Each time a new semantic model is created, a new report could be created.

７ Note

Both GUID and ObjectsIDs may be used interchangeably. Each Report

ObjectId is uniquely represented by a 32 hexadecimal GUID (a globally unique
identifier).

The usage metrics report is not supported in My Workspace.

During the process of disaster recovery (while Business continuity and disaster
recovery (BCDR) is in progress) any new incoming data experiencing data loss may
be irrecoverable.

Certain metrics in usage metrics report aren't included in audit logs. For example,
report page views aren't part of audit logs.

When a report is deleted, the ReportIds can show up in the usage metrics but not
be available in the Reports semantic model.

Customers may be unable to view or download the usage metrics semantic model
from Power BI service.

Frequently asked questions

In addition to the above considerations and limitations, the following questions and
answers about usage metrics might be helpful for users and administrators.

Why do I see fewer Report Page Views than Report Views,

shouldn't they be at least the same?
Report Views rely on server telemetry that is generated when the report is first opened.
Once a report is open, its page definitions are already loaded onto the user's device.
Report Page Views rely on usage information from the user's device reaching Power BI.
This can sometimes be blocked, as described in Considerations and Limitations.
I can't run usage metrics on a report.
You can only see usage metrics for reports you own or have permissions to edit.

What time period is covered by the report?

The usage report is based on activity data for the last 30 days, excluding activities of the
current day. You can narrow the time period by using the Date slicer on the Report
usage page, such as to analyze only last week's data.

When will I see the most recent activity data?

The usage report includes activity data up until the last complete day based on the UTC
time zone. The data shown in the report is also dependent on the refresh time for the
semantic model. Power BI refreshes the semantic model once per day.

The data doesn't seem up to date.

Note that it might take up to 24 hours for new activity data to appear in the usage
report.

What is the data source for the usage data?

The Usage Metrics Report semantic model imports data from a Power BI internal usage
metrics store by using a custom Usage Metrics Data Connector. You can update the
credentials for the Usage Metrics Data Connector on the Usage Metrics Report semantic
model settings page.

How can I connect to the data? Or change the default report?

You can create a copy of the read-only, pre-built usage report. The report copy connects
to the same Usage Metrics Report semantic model and enables you to edit the report
details.

What is a "Viewer" and what is a "View"?

A viewer is someone who opened the report at least once during the time period. A
view is an open-report event. A report view is recorded each time someone opens a
report. Note that the definition of a view differs from previous usage metrics reports.
Changing report pages is no longer considered an additional view.
How is the "View trend" calculated?
The view trend reflects view count changes over time. It compares the first half of the
selected time period with the second half. You can change the time period by using the
Date slicer on the Report usage page, such as to calculate week-over-week or biweekly
trends.

What do "Distribution" and "Platform" mean?

Distribution shows how the viewers obtained access to a report: shared directly, through
workspace access, or through an app. The Platform indicates the technology a viewer
used to open a report: via PowerBI.com, Mobile, or Embedded.

How does report ranking work?

Based on view count, the rank shows the popularity of a report in comparison to all
other reports in the organization. A rank of 1 would mean the report has the most views
of all reports in the organization.

What are "Unnamed Users"?

Your organization can decide to exclude user information from your usage report. If
excluded, the usage report refers to users as Unnamed.

What is the "Typical report opening time"?

The typical report opening time corresponds to the 50th percentile of the time it takes
to open the report. In other words, it is the time below which 50% of the open-report
actions are completed. The Report performance page also breaks down the typical
report opening time by consumption method, and browser type.

How is the "Opening time trend" calculated?

The opening time trend reflects open-report performance changes over time. It
compares the opening times for the report of the first half of the selected time period
with the opening times of the second half. You can change the time period by using the
Date slicer on the Report performance page, such as to calculate week-over-week or
biweekly trends.
There are four reports in the previous version of the usage metrics
report, but the improved version only displays three.

The improved usage metrics report only includes reports that have been opened in the
past 30 days, while the previous version covers the past 90 days. If a report isn't included
in the improved usage metrics report, it likely hasn't been used in more than 30 days.

Troubleshoot refresh issues

If you suspect data consistency or refresh issues, it might make sense to delete the
existing Usage Metrics Report semantic model. Then you can run View Usage Metrics
again to generate a new semantic model with its associated usage metrics reports.

７ Note

You can create a Power Automate flow to perform a refresh that can force the
Report Usage model to reload data. When using this option, some refresh issues
may not get resolved. For example, if an older version is in the workspace.

Follow these steps to delete the semantic model and then create a fresh data refresh
report.

Delete the semantic model

1. Open the workspace that contains the report for which you want to reset the
Usage Metrics Report semantic model.

2. In the black header bar at the top, select the Settings icon, then select Settings.
3. Switch to the Semantic models tab, and select the Usage Metrics Report semantic
model.

4. Copy the workspace and semantic model IDs from the URL displayed in the
address bar of your browser.

5. In your browser, go to Semantic models - Delete Semantic model In Group, and

select the Try It button.

７ Note

This Try it button does not apply to GCC customers since their API endpoint is
different.
 You can use this API to delete the semantic model. You can use Postman or other
API tools to make an API call on this endpoint to delete the semantic model.

6. If you don't see a Try it button, use the trigger Scheduled cloud flow. Select a
starting time and run it every hour. Then refresh the semantic model. Let the flow
run once, then switch off the flow. Read more about cloud flows in Power
Automate.

7. Sign in to Power BI, paste the Workspace ID in the groupId text box and the
semantic model ID into the datasetId text box, and then select Run.

8. Under the Run button, verify that the service returns a Response Code of 200. That
code indicates that you have successfully deleted the semantic model and its
associated usage metrics reports.
Create a fresh usage metrics report
1. Back in the Power BI service, you see the semantic model is gone.

2. If you still see the Usage Metrics report in the Reports list, refresh your browser.

3. Start over and create a fresh usage metrics report.

Related content
Administering Power BI in the admin portal

More questions? Try the Power BI Community

Monitor report usage metrics
Article • 08/29/2023

Usage metrics help you understand the impact of your dashboards and reports. When
you run either dashboard usage metrics or report usage metrics, you discover how
those dashboards and reports are being used throughout your organization, who's
using them, and for what purpose. This article outlines usage metrics reports.

Interested in the new usage report? It's currently in preview. See Monitor usage metrics
in the workspaces (preview) for details.

Usage metrics reports are read-only. However, you can copy a usage metrics report.
Copying creates a standard Power BI report that you can edit. You can also build your
own reports in Power BI Desktop based on the underlying dataset, which contains usage
metrics for all dashboards or all reports in a workspace. To begin with, the copied report
shows metrics just for the selected dashboard or report. You can remove the default
filter and have access to the underlying dataset, with all the usage metrics of the
selected workspace. You may even see the names of specific users, if your admin has
allowed that.

７ Note

Usage metrics track usage of reports that are embedded in SharePoint Online.
However, usage metrics don't track dashboards and reports embedded via the
 “user owns credentials” or “app owns credentials” flow. Usage metrics also don't
track usage of reports embedded via publish to web.

Why usage metrics are important

Knowing how your content is being used helps you demonstrate your impact and
prioritize your efforts. Your usage metrics may show that one of your reports is used
daily by a huge segment of the organization and it may show that a dashboard you
created isn't being viewed at all. This type of feedback is invaluable in guiding your work
efforts.

You can only run usage metrics reports in the Power BI service. However, if you save a
usage metrics report or pin it to a dashboard, you can open and interact with that report
on mobile devices.

Prerequisites
You need a Power BI Pro or Premium Per User (PPU) license to run and access the
usage metrics data. However, the usage metrics feature captures usage
information from all users, regardless of the license they're assigned.
To access usage metrics for a particular dashboard or report, you must have edit
access to that dashboard or report.
Your Power BI admin has to have enabled usage metrics for content creators. You
Power BI admin may have also enabled collecting per-user data in usage metrics.
Read about how to enable these options in the admin portal.

View a Usage Metrics report

1. Start in the workspace that contains the dashboard or report.

2. From the workspace content list, select More options (...) for the report and select
View usage metrics report.
 Or open the report, then on the command bar, select More options (...) > Open
usage metrics.

3. The first time you do this, Power BI creates the usage metrics report and lets you
know when it's ready.
4. To see the results, select View usage metrics.

5. Power BI prompts you to ask if you want to Try the new usage report. Select Got
it.

6. To display the improved usage metrics report, in the upper right corner, toggle the
New usage report switch to On.

7. If you turn the new usage report on, see the article Monitor usage metrics in the
workspaces (preview) to continue.

If you stay with the current usage report, continue in this article.

Usage metrics are a powerful ally as you work to deploy and maintain Power BI
dashboards and reports. Wondering which pages of your report are most useful,
and which ones you should phase out? Slice by Report page to find out.
Wondering if you should build a mobile layout for your dashboard? Slice by
Platforms to discover how many users are accessing your content via the mobile
apps vs. via web browser.

8. Optionally, hover over a visualization and select the pin icon to add the
visualization to a dashboard. Or, from the top menu bar, select Pin Live Page to
add the entire page to a dashboard. From the dashboard, you can monitor the
usage metrics more easily or share them with others.

７ Note
 If you pin a tile from a usage metrics report to a dashboard, you can't add
that dashboard to an app.

Dashboard Usage Metrics report

Report Usage Metrics

About the Usage Metrics report

When you select Usage metrics or the icon next to a dashboard or report, Power BI
generates a pre-built report with usage metrics for that content for the last 90 days. The
report looks similar to the Power BI reports you're already familiar with. You can slice
based on how your end users received access, whether they accessed via the web or
mobile app, and so on. As your dashboards and reports evolve, so too will the usage
metrics report, which updates every day with new data.

Usage metrics reports don't show up in Recent, Workspaces, Favorites, or other content
lists. They can't be added to an app. If you pin a tile from a usage metrics report to a
dashboard, you can't add that dashboard to an app.

To dig into the report data, or to build your own reports against the underlying dataset,
you have two options:

Make a copy of the report in the Power BI service. See Save a copy of the Usage
Metrics report later in this article for details.

Connect to the dataset from Power BI Desktop. For every workspace, the dataset
has the name "Report Usage Metrics Model." See Establish a connection to a
published dataset for details.

Which metrics are reported?

Metric Dashboard Report Description

Platforms yes yes Was the dashboard or report accessed via the Power BI
slicer service (powerbi.com) or a mobile device? Mobile
includes all our iOS, Android, and Windows apps.
 Metric Dashboard Report Description

Report page no yes If the report has more than 1 page, slice the report by
slicer the page(s) that was viewed. "Blank" means a report
page was recently added (within 24 hours the actual
name of the new page appears in the slicer list) or report
pages have been deleted. "Blank" captures these types of
situations.

Views per day yes yes Total number of views per day - a view is defined as a
user loading a report page or dashboard.

Unique yes yes Number of different users who viewed the dashboard or
viewers per report (based on the AAD user account).
day

Views per yes yes Number of views in the past 90 days, broken down by
user individual users.

Shares per yes no Number of times the dashboard was shared with another
day user or group.

Total views yes yes Number of views in the past 90 days.

Total viewers yes yes Number of unique viewers in the past 90 days.

Total shares yes no Number of times the dashboard or report was shared in
the past 90 days.

Total in yes yes Count of all dashboards or reports in the entire

organization organization that had at least one view in the past 90
days. Used to calculate rank.

Rank: Total yes yes For total views of all dashboards or reports in the
views organization over the past 90 days, where does this
dashboard or report rank.

Rank: Total yes no For total shares of all dashboards in the organization
shares over the past 90 days, where does this dashboard or
report rank.

Save a copy of the Usage Metrics report

Use Save as to convert the usage metrics report to a regular Power BI report that you
can customize to meet your specific needs. Better yet, the underlying dataset includes
the usage details for all dashboards or reports in the workspace. This opens up more
possibilities. You could, for example, create a report that compares the dashboards in
your workspace, based on usage. Or you could create a usage metrics dashboard for
your Power BI app by aggregating usage across all the content distributed within that
app. See how to remove the filter and see all usage metrics for the workspace later in
this article.

Create a copy of the usage report

When you create a copy of the read-only, pre-built usage report, Power BI creates an
editable copy of the report. At first glance, it looks the same. However, you can now
open the report in Editing view, add new visualizations, filters, and pages, modify or
delete existing visualizations, and so on. Power BI saves the new report in the current
workspace.

1. From the pre-built usage metrics report, select File > Save As. Power BI creates an
editable Power BI report, saved in the current workspace.

2. Open the report in Editing view and interact with it as you would with any other
Power BI report. For example, add new pages and build new visualizations, add
filters, format the fonts and colors, and so on.

3. The new report is saved to the Reports tab in the current workspace, and added to
the Recent content list.
Create a custom report in Power BI Desktop
You can use Power BI Desktop to build custom usage metrics reports based on the
underlying dataset. See Establish a connection to a published dataset for details.

７ Note

Power BI Desktop uses a Live Connection to the Report Usage Metrics Model
dataset. This cannot be changed to DirectQuery since the dataset is owned by
Power BI. Attempting to do so will result in an error in Power BI Desktop.

See all workspace usage metrics

To see the metrics for all the dashboards or for all the reports in the workspace, you
have to remove a filter. By default, the report is filtered to display metrics for only the
dashboard or report that you used to create it.

1. Select Edit report to open the new editable report in Editing view.

2. In the Filters pane, locate the Report level filters bucket and remove the filter by
selecting the eraser next to ReportGuid.
 Now your report displays metrics for the entire workspace.

Power BI admin controls for usage metrics

Usage metrics reports are a feature that the global administrator or Power BI
administrator can turn on or off. Administrators have granular control over which users
have access to usage metrics; they are On by default for all users in the organization.

７ Note

Only admins for the Power BI tenant can see the Admin portal and edit settings.

By default, per-user data is enabled for usage metrics, and content consumer account
information is included in the metrics report. If admins don’t want to expose this
information for some or all users, they can disable the feature for specified security
groups or for an entire organization. Account information then shows in the report as
Unnamed.

When admins disable usage metrics for their entire organization, they can use the
delete all existing usage metrics content option to delete all existing reports and
dashboard tiles that were built using the usage metrics reports. This option removes
access to usage metrics data for users in the organization who may already be using it.
Deleting existing usage metrics content is irreversible.

See Audit and usage metrics in the Admin portal article for details on these settings.

Usage metrics in national/regional clouds

Power BI is available in separate national/regional clouds. These clouds offer the same
levels of security, privacy, compliance, and transparency as the global version of Power
BI, combined with a unique model for local regulations on service delivery, data
residency, access, and control. Because of this unique model for local regulations, usage
metrics aren't available in national/regional clouds. For more information, see
national/regional clouds .

Considerations and limitations

The usage metrics report isn't supported for My Workspace.

Discrepancies between audit logs and usage metrics

It's important to understand that differences can occur when comparing usage metrics
and audit logs, and why. Audit logs are collected using data from the Power BI service,
and usage metrics are collected on the client. Aggregate counts of activities in audit logs
may not always match usage metrics, because of the following differences:

Usage metrics may sometimes undercount activities because of inconsistent

network connections, ad blockers, or other issues that can disrupt sending the
events from the client.
Certain types of views aren't included in usage metrics, as described earlier in this
article.
Usage metrics may sometimes overcount activities, in situations where the client
refreshes without the need for a request being sent back to the Power BI service.
For example, switching report pages doesn't issue a request a report load to the
server since the page definition is already in the browser.
Sharing is disabled for the usage metrics report. To give people read access to the
report, you first need to give them access to the workspace.
Certain metrics in usage metrics report aren't included in audit logs. For example,
report page views aren't part of audit logs.

Discrepancies between REST APIs and usage metrics

The Power BI Reports REST APIs and Admin REST APIs also use Power BI service data. For
the reasons described in the previous section, report counts (the number of reports)
from the APIs can differ from report counts in usage metrics. Report counts derived
from the APIs are unaffected by client issues and should be considered accurate. Also
note that the admin APIs give you the "current state" of the Power BI deployment and
only consider what exists at the time of the request. The report usage metrics report has
90 days of data, and the "total count" represents unique reports viewed over 90 days. If
reports are deleted after they are viewed, they are not counted by the admin APIs but
will be counted in the historical data feeding the usage report.
Report usage metrics aren't supported with Private Links
If your organization is using Private Links, report usage metrics will contain no data.
There is currently a limitation when transferring client information over private links.

Other considerations
You need to view the content in your report, from within that workspace, at least once. If
there are no views of the content from the workspace itself at least once, data isn't
correlated from the application views in the Usage Metrics Report. To unblock the
processing of data for this report, just view the content from your workspace at least
once.

Frequently asked questions

In addition to potential differences between usage metrics and audit logs, the following
questions and answers about usage metrics may be helpful for users and administrators.

I can't run usage metrics on a dashboard or report

A: You can only see usage metrics for content you own or have permissions to edit.

Do usage metrics capture views from embedded

dashboards and reports?
A: Usage metrics currently don't support capturing usage for embedded dashboards,
reports, and the publish to web flow. In those cases, we recommend using existing web
analytics platforms to track usage for the hosting app or portal.

I can't run usage metrics on any content at all.

A1: Admins can turn off this feature for their organization. Contact your admin to see if
this is the case.

A2: Usage metrics reports are a Power BI Pro feature.

The data doesn't seem up to date. For example,

distribution methods don't show up, report pages are
missing, and so on.
A: It can take up to 24 hours for data to update.

There are four reports in the workspace but the usage

metrics report only displays three.
A: The usage metrics report only includes reports (or dashboards) that have been
accessed in the past 90 days. If a report (or dashboard) doesn't show up, likely it hasn't
been used in more than 90 days.

Next steps
Administering Power BI in the admin portal

More questions? Try the Power BI Community

Give users access to workspaces in
Power BI
Article • 01/23/2024

After you create a workspace in Power BI, or if you have an admin role in a workspace,
you can give others access to it by adding them to the different roles. Workspace
creators are automatically admins. For an explanation of the different roles, see Roles in
workspaces.

７ Note

To enforce row-level security (RLS) for Power BI Pro users who browse content in a
workspace, assign them the Viewer Role.

After you add or remove a user or a group for workspace access, the permission
change only takes effect the next time the user logs into Power BI.

Give access to your workspace

1. Because you have the Admin role in the workspace, on the workspace content list
page, you see Access.

2. Add security groups, distribution lists, Microsoft 365 groups, or individuals to these
workspaces as admins, members, contributors, or viewers.
 3. Select Add > Close.

Related content
Read about the workspace experience in Power BI.
Create workspaces.
Publish an app from a workspace in Power BI.
Questions? Try asking the Power BI Community .
Publish an app in Power BI
Article • 05/01/2024

） Important

Legacy Power BI apps will be retired on May 1, 2024. Please upgrade to Power BI
apps with audiences.

In Power BI, you can create official packaged content, then distribute it to a broad
audience as an app. You create apps in workspaces, where you can collaborate on Power
BI content with your colleagues. Then you can publish the finished app to large groups
of people in your organization. The app consumer view section of this article outlines
the app consumer experience in the Power BI service and in the Power BI mobile apps.

Here are the steps to publishing an app in Power BI:

Create the app

Add content to the app
Create and manage multiple audiences
Publish the app

Your business users often need multiple Power BI dashboards, reports, and other
content to run their business. With Power BI apps, you can create collections of content
and publish these collections as apps, to your whole organization or to specific people
or groups. You can create multiple audiences for your app, and show or hide different
content to each audience. For you as a report creator or admin, apps and audiences
make managing permissions on these collections easier.
Business users get your apps in a few different ways:

They can find and install apps from Apps marketplace or AppSource.
You can send them a direct link.
You can install it automatically in your coworkers' Power BI accounts if your Power
BI administrator gives you permission.
If you distribute your app to external users, those users receive an email with a
direct link. Power BI doesn't send any email to internal users when you distribute
or update an app.

Your app consumers can't modify the contents of the app. They can interact with it
either in the Power BI service, or one of the mobile apps: filtering, highlighting, and
sorting the data. You can also give them permission to share semantic models and
create their own content in the app.

Licenses for apps

To create or update an app, you need a Power BI Pro or Premium Per User (PPU) license.
For app consumers, there are two options.

If the workspace for this app is not in a Power BI Premium capacity: All business
users need Power BI Pro or Premium Per User (PPU) licenses to view your app.

If the workspace for this app is in a Power BI Premium capacity/F64 or higher

Fabric capacity: Business users without Power BI Pro or Premium Per User (PPU)
licenses in your organization can view app content. However, they can't copy the
reports, or create reports based on the underlying semantic models. Read these
articles for details:
What is Power BI Premium?
Microsoft Fabric concepts and licenses

Create and publish your app

When the content in your workspace is ready, you can start the publishing process. You
decide how many different audience groups you need. Then you choose which content
you want to publish to each audience. You can create up to 25 audience groups in one
app.

Set up the app

 1. In the workspace list view, select Create app to start the process of creating and
publishing an app from the workspace.

2. On the Setup tab, give it a name and add a description to help people find the
app. You can also set a theme color, add a link to a support site, and specify
contact information.

3. Select Next: Add content.

Allow saving a copy of a report

Before you leave the Setup tab, you can decide if you want to allow app users who have
build permissions to save copies of reports to their workspace. Once they save the
reports, app users can customize their report copies to meet their needs.

1. Expand Advanced settings and select Allow users to make a copy of the reports
in this app.

When you select that, app users who have build permissions can save a copy of a
report from the app consumer view. You can also grant build permissions to your
app users through the app using Advanced option under Manage audience
access pane.

2. Select Next: Add content.

Allow access to hidden content

Also, before you leave the Setup tab, you can decide if you want users to have access to
hidden content.

Ｕ Caution

If users have a direct link to any of the content in your app, they can access the
hidden content, even if that item is visually hidden in the navigation pane for that
audience.
 1. Expand Advanced settings.

2. Under Access to hidden content, slide the toggle to On.

3. Select Next: Add content.

Add content to the app

On the Content tab, you add the content from the workspace to the app.

1. Select Add content on the Content tab.

2. Select the contents that you want to add from the current workspace.
 ７ Note

When you publish an app, it includes all app content by default for each
audience group. However, when you update an app, newly added content
isn't included by default.

3. You can also add links to other websites. Select Add a link from the drop-down
menu next to Add content.
After you've added the content, you can change the order of the content:

Drag the content up or down in the list.

Select the Move up or Move down options next to each item.

 4. Select Next: Add audience.

Add Power BI reports with paginated report visuals

When you include Power BI reports that have paginated report visuals, we recommend
including the referred paginated reports in the app. This way, the published Power BI
report work with the published version of the paginated report instead of the report
stored in the workspace.

During publishing, Power BI can detect reports with visuals that point at missing
paginated reports:
You can address the issue in one of two ways:

Include the paginated report in the app and make sure the audience that has
access to the Power BI report also has access to the paginated report.

Make sure the audience has access to the paginated report in the workspace.

Create and manage multiple audiences

On the Audience tab, you create and manage audience groups within the app.

1. To create an audience, select New Audience.

2. Double-click the default audience label to change the audience name.

3. Select the hide/show icon next to each item in the workspace to determine the
content that this app audience can see.

） Important

Hiding content from the audience makes it unavailable in the published

app for that audience. However, if you select Allow access to hidden
content, a user with a direct link to any of the content in the app can
access the hidden content, even if that item is visually hidden in the
navigation pane for that audience.
Dashboard tiles pointing at reports that are not added to the app or are
added but hidden from the audience will not work. Instead they display
an error: "The report shown in this tile doesn’t exist or you don’t have
permission to view it."
If you only add dashboards with report tiles to your app the app doesn't
display anything to your audience. Be sure to add the reports related to
 added dashboards and make them visible to the audience or select
Allow access to hidden content.
Paginated reports with subreports don't display the content of the
subreport if it's hidden from the audience.
Users of drillthrough reports can't navigate to the destination reports if
the destination reports are hidden.

To address these issues, make sure that all the dependent reports are added
to the app and visible for the audience. If they're hidden from the audience,
select Allow access to hidden content.

4. In the Manage audience access pane, specify groups or users to add to the current
audience group.

） Important

If your app relies on semantic models from other workspaces, make sure
that all app users have access to the underlying semantic models.
If the app or report is in the same workspace as the semantic model,
make sure you add the report associated with the semantic model to the
app as well.

5. For each audience group, grant access to either all people in your organization or
specific users or groups. You can also expand the Advanced option to configure
the following settings per audience group:
 Allow users to share the semantic models in this app: This option gives app
consumers permission to share the underlying semantic models of the app
audience.

Allow users to build content with the semantic models in this app: This option
lets your app consumers create their own reports and dashboards based on the
app audience semantic models.

７ Note

The advanced settings apply to all the audiences, including the

workspace users. They can share the semantic models and build content
with the semantic models in this app as long as they have at least a
Viewer role in the workspace. See Roles in workspaces for more about
roles.
Build permissions only apply to semantic models in the same workspace
as the app. If semantic models are in other workspaces, you must
explicitly grant build permissions on those semantic models, or at least
add the users to the Viewer role in the other workspace.

Publish the app

Now that you've decided on the audiences and the content for each audience, it's time
to publish your app. You can install the app automatically for the recipients, if your
Power BI admin has enabled this setting for you in the Power BI Admin Portal. Read
more about automatically installing an app in this article.
1. Select Publish app.

2. After you've successfully published the app, you see a Successfully published
message that includes a shareable app link. You can copy and share that link with
your app consumers.

You can also share the published app by selecting the Copy link button at the
bottom of the Setup page. That creates a shareable app link to share with your
app consumers.
Your app consumers can also request access to your app by searching for the app from
Apps marketplace or AppSource. See the app consumer view section of this article for
more about the app experience for consumers.

Publish the app to your entire organization

You can add your entire organization to any of the app audience groups when you
publish your app.

In Manage audience access, select Entire organization.

However, this option is disabled in these three scenarios:

You've selected Install this app automatically on the Setup tab. We don't allow
automatic installation of an app for an entire organization.
You're a guest user who has been assigned a workspace role.
Your admin doesn't allow you to assign an app to your entire organization. You can
ask your admin to change this setting in the App tenant settings section of tenant
settings in the Admin portal.

Change the settings for users who don't have

access
You can control what users see when they attempt to view an app but they don't have
access. The default setting triggers the access request flow. Users see that they're denied
access, and can submit a request for access.
The default option is for access requests to come to you via email. See the section in this
article for more on managing access requests.

But you can also display a custom message.

Customize the access request behavior

Some organizations have processes and systems outside of Power BI for reviewing and
managing access requests. The custom message setting is a chance for you to explain or
provide a link to how a user can get access to the Power BI app. You can change the
default access request behavior for a Power BI app by going to the Power BI app
settings and configuring the Access requests options as desired. Select Replace with
automated custom message.

Create your own custom message. You can include a link for your users to request
access. This option is for you to provide instructions about how a user can get access to
your Power BI app, rather than receiving requests via email. You might choose this
option, for example, if your organization uses an automated system for handling access
requests. When users who don't have access to your Power BI app try to view it, they see
a message with the instructions you provide.
The Custom message text area in the Access requests example shows sample
instructions. Instructions can be rich text with formatting and links. The following
example shows the experience for users see when they try to view a Power BI app they
don’t have access to.

７ Note
 Custom messages aren't supported in Power BI mobile apps for iOS and Android.
Even if you choose to show a custom message to users who don't have access to
your Power BI app, users on mobile still see the default access request flow.

Manage app access requests

After you publish an app, you can manage app permission.

In the Apps list page, select More options (...) next to an app, then select Manage
permissions.

You also see a notification banner in the workspace if there are any pending access
requests. Select View to access the app permission management page directly.

The Permission management page contains these tabs:

Direct access: Lists all the users who already have access to the app.

Pending access: Lists all pending requests.

Change your published app
After you publish your app, you might want to change or update it.

1. Open the workspace that corresponds to the app. If you're a workspace Admin or
Member, you can also open the workspace right from the app, by selecting the
Edit app pencil.

2. Make any changes you want to the content of your app.

The workspace is your staging area, so your changes aren't live in the app until you
publish again. This lets you make changes without affecting the published apps.

） Important

If you remove a report and update the app, even if you add the report back to
the app, your app consumers lose all customizations they've made, such as
bookmarks, comments, and so on.

3. Select Update app in the Workspace content view.

 4. Update Setup, Content, and Audience, if you need to, then select Update app.

The people you've published the app to automatically see the updated version of
the app.

７ Note

If you removed app permissions as part of the update, new app installers
won't get those permissions. However, the update won't remove the
permissions from users who already have them. To remove such existing
access, go to the Direct access tab on the semantic models manage
permissions page and remove the permissions manually.

Copy a link to a specific item in an app

Prerequisite to copying a link

Before you can copy a link to an item in an app, you have to publish it first. An app that
you're creating doesn't show the Copy link in the Content tab for the item.

Items you can copy a link to

You can copy a link to these items in an app:

A Power BI report
A paginated report
A dashboard
A scorecard

You can't copy a link to an Excel workbook in an app.

Copy the link

 1. In the app, select More options (...) next to the item whose link you want to copy.

2. Select Copy link.

3. In the App link dialog box, select Copy and then Close or Go to app.

Automatically install apps for end users

If an admin gives you permission, you can install apps automatically when you publish
them, and push the apps to app consumers This push functionality makes it easier to
distribute the right apps to the right people or groups. Your app appears automatically
in your end users' Apps content list. They don't have to find it from the Apps
marketplace or Microsoft AppSource or follow an installation link. See how admins
enable publishing apps to end users in the Power BI admin portal article.

How to publish an app automatically to end users

Once the admin has assigned permissions to you, you have a new option to install the
app automatically. When you check the box and select Publish app (or Update app),
the app is published to all audience groups defined in the Audience tab of the app.

How users get the apps that you publish to them

After you publish an app to your users, it shows up in their Apps list automatically. In
this way, you can curate the apps that specific users or job roles in your organization
need to have at their fingertips.
Considerations for automatically installing apps
Keep these things in mind when publishing apps and pushing them automatically to
end users:

You can't automatically install an app for an entire organization. You notice that
when you select the checkbox for install app automatically, the option for entire
organization becomes inactive.

Installing an app automatically to users can take time. Most apps install
immediately for users, but publishing apps can take time. It depends on the
number of items in the app and the number of people given access. We
recommend publishing apps during off hours with plenty of time before users
need them. Verify with several users before sending broad communication about
the apps' availability.

If users don't immediately see the app in the Apps list, they should refresh or close
and reopen their browser.

Try not to overwhelm users. Be careful not to publish too many apps to your users,
so they perceive the pre-installed apps are useful to them. It's best to control who
can publish apps to end users to coordinate timing. Establish a point of contact for
getting apps in your organization published to end users.

Guest users who haven't accepted an invite don't get apps automatically installed
for them.

App consumer view

App consumers in the Power BI service and in the Power BI mobile apps only see the
content based on the access permissions for their respective audience groups.
Consumers who have access to multiple audience groups see group tabs on the top bar
to switch between different audience views easily. For example, if the user is part of both
product team and sales team groups, they see three view tabs, as shown in the following
image. By default, consumers see the All tab view, which is a consolidated view showing
all content that they have access to. App consumers can browse different audience
group tabs to see the content for each group.

The consolidated All view

Audience group one, Product Team

Audience group two, Sales Team

Read more about how app consumers experience apps.

Unpublish an app
Any Admin or Member of a workspace can unpublish the app.

In a workspace, select More options (...) > Unpublish app.

This action uninstalls the app for everyone you've published it to, and they no longer
have access to it. This action doesn't delete the workspace or its contents.

） Important

When you unpublish an app, app consumers lose their customizations, even if you
republish the app later. They lose any personal bookmarks, comments, and so on
associated with content in the app. Only unpublish an app if you need to remove it.
Considerations and limitations
To maintain app reliability and performance here are some app, audience group, and
access limits to consider:

You can create one app per workspace.

You can create up to 25 audience groups per app.
A total of 10,000 users and user groups combined can have access to an app.
Each user group is counted as one entry against the 10,000 total.
You can add up to 1,000 users or user groups per audience group (please note the
total app user and user groups limit above). We recommend you use one or more
user groups that contain all the users who should have access.
If a user you added to an audience group already has access to the app through
the workspace, they're not shown in the access list for the app.
Each workspace user or user group is counted per audience group. For example, if
you have four workspace users and five app audience groups those four
workspace users will be counted per audience group (4x5), accounting for 20 users
against the 10,000 users or user groups limit per app. Additionally, each workspace
user or user group is counted against the 1,000 users or user groups per audience
group.
Consider how many workspace users or user groups have access to the app and
how many users and user groups you have added to audience groups when
creating additional audience groups. It is possible to hit the maximum number of
10,000 users or user groups per app before hitting the limit of 25 audience groups
per app. For example, if you create 10 audience groups and have 1,000 users per
audience group (accounting for workspace users too) you would hit the 10,000
app user or user groups limit and any additional audience groups with additional
users or user groups will block the app from publishing or updating.
If you include a report that uses chained semantic models, also known as
DirectQuery for Power BI semantic models and Analysis Services, in an app, when
you add a user to an audience group, make sure to give permissions to all the
semantic models in the chain. We recommend using Microsoft Entra Security
Groups to manage permissions here. For more information, visit Strategy for using
groups. The same consideration should be made for semantic models in a different
workspace other than the app, make sure to give permissions to semantic models
in a different workspace.

Additional things to keep in mind about publishing apps:

AppSource is an external service that only has public-facing service apps. For
organizational apps, users can just go to Apps marketplace to find them. Template
apps are also available from Apps marketplace.
 You can either pin an entire report page to a dashboard using Live pin or pin a
single visual as a tile from a report to the dashboard.
When you select a visual pinned as a tile in a dashboard in a published app, you're
directed to the underlying report in the app. If the app creator chose not to
include a report that has a related dashboard in the app, you're not directed to the
underlying report when you select the related tile.
In order to see an entire report page pinned as a live pin to a dashboard or a drill-
down report to work, the app creators have to include the report in the app
audience.
The support site URL is shown in the item information card.
By default, all the newly added content, to an already published app, is marked as
invisible. You must go to each audience group and manually unhide it.
Having multiple audiences isn't fully supported in deployment pipelines. Content
visibility of new content that you add to an org app must still be managed
manually via audience management.
When using "Add a Link", you can only open embed links in the content area.
Apps can have a maximum of 200 dashboards.

Related content
Create apps in workspaces
Install and use apps in Power BI
Power BI apps for external services
Power BI Admin Portal
Questions? Try asking the Power BI Community

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Manage workspaces
Article • 11/15/2023

As a Fabric administrator, you can govern the workspaces that exist in your organization
on the Workspaces tab in the Admin portal. For information about how to get to and
use the Admin portal, see About the Admin portal.

On the Workspaces tab, you see a list of all the workspaces in your tenant. Above the
list, a ribbon provides options to help you govern the workspaces. These options also
appear in the More options (...) menu of the selected workspace. The list of options
varies depending on workspace type and status. All the options are described under
workspace options.

The columns of the list of workspaces are described below

ﾉ Expand table

Column Description

Name The name given to the workspace.

Description The information that is given in the description field of the workspace settings.

Type The type of workspace. There are two types of workspaces:

Workspace (also known as "app workspace")

Personal Group ("My workspaces")

 Column Description

State The state lets you know if the workspace is available for use. There are five states,
Active, Orphaned, Deleted, Removing, and Not found. For more information, see
Workspace states.

Capacity Name given to the workspace's capacity.

name

Capacity SKU The type of license used for the workspace's capacity. Capacity SKU Tiers include
Tier Premium and Premium Per User (PPU). For more information about capacity
tiers, see Configure and manage capacities in Premium.

Upgrade The upgrade status lets you know if the workspace is eligible for a Microsoft
status Fabric upgrade.

The table columns on the Workspaces tab correspond to the properties returned by the
admin Rest API for workspaces. Personal workspaces are of type PersonalGroup, all
other workspaces are of type Workspace. For more information, see Workspaces.

Workspace states
The possible workspace states are described below.

ﾉ Expand table

State Description

Active A normal workspace. It doesn't indicate anything about usage or what's inside, only
that the workspace itself is "normal".

Orphaned A workspace with no admin user. You need to assign an admin.

Deleted A deleted workspace. When a workspace is deleted, it enters a retention period.

During the retention period, a Microsoft Fabric administrator can restore the
workspace. See Workspace retention for detail. When the retention period ends, the
workspace enters the Removing state.

Removing At the end of a deleted workspace's retention period, it moves into the Removing
state. During this state, the workspace is permanently removed. Permanently
removing a workspace takes a short while, and depends on the service and folder
content.

Not If the customer's API request includes a workspace ID for a workspace that doesn't
found belong to the customer's tenant, "Not found" is returned as the status for that ID.
Workspace options
The ribbon at the top of the list and the More options (...) menus of the individual
workspaces provide options that to help you manage the workspaces. The Refresh and
the Export options are always present, while the selection of other options that appear
depends on the workspace type and status. All the options are described below.

ﾉ Expand table

Option Description

Refresh Refreshes the workspace list.

Export Exports the table as a .csv file.

Details Lists the items that are contained in the workspace.

Edit Enables you to edit the workspace name and description.

Access Enables you to manage workspace access. You can use this feature to delete
workspaces by first adding yourself to a workspace as an admin then opening
the workspace to delete it.

Get access Grants you temporary access to another user's MyWorkspace. See Gain access to
any user's My workspace for detail.

Capacity Enables you to assign the workspace to Premium capacity or to remove it from
Premium capacity.

Recover Enables you to restore an orphaned workspace.

Restore Enables you to restore the MyWorkspace of a user that has left the organization,
or a deleted collaborative workspace. For MyWorkspaces, see Restore a deleted
My workspace as an app workspace. For collaborative workspaces, see Restore a
deleted collaborative workspace

Permanently Enables you to permanently delete a deleted collaborative workspace before the
delete end of its retention period. See Permanently delete a deleted collaborative
workspace during the retention period.

７ Note

Admins can also manage and recover workspaces using PowerShell cmdlets.

Admins can also control users' ability to create new workspace experience
workspaces and classic workspaces. See Workspace settings in this article for
details.
Workspace retention
By default, when a workspace is deleted, it isn't permanently and irrevocably deleted
immediately. Instead, it enters a retention period during which it's possible to restore it.
At the end of the retention period, it's removed permanently, and it will no longer be
possible to recover it or its contents.

The retention period for personal workspaces (My workspaces) is 30 days.

The retention period for collaborative workspaces is configurable. The default retention
period is seven days. However, Fabric administrators can change the length of the
retention period by turning on the Define workspace retention period setting in the
admin portal and specifying the desired retention period (from 7 to 90 days).

During the retention period, Fabric administrators can restore the workspace.

At the end of the retention period, the workspace is deleted permanently and it and its
contents are irretrievably lost.

While a workspace is in the retention period, Fabric administrators can permanently

delete it before the end of the retention period.

Configure the retention period for deleted collaborative

workspaces
By default, deleted collaborative workspaces are retained for seven days. Fabric
administrators can change the length of the retention period (from 7 to 90 days) using
the Define workspace retention period tenant setting.

1. In the Fabric admin portal, go to Workspace settings > Define workspace

retention period.
2. Turn on the setting and enter the number of days for desired retention period. You
can choose anywhere from 7 to 90 days.
3. When done, select Apply.

７ Note

When the Define workspace rentention period setting is off, deleted collaborative
workspaces automatically have a retention period of 7 days.

This setting does not affect the retention period of My workspaces. My workspaces
always have a 30-day retention period.
Restore a deleted collaborative workspace
While a deleted collaborative workspace is in a retention period, Fabric administrators
can restore it and its contents.

1. In the Fabric admin portal, open the Workspaces page and find the deleted
collaborative workspace you want to restore. Collaborative workspaces are of type
Workspace. A workspace that is in a retention period has the status Deleted.
2. Select the workspace and then choose Restore from the ribbon, or select More
options (...) and choose Restore.
3. In the Restore workspaces panel that appears, give a new name to the workspace
and assign at least one user the Admin role in the workspace.
4. When done, select Restore.

Permanently delete a deleted collaborative workspace

during the retention period
While a deleted collaborative workspace is in a retention period, Fabric administrators
permanently delete it before the end of its retention period.

1. In the Fabric admin portal, open the Workspaces page and find the deleted
collaborative workspace you want to restore. Collaborative workspaces are of type
Workspace. A workspace that is in a retention period has the status Deleted.
2. Select the workspace and then choose Permanently delete from the ribbon, or
select More options (...) and choose Permanently delete.

You're asked to confirm the permanent deletion. After you confirm, the workspace and
its contents are no longer recoverable.

Govern My workspaces
Every Fabric user has a personal workspace called My workspace where they can work
with their own content. While generally only My workspace owners have access to their
My workspaces, Fabric admins can use a set of features to help them govern these
workspaces. With these features, Fabric admins can:

Gain access to the contents of any user's My workspace

Designate a default capacity for all existing and new My workspaces
Prevent users from moving My workspaces to a different capacity that might reside
in noncompliant regions
Restore deleted My workspaces as app workspaces
These features are described in the following sections.

Gain access to any user's My workspace

To gain access to a particular My workspace

1. In the Fabric Admin portal, open the Workspaces page and find the personal
workspace you want to get access to.
2. Select the workspace and then choose Get Access from the ribbon, or select More
options (...) and choose Get Access.

７ Note

Once access is obtained, the ribbon and the More options (...) menu will show
Remove Access for the same My workspace. If you do not remove access by
selecting one of these options, access will automatically be revoked for the admin
after 24-hours. The My workspace owner's access remains intact.

Once you have access, the My workspace will show up in the list of workspaces
accessible from the navigation pane. The icon indicates that it's a My workspace.

Once you go inside the My workspace, you can perform any actions as if it's your own
My workspace. You can view and make any changes to the contents, including sharing
or unsharing. But you can't grant anyone else access to the My workspace.

Designate a default capacity for My workspaces

A Fabric admin or capacity admin can designate a capacity as the default capacity for
My workspaces. For details, see Designate a default capacity for My workspaces

Prevent My workspace owners from reassigning their My

workspaces to a different capacity
Fabric admins can designate a default capacity for My workspaces. However, even if a
My workspace has been assigned to Premium capacity, the owner the workspace can
still move it back to Pro, which is in Shared capacity. Moving a workspace from Premium
capacity to Shared capacity might cause the content contained in the workspace to be
become noncompliant with respect to data-residency requirements, since it might move
to a different region. To prevent this situation, the Fabric admin can block My workspace
owners from moving their My workspace to a different capacity by turning off the Users
can reassign personal workspaces tenant admin setting. See Workspace settings for
detail.

Restore a deleted My workspace as an app workspace

When users are deleted from the company's Active Directory, their My workspaces show
up as Deleted in the State column on the Workspaces page in the Admin portal. Fabric
admins can restore deleted My workspaces as app workspaces that other users can
collaborate in.

During this restoration process, the Fabric admin needs to assign at least one
Workspace admin in the new app workspace, as well as give the new workspace a name.
After the workspace has been restored, it will show up as Workspace in the Type column
on the Workspaces page in the Admin portal.

To restore a deleted My workspace as an app workspace

1. In the Fabric Admin portal, open the Workspaces page and find the deleted
personal workspace you want to restore.
2. Select the workspace and then choose Restore from the ribbon, or select More
options (...) and choose Restore.
3. In the Restore workspaces panel that appears, give a new name to the workspace
and assign at least one user the Admin role in the workspace.
4. When done, select Restore.

After the deleted workspace has been restored as an app workspace, it's just like any
other app workspace.

Moving data around

Workspaces and the data they contain reside on capacities, and can be moved around
by assigning them to different capacities. Such movement might be between capacities
in different regions, or between different capacity types, such as Premium and shared.

In Microsoft Fabric, such movement currently has the following restrictions:

Non Power BI Fabric items can't move from Premium to shared capacity.

Non Power BI Fabric items can't move between regions.

This means the following:

Moving a workspace from one capacity to another within the same region
 If the workspace has non Power BI Fabric items, you can only move it from one
Premium capacity to another Premium capacity. If you want to move the
workspace from Premium to shared capacity, you won't be able to do so unless
you delete all non-Power BI Fabric items first.

If the workspace has no non Power BI Fabric items (that is, it has only Power BI
items) moving the workspace from Premium to shared is supported.

Moving a workspace from one capacity to a capacity in a different region

If the workspace has no non Power BI Fabric items (only Power BI items) then
moving the workspace to another capacity in a different region is supported.

If you want to move a workspace that contains non Power BI Fabric items, you
must delete all the non Power BI Fabric items first. After the workspace is migrated
to a different region, it can take up to an hour before you can create new non-
Power BI Fabric items.

Related content
About the admin portal

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Data lineage
Article • 11/10/2023

In modern business intelligence (BI) projects, understanding the flow of data from the
data source to its destination can be a challenge. The challenge is even bigger if you've
built advanced analytical projects spanning multiple data sources, artifacts, and
dependencies. Questions like "What happens if I change this data?" or "Why isn't this
report up to date?" can be hard to answer. They might require a team of experts or deep
investigation to understand. Power BI's data lineage view helps you answer these
questions.

Power BI has several artifact types, such as dashboards, reports, semantic models, and
dataflows. Many semantic models and dataflows connect to external data sources such
as SQL Server, and to external semantic models in other workspaces. When a semantic
model is external to a workspace you own, it might be in a workspace owned by
someone in IT or another analyst. External data sources and semantic models make it
harder to know where the data is coming from, ultimately. For complex projects and for
simpler ones, we introduce lineage view.

In lineage view, you see the lineage relationships between all the artifacts in a
workspace, and all its external dependencies. It shows connections between all
workspace artifacts, including connections to dataflows, both upstream and
downstream.

７ Note
 This video might use earlier versions of Power BI Desktop or the Power BI service.

https://www.microsoft.com/en-us/videoplayer/embed/RE4HmJG?postJsllMsg=true

Explore lineage view

Every workspace automatically has a lineage view. You need at least a Contributor role in
the workspace to view it. See Permissions in this article for details.

To access lineage view, go to the workspace list view. Tap the arrow next to View
and select Lineage.

In this view, you see all the workspace artifacts and how the data flows from one artifact
to another.

Data sources

You see the data sources from which the semantic models and dataflows get their data.
On the data source cards, you see more information that can help identify the source.
For example, for Azure SQL server, you also see the database name.

Gateways

If a data source is connected via an on-premises gateway, the gateway information is

added to the data source card. If you have permissions, either as a gateway admin or as
a data source user, you see more information, such as the gateway name.
Semantic models and dataflows

On semantic models and dataflows, you see the last refresh time, as well as if the
semantic model or dataflow is certified or promoted.

If a report in the workspace is built on a semantic model or a dataflow that's located in

another workspace, you see the source workspace name on the card of that semantic
model or dataflow. Select the name of the source workspace to go to that workspace.

For any artifact, select More options (...) to view the options menu. It features all
the same actions that are available in list view.

To see more metadata on any artifact, select the artifact card itself. Additional
information about the artifact is displayed in a side pane. In the following image, the
side pane displays the metadata of a selected semantic model.
Show lineage for any artifact
Say you want to see the lineage for a specific artifact.

Select the double arrows under the artifact.

 Power BI highlights all the artifacts related to that artifact, and dims the rest.

Navigation and full screen

Lineage view is an interactive canvas. You can use the mouse and touchpad to navigate
in the canvas, as well as to zoom in or out.

To zoom in and out, use either the menu in the bottom-right corner or your mouse
or touchpad.

To have more room for the graph itself, use the full screen option at the bottom-
right corner.

Permissions
You need a Power BI Pro license to see lineage view.
Lineage view is available only to users with access to the workspace.
Users must have an Admin, Member, or Contributor role in the workspace. Users
with a Viewer role can't switch to lineage view.
Considerations and limitations
Lineage view isn't available in Internet Explorer. For more information, see
Supported browsers for Power BI.
Correct display of semantic model<->dataflow lineage is guaranteed only if the
Get Data UI is used to set up the connection to the dataflow, and the Dataflows
connector is used. Correct display of semantic model<->dataflow lineage isn't
guaranteed if a manually created Mashup query is used to connect to the dataflow.

Next steps
Introduction to semantic models across workspaces
Semantic model impact analysis
Semantic model impact analysis
Article • 11/10/2023

When you make changes to a semantic model, or are considering making changes, it's
important to be able to assess the potential impact of those changes on downstream
reports and dashboards that depend on that semantic model. Semantic model impact
analysis provides you with information that can help you make this assessment.

It shows you how many workspaces, reports, and dashboards might be affected by
your change, and provides easy navigation to the workspaces where the affected
reports and dashboards are located so that you can investigate further.
It shows you how many unique visitors and the number of views there are on the
potentially affected items. This helps you determine the overall impact of the
change for the downstream item. For instance, it's probably more important to
investigate the effect of a change on a report that has 20,000 unique viewers than
it is to investigate the effect of the change on a report that has three viewers.
It provides an easy way to notify the relevant people about a change you made or
are thinking about making.

Semantic model impact analysis is easily launched from within data lineage view.

Identify shared semantic models

You can perform semantic model impact analysis on both shared and unshared
semantic models. However, it's particularly useful for semantic models that are shared
across workspaces, where it's much more complicated to get a clear picture of
downstream dependencies than it is with unshared semantic models, all of whose
dependencies are located in the same workspace as the semantic model itself.

In lineage view, you can tell the difference between shared semantic models and
unshared semantic models by the icon that appears in the upper left-hand corner of the
semantic model's card.
Perform semantic model impact analysis
You can perform impact analysis on any semantic model in the workspace, whether it's
shared or not. You can't perform impact analysis on external semantic models that are
displayed in lineage view but are in fact located in another workspace. To perform
impact analysis on an external semantic model, you need to navigate to the source
workspace.

To perform semantic model impact analysis, select the impact analysis button on the
semantic model card.

The impact analysis side panel opens.

The impact summary shows you the number of potentially impacted workspaces,
reports, and dashboards, as well as the total number of views for all the
downstream reports and dashboards that are connected to the semantic model.
The notify contacts link opens a dialog where you can create a message about any
semantic model changes you make, and send it to the contact lists of the affected
 workspaces.
The usage metrics show you, for each workspace, the total number of views for the
potentially impacted reports and dashboards it contains, and for each report and
dashboard, the total number of viewers and views, where:
Viewers: The number of distinct users that viewed a report or dashboard.
Views: The number of views for a report or dashboard

The usage metrics relate to the last 30 days, excluding the current day. The count
includes usage coming via related apps. The metrics help you understand semantic
model use across the tenant, as well as assess the impact any changes to your semantic
model might have.

Notify contacts
If you've made a change to a semantic model or are thinking about making a change,
you might want to contact the relevant users to tell them about it. When you notify
contacts, an email is sent to the contact lists of all the impacted workspaces. Your name
appears on the email so the contacts can find you and reply back in a new email thread.

1. Select Notify contacts in the impact analysis side pane. The notify contacts dialog
appears.

2. In the text box, provide some detail about the change.

3. When the message is ready, select Send.

７ Note
 Notify contacts is not available if the semantic model you're performing impact
analysis on is located in a classic workspace.

Privacy
In order to perform impact analysis on a semantic model, you must have write
permissions to it. In the impact analysis side pane, you only see real names for
workspaces, reports, and dashboards that you have access to. Items that you don't have
access to are listed as Limited access. This is because some item names may contain
personal information.

Even if you don't have access to some workspaces, you still see summarized usage
metrics for those workspaces, and your notify contacts messages will still reach the
contact lists of those workspaces.

Impact analysis from Power BI Desktop

When you make a change to a semantic model in Power BI Desktop and then republish
it to the Power BI service, a message shows you how many workspaces, reports, and
dashboards are potentially impacted by the change, and asks you to confirm that you
want to replace the currently published semantic model with the one you modified. The
message also provides a link to the full semantic model impact analysis in the Power BI
service, where you can see more information and take action to mitigate the risks of
your change.

７ Note
 The information shown in the message only indicates potential impact. It doesn't
necessarily indicate that anything has broken. Semantic model changes often have
no adverse effect on their downstream reports and dashboards. Still, you get this
message that gives you clarity concerning potential impact.

In the message, the number of workspaces is only shown if more than one
workspace contains impacted reports and dashboards.

Considerations and limitations

Usage metrics aren't supported for personal workspaces.

Next steps
Intro to semantic models across workspaces
Data lineage
Data source impact analysis
Article • 11/10/2023

Data source impact analysis helps you see where your data source is being used
throughout your organization. This can be useful when the data source is temporarily or
permanently taken offline, and you want to get an idea about who is impacted. Impact
analysis shows you how many workspaces, dataflows, and semantic models use the data
source, and provides easy navigation to the workspaces where the affected dataflows
and semantic models are located so that you can investigate further.

Data source impact analysis can also help you spot data duplication in the tenant, such
as when a number of different users build similar models on top of the same data
source. By helping you discover such redundant semantic models and dataflows, data
source impact analysis supports the goal of having a single source of truth.

Perform data source impact analysis

To perform data source impact analysis:

1. Go to the workspace that contains the data source you're interested in and open
lineage view.

2. Find the data source's card and select the impact analysis icon.

The impact analysis side panel opens.

Data source type: Indicates the data source type.

Path to data source: Path to the data source as defined in Power BI Desktop. In this
example, the path to the SQL server database data source is the connection string
twitterDB-yaronctestingdb1.database.windows.net, as defined in Power BI Desktop,
shown in the following image. It consists of the database name twitterDB and the
server name yaronctestingdb1.database.windows.net.
 Impact summary: The number of potentially impacted workspaces, dataflows, and
semantic models. This count includes workspaces you don't have access to.

Usage breakdown: For each workspace, the names of the impacted dataflows and
semantic models. To further explore the impact on a particular workspace, select
the workspace name to open the workspace. Then use semantic model impact
analysis to see the usage details about connected reports and dashboards.

Notify contacts
If you make a change to a data source or are thinking about making a change, you
might want to contact the relevant users to tell them about it. When you notify contacts,
an email is sent to the contact lists of all the impacted workspaces. For classic
workspaces, the email is sent to the workspace administrators. Your name appears on
the email so the contacts can find you and reply back in a new email thread.

1. Select Notify contacts in the impact analysis side pane. The notify contacts dialog
appears.
 2. In the text box, provide some detail about the change.

3. When the message is ready, select Send.

Privacy
In the impact analysis side pane, you only see real names for workspaces, datasets, and
dataflows that you have access to. Items that you don't have access to are listed as
Limited access, since some item names might contain personal information.

The counts in the impact summary include all impacted dataflows and semantic models,
even those that reside in workspaces you don't have access to.

Considerations and limitations

Data source impact analysis isn't yet supported for paginated reports, so you won't see
if the data source has any direct impact on these kinds of reports in the tenant.

Next steps
Semantic model impact analysis
Data lineage
How to apply sensitivity labels in Power
BI
Article • 11/16/2023

Sensitivity labels from Microsoft Purview Information Protection on your reports,

dashboards, semantic models, dataflows, and .pbix files can guard your sensitive
content against unauthorized data access and leakage. Labeling your data correctly with
sensitivity labels ensures that only authorized people can access your data. This article
shows you how to apply sensitivity labels in the Power BI service and in Power BI
Desktop.

For more information, see Sensitivity labels in Power BI.

Give us your feedback

The product team would love to get your feedback about the Power BI information
protection capabilities and its integration with Microsoft Purview Information Protection.
Help us meet your information protection needs! Thanks!

Apply sensitivity labels in the Power BI service

In the Power BI service, you can apply sensitivity labels to reports, dashboards, semantic
models, and dataflows.

Here are the requirements to apply sensitivity labels in the Power BI service:

You must have a Power BI Pro or Premium Per User (PPU) license and edit
permissions on the content you want to label. Note: If you have a Free license, you
can apply sensitivity labels on the content in your My workspace, provided that the
other requirements listed here have been met.
Sensitivity labels must be enabled for your organization. Contact your Power BI
admin for information about your configuration.
You must belong to a security group that has permissions to apply sensitivity
labels, as described in Enable sensitivity labels in Power BI.
All licensing and other requirements must be met.

View sensitivity labels

When data protection is enabled on your tenant, sensitivity labels appear in the
Sensitivity column in the list view of dashboards, reports, semantic models, and
dataflows.

Set the sensitivity label on a report or dashboard

You can apply or change the sensitivity label on a report or dashboard by following
these steps:

1. On the More options... menu for a report or dashboard, select Settings.

2. In the Settings side pane, go to the Sensitivity label section.
3. Select the appropriate sensitivity label in the drop-down list.
4. Select Save to apply the modified settings.

The following image shows how to set the sensitivity label for a dashboard to Highly
Confidential\Any User (No Protection):


 ７ Note

If the Sensitivity label setting isn't available, you might not have the correct usage
rights to change the setting. If you're not able to change a sensitivity label,
consider asking the person who originally applied the label to make the change.
You can also contact the Microsoft 365/Office security administrator and request
the necessary usage rights for the label.

Set the sensitivity label on a semantic model or dataflow

You can apply or change the sensitivity label on a semantic model or dataflow by
following similar steps:

1. On the More options... menu for a semantic model or dataflow, select Settings.
2. In the Settings view, select the Semantic models or Dataflows tab, depending on
your configuration.
3. Expand the Sensitivity label section.
4. Select the appropriate sensitivity label in the drop-down list.
5. Select Apply to save the modified settings.

The following images show how to set the sensitivity label for a semantic model to
General:


 

７ Note

If the Sensitivity label setting isn't available, you might not have the correct usage
rights to change the setting. If you're not able to change a sensitivity label,
consider asking the person who originally applied the label to make the change.
You can also contact the Microsoft 365/Office security administrator and request
the necessary usage rights for the label.

Apply sensitivity labels in Power BI Desktop

Here are the requirements to apply sensitivity labels in Power BI Desktop:

You must have a Power BI Pro or Premium Per User (PPU) license.
Sensitivity labels must be enabled for your organization. Contact your Power BI
admin for information about your configuration.
You must belong to a security group that has permissions to apply sensitivity
labels, as described in Enable sensitivity labels in Power BI.
All licensing and other requirements must be met.
You must be signed in.

Watch the following short video on how to apply sensitivity labels and then try it out
yourself.
 ７ Note

This video might show earlier versions of Power BI Desktop or the Power BI service.

https://www.microsoft.com/en-us/videoplayer/embed/RE4M5Gj?postJsllMsg=true

Set the sensitivity label on a file

To apply a sensitivity label on a file you're working on, select the Sensitivity option on
the toolbar. Select the appropriate sensitivity label in the drop-down list.

７ Note

If the Sensitivity option isn't available, you might not have an appropriate license,
or you might not belong to a security group that has permissions to apply
sensitivity labels, as described in Enable sensitivity labels in Power BI.

If a specific sensitivity label isn't available, you might not have the correct usage
rights to change the setting. If you're not able to change a sensitivity label,
consider asking the person who originally applied the label to make the change.
You can also contact the Microsoft 365/Office security administrator and request
the necessary usage rights for the label.

After you apply the sensitivity label, it's visible in the status bar.
Work with sensitivity labels on uploaded or downloaded
files
When you publish a .pbix file to the Power BI service from Power BI Desktop, or when
you upload a .pbix file to the Power BI service directly via the OneLake data hub, the
.pbix file's label is applied to both the report and the semantic model that are created in
the service.

If the .pbix file you're publishing or uploading replaces existing assets (that is, the file
has the same name as the .pbix file), you see a dialog prompt. At the prompt, choose
whether to keep the labels on the assets or have the .pbix file's label overwrite those
labels. If the .pbix file is unlabeled, the labels in the service are retained.

When you download a .pbix file from the Power BI service by using the Download this
file option, if both the report and semantic model to download have labels and the two
labels are different, the label applied to the .pbix file is the more restrictive of the two.

Remove sensitivity labels

You can remove sensitivity labels only in Power BI Desktop.

To remove a sensitivity label from a .pbix file, select the Sensitivity option on the
toolbar. Select the current sensitivity label setting in the drop-down list. The sensitivity
label is removed from the file.

Considerations and limitations

For more information, see Sensitivity labels in Power BI.

Next steps
This article described how to apply sensitivity labels in Power BI. The following articles
provide more details about data protection in Power BI.

Overview of sensitivity labels in Power BI

Enable sensitivity labels in Power BI
Using Microsoft Defender for Cloud Apps controls in Power BI
Collaborate with Power BI in Microsoft
Teams, Outlook, and Office
Article • 03/02/2023

Organizations rely on Microsoft Teams, Microsoft Outlook, and Microsoft Office to

enable remote work and keep employees in sync. This article outlines options for
sharing and collaborating on interactive Power BI content in Microsoft Teams, Outlook,
and Office.

７ Note

The Power BI app is generally available in Microsoft Teams. The Power BI app is in
public preview in Microsoft Outlook and Microsoft Office. Learn more about the
public preview.

Add the Power BI app to Microsoft Teams: Integrate the Power BI service
experience into Microsoft Teams.
Add the Power BI app to Microsoft Outlook and Office: Integrate the Power BI
service experience into Microsoft Office products.
Embed interactive reports in Teams channels and chats with a Power BI tab: Help
your colleagues find and discuss your team's data.
Create a link preview in the Teams message box when you paste links to your
reports, dashboards, and apps.
 Chat in Microsoft Teams directly from the Power BI service: Share a filtered view of
your reports and dashboards and start conversations.
View all the Power BI tabs you have in Microsoft Teams: Select the In Teams tab on
the Power BI app home page.
Create a Teams usage report automatically in the Power BI app in Teams: Analyze
your Teams activity.
Get notified in the Teams activity feed when important things happen in Power BI.
Discover and use Power BI in Teams mobile.

Requirements
In general, for Power BI to work in Microsoft Teams, ensure these elements:

Ensure the Power BI app is enabled in the Teams Admin center apps list.
Your users with a Power BI (Free) license can access personal analytics, including
using the built-in Teams analytics report, and create reports in their My workspace.
Your users with a Power BI (Free) license can also access content shared to them
from a workspace that's part of a Power BI Premium capacity (P SKU).
Your users with a Power BI Pro or Premium Per User (PPU) license can share
content with others or build content in workspaces.
Users need to sign in within the Power BI app for Teams or the Power BI service to
activate their Power BI license.
Users meet the requirements to use the Power BI tab in Microsoft Teams.

Grant access to reports

Embedding a report in Microsoft Teams or sending a link to an item doesn't
automatically give users permission to view the report. You need to allow users to view
the report in Power BI. You can use a Microsoft 365 Group for your team to make it
easier.

） Important

Make sure to review who can see the report within the Power BI service and grant
access to those not listed.

One way to ensure everyone in a team has access to reports is to place the reports in a
single workspace and give the Microsoft 365 Group for your team access.
Share with external users
You can integrate a Power BI report in Teams and share it with external users. Here are
the steps to follow.

1. You invite the external user to the organization, and they accept your invitation.
See Distribute Power BI content to external guest users using Azure Active
Directory B2B for details.
2. Give the external user permission on the report. Individual permissions assignment
works best.
3. Make sure the external user has a Power BI license assigned to them. If the content
is in a Premium capacity, the user only needs a Free license. If not, the user can
sign up for an individual free trial of Power BI Pro or get a Premium Per User (PPU)
license.

Known issues and limitations

Power BI doesn't support the same localized languages that Microsoft Teams does.
As a result, you might not see proper localization within the embedded report.
Power BI dashboards can't be embedded in the Power BI tab for Microsoft Teams.
Users without a Power BI license or permission to access the report see a "Content
isn't available" message.
You might have issues if you use Internet Explorer 10.
URL filters aren't supported with the Power BI tab for Microsoft Teams.
In US Government Community Cloud, the Power BI app for Microsoft Teams and
the new tab are available. However, the following experiences aren't available:
Power BI messaging extension, which provides link previews, search, and link
unfurling
Power BI activity feed notifications
Chat in Microsoft Teams
In other national/regional clouds, the new Power BI tab isn't available. An older
version might be available that doesn't support workspaces or reports in Power BI
apps.
After you save the tab, you can't change the tab name through the tab settings.
Use the Rename option to change it.
Link previews don't work in meeting chat or private channels.
The messaging extension may process request and response data in a region that's
different from your Power BI tenant home region.

Power BI app in Outlook and Office

The Power BI app for Microsoft Teams is available in Microsoft Outlook and Microsoft
Office as a public preview. If you've installed the Power BI app in Microsoft Teams, it's
also installed in Outlook and Office. Otherwise, in Outlook and Office you can install the
Power BI app from the store. When you install the app, it also appears in Teams. The
Power BI app in Teams continues to be generally available. The Power BI app supports
Outlook for the web and Outlook for Windows.

） Important

To participate in the preview, you must be enrolled in Microsoft 365 First Release
for web experiences and in Office Insiders Beta Channel for Windows experiences.
The public preview is rolling out incrementally for First Release and Office Insiders
users. This means some users in your organization might not yet see the
experiences in Outlook and Office.

In Outlook and Office, the preview app has some additional limitations:

File downloads aren't supported yet. This means export options and file downloads
don't download files.
On the Create tab, the Paste or manually enter data option isn't supported yet.
Viewing items in full screen option isn't supported yet.
Deep links aren't supported yet in Outlook and Office. Items open in a new
browser tab.
In Outlook, generating link previews for URLs that you paste into email isn't
supported yet.

Microsoft Power Platform in Microsoft Teams

The other Microsoft Power Platform apps also integrate with Microsoft Teams.

Power Platform admin experience

Power Automate
Power Apps
Power Virtual Agents

Next steps
Embed Power BI content in Microsoft Teams.
Get a Power BI link preview in Microsoft Teams.
Chat in Microsoft Teams directly from the Power BI service.
More questions? Ask the Power BI Community.
Add the Power BI app to Microsoft
Teams
Article • 03/01/2023

This article describes how you can install, pin, and interact with Power BI directly inside
Microsoft Teams. The Power BI personal app brings the entire basic Power BI service
experience to Microsoft Teams.

With the Power BI app in Microsoft Teams, you can collaborate with Power BI in Teams.
The app is your personal experience of Power BI. It's as if the Power BI service lives
inside Microsoft Teams. After you install it, you can do almost everything in Microsoft
Teams that you can do in the Power BI service.

Create, view, and edit dashboards, reports, and apps.

Create and participate in workspaces.
Share content, either through email or through Microsoft Teams.
Also, there's a feature in the Power BI app in Teams that you don't see when you view
the Power BI service (app.powerbi.com) in a web browser. On the Power BI home page
in Teams, you can see all the Power BI tabs you've viewed in Teams.

There are a few features that you can access only in the Power BI service in a browser.
For details, see the Known issues and limitations section of this article.

７ Note

When you install the Power BI app in Microsoft Teams, if you are in Microsoft 365
Targeted Release or Office Insiders Beta Channel, then the public preview of the
Power BI app in Microsoft Outlook and Microsoft Office is also installed. For details,
see public preview in Outlook and Office.

Requirements
Ensure the following elements are in place to install the Power BI app in Microsoft
Teams:

Power BI app is enabled in the Teams Admin center apps list.

Your users with a Power BI (Free) license can access personal analytics. They can
use the built-in Teams analytics report and create reports in their My workspace.
Your users with Power BI (Free) licenses can also access content that's shared with
them from a workspace that's part of a Power BI Premium capacity (P SKU).
Your users with a Power BI Pro or Premium Per User (PPU) license can share
content with others or build content in workspaces.
Users have signed in within the Power BI app for Teams or the Power BI service and
activated their Power BI license.
Users meet the requirements to use the Power BI tab in Microsoft Teams.

Install the Power BI app

Select More added apps (...) in the left navigation bar, and then search for and select
Power BI.
That's it! The Power BI app is installed in Microsoft Teams.

Pin the Power BI app to the Teams navigation

pane
To keep the app available in Teams, pin it to the Teams navigation pane. Right-click the
Power BI icon in the Teams navigation pane, and select Pin.

That's it. Now you can view your Power BI content in Teams whenever you want.

Interact with your content in Microsoft Teams

The interaction with your content in Microsoft Teams is the same as with the Power BI
service. You interact with your dashboards, reports, apps, or workspaces in the same
ways.

You can even share a report with your coworkers from the Power BI app in Microsoft
Teams.

The Power BI app in Microsoft Teams also features a hub for training. Select Learn to
view the Learning Center.
The Power BI app in Microsoft Teams helps you multi-task by remembering where you
navigated to for one hour. When you leave the app and return within one hour, the app
automatically takes you back to where you were working by navigating to:

Items you visited, such as the report page you were on and the filters you applied.
Places you visited, such as Home, Create, Data hub, Workspaces, and so on.

When using the Power BI app in Microsoft Teams Desktop, you can use the Microsoft
Teams back button to navigate back within the Power BI app. When using the app in
Microsoft Teams in a web browser, use the browser back button.

Differences in interactions
A few interactions are different in the Teams app than they are in the browser.

When you look at a dashboard or report, you don't see the Power BI navigation
pane. To access the navigation pane, select Close to go back to Home or the
workspace.

To open the report in the Power BI service instead of viewing it in Microsoft Teams,
select Open this on the web.
Search for Power BI content in Teams
With the search experience in Teams, you can find recent reports, dashboards, and apps
and open them within the Power BI app for Teams. Give the search experience a try.

1. In the Teams search bar, enter @Power BI.

７ Note

Be sure to include the space between Power and BI.

2. Select an item from the list, or enter something to search for.

3. Select Open.

The first time you use this capability, you need to sign in.

4. If you haven't installed the Power BI app yet, Teams asks you to add it.
Increase Power BI app adoption in Teams
Your organization can make it easier for everyone to find and use data by installing and
pinning the Power BI app for Teams for users. Pinning is optional but recommended.

Are you a leader in your organization? You can encourage individuals and teams to use
the Power BI app in Teams by installing it for themselves. Read the Guide to enabling
your organization to use Power BI in Microsoft Teams to learn about the options for
broad and targeted rollout and decide what’s right for your organization.

Install the Power BI app for Teams automatically

Are you a Power BI admin or a Teams admin? By default, the Power BI app for Teams is
installed automatically in some circumstances. See Install the Power BI app for Teams
automatically for details. To encourage the users in your organization to use the app
more regularly, pin the app proactively in Teams through an app setup policy. It's useful
to include Power BI as a pinned app, so users in Teams can easily find and use data.
After November 1, 2021, installation occurs automatically for users who visit the Power
BI service and meet the criteria.

Power BI end users might see a notification in the Power BI service notification pane that
says the Microsoft Teams app was automatically installed.
Known issues and limitations
Some options in the Power BI service aren't available in Microsoft Teams. These
options include:
Notifications.
Downloading apps such as Power BI Desktop and Power BI Paginated Report
Builder.
Sending feedback.
Settings such as managing personal storage and accessing the admin portal.
Power BI doesn't support the same localized languages that Microsoft Teams does.
As a result, you might not see proper localization within a report.
The Power BI app for Microsoft Teams is available to Commercial Cloud and US
Government Community Cloud (GCC) customers.
Search experience isn't available in US GCC.
To automatically take you back when navigating back to the app, your navigation
history is saved approximately every 15 seconds. The history is stored locally on
your computer or in your web browser window. If you navigate to a place and
filter, then quickly switch to another part of Teams, such as to Chat, Calendar, or
Teams, your navigation may not be captured. If you change computers or start a
new browser window, the history isn't available.
Next steps
Enable remote work in Microsoft Teams with Power BI

More questions? Try asking the Power BI Community .

Embed Power BI content in Microsoft
Teams
Article • 05/02/2023

You can easily embed interactive Power BI reports in Microsoft Teams channels and
chats.

Requirements
To embed a report on the Power BI tab in Teams, you need to meet these requirements:

Teams has the Power BI tab.

You have at least a Viewer role in the workspace that hosts the item.
You have permission to view the organizational app

For information about the different roles, see Roles in workspaces.

To view a report on the Power BI tab in Teams, your users need to meet these
requirements:

They're Teams users with access to channels and chats.

They have permission to view the items in Power BI.

See Collaborate in Microsoft Teams with Power BI for background on how Power BI and
Microsoft Teams work together, including other requirements.

Embed a report in Microsoft Teams

Follow these steps to embed your report in a Microsoft Teams channel or chat.

1. Open a channel or chat in Microsoft Teams, and select the + icon.

2. Select the Power BI tab.

3. Select Save to Add the Power BI tab and go to report configuration.
4. You see a configuration screen like this one:

5. Choose any of these options to embed an item in the tab:

 Paste a link to a supported item in the Paste a Power BI link box and select
Add tab. The tab is then configured.

７ Note

If you use Share link to embed your report, make sure that other users
have access to this report and have the required permissions. They don't
get access automatically unless your sharing link includes permissions.

Select Browse workspaces to select a report from a workspace or a Power BI

app. Choose any report, app, or scorecard available for you in the Select a
report, app or scorecard dialog. You can use the Search box to find the
artifact you're looking for.

Select Create new to create a new report.

Reset a report in Microsoft Teams tab

If you want to change the item in a Power BI tab, you can reset it and configure a new
item. Follow these steps.

1. Right-click the Teams tab name, and select Settings.

2. Select the Reset tab button.

The tab resets. You will see the configuration screen in the tab where you can set a new
report, app, or scorecard.

The Settings dialog helps you adjust permissions for reports. To set permission for
organizational apps, work with the app owners.

To rename the tab, Right-click the Teams tab name, and select Rename.

Items you can embed in the Power BI tab

You can embed the following item types on the Power BI tab:

Power BI interactive reports (.pbix files).

Power BI paginated reports (.rdl files).
Power BI scorecards
Power BI organizational apps
Power BI interactive reports in organizational apps
These items must be hosted in Power BI workspaces, including My workspace, or
published through a Power BI organizational app.

You can pick these items from the Browse workspaces option or paste a link to the item.

Links you can use to configure the Power BI tab

Using a link to configure your Power BI tab provides you additional options to
customize the experience for your users.

Use links with 'include my changes' to open a specific page and apply specific
filters when users open the tab.
Use sharing links to reduce the need for users to request access to reports.

When configuring the Power BI tab, the links you use can include the following options:

Sharing links generated by the Share option in Power BI

Links with include my changes (shared views)
Links generated by copy link to visual
Links from the address bar

Start a conversation
When you add a Power BI report tab to Microsoft Teams, Microsoft Teams automatically
creates a tab conversation for the report.

Select the Show tab conversation icon in the upper-right corner.

The first comment is a link to the report. Everyone in that Microsoft Teams channel
can see and discuss the report in the conversation.
Known issues and limitations
In Microsoft Teams, when you export data from a visual in a Power BI report, the
data is automatically saved to your Downloads folder. It's an Excel file called data
(n).xlsx, where n is the number of times you've exported data to the same folder.
You can't embed Power BI dashboards in the Power BI tab for Microsoft Teams.
URL filters aren't supported with the Power BI tab for Microsoft Teams.
In national/regional clouds, the Power BI tab isn't available.
After you save the tab, you don't change the tab name through the tab settings.
Use the Rename option to change it.
When you view Power BI tabs in Teams mobile, the best viewing experience is
through the Power BI mobile apps. In the Teams Mobile tabs list, select More
options (...) > Open in browser. When you have the Power BI mobile app installed
on your device, the report opens in the Power BI mobile app.
When embedding Power BI organizational apps in Teams Tabs, items that can't be
embedded in Teams will open in a new browser window.
For the best experience using links, use links created by the Share option in Power
BI.
Links don't support query string parameters.
Links don't support personal bookmarks, since those can't be shared with other
users.
Cross-tenant links aren't supported.
For other issues, see "Known issues and limitations" in Collaborate in Microsoft
Teams.
Next steps
Collaborate in Microsoft Teams with Power BI

More questions? Try asking the Power BI Community .

Use data to make meetings productive
in Microsoft Teams
Article • 01/25/2023

APPLIES TO: Power BI service for business users Power BI service for designers
& developers Power BI Desktop Requires Pro or Premium license

In meetings, keeping everyone on track towards shared objectives is important. Use

data, trends, and metrics to show the impact of the work you and your team are doing.

It’s easy to use Power BI in meetings to help keep crucial data top of mind. It helps
everyone know which data is the most important and builds skills that help your team
make agile decisions based on your progress toward objectives. By staying focused on
driving towards measurable outcomes, your team gains a sense of the positive impact of
their work.

Here's how you can use data before, during, and after your meetings.

Before the meeting. Add the reports and scorecards directly to the meeting invite
so everyone can access to them.
During the meeting. Open and present these reports from the calendar. You can
even use chat to share more reports and scorecards or to find answers to
questions raised in the meeting.
 After the meeting. Send a summary with the key results discussed and actions the
team decided to take to help achieve the desired outcomes.

Ask data-driven questions

Here some questions you can add to your meeting agenda to start discussion and
determine the best actions to take to achieve your desired outcomes:

Are we making progress toward our objectives as quickly as we expected to?

What actions can we take in the next week or month that are most likely to
improve our metrics?
What metrics can we start tracking to get a better sense if we’re making progress
towards our desired outcomes?

Review your data weekly, or at least monthly, to get in the habit of asking questions and
discussing the best actions to take in the next week or two. It will help the team learn to
leverage data as they plan their work.

Before the meeting

To get ready for the meeting, add a Power BI report or scorecard to the meeting invite.
Review the data in the report or scorecard and encourage other participants to do the
same. Then everyone is ready for the meeting.

Add Power BI
Here's how to add a Power BI report or scorecard to a meeting.

1. Schedule a meeting in Teams.

2. Send the meeting invite.

3. Select Edit to open the meeting in the calendar. You only see the option to edit if
you're the meeting organizer.
4. Select the + Add a tab button to add the Power BI tab to the meeting.

5. Navigate to a report or scorecard and select it.

6. Select Save.
 7. See Give team members permission in the "Lead data-driven discussions in
Microsoft Teams" article for how to share with your colleagues.

8. Add an agenda item to the meeting to review and discuss the data.

Review the data

It's a good idea to review your data in Power BI before a meeting.

1. Open the meeting from the calendar.

2. Open the Power BI tab that has the report or scorecard.
3. Review the report or scorecard.

Consider setting a reminder for your meeting so attendees can also pre-read the data
before the meeting. It helps everyone be aware of the latest data and improves the
discussion during the meeting.

During the meeting

When you’re in a meeting, data can help guide the discussion or answer questions
raised by attendees. It’s easy to present data in Power BI during the meeting, share links
to data with meeting attendees, and find data that can answer questions.

1. After joining the meeting, navigate to the Teams window.

2. Open the calendar in Teams.

3. Open the meeting in the calendar.

4. Anyone in the meeting can select the Power BI tab to view the report you added to
the meeting.

5. Use the meeting window to present your screen.

Capture visuals that are important for everyone to see

1. View the report in the Power BI app in Teams.

2. Select a visual.

3. Select Copy visual as image to copy the visual.

 4. Paste the visual into the meeting chat.

Send a message in the meeting chat from a report

1. View the report in the Power BI app in Teams or in the Power BI service.

2. Select the report or a specific visual.

3. Select the Chat in Teams button.

4. Select the meeting name to send to.

5. Type your message above the link that's provided.

6. Select Send.
Your message appears as part of the meeting chat. Attendees can open it to see the
data with the filters and slicers applied.

Answer questions with data in chat

1. Open the meeting chat.

2. Select Messaging extensions (...).

3. Select Power BI.

4. Search for content, or select from your list of recent items.

5. Pick a Power BI item.

6. Select Send.
7. Select Open.
After the meeting
It’s useful to share a summary of the most important data points discussed and the
actions the team will take to help achieve outcomes. If you captured visuals during the
meeting in chat, you can pull those into a meeting summary post in chat or a follow-up
message.

Consider using key data points to create metrics and track them in a scorecard.
Consistently tracking progress against a metric through a series of meetings is a great
way to keep your team or project on track.

Next steps
Add the Power BI app to Microsoft Teams
Use Power BI metrics to improve results in Microsoft Teams
Lead data-driven discussions in Microsoft Teams
Create reports from data in Microsoft Teams
Analyze your Teams collaboration data
Use Power BI metrics to improve results
in Microsoft Teams
Article • 07/08/2022

APPLIES TO: Power BI Desktop Power BI service

Your team benefits from having clear and measurable objectives. Tracking metrics in
Microsoft Teams with your team helps the team stay on track, promoting accountability,
alignment, and visibility. By tracking progress towards key objectives together, the team
can engage in creative and agile decision-making that helps achieve objectives faster.

It takes just a minute to create a metric in Power BI. Each metric has a name, owner, the
current value, the target, and a status. You can even add start and end dates for the
metric. Submetrics help you track key objectives that are needed to support a bigger
metric.

Add the Power BI personal app to Teams

In Microsoft Teams, select More added apps ... > Power BI.
 Now Power BI opens right inside Microsoft Teams.

Create your first metric in a scorecard

It's simple to start tracking metrics by creating a scorecard.

1. Open Power BI in Teams.

2. Select Metrics in the navigation pane to open the Metrics hub.

3. Select New scorecard.

4. Give the scorecard a name and description.

 5. Create a metric in the scorecard, with a Metric name, Owners, Current and Final
target values, Status, Start date, and Due date. You can type in numbers, or select
connect to data to get values from your reports.

6. Select Save.

After you’ve saved your scorecard with its metrics, you can share with your team by
adding it to a Teams meeting, channel, or chat as a tab or as a link in the meeting chat.
Read more about creating scorecards and metrics in Power BI.

Track metrics with your team

To keep your metrics top of mind for your team, add your scorecards as tabs to your
channels and meetings.

1. Open a channel or meeting.

2. Select the + Add a tab button and add the Power BI tab.
3. Pick a scorecard. If you keep Post to the channel about this tab selected, Teams
adds a post to the chat, about the new tab.

4. Select Save.

5. Now you see the scorecard as a tab in the channel.

6. You may need to share it with colleagues. See Give team members permission in
the "Lead data-driven discussions in Microsoft Teams" article for how to share with
your colleagues.
 7. Open the chat window in Teams to see the post about the scorecard.

Make tracking metrics part of your team

rhythm
Make keeping your metrics up to date easier with just a little more work. Here are a few
capabilities to explore:

Use check-ins for metrics to share context about metrics. When your team
encourages and reviews check-ins on metrics, they can share the reasons behind
the numbers so they’re visible to everyone.
Automatically update your goals' current values. When you connect your metric to
a report, whenever the data in the report refreshes, the goal’s current value is
automatically kept up to date.
Set the metric status automatically. You can create automated rules to set the
status of metrics, so the goal’s status always reflects the data correctly.

These capabilities help your team save time by eliminating manual updates, and help
keep scorecards fully updated.

Find all your metrics in the Metrics hub

Each project and organization can have its own metrics. You can find all your metrics in
one place in the Metrics hub that is part of the Power BI app for Microsoft Teams. Here’s
how to find it.

1. Open the Power BI app for Teams from the Teams left navigation.

2. Select Metrics in the Power BI navigation pane to open the Metrics hub.
Next steps
Add the Power BI app to Microsoft Teams
Create scorecards and metrics in Power BI
Use data to make better meetings in Microsoft Teams
Share a data-driven discussion in Microsoft Teams
Create reports from data in Microsoft Teams
Analyze your Teams collaboration data
Lead data-driven discussions in
Microsoft Teams
Article • 01/23/2024

APPLIES TO: Power BI service for business users Power BI service for designers
& developers Power BI Desktop Requires Pro or Premium license

Data helps everyone get on the same page before important decisions. Sharing data
with your team is important and easy with Power BI in Microsoft Teams. You can share
data in Teams in channels, in chats, and in meetings.

Share in channels, chats, and meetings

1. Open the channel, chat, or meeting where you’d like to share.

2. Select the + Add a tab button and add the Power BI tab.

3. Pick the Power BI item you’d like to share.

4. Select Save.
You can share in channels, meetings, and even in chats.

Give team members permission

Make sure your team has permission to the report or scorecard by sharing it with them.

1. Open the item in Power BI in Teams, or in the Power BI service, and select File >
Manage Permissions.
 

If you don't see this option, you might not have permission to share the item. If
you do not, don’t worry. The attendees can request access themselves when they
try to view the report.

2. Select Direct access.

3. Select Add user.

 

4. Add the names of your colleagues. Decide what permissions you want them to
have, whether to send them an email, and select Grant access.

Chat about data with rich links and cards

When discussing data, it’s important that your colleagues can open the underlying data
to see and explore trends. This helps them answer questions and understand the full
context of requests you’re making. It’s also an easy way to encourage more use of data
in decision making.

Discussing data is easy

 1. Open a report in the Power BI app in Teams, or in the Power BI service.

2. (Optionally) If you want, select a specific visualization, and then click Chat in
Teams.

3. Send a message to a channel where you work with your team.

The link will include the full context of the data you were looking at, including the page,
the visual, and any filters you applied. When your colleagues open the link, they quickly
see the data you’re referring to.

Send your colleagues links to reports

1. In the Teams channel or chat, start a new conversation.

2. In the command bar for the editor, select Messaging extensions (...).
3. Select Power BI.

4. Search for the content you want to share, or select from your list of recent items.

5. Pick a Power BI item.

6. Select Send.

A rich card is added to the conversation, making it easy for anyone to open the
item.
 It’s a great way to help without leaving the conversation, and saves everyone time.

Create rich cards to paste in chat

If you use Power BI in a web browser, it’s easy to send a link to a colleague.

1. Open a report in the Power BI service in the browser, and copy the link.

2. Start a conversation and paste the link. Teams automatically creates a rich card.

3. Select Send.
 4. Your colleague sees a rich card with a link to open the report.

Related content
Add the Power BI app to Microsoft Teams
Use data to make better meetings in Microsoft Teams
Use Power BI metrics to improve results in Microsoft Teams
Create reports from data in Microsoft Teams
Analyze your Teams collaboration data
Create reports from data in Microsoft
Teams
Article • 11/10/2023

APPLIES TO: Power BI service for business users Power BI service for designers
& developers Power BI Desktop Requires Pro or Premium license

It’s easy to create Power BI reports in Microsoft Teams. This article has a few examples of
reports you can create. When you’re ready, you can also use tools like Power BI Desktop
for more advanced report authoring.

Create an automatic report from data you have

If you have a table with data, such as an Excel spreadsheet, and want to try visualizing in
Power BI, create your report with the help of Microsoft Teams. You can start in Microsoft
Teams or the Power BI service.

Create an automatic report with Microsoft Teams

1. Open the Power BI app from Microsoft Teams.

Need to install the Power BI app? Install the app, then pin it to the Teams
navigation pane.

2. Select the Create tab, then choose Paste or manually enter data to open the
Power BI service on your browser.


 3. After the Power BI service opens in your browser, go to Step 3 in Create an
automatic report with the Power BI service to finish creating your report.

Create an automatic report with the Power BI service

1. Open the Power BI service.

2. Select the New report button.

3. Select Paste or manually enter data.

4. Copy the data or spreadsheet you want to visualize, then select the first cell in the
Power Query dialog box and paste the data.

5. Select Use first row as headers from the dropdown menu if you want to apply the
setting. Then name your table and choose Auto-create report.
 

6. Set a sensitivity label, if prompted.

Power BI automatically analyzes and visualizes your data in a prebuilt report.

7. Customize your visuals. If you want to customize a single visual on your report,
select the Personalize this visual icon.
 8. Save the report.

9. After you save the report, you can customize the whole report by selecting Edit.

When you’re done, save and share the report with your colleagues in Teams.

Create a report from a semantic model in your

organization
Many organizations share semantic models that you can use to build your reports.
These semantic models are great because they offer up-to-date authoritative data.
Semantic models marked certified or promoted are likely to be higher quality and better
maintained, so your reports keep working longer.

To build a report from a semantic model shared with you, follow these steps.
1. Open the Power BI app for Microsoft Teams.

2. Select the Create tab > Pick a published semantic model.

3. Select a semantic model > Auto-create report.

4. Start exploring the data.

Use visualizations like charts, tables, and maps to show data in various ways.
Select data points to see other visuals update to filter data to your selection.
Change formatting to make the report useful and readable by your
colleagues.

5. After you complete your work, save and share the report.
Explore semantic models and reports shared
with you
It's easy to find all the semantic models your organization has shared with you. They’re
in the OneLake data hub in the Power BI app for Microsoft Teams. Again, semantic
models marked certified or promoted are likely to be higher quality and better
maintained.

1. Open the Power BI app for Microsoft Teams.

Need to install the Power BI app? Install the app, then pin it to the Teams
navigation pane.

2. Go to the OneLake data hub tab.

3. Select a semantic model from the list or from the recommended semantic models.

4. Explore the Semantic model details page.

 

Discover prebuilt reports that use the semantic model.

Create a report in Power BI from the semantic model with Create a report.
Share data and give people access to the semantic model to work.
Select a table or column to export data or select more than one table to
create a paginated report.

When you find interesting reports relevant to your team, bring them into your
collaboration. Add them to channels, meetings, and chats as tabs or in a conversation.

Enhance reports in the Power BI service and in

Teams
It’s easy to keep working on your reports right in the Power BI service and Power BI in
Teams. Take advantage of the artificial intelligence capabilities built into Power BI.

Q&A visual
For example, ask a question about your data by adding a Q&A visual, where you can ask
natural language questions and get answers in the form of a visual.

1. In the Visualizations pane, select the Q&A icon.

 Power BI generates a list of suggested questions you can choose from or type your
own.

2. If you like the visual that Power BI creates, you can convert it from a Q&A visual to
a standard visual on the page.
For more information, see Create a Q&A visual in a report in Power BI.

Smart narrative visual

You can also easily create a smart narrative visual, a dynamically generated text box that
provides relevant insights that you can customize.

1. In the Visualizations pane, select the Smart narrative visual icon.

 Power BI generates a text description of key takeaways in your report.

2. You can edit the visual, change the way it looks, and change the inline values it
generates.

For more information, see Create smart narrative summaries.

Create sophisticated reports in Power BI

Desktop
Power BI Desktop is a downloadable Windows app to make sophisticated reports. It's
like PowerPoint, but it uses data visualizations to help you gain insights into your data.
Power BI Desktop has powerful capabilities like data import, cleaning, modeling, and
much more.

To get started with Power BI Desktop, follow these steps.

 1. Install Power BI Desktop. You can download it from the Microsoft Store .

Get Power BI Desktop

2. Create a report in Power BI Desktop.

In the following tutorial sample, you prepare and model your data. Then create a
report based on the model you've created. You can't do both tasks in a report in
the Power BI service.

Tutorial: From dimensional model to stunning report in Power BI Desktop

3. Publish the report to the Power BI service.

4. Share the report with your colleagues in Teams.

Next steps
Add the Power BI app to Microsoft Teams
Use data to make meetings productive in Microsoft Teams
Use Power BI metrics to improve results in Microsoft Teams
Lead data-driven discussions in Microsoft Teams
Analyze your Teams collaboration data
Analyze your Teams collaboration data
Article • 01/27/2023

APPLIES TO: Power BI service for business users Power BI service for designers
& developers Power BI Desktop Requires Pro or Premium license

Many of us spend a lot of time collaborating in Microsoft Teams. With Power BI, you can
get insights into where you're spending your time and how you and your team
collaborate. By reviewing this data, you and your team can plan improved ways of
working to be more responsive, agile, and productive.

To get insights about collaboration in Microsoft Teams, follow these steps.

1. Open the Power BI app for Microsoft Teams.

Need to install the Power BI app? Install the Power BI app, then pin it to the Teams
navigation pane.

2. Go to the Create tab and select Analyze your Teams data.

3. Explore your usage in the automatically generated report.

4. Explore engagement in the teams you participate in.

The report is saved in your Power BI account and stays refreshed. You can come back
every few days to see how your actions change the trends. When working in a team, it’s
great to discuss the data and ways to improve.
Questions to ask about your collaboration

Am I effective in meetings?
When looking at your meeting participation, you can see where you spend your time.
Look at whether you spend most of your time in meetings or if you have enough focus
time to get work done. You can see if you’re mostly participating in or organizing
meetings. Depending on your organization and your role, the balance of what’s “right”
might change, but it’s important to ask the following questions:

Are the meetings I’m in clearly furthering the objectives of my role and my
organization?
Am I setting the pace of delivery effectively by organizing important meetings to
support my objectives?

Am I building relationships with my colleagues?

Remote and hybrid work enables many of us to work from anywhere, which can impact
the relationships we have with colleagues. It helps to build strong relationships with
colleagues to succeed, overcome challenges, and build a cohesive work environment.
Look at the 1:1 calls metric to see if you’re making the connections you need for the
future.

Am I using chat effectively?

Chat experiences help us communicate quickly with others without interrupting their
flow of work. Chat messages are fast, easy to write, and allow the recipient to multi-task
by responding when they’re able. To use chat effectively, consider how you’re using chat
across the experiences Teams offers.

 Tip

Start a chat with a coworker by stating why you're contacting them, rather than just
typing "Hi" or "Are you busy?" Just ask your question. That way, they can respond
quickly rather than wait for you to ask the question.

Am I sending too many chats?

Look at the number of chat messages you send in a day and the trend. If you’re sending
numerous messages (20, 30, 40, 50), see what they were and review them. Consider
whether a meeting or a 1:1 call could have achieved the same outcome while creating a
stronger connection with your colleague. You may even want to send a document rather
than writing chats. Consider asking your colleague which option is the most effective for
them.

Am I using channels effectively?

Teams and channels help keep your entire workgroup or project team up to date.
Sometimes it’s easier to message someone directly instead of posting in a channel. This
practice can raise challenges since others teammates lack visibility into work happening
around them and don’t have the opportunity to offer input. It’s also harder for them to
help and finish something when someone goes on vacation. If you’re primarily using
Chats, consider if Channels would be a good option to add to your collaboration habits.

Am I using in-meeting experiences in the best way?

Looking at meeting activities such as audio, video, and screen sharing, you can gain
insight into how effectively you’re using in-meeting experiences. If you’re sharing audio
but not video, you may be missing opportunities to make a stronger connection with
other meeting attendees. If you’re screen sharing a lot, it could indicate that you’re
driving the discussion forward in these meetings.

Understand activity in teams you access and

own
Sometimes where you work is as important as how you work. The Teams activity view
gives you a summary of how your teams collaborate. You can quickly see which teams
you might be overlooking and which ones you might close. If multiple teams cover the
same topic, consider merging them to help everyone work together.

When you view the details for a specific team, you can get more detailed usage data. As
a team owner, you might show this view in a meeting to seek input to improve your
collaboration. It’s also a great way to evaluate if you should retire a team with few active
users or low engagement.
Next steps
Add the Power BI app to Microsoft Teams
Use data to make meetings productive in Microsoft Teams
Use Power BI metrics to improve results in Microsoft Teams
Lead data-driven discussions in Microsoft Teams
Create reports from data in Microsoft Teams
Chat in Microsoft Teams directly from
the Power BI service
Article • 11/10/2023

You can open a Teams chat about Power BI dashboards, reports, visuals, and semantic
models directly from the Power BI service. Use the Chat in Teams feature to quickly start
conversations when you view reports, dashboards, and semantic models in the Power BI
service.

Requirements
To use the Chat in Teams functionality in Power BI, make sure your Power BI
administrator hasn't disabled the Share to Teams tenant setting in the Power BI admin
portal. This setting allows organizations to hide the Chat in Teams button. For more
information, see the Power BI admin portal article.

See Collaborate in Microsoft Teams with Power BI for background on how Power BI and
Microsoft Teams work together, including other requirements.

Chat about Power BI content in Microsoft

Teams
Follow these steps to share links to reports, dashboards, visuals, and semantic models in
the Power BI service, and in Microsoft Teams channels and chats.

1. In either the Power BI service or in Microsoft Teams, select one of these options:

Chat in Teams in the action bar of a dashboard, report, or semantic model:

 Chat in Teams in the context menu for a single visual:

2. In the Share to Microsoft Teams dialog, select the person, group, or channel you
want to send the link to. You can enter a message if you want. You might be asked
to sign in to Microsoft Teams first.
3. Select Share to send the link. The link is added to existing conversations or starts a
new chat.

4. Select the link to open the item in the Power BI service.

5. If you used the contextual menu for a specific visual, the visual is highlighted when
the report opens.
Known issues and limitations
Users without a Power BI license or permission to access the report see a "Content
is not available" message.
The Chat in Teams button might not work if your browser uses strict privacy
settings. Use the Having trouble? Try opening in a new window option if the
dialog doesn't open correctly.
Chat in Teams doesn't include a link preview.
Link previews and Chat in Teams don't give users permissions to view the item.
Permissions must be managed separately.
The Chat in Teams button isn't available in visual context menus when a report
author sets More options to Off for the visual.
For other issues, see the Known issues and limitations section of the "Collaborate
in Microsoft Teams" article.

Next steps
Collaborate in Microsoft Teams with Power BI

Questions? Try asking the Power BI Community .

Get a Power BI link preview in Microsoft
Teams
Article • 01/19/2023

When you paste a link to your reports, dashboards, and apps into the Microsoft Teams
message box, the link preview shows information about the link. Link previews are
provided for the following items in Power BI:

Reports
Dashboards
Apps

See Collaborate in Microsoft Teams with Power BI for background on how Power BI and
Microsoft Teams work together, including requirements you need to meet.

Get a link preview

Follow these steps to get a link preview for content in the Power BI service.

1. Copy a link to a report, a dashboard, or an app in the Power BI service. For

example, copy the link from the browser address bar.

2. Paste the link in the Microsoft Teams message box. Sign in to the link preview
service if prompted.

3. The basic link preview appears after successful sign-in.

4. Use the Expand or Collapse icon to toggle between the rich preview card and the
collapsed preview card. The rich link preview card shows the link and relevant
action buttons, while the collapsed preview card shows only the link to the
information.
 5. Send the message.

Known issues and limitations

Link previews don't work in meeting chat or private channels.
See the Known issues and limitations section of the "Collaborate in Microsoft
Teams" article for other issues.

Next steps
Collaborate in Microsoft Teams with Power BI

More questions? Ask the Power BI Community .

View all the Power BI tabs you use in
Microsoft Teams
Article • 01/23/2024

This article describes how you can view all the Power BI tabs you've viewed in Microsoft
Teams. They're kept on the In Teams pivot on the home experience in Power BI app for
Teams. When you work in channels, you can add a Power BI report as a tab as an easy
way to share with everyone, and ensure the most important data is always top of mind.

Now, the Power BI team makes it easier to find these tabs, starting with tabs in Teams
channels. When you use the Power BI app in Teams, you'll see a new In Teams pivot on
your Power BI home. This new capability makes it easy to find Power BI tabs you’ve
visited previously in Teams channels.

You could already access all your reports, dashboards, and Power BI organizational apps
in the Power BI app for Teams. You could find and install apps, discover semantic models
to use in creating new reports, track your metrics, and more.
Now the home page in the Power BI app for Teams also gathers all your Power BI tabs in
your Teams team channels in one place.

Using the In Teams list

Here are a few things to know about the In Teams list:

The list shows the 20 Power BI tabs you’ve used most recently in Team channels.
If you haven’t opened any Power BI tabs in Teams, the list won’t include any items.
The list won’t include Power BI tabs you use in chats, group chats, or in meetings.
You can open the reports in the Power BI app for Teams.
Select the value in the Location column to navigate to the tab in the Teams
channel and keep collaborating with your colleagues.
The In Teams pivot is only available in the Power BI app for Teams. You don’t see it
in the Power BI service when using app.powerbi.com in a web browser.

Known issues and limitations

For information about other issues, see the Known issues and limitations section of
the "Collaborate in Microsoft Teams" article.

Related content
Add the Power BI app to Microsoft Teams
Enable remote work in Microsoft Teams with Power BI

Questions? Try asking the Power BI Community .

Analyze your Teams usage in the Power
BI app for Teams
Article • 03/08/2023

This article describes how to automatically generate a Power BI report to analyze your
Microsoft Teams activity, by using the Power BI app in Teams.

Only you can see this report about your Teams activity, unless you choose to share it.
Microsoft Teams also offers a summary report for Teams admins. It gives admins an
overview of the usage activity in Teams, including the number of active users and
channels, guests, and messages in each team.

Requirements
To view your Teams activity analytics in Microsoft Teams, ensure these elements:

Sign in to the Power BI service to activate your Power BI license.

Your users with a Power BI (Free) license can use the Teams activity analytics report.
Install the Power BI app for Teams.

Create the Teams analytics report

Open the Power BI app in Teams. Select Create, then choose Analyze your Teams data.

Power BI automatically creates your report, displays it in your Power BI Teams app, and
saves it to your My workspace. The report is yours. As with any of your reports, you can
view it in Teams or in the Power BI service. You can edit it, save a copy of it, or download
the .pbix file to edit it in Power BI Desktop.

Pages in the Teams activity report

The Teams activity analytics report has three pages that show different aspects of your
activity in Teams.

My activity page
The My activity page shows a summary of your recent activity in Teams. The default
time period is the past 31 days, but you can change it to show 7, 14, or 90 days instead.
To see definitions of the fields in the user activity report, see the Microsoft Teams user
activity report article.

Team activity page

The Team activity page lists all the teams you're a member of, and lists activity in each
one, for example, posts and replies, active users, and guests.

Team activity details page

On the Team activity details page, you choose one of the teams that you're a member
of, and drill in to view its activities in the past 90 days. The page features a smart
narrative visual. It automatically generates the Activity summary, a text description that
calls attention to notable activity.
View your Teams activity report
After you've created your Teams activity analytics report the first time, you can go back
to it. On the Home tab in the Power BI app in Teams or in the Power BI service, you see it
listed in Recents.

Refresh your data

Select the Refresh icon in Power BI in Teams to refresh the data.
You see the most currently available data in Teams. It's not a real-time feed. It shows a
snapshot of the data, which is typically one or two days old.

Your recent activity in Microsoft Teams typically takes one-to-two days to be available in
reporting provided by Teams. The report created in Power BI is automatically set up to
refresh your activity data from Teams to pull in a snapshot of this data once a day.

Next steps
Add the Power BI app to Microsoft Teams.
Enable remote work in Microsoft Teams with Power BI.
More questions? Ask the Power BI Community.
Get notifications in Microsoft Teams
about Power BI activity
Article • 06/19/2023

This article describes how to receive notifications about activity from Power BI in
Microsoft Teams. The Teams activity feed collects all these notifications so they're easy to
find. By using Power BI notifications in Teams, you can collaborate faster because
important activity arrives right where you already work.

To receive notifications in Teams, install the Power BI app for Teams. After you've
installed it, you start getting notifications when important things happen, such as:

Someone shares a report to you and sends a message about it through Power BI
Someone requests access to a report you own or manage
Someone assigns you a goal
Someone @mentions you in a metric
The status changes for a metric you own

Use Power BI notifications in the Teams activity

feed
Here are a few things to know about Power BI notifications in the Teams activity feed:

To receive notifications in Teams, you need to install the Power BI app for Teams.
When you open a notification, it opens directly in Teams.
 You can use Teams settings to control how you receive notifications sent by Power
BI.
Sharing and request access notifications work only for content in workspaces, not
in Power BI organizational apps.
Teams mobile doesn't support Power BI notifications.
Only individual users can receive notifications, not user groups.
A Power BI admin can turn off the notifications through the Enable Microsoft
Teams integration in the Power BI service tenant setting.

Notifications Power BI can send to the Teams

activity feed

Report sharing
When someone shares a report to you, Teams displays the notification as a banner in
the Teams activity feed by default.

When you select the notification, the report opens directly within the activity feed
experience by default.

To open the report in the Power BI app for Teams, select Open in Power BI. You can
pop-out the report by right-clicking the Power BI icon in the Teams left navigation.
Doing so helps you multi-task by keeping the report open while you work on other
activities in Teams.

You can customize how to receive these notifications through the Actions and updates
setting.
Report request access
When someone requests access to a report, you receive a notification in Teams if you're
a report owner or in the report's contact list.

After you open the notification, you can grant access to users directly within Teams.
Doing so helps you quickly give colleagues the access they need. Users who you grant
access get a report sharing notification in Teams and by e-mail.

You can customize how to receive these notifications through the Actions and updates
setting.

Metrics notifications
The following notifications are supported for metrics.

Metrics assignments

When a user assigns you as the owner of a goal, you get a notification from then in
Teams.
When you select the notification, the scorecard opens within the activity feed experience
and displays the Details pane for the metric.

You can customize how to receive these notifications through the Mentions setting.

Mentions in a note
When someone @mentions you in a note on a new or existing check-in, Teams sends
you a notification from them.

When you select the notification, the scorecard opens within the activity feed experience
and displays the Details pane for the metric.
You can customize how to receive these notifications through the Mentions setting.

Metrics status updates

When the status of the metric gets updated by an automated status rule, you receive a
notification in Teams if you're the owner of the metric. For connected metrics, you get a
notification from the user who configured the data connection. For manual metrics, you
get a notification from the user who edited the value.

When you select the notification, the scorecard opens within the activity feed experience
and displays the Details pane for the metric.

You can customize how to receive these notifications through the Actions and updates
setting.

Customize how you receive Power BI

notifications
In Teams settings, you can customize how you receive notifications sent by Power BI.

Select the Settings menu next to your profile picture in the Teams header, then select
Notifications and go to the Power BI section.

７ Note
 The Power BI section in Teams is visible only after you receive your first notification
from Power BI.

The currently supported notifications are in the Actions and updates and Mentions
categories. The remaining categories are reserved for future use and don't currently
control any notifications.

Admin control over notifications

We recommend that Power BI admins allow notifications in Teams. However, the
Microsoft Teams integration in the Power BI service tenant setting controls whether
the Power BI service sends these notifications. When disabled, users no longer receive
notifications in Microsoft Teams.

To help users receive notifications in Teams, you can work with your Teams admins to
install Power BI broadly in the organization through an app setup policy.

Known issues and limitations

See Known issues and limitations to learn about the latest issues.
The recipient needs to have access to the scorecards to get the metrics
notifications.

Next steps
Add the Power BI app to Microsoft Teams.
 Enable remote work in Microsoft Teams with Power BI.

More questions? Try asking the Power BI Community .

About storytelling with Power BI in
PowerPoint
Article • 03/30/2024

With the Power BI add-in for PowerPoint, you can enhance your data storytelling in
PowerPoint with live, interactive Power BI data. Not only will the data shown in your
presentations be always up to date, but also, while you're presenting, you'll be able to
filter and drill down on data in response to questions and feedback from your audience
without having to switch contexts.

The add-in currently supports adding individual report pages and individual visuals to
PowerPoint slides.

When you add a whole report page, the left-hand page navigation pane isn't
brought in by the add-in, but any page navigation visuals on the report page itself
will function normally as they do in the Power BI service.
Adding individual visuals is useful when you want your slide to focus on a single
chart, graph, or table.

You can add report pages or visuals to PowerPoint presentations starting from either
PowerPoint or Power BI. For Power BI to be used as the starting point, Power BI
storytelling functionality must be enabled in your organization.

To start adding live Power BI data to your presentations, see Add live Power BI data to
PowerPoint.
Requirements
To use the Power BI add-in for PowerPoint, you must have access to the Office add-in
store, or the add-in must be available to you as an admin managed add-in.

To be able to view live Power BI data in PowerPoint, you must have an active Power BI
account and a Fabric Free license, and access to the data. If the Power BI report isn't
located in a Premium capacity or Fabric F64 or greater capacity, a Power BI Pro license is
needed.

The Power BI add-in for PowerPoint requires Office version 2312 (Build 17126) or higher.

Security
Power BI data added to PowerPoint using the Power BI add-in remains in Power BI. No
data is exported from Power BI. As such, the data respects all Power BI permissions and
data security, including row-level security (RLS), so your data remains secure.

Information for the Power BI administrator

If you're a Power BI administrator, see Information for Power BI administrators for
further details about the add-in.

Considerations and limitations

The Power BI storytelling add-in requires WebView2 to run Power BI in PowerPoint.
WebView2 comes standard on recent Windows versions, but if you get an error
when you try to use the add-in, you may need to install it manually. See
Troubleshoot the Power BI add-in for PowerPoint for details.
The add-in currently supports Power BI report pages and visuals only. Other types
of items such as dashboards and paginated reports aren't supported.
Business-to-business (B2B) scenarios aren't supported.
The add-in side pane options Delete and Reload are available only in the
PowerPoint desktop application. This is because PowerPoint for the web doesn't
support the add-in side menu.
In national/regional clouds, the add-in is supported as an admin managed add-
in only, as the Office add-in store isn't accessible from national/regional clouds.
Admins should see Deploying the add-in in sovereign clouds for information about
how to get and deploy the add-in.
Related content
Add live Power BI data to PowerPoint
View and present live Power BI data in PowerPoint
Information for Power BI administrators
Troubleshoot the Power BI add-in for PowerPoint
More questions? Try asking the Power BI Community

Feedback
Was this page helpful?  Yes  No

Provide product feedback | Ask the community

Add live Power BI data to PowerPoint
Article • 04/30/2024

You can use live data from Power BI to help create a story with your PowerPoint
presentations. Add individual visuals and whole report pages to your PowerPoint slides
with the Power BI add-in or create a new PowerPoint presentation with live data from
the Power BI Service. With the Power BI add-in, you can also use recommended content
from the add-in to use on an existing slide. You also insert a direct URL link into the
Power BI add-in.

After you use your preferred method to load the data, the report or visual will be live
and you can select the data as desired. Any changes you make while editing the
presentation will automatically save. The next time you open the presentation, the
report or visual will appear in the state you last left it in. For more information, see View
and present live Power BI data in PowerPoint.

７ Note

If you don't see the Power BI button, choose Get Add-ins and look for "Microsoft
Power BI" in the Office Add-ins store. If the add-in is admin managed, it will appear
in a separate ribbon.

） Important

If you get a Cannot run Power BI error message when you try to use the Power BI
add-in, it is most likely because you need to install WebView2, a component
necessary for running Power BI in PowerPoint. WebView2 is very simple and quick
to install. See Troubleshoot the Power BI add-in for PowerPoint for details.

Decide how you want to load your data and follow the procedure in one of following
sections:

Create a new presentation and add live Power BI data

Add live Power BI data to an existing presentation
Use the direct URL to add live data to a presentation

Create a new presentation and add live Power

BI data
 ７ Note

The Open in PowerPoint and Export options are not available in national/regional
clouds.

Create new presentation from a report or visual

Add the report or visual to a new PowerPoint presentation with the following method:

1. Go to the report or visual.

2. Make any changes or select filters that you want to the data before you add it to a
new PowerPoint presentation.
3. Select Share the live data is a report.
4. Or, if the live data is in a visual, select More options (...) then Share.
5. When you add a report:
a. Specify what users can access the content as described in the sharing reports
documentation.
b. Check the Include my changes box if you want to add the data in its current
state.
c. Select Apply.
6. Choose Open in PowerPoint.
7. In the Embed live data in PowerPoint dialog that appears, choose Open in
PowerPoint. Then a new PowerPoint presentation will open with the visual already
loaded into the add-in.
Export a report to add live data to a new presentation
1. Select Export.

2. Choose PowerPoint.

3. Then select Embed live data.

4. Check the Embed report with the data filters you selected box if you want to
export the current state,

5. Select Open in PowerPoint.

７ Note

Although this option is located in the Export menu and is labeled "Embed live
data", no data actually becomes part of the PowerPoint file. The data remains
secure in Power BI.

Add live Power BI data to an existing

presentation

Use the content recommended by the Power BI add-in

1. On the slide you want to add live content, type the title of the slide. The title
should include the name of the report you wish to add.

2. select Add-Ins from the top ribbon.

3. Select the Power BI add-in.

4. The add-in then automatically scans the title of your slide then suggests Power BI
content that might be relevant under the Recommended section.

For example, if the title of your slide is "New stores sales," the add-in shows you a
list of Power BI reports that contain those keywords. The add-in also shows you
reports you recently visited in Power BI, so you can easily access reports you’re
working on or frequently use.

5. Once you find the report you want, select it to insert it on the page.

6. When you have the report open on PowerPoint, you can select a specific page or
visual to insert. You can also update filters or slicers before you insert it on the
page.

If the slide doesn't yet have a title, a dialog will suggest a title based on the
content of the add-in. The title can be the report name, the page or visual name, or
both.

7. If you want to allow others to access this report, select the Give people automatic
access to this data checkbox, so that when others in your org view this
presentation, they can see the data you added to the slide.

７ Note

You must have permission to share the content you want to insert or you
won't have the option to give others access to the data.

8. When you're ready to insert the page, select the Insert button to add the live
content.
 ７ Note

If the report you want to add doesn’t appear in the list of recommended content,
use the Use the direct URL to add live data to a presentation method.

Use the direct URL to add live data to a

presentation
If you want to add a live report page to your presentation with a URL, there are three
ways to get the report page URL, you can get the URL from the Share option, Export
option, or directly from the browser's address bar.

７ Note

Use the Share option if you want to be sure that all users who open the
presentation can view the report. With other methods, users can or can't view the
report based on their permissions.

Use the following procedure to add live data to a presentation with a URL:

1. In the Power BI service, open the report to the page you want to insert.

2. If you want, set the page to your desired state using filters, selection, slicers, etc.

3. If you use the share method, select Share:

a. Specify what users can access the content.

b. Check the Include my changes box if you want to add the data in its current
state.

c. Select Apply.
 d. Copy the URL.

4. Or, if you use a visual:

a. Select More options (...).
b. Select Share.
c. Then choose Link to this visual to get the visual's URL.
d. Copy the URL.

5. Or to use the browser link:

a. Copy the URL from the browser's address bar.

6. After you copy the URL with one of the previously mentioned methods, go to your
PowerPoint Presentation.

7. Go to the slide you want to add the data.

8. Select the Power BI add-in from the ribbon.

9. Paste the URL into the text box.

10. Select the Insert button and the visual will load into the slide.
Change a direct link to a shareable link
If you have sharable links enabled for your organization and you have permissions to
reshare a report, you can turn your link into shareable link in the Power BI add-in. When
you use a sharable link, other users viewing the presentation have the required
permissions to see the report and don't have to request access when the viewing the
presentation. So, you don't have to give everyone access in the Power BI service before
you use the report in your presentation. For admins to learn more about how to enable
sharable links, read Allow shareable links to grant access to everyone in your
organization.

Use the following procedure to create a shareable link to a report in your presentation:

1. Copy the report page from the browser address bar.

2. Paste the direct link into the Power BI add-in.

3. Check the box next to Give people automatic access to this data. The add-in
changes the direct link to a shareable link.

4. Select the Insert button and the report loads into the slide. The report is now
accessible to everyone who views the presentation.
Related content
About storytelling with Power BI in PowerPoint
View and present live Power BI data in PowerPoint
Information for Power BI administrators
Troubleshoot the Power BI add-in for PowerPoint
More questions? Try asking the Power BI Community

Feedback
Was this page helpful?  Yes  No

Provide product feedback | Ask the community

View and present live Power BI data in
PowerPoint
Article • 04/01/2024

As soon as you add a live Power BI report page or visual to PowerPoint, you can start
interacting with your data just as you would in Power BI. The initial view is determined
by the URL you used. The following image shows a report page loaded into the add-in,
with the add-in features labeled. The same add-in features are available when you load
an individual visual.

ﾉ Expand table

Select for option details

View menu Info Data options

Style options Add-in options Expand/collapse toolbar

Add-in side menu

Understanding what you see

In the add-in, you see:
 The report page or visual. The report page or visual is fully interactive, in both edit
and slideshow modes, unless it has been frozen as a static image. The left-hand
report page navigation pane that you see in the Power BI service isn't included. If
there are page navigation visuals in the report itself, you can use them to navigate
to other pages in the report.
A toolbar across the bottom of the report page. The toolbar contains info and
menus with controls that help you work with the data and set up your
presentations. See the Controls section for more detail.
A Show/Hide arrow at the upper right side that opens the add-in side pane
(desktop application only). The add-in side pane contains more controls for
working with the add-in, such as deleting the add-in or forcing a refresh of the
report while the add-in is open. See Add-in side pane for more detail.

Tip: To get a cleaner view and more space, you can collapse the toolbar by toggling the
Expand/Collapse the toolbar in the bottom right corner of the add-in.

Interact with data

You interact with the data just as you would in the Power BI service. You can apply filters
and slicers, select data points, and drill down on data.

The live report page or visual is interactive in both edit and slide-show modes. Changes
you make to the report or visual's state (via filtering, selection, slicing, etc.) in edit mode
while setting up your slides are saved. By contrast, changes you make to the report or
visual's state in slide show mode aren't saved. When you exit the show, the report or
visual returns to the state it was in when you left edit mode.
As you work with the report or visual in edit mode, you can always restore the initial
view if you want to go back to it. Use the Reset option in the Data options menu.

Prepare a slide show

To get more space and a cleaner display for your slide show, you can collapse the
toolbar across the bottom of the report page or visual using the Expand/collapse
toolbar control.

If you need to present a slide show multiple times, you most likely want to set it up just
once, and have it automatically return to its beginning state when it's finished, so you're
ready to go for the next time. The add-in makes this easy. Since data selections you
make in edit mode are saved, while selections you make in slide show mode aren't, you
can set up the presentation just once in advance in edit mode, and then present it as a
slide show multiple times without having to set it up again each time, no matter how
much slicing, dicing, and filtering you do in the course of the show - when the slide
show is over, the report page or visual goes back to the state it was in at the beginning
of the slide show.

Automatically refresh data during slide shows

PowerPoint allows you to continuously play back a presentation in slide show mode.
This feature is especially useful when you want to present information in public displays
without any human interaction. For information about setting up a continuously running
slideshow, see Create a self-running presentation .

If a presentation that is running continuously has slides that include the Power BI add-in,
the data in the add-in might become outdated, since normally the add-in only gets the
data from Power BI when the slide is loaded or when the user manually refreshes the
data being presented.

To prevent the data in the add-in from becoming stale while being played back as part
of a slideshow, you can set the add-in to automatically pull fresh data from Power BI
while the presentation is in slide show mode. This ensures that the presentation will
always show the most recent data.

To enable automatic refresh, go to the add-in footer, select Add-in options, choose
Slide show settings, check Automatic refresh in slide show, and set the desired
frequency.
 ７ Note

This feature requires that your Office version meet the add-in's minimum Office
version requirement. Auto refresh only happens in slide show mode, and not while
you're editing the presentation.

Add styles to your presentation

You can improve the appearance of your presentation by applying styles to the add-in.
Currently, you can put a border around the add-in to give it a clear definition on the
slide.

To put a border around the add-in, open Style options and select Outline. To change
the line color, width, style, or transparency, expand the Outline option.
Enrich your presentation with data insights
Data insights help you explore and find insights such as anomalies and trends as you
consume and interact with your data. With the add-in, you can easily generate insights,
which you can then paste directly into your slide or copy to the clipboard for pasting
elsewhere, such as in the slide's notes.

７ Note

Not all visuals can generate insights. See Smart narrative considerations and
limitations for details.

Once you've copied an insight to the slide or clipboard, the text is static and won't
change when the data changes. To update the insight, you need to re-generate it.

The following animation shows how you can generate data insights, edit them in the
Data insights dialog, and then paste them directly into the slide or copy them into the
notes.
To generate data insights:

1. Select Data options > Data insights.

2. The insight appears in the Data insights dialog. The text is editable and you can
change it as desired. When you're satisfied with the text, you can either paste it
directly onto the slide as a PowerPoint textbox, or you can copy it onto the
clipboard, from where you paste it wherever you like - into the slide notes, for
example.
Freeze a snapshot of the current view
Every time you open your presentation, the report page or visual reloads into the add-
in, bringing fresh data from the Power BI service. There might be times when you don't
want this to happen, and instead would like the data to remain static. For this you can
use the View menu in the toolbar. Choosing one of the snapshot options turns the
current live view into a static, non-interactive image. Then, when you next open the
presentation, you'll see the static view you saved.
The menu allows you to set the view to live data or to a snapshot. Two snapshot options
provide you some control over who will be able to see the Power BI content in the
snapshot:

Snapshot: When you choose Snapshot, only users who have permission to view
the report in Power BI will be able see the static image of the Power BI content.
Users who don't have permission will be able to request access. This option helps
keep you from inadvertently showing Power BI content to unauthorized users.

Public snapshot: If you choose Public snapshot, anyone who can view the
presentation to be able to see the static image of the Power BI content, regardless
of their permissions in Power BI.

To restore the interactive view, select Live data. The live report page or visual will reload
in the state it was last in, but with the latest data from Power BI.

７ Note

The view menu with the snapshot options requires Office version 2312 (Build
17126) or later. If you're Office version meets this requirement, don't use the Save
as image option located the add-in side pane.

You can only switch between Live Data and Snapshot in the PowerPoint desktop
application - you can't do this in PowerPoint for the web. However, PowerPoint for
 the web does respect the the choice you made in the desktop application. So
whatnever view you selected in the desktop app will be the view that you'll see in
PowerPoint for the web.

Share your presentation

When you share the presentation with others, to be able to view the data in the
presentation they'll need an active Power BI account and a Microsoft Fabric free license,
as well as access to the data. If the Power BI report or visual isn't located in a Premium
capacity or Fabric F64 or greater capacity, they'll need a Power BI Pro license. None of
this applies if you've frozen the view as a static image.

To make sure people in your organization can access the report or visual and take
advantage of the live data experience, when you add a live report page or visual to a
presentation, be sure to use the link generated in Power BI by the Share > PowerPoint
option. This ensures that the people in your org who you shared the presentation with
will be able to see the live data when they open the presentation.

Users who don't have permission to view the report or visual can request access directly
from the presentation, and will be able to view the data once they've received access.

Controls
Controls that help you work with your data in PowerPoint are described below.
Data info

Hyperlinked title: Report name and page or visual name. Select the title to open
Power BI to that report page or visual.
Report sensitivity label: Shows the sensitivity label applied to the report in Power
BI. Note: this isn't the sensitivity label (if any) applied to the PowerPoint file itself.
Last update from source: Shows the time and date of the last data update from
the data sources.

Data options

Filter: Shows or hides the filters pane, where you can filter your data, just like in the
Power BI service. This option is available only if filters have been defined on the
page or visual.
Data Insights: Generates insights displays them in a dialog as editable text. You
can then either paste them directly onto the slide or copy them to the clipboard
for use elsewhere.
Refresh: Refreshes the report page or visual with the latest data from the Power BI
service. Note: Refresh doesn't trigger getting data from the data sources.
Reset: Restores the state of the report page or visual to the state it was in when it
was first added to the PowerPoint presentation.

Style options
 Outline: Puts a border around the add-in. Select the expand arrow to access
border line-style formatting options.

Add-in options

Clear data: Removes the report page or visual from the add-in and returns you to
the add-in Insert screen, where you can start over by pasting in the URL of a
different report page or visual.
Slide show settings: Controls data refresh during slide shows. With this setting,
you can turn on/turn off automatic data refresh during a slide show, and set the
refresh frequency. For more information, see Automatically refresh data during
slide shows.
Learn: Opens help pages.

Expand/collapse toolbar
Expands or collapses the toolbar across the bottom of the report or visual. This feature
is useful in Slide Show mode, when you need more space and want a cleaner display.

Add-in side pane

Delete: Removes the add-in from the PowerPoint slide.

Reload: The report page reloads every time PowerPoint is opened, so you need to
use this option only if the report has changed while you’ve had PowerPoint open.

If all you want to do is refresh the data, use the Refresh option in the Data options
menu instead.

７ Note

The add-in side pane is available only in the PowerPoint desktop application. It isn't
supported in PowerPoint for the web.

Keyboard Shortcuts
To get around the report, you can use the usual Power BI keyboard shortcuts, with the
following exceptions:

ﾉ Expand table

Keyboard shortcut Action

Ctrl + Enter Focus in

 Keyboard shortcut Action

Ctrl + [ Focus out

Ctrl + ] Move forward over open panels

Ctrl + Shift + ] Move backward over open panels

Ctrl Hide Power BI tooltips

Related content
About storytelling with Power BI in PowerPoint
Add live Power BI data to PowerPoint
Information for Power BI administrators
Troubleshoot the Power BI add-in for PowerPoint
More questions? Try asking the Power BI Community

Feedback
Was this page helpful?  Yes  No

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Power BI add-in for PowerPoint - Admin
info
Article • 02/25/2024

The Power BI add-in for PowerPoint enables users to add live, interactive data from
Power BI to PowerPoint presentations. Currently, users can add individual report pages
and individual visuals. When a report page is added, the add-in doesn't bring in the left
hand navigation pane, but any page navigation visuals on the report page itself will
function normally as they do in the Power BI service.

Requirements
To use the Power BI add-in for PowerPoint, users must either have access to the Office
add-in store, or the add-in must be made available to them as an admin managed add-
in.

In national/regional clouds, the add-in must be deployed as an admin managed add-in,

since the Office add-in store isn't accessible from national/regional clouds. For more
information, see Deploying the add-in in national/regional clouds.

Licensing
To be able to view live Power BI data in PowerPoint, users must have an active Power BI
account and a Fabric Free license, and access to the data. If the Power BI report isn't
located in a Premium capacity or Fabric F64 or greater capacity, a Power BI Pro license is
needed.

If auto-licensing for Power BI is enabled, users without a Power BI account will be signed
up automatically when they open a presentation containing a live Power BI report page
or visual. This may impact the assignment and availability of licenses in your
organization. For more information, see Power BI license assignment.

If auto-licensing isn't enabled, users without Power BI accounts will be requested to sign
up.

Power BI entry points

By default, the Power BI service includes entry points that enable users to insert the add-
in into new PowerPoint presentations directly from Power BI. Power BI admins can
disable this functionality by turning off the Enable Power BI add-in for PowerPoint
tenant setting. See Enable Power BI add-in for PowerPoint for detail.

７ Note

Disabling this functionality in Power BI does not prevent people from adding Power
BI report pages and visuals to PowerPoint slides starting from PowerPoint. To
completely block adding live Power BI report pages and visuals to PowerPoint slides
using the add-in, the functionality must be disabled in both Power BI and
PowerPoint.

Power BI entry points for the add-in aren't available in national/regional, government,
and air-gapped clouds. See the Microsoft Office documentation for information about
the availability of the add-in in PowerPoint in these clouds.

Power BI add-in button in PowerPoint Insert

ribbon
If your organization has a Microsoft 365 Office subscription, a button for the add-in will
appear in the PowerPoint ribbon.

The button is a shortcut to the add-in offering in the Office add-in store. The button
itself doesn't provide access to the store. If the user doesn't have access to the store, the
button won't work.

７ Note

The rollout of the Power BI add-in for PowerPoint depends on the update cadence
of your organization's Microsoft 365 subscription. Hence the add-in may not
immediately be available in your organization. To ensure availability of the add-in,
use the latest version of Microsoft 365.
Deploying the add-in in national/regional
clouds
In national/regional clouds, the add-in is supported as an admin managed add-in only.
If you're a Power BI admin in a tenant located in a national/regional cloud, you must
download the add-in from Power BI in your national/regional cloud and deploy it using
Centralized Deployment. The add-in that is available from the public cloud will not work
in national/regional clouds. Users in national/regional clouds must use the add-in you've
deployed.

To download and deploy the add-in:

1. Sign into the Power BI service with an admin account.

2. Select the Download icon and choose Power BI for PowerPoint to download the
add-in. You'll have this option only if your tenant is in a national/regional cloud.

3. Deploy the add-in according to the instructions at Deploy add-ins in the Microsoft
365 admin center.

For a summary of the ways the add-in differs when deployed in a national/regional
cloud from when it's deployed in a public cloud, see The Power BI add-in for PowerPoint
in national/regional clouds.

Related content
About storytelling with Power BI in PowerPoint
The Power BI add-in for PowerPoint in national/regional clouds
Add live Power BI data to PowerPoint
View and present live Power BI data in PowerPoint
Troubleshoot the Power BI add-in for PowerPoint
More questions? Try asking the Power BI Community
The Power BI add-in for PowerPoint in
national/regional clouds
Article • 02/25/2024

Users of the Power BI add-in for PowerPoint in national/regional clouds enjoy the same
interactive, data-visualization storytelling capabilities as users in public clouds. However,
in national/regional clouds there's no connection to the Microsoft Office add-in store,
and as a result there are a few differences in how the add-in is deployed, and in how
you can embed live Power BI data in a PowerPoint presentation. This article summarizes
these differences and describes them briefly. The differences are also called out in the
rest of the storytelling documentation where relevant.

Add-in deployment
In national/regional clouds, the add-in is supported as an admin managed add-in only.
If you're an admin of a tenant located in a national/regional cloud, you must download
the add-in from Power BI in your national/regional cloud and deploy it using Centralized
Deployment. The add-in that is available from the public cloud won't work. Users in
national/regional clouds must use the add-in you've deployed. For more information,
see Deploying the add-in in national/regional clouds.

Power BI entry points

National/regional clouds don't support entry points to the add-in from Power BI. This
means that:

In the Power BI service, the tenant setting Enable Power BI add-in for PowerPoint
is irrelevant. If you're a tenant admin, you can ignore it.

In the Power BI service, the Open in PowerPoint option isn't available. To embed a
report or visual in the add-in users must copy the link to the item in the Power BI
service, then paste it into the add-in in PowerPoint manually.

Power BI add-in button

In national/regional clouds, the add-in button doesn't appear on PowerPoint's Insert
ribbon. Instead, to insert the add-in, users must find it under Insert > My Add-ins >
ADMIN MANAGED.
Related content
About storytelling with Power BI in PowerPoint
Information for Power BI administrators
Add live Power BI data to PowerPoint
View and present live Power BI data in PowerPoint
Troubleshoot the Power BI add-in for PowerPoint
More questions? Try asking the Power BI Community
What's new in the Power BI add-in for
PowerPoint
Article • 05/22/2024

May 2024

Image mode improvements

Add-ins that were saved as Public snapshot can be printed, and don't require you to go
over all the slides to load the add-ins for a permissions check before the public image is
made visible.

For add-ins that were saved as Public snapshot, you might be able to improve loading
times by using the Show as saved image option on the add-in side menu. This replaces
the entire add-in with an image representation of it. This can be useful when you are
presenting your presentation and need the fastest loading times possible.

Data updated notification

When a presentation is open for a long time, the Power BI data shown in the add-in can
become outdated. To make sure the data you have in your slides is up to date, a new
notification tells you when more up-to-date data exists in Power BI, and gives you an
option to refresh the data with the latest data from Power BI.

April 2024

Autopopulating the slide title

When you add the Power BI add-in to an empty slide that doesn't have a title yet, the
Power BI add-in offers you suggestions for the slide title based on the content of the
add-in. The title can be the report name, the page or visual name, or both. Just choose
the desired option and select Add title.
Continuous slide show auto refresh
PowerPoint allows you to continuously play back a presentation. This is especially useful
when you want to present information in public displays without any human interaction.

Until now, if the presentation you wanted to run continuously as a slide show had slides
with the Power BI add-in, there was the possibility that the data in the add-in would
become outdated, since the add-in only got the data from Power BI when the slide
loaded or when you manually refreshed the data being presented.

With this new automatic refresh in slide show feature, you can now set the add-in to
automatically pull fresh data from Power BI while the presentation is in slide show mode,
ensuring that your presentation always shows the most recent data.

To set up automatic refresh for your slide show, go to the add-in footer, select Add-in
options, choose Slide show settings, check Automatic refresh in slide show and set the
desired refresh frequency.
 ７ Note

This feature requires that your Office version meet the add-in's minimum Office
version requirement. Auto refresh only happens in slide show mode, and not while
you're editing the presentation.

March 2024

Improved static image mode

The "save as static image" functionality that enables you to turn your live view of Power
BI data into a static image has been improved and expanded!

A new dropdown menu in the add-in footer makes it easy to switch between live
data and a static image.
 New static image options make it possible to use static images without having to
worry about inadvertently exposing Power BI content to unauthorized users.

Snapshot: When you choose Snapshot, only users who have permission to view
the report in Power BI will see the static image. Users who don't have
permission will be able to request access. This option helps prevent
inadvertently showing Power BI content to unauthorized users.

Public snapshot: When you choose Public snapshot, anyone who can view the
presentation will see the static image, regardless of their permissions in Power
BI.

The improved functionality also helps prevent inadvertent exposure of Power BI content
in the slide thumbnails you see in such places as the navigation pane and slide sorter.
Now thumbnails of slides that include an add-in merely display a blue-cube until the
slide with the add-in actually loads and Power BI permissions are checked. At that point
the thumbnail captures an image of whatever is displayed in the slide.

The improved save-as-static-image functionality requires Office version 2312 (Build

17126) or later. If your Office version meets this requirement, don't use the Save as
image option located the add-in side pane.

You can only switch between live data and a static image in the PowerPoint desktop
application - you can't do this in PowerPoint for the web. However, PowerPoint for the
web does respect the choice you made in the desktop application. So whatever view
you selected in the desktop app will be the view that you'll see in PowerPoint for the
web.
February 2024

Change a direct link to a shareable Link

When you paste a direct report link (the URL copied from the browser) to the Power BI
add-in in a presentation, you can now make that link shareable within the Power BI add-
in. Previously, when you pasted a direct report link into the Power BI add-in, there was
no option to make it sharable in the add-in before you added it to the presentation.
Viewers of the presentation had to have access to the report before you used the direct
report link or they wouldn't be able to see the data.

Now, if you have permissions to reshare a report, the Power BI add-in can replace the
link you pasted with a shareable link. When you have sharable links enabled, you'll see a
checkbox added below the report URL that asks you if you want to give viewers
automatic access to the data. Mark this checkbox and Power BI add-in creates a
shareable link for you. If you use a sharable link, other users viewing the presentation
will have the required permissions to see the report and won't need to request access
when the viewing the presentation.

You must have sharable links enabled for your organization to use this feature. For more
information on using sharable links, go to Change a direct link to a shareable link.

December 2023

Suggested content
It's easier to find and insert the Power BI reports you need for your presentation. Now,
when you add the Power BI add-in to your slide, the add-in automatically scans the title
of the slide and suggests Power BI content that might be relevant. Let's say the title of
your slide is "New stores sales," for example. The add-in shows you a list of Power BI
reports that contain data about sales. The add-in also shows you your recently visited
Power BI reports, and makes it easy to access reports you're working on or frequently
use. Learn more about the new feature
April 2023

Put a border around your add-in

Now you can add a custom outline to your Power BI add-in. Customize color, weight,
transparency, and more to make your data stand out.

March 2023
Storytelling with Power BI in PowerPoint is now GA
With exciting, recently released features you can now:

Easily add single visualizations to your slides

Generate and add Smart insights to your presentations
Enjoy the Power BI/PowerPoint integration in national/regional clouds

Check out the blog !

National cloud support

The Power BI add-in for PowerPoint is now supported in national/regional clouds as an
admin-managed add-in. For more information, see Deploying the add-in in
national/regional clouds.

February 2023

Add individual live Power BI visuals to your PowerPoint

slides
Ever want to put just a single live visual on a slide? Well, now it's super easy. Right select
on the visual and choose Open in PowerPoint to open a new presentation with the
visual already loaded into the add-in. If you're adding the visual to an existing
presentation, choose Link to selection to get the visual's URL for pasting into the add-in
in the existing presentation. You can do the same from the More options (...) menu.
Check out the documentation for details.

Enhance your presentations with Power BI data insights

Power BI's data insights help you find and explore insights such as anomalies and trends
as you consume and interact with your data. Now with the add-in, you can easily
generate insights, which you can then either paste directly into your slide or copy to the
clipboard for pasting elsewhere, such as in the slide's notes. Learn more.

Related content
About storytelling with Power BI in PowerPoint
Add live Power BI data to PowerPoint
View and present live Power BI data in PowerPoint
Troubleshoot the Power BI add-in for PowerPoint
More questions? Try asking the Power BI Community

Feedback
Was this page helpful?  Yes  No

Provide product feedback | Ask the community

Troubleshoot the Power BI add-in for
PowerPoint
Article • 02/25/2024

This article describes what to do if you get the following error when trying to use the
Microsoft Power BI add-in.

Why am I getting this error?

The most likely reason for getting this error is that WebView2 isn't installed on your
device. The Power BI storytelling add-in requires WebView2 to run Power BI in
PowerPoint. If WebView2 isn't installed, you need to install it before you'll be able to use
the add-in.

Another reason you might get this error is if your PowerPoint presentation is protected
by Windows Information Protection. WebView2 and the Power BI storytelling add-in
aren't supported for such presentations. For more information, see How do I know if my
presentation is protected by Windows Information Protection?.

What is WebView2?
Microsoft Edge WebView2 is a control used to provide web-based features in Microsoft
365 desktop applications such as PowerPoint. It uses Microsoft Edge as the rendering
engine, and requires that Microsoft Edge WebView2 Runtime be installed on the device
that is running the Office application.
WebView2 comes standard on recent Windows versions, but may not be included in
earlier versions. If your version of Windows doesn't include WebView2, you need to
install it manually to be able to use the Power BI add-in.

See Microsoft Edge WebView2 and Microsoft 365 Apps to learn more about Office Add-
ins runtime and WebView2.

How to install WebView2?

It takes just a minute to install WebView2. You can get and install it from Download
Microsoft Edge WebView2.

When the installation is done, check to make sure WebView2 is installed. Open the add-
in side menu, select Security Info. The Security Info window will appear.

If the Security Info window says Runtime: Microsoft Edge, WebView2 is installed.

７ Note
 After installing WebView2, you might need to close and re-open all Office
applications.

I installed WebView2, but the Power BI

storytelling add-in still doesn't run
If WebView2 is installed but you still can't use the add-in, it may be because the Office
build and/or Windows edition on your device don't meet minimum requirements. The
minimum system requirements are as follows:

Office version
If you have a Microsoft 365 Office subscription: Build number 16.0.13530.20424
or later.
If you have a non-subscription version of Office: Office 2021 or later.
Windows version
If you have a Microsoft 365 Office subscription: Windows 8.1, Windows 10, or
Windows 11.
If you have a non-subscription version of Office: Windows 10 and above.

If your system doesn't meet the above requirements, you need to upgrade your
Windows and/or Office versions before you'll be able to run the Storytelling add-in.

７ Note

For Office builds 16.0.13530.20424 or later, but earlier than 16.0.14326.xxxxx, a

system admin needs to update a registry key as described in Adding a registry key
below.

If your device does meet the minimum system requirements, the problem may be
because the presentation is protected by Windows Information Protection. The
WebView2 isn't supported for such presentations.

The following sections show you how to check your device's Office build and Windows
edition, and, if necessary, how to tell whether your presentation is protected by
Windows Information Protection.

Check your Office build and subscription type

In PowerPoint, choose File > Account, and then press About PowerPoint. The following
info box will appear. Take note of the build number and the subscription/non-
subscription indication.

Check your Windows version

Open File Explorer, right-click This PC, and choose Properties. In the Windows
specifications section, note the Windows edition.

Adding a registry key

If you have a Microsoft 365 Office subscription, and the Office build on your device is
16.0.13530.20424 or later but earlier than 16.0.14326.xxxxx, someone with admin
permissions on your device can use the following steps to create a registry key that
enables you to use the add-in.

1. Open the Registry Editor by typing regedit in the Start menu search bar and
selecting the Registry Editor app.

2. Navigate to the following registry key:

HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Wef

3. Right-click on the Wef folder and select New > DWORD (32-bit) Value .

4. Name the new value Win32WebView2 .

5. Double-click on the new value and set its value data to 1 .

6. Close the Registry Editor.

7. Restart your Office application.

How do I know if my presentation is protected

by Windows Information Protection?
The Power BI storytelling won't work in PowerPoint presentations that are protected by
Windows Information Protection (WIP), previously known as Enterprise Data Protection
(EDP). This is because WebView2, which the Power BI add-in for PowerPoint requires,
isn't supported when Windows Information Protection is enabled.

If you get the Cannot run Power BI error even though you're sure that WebView2 is
installed on your computer and that your system meets the minimum requirements, use
the following instructions to check whether WIP protection could be causing your
problem.

For PowerPoint presentation files on your computer, the File ownership column in
File Explorer will say Work if the file is protected by WIP.
For PowerPoint presentation files stored in SharePoint or OneDrive, open the
SharePoint or OneDrive folder in Microsoft Edge. The briefcase icon in the address
bar (shown below) will appear if WIP is protecting the files.

More resources
 Browsers used by Office Add-ins

Related content
About storytelling with Power BI in PowerPoint
Add live Power BI data to PowerPoint
View and present live Power BI data in PowerPoint
More questions? Try asking the Power BI Community
Export a report to PowerPoint
Article • 12/06/2023

APPLIES TO: Power BI service for business users Power BI service for designers
& developers Power BI Desktop

There are several different ways that Power BI and PowerPoint work together. In this
article, you learn how to export a Power BI report and create a PowerPoint slide deck
with one slide for each report page. The report is static; the slides retain the state of the
report at the time of export.

Another option is to embed a live version of your report page in PowerPoint. You can
interact with your data just as you would in Power BI. For more information about
embedding a live report page, visit these articles:

Add a live Power BI report page in PowerPoint

Use the Power BI Add-in for PowerPoint
Administer the Power BI add-in for PowerPoint

Export a report to PowerPoint

When you export to PowerPoint, the following occurs:

Each page in the Power BI report becomes an individual slide in PowerPoint.

Each page in the Power BI report is exported as a single high-resolution image in
PowerPoint.
You can preserve the filters and slicers settings that are added to the report.
A link is created in PowerPoint that links back to the Power BI report.

Getting your Power BI report exported into PowerPoint is quick. Follow the steps
outlined in the next section.

 Tip

You can also copy one visual at a time from the Power BI service and paste it into
PowerPoint (or any other program that supports pasting). Select the Copy as image
icon to copy the visual to your clipboard. Then, open PowerPoint and paste the
 visual. For more information, see Copy visuals as static images.

Export your Power BI report to PowerPoint

In the Power BI service, select a report to display it on the canvas. Then, select Export >
PowerPoint from the menu bar.

A pop-up appears where you can select Current values or Default values. Current
values exports the report in the current state, which includes the active changes you
made to slicer and filter values. Most users select this option. If you've scrolled, Current
values doesn't include the scroll state of the visual, but instead exports the top portion
of the data. Alternatively, selecting Default values exports the report in the original
state, as the designer shared it, and doesn't reflect any changes made to the original
state.

Additionally, there's a check box to select whether or not to export the hidden tabs of a
report. Select this check box if you want to export only report tabs that are visible to you
in your browser. If you prefer to get all the hidden tabs as part of your export, leave this
check box cleared. If the check box is grayed out, there are no hidden tabs in the report.
An example of a hidden tab would be a tooltip tab. Custom tooltips are created by
report designers and don't display as report tabs in the Power BI service for business
users.

You may also choose to export only the current page you're viewing in a report by
checking the Only export current page option. By default, Only export current page is
unchecked and all pages are exported from your report.

After you make your selections, select Export to continue. You see a notification banner
in the upper-right corner of the Power BI service browser window that the report is
being exported to PowerPoint.
Exporting might take a few minutes. Factors that can affect the time required include the
structure of the report and the current load on the Power BI service. You can continue to
work in Power BI while the report is being exported.

After the Power BI service completes the export process, the notification banner changes
to let you know. Your file is then available where your browser displays downloaded
files. In the following image, the download banner appears at the bottom of the browser
window.

And that's all there's to it. You can download the file, open it with PowerPoint, and then
modify or enhance it like you would any other PowerPoint deck.

Open the PowerPoint file

When you open the PowerPoint file that Power BI exported, you find a few cool and
useful elements. Take a look at the following image, and check out the numbered
elements that describe some of those cool features. Pages in PowerPoint are always
created in the standard 9:16 size, regardless of the original page sizes or dimensions in
the Power BI report.
1. The first page of the slide deck includes the name of your report and a link so that
you can View in Power BI the report on which the slide deck is based.

2. You get some useful information about the report, too. Last data refresh shows the
date and time on which the exported report is based. Downloaded at shows the
date and time when the Power BI report was exported into a PowerPoint file. The
Downloaded at time is the time of the export in UTC (Universal Coordinated Time).

3. Each report page is a separate slide, as shown in the nav pane.

７ Note

PowerPoint includes the name of each visual on the page and adds alt text for
each item. The report creator can include alt text when designing the report.
Otherwise, the default is "No alt text provided."

4. Your published report is rendered in the language according to your Power BI

settings, or otherwise by the locale setting of your browser. To see or set your
language preference in your browser, select the cog icon > Settings > General
 > Language. For locale information, see Supported languages and
countries/regions for Power BI.

When you view an individual slide, you see that each report page is an independent
image. Scrolling in PowerPoint isn't available since each slide is a static image.

What you do with your PowerPoint deck from there, or any of the high-resolution
images, is up to you.

Considerations and limitations

There are a few considerations and limitations to keep in mind when you work with the
Export to PowerPoint feature.

If you don't see the Export option

Make sure that you're viewing a report (not a dashboard).
It's possible that your administrator disabled this feature. Contact your
administrator for details. Administrators: See Export reports as PowerPoint
presentations or PDF documents.

Visuals that aren't supported

The following aren't supported for Export to PowerPoint. Either the PowerPoint export
option is greyed out or isn't listed at all on the Export dropdown. In some cases, such as
for R visuals, the report exports but the visual renders as a gray box with an error
message.

Power BI custom visuals. The exception is those Power BI custom visuals that are
certified
ESRI ArcGIS visuals
R visuals
Power Apps visuals
Python visuals
Power Automate visuals
The Paginated report visual
Visio visuals

Visuals displayed as a Data point table or displayed with "Show data point as a
table" can't export to PowerPoint

Reports that can't be exported

Reports with more than 50 report pages. Paginated reports don't have this
limitation. See Print a paginated report for details.
Reports larger than 500 MB when exported.
Reports being exported to older versions of PowerPoint.
Reports that take longer than an hour to process.
Report pages that take longer than 6 minutes to load.
The resolution of exported report pages is 1,280 pixels x 720 pixels.
You can share a dashboard with someone outside of your organization, or with a
user who isn't in your Power BI tenant. But that user can't export the shared
dashboard's associated reports to PowerPoint. For example, if you're
[email protected], you can share with [email protected]. But
[email protected] can't export the associated reports to PowerPoint.

General
Export to PowerPoint isn't supported when the admin setting Azure private link >
Block public internet access is enabled in Power BI. In this case, the export fails.
The export might also fail if the admin setting Azure private link is on and Block
public internet access is off.
Background images are cropped with the chart's bounding area. We recommend
that you remove background images before you export to PowerPoint.
Semantic model refresh operations using an XMLA endpoint.
If the report uses a custom font, that font is replaced with a default font.
 URL filters aren't currently respected when you choose Current Values for your
export.
The Power BI service uses your Power BI language setting as the language for the
PowerPoint export. To see or set your language preference, in your browser, select
the cog icon > Settings > General > Language.
Visuals displayed as a Data table or displayed with "Show as a table" export the
visual in its default state, without the table.
Visuals in a drill-down state are exported in their default state.
Export to PowerPoint isn't currently supported for tenants in the China North
region.
Export to PDF supports Unicode 6 and earlier. If for example, Unicode 7 is used,
Power BI export displays that image as a blank box.

Next steps
Add a live Power BI report page in PowerPoint
Use the Power BI Add-in for PowerPoint
Copy visuals as static images
Print a report
Connect Excel to Power BI semantic
models
Article • 11/27/2023

Microsoft Excel is arguably the most common data analysis tool for information workers
and organizations across the globe. Part of Excel’s appeal is that you can start your data
journey in a few clicks, with quick calculations, data visualizations, and ad-hoc analysis.

You can discover, connect to, and explore centralized Power BI data inside the
spreadsheet grid of Microsoft Excel. The versatility of Excel and the unified governance
and security standards of Power BI ensures you're using the right data to make better
decisions that support business goals and fosters an enhanced data culture.

Access Power BI semantic models in Excel

When you access Power BI semantic models in Excel, the semantic models inherit
properties. Inherited properties, like endorsement labels and sensitivity labels from
Microsoft Purview Information Protection, help make sure that the data stays secure.
Semantic models tagged with the labels Certified or Promoted are likely to be better
quality and more authoritative than semantic models without a label.

Connect to Power BI semantic models in Excel by starting in the Power BI service or in

Excel for the web or the Excel desktop app.

Start in Power BI with Analyze in Excel.

Start in Excel for the web or the Excel desktop app.
After you've connected, you can design refreshable reports with Power BI data in
an Excel PivotTable or a table.
For Power BI admins, you can monitor usage of Power BI semantic models in Excel.

Prerequisites
Here are things to keep in mind when you connect to Power BI semantic models in
Excel:

Your organization’s tenant administrator must enable the Users can work with
Power BI semantic models in Excel using a live connection tenant setting. Learn
more about the Excel live connection tenant setting in the admin portal
documentation.
For on-premises datasets, your organization’s tenant administrator also must
enable the Allow XMLA endpoints and Analyze in Excel with on-premises
datasets tenant setting. Learn more about the Allow XMLA endpoints tenant
setting in the admin portal documentation.
You must have Build permission to the Power BI semantic model or have at least a
Contributor role in the Power BI workspace containing your semantic model.
You must have a Fabric license: Fabric (free), Pro or Premium Per User (PPU). Fabric
free license users can only work with datasets in My workspace or a Power BI
Premium capacity or Fabric F64 or greater capacity. Learn more about Power BI
licenses.
You can use Excel workbooks containing refreshable Power BI data in both Excel
Desktop and Excel for the web.

Next steps
Create Excel workbooks with refreshable Power BI data
Design refreshable reports in Excel with Power BI data
Monitor usage of Power BI semantic models in Excel
Read about using Excel data types from Power BI in the Excel documentation.
Questions? Try the Power BI Community
Power BI semantic model experience in
Excel
Article • 01/11/2024

In Excel Desktop or Excel for the web, you can discover all the Power BI semantic models
that you have access to. You can explore that data in Excel spreadsheets using
PivotTables and other Excel capabilities. With the Power BI semantic model experience in
Excel, you can:

Easily search for your Power BI data in Excel and analyze that data using
PivotTables and connected tables.
Navigate to the Data hub in the Power BI service ( https://app.powerbi.com ), where
you can discover other data artifacts (including Power BI datamarts) and trusted
data in your organization.
Get additional insights on the semantic model you are exploring in Excel by
viewing related Power BI reports.

Requirements
Your organization’s tenant administrator must enable the Users can work with
Power BI semantic models in Excel using a live connection tenant setting. Learn
more about the Excel live connection tenant setting in the admin portal
documentation.

For on-premises datasets, your organization’s tenant administrator also must

enable the Allow XMLA endpoints and Analyze in Excel with on-premises
datasets tenant setting. Learn more about the Allow XMLA endpoints tenant
setting in the admin portal documentation.

Your version of Excel Desktop must be an updated version of Excel for the web. To
see if you have the right build for Excel Desktop, open File > Account > About
Excel and confirm that the first five digits of the Build number are greater than or
equal to 15128.
 You must have Build permission to the Power BI semantic model or have at least a
Contributor role in the Power BI workspace containing your semantic model.

You must have a Fabric license: Fabric (free), Pro or Premium Per User (PPU). Fabric
(free) license users can only work with datasets in My workspace or a Power BI
Premium capacity or Fabric F64 or greater capacity. Learn more about Power BI
licenses.

You can use Excel workbooks containing refreshable Power BI data in both Excel
Desktop and Excel for the web.

Discover Power BI semantic models in Excel

To connect to live Power BI semantic models from inside Excel, use one of these two
options:

On the Insert tab in Excel, select PivotTable > From Power BI.

On the Data tab in Excel Desktop, select Get Data > Power Platform > From
Power BI.
After you've selected From Power BI using either of these options, a pane opens on the
right of the screen that shows Power BI semantic models you have access to.
 Each semantic model card shows the following information:

Name and owner of the Power BI semantic model

Power BI workspace hosting the semantic model.
Timestamp for the last time the semantic model was refreshed.
Names of the tables in the semantic model
Redirect web link to Power BI report(s) using the semantic model in the Power BI
service.
Redirect web link to the details page of the semantic model in the Power BI service
( https://app.powerbi.com )

Near the search bar in the pane, there's also a redirect web link to the Power BI Data
hub ( https://app.powerbi.com/datahub ). There, you can view all Power BI semantic
models and other data artifacts you have access to. When you select the web link, the
Power BI service opens in a new tab in your web browser.


:

Connect to your Power BI data in Excel

To start exploring your Power BI data in Excel, select one of the pre-loaded semantic
models in the pane or find additional semantic models by typing your search
parameters in the search bar and pressing Enter on your keyboard.

When you find the semantic model you want, select Insert PivotTable or Insert Table in
the card. The Insert Table option is available in Excel Desktop.
When you select Insert PivotTable, a blank PivotTable is added to a new worksheet in
your Excel workbook. In PivotTable Fields, you can see all the tables and measures from
your Power BI semantic model. You can start building your report in Excel.
 

When you select Insert Table, the Create Table dialog opens, where you can use the
Data, Build, and Filters panes to design the table you'd like. Use the Insert Table button
to add the table to the Excel sheet.

Considerations and limitations

 After you select From Power BI in the Excel ribbon, the artifacts loaded in the pane
are not all the semantic models you have access to. They're a selection of your
most used semantic models. Use the search bar in the pane to get additional
semantic models.

The Insert Table option is only available in Excel Desktop.

The order of Power BI semantic models in the pane may be different from their
order in the Data hub in the Power BI service.

For newly created semantic models, recently refreshed semantic models, or

semantic models that you just got access to, it may take up to 24 hours for these
semantic models to show up in the Power BI Semantic models pane. If you don't
see the semantic model you want, navigate to the Power BI OneLace data hub
( https://app.powerbi.com/datahub ) from the Power BI Semantic models pane in
Excel and use Analyze in Excel to create an Excel workbook for that semantic
model.

Excel and Power BI visuals use different query languages and data load behaviors,
so data load performance can be different between Excel and Power BI.

Next steps
For more information about getting data into Excel, see Create a PivotTable from Power
BI semantic models in the Excel documentation.

You can also access featured tables in Excel, in the Data Types gallery. To learn more
about featured tables and how to access them, see Access Power BI featured tables in
Excel organization data types. You can also read about using Excel data types from
Power BI in the Excel documentation.

Other related articles

Create Excel workbooks with refreshable Power BI data
Design refreshable reports in Excel with Power BI data
Questions? Try the Power BI Community
Create Excel workbooks with refreshable
Power BI data
Article • 12/14/2023

When you view reports in the Power BI service ( https://app.powerbi.com ), you might
want to further enrich the report data with additional assumptions, perform what-if
analysis, or validate the numbers in a specific Power BI visual or an entire Power BI
report.

In this article, you learn how to create Excel workbooks containing connected Power BI
data that you can refresh directly inside the workbook. That way, you can focus on your
analysis in Excel and be confident that you are working with up-to-date data.

Prerequisites
Your organization’s tenant administrator must enable the Users can work with
Power BI semantic models in Excel using a live connection tenant setting. Learn
more about the Excel live connection tenant setting in the admin portal
documentation.
For on-premises datasets, your organization’s tenant administrator also must
enable the Allow XMLA endpoints and Analyze in Excel with on-premises
datasets tenant setting. Learn more about the Allow XMLA endpoints tenant
setting in the admin portal documentation.
You must have Build permission to the Power BI semantic model or have at least a
Contributor role in the Power BI workspace containing your semantic model.
You must have a Power BI license: Fabric Free, Pro or Premium Per User (PPU).
Fabric Free license users can only work with datasets in My workspace or a Power
BI Premium capacity or Fabric F64 or greater capacity. Learn more about Power BI
licenses.
You can use Excel workbooks containing refreshable Power BI data in both Excel
Desktop and Excel for the web.

Choose Power BI data to evaluate in Excel

Power BI provides you with options to ensure that you can extract the right granularity
of data depending on how you want to analyze that data in Excel, either with Excel
PivotTables or Excel tables. In the Power BI service, use the following two features to
create an Excel workbook:
 Analyze in Excel
Export to Excel with live connection
Create connected PivotTables and Tables in Excel

Analyze in Excel
With Analyze in Excel, you can create an Excel workbook containing the entire semantic
model for a specific Power BI report and analyze that semantic model in Excel using
PivotTables, Pivot Charts, and other Excel features.

In the Power BI service, you can use any of the following Analyze in Excel entry points to
create an Excel workbook:

Open a Power BI report. Select Export > Analyze in Excel from the top ribbon.

Go to the workspace containing your Power BI semantic model or report, select

More options (...) next to the semantic model or report name and select Analyze
in Excel.
 

Select a semantic model in a Power BI workspace. In the Semantic model details

page, select Analyze in Excel on the menu bar.

After you select Analyze in Excel, Power BI generates an Excel workbook and saves it to
your OneDrive SharePoint account. It has the same name as the Power BI report, so you
can open the workbook directly in Excel for the web.
 

７ Note

If you don't have a OneDrive SharePoint account, Power BI downloads the Excel
workbook to your local computer.

When you choose Open in Excel for the web, your Excel workbook opens in a separate
browser tab. To enable the Power BI query in Excel, select Yes on the Query and Refresh
Data dialog.

After you select Yes in the dialog, you can see the tables and measures from your Power
BI semantic model in the PivotTable Fields. You can start building your PivotTable reports
in Excel.
 

If you want to work with your data in the Excel Desktop app, select the Editing button in
the ribbon and select Open in Desktop app.

Export to Excel with live connection

While viewing a Power BI visual, you may want to further explore the visual data in Excel
and keep the data connected. You can export a table of refreshable data from a Power BI
visual to Excel:

1. Choose a visual in a Power BI report, select More options (…).

2. On the Options menu, select Export data. You have different options to select
what type of data you want to export to Excel.

3. Select the Summarized data card, and choose the .xslx (Excel) with live
connection (500,000 row max) option under File format.
 

4. After you select Export, Power BI downloads an Excel workbook containing the live
Power BI data to your computer.

The first time you open the Excel workbook, it might open in read-only mode until
you select Enable Editing, depending on your Protected View settings in Office.

5. Depending on your Trusted document settings, you might also need to select
Enable Content to load the Power BI data to the Excel grid.

The data from the Power BI visual is now visible as an Excel table that can be
refreshed against Power BI.
 

７ Note

The ExportHeaders worksheet in the Excel workbook contains details about

the filters applied to the Power BI visual that the data was exported from.

In addition, you can use the OneLake Data Hub's Table Preview to export an Excel
workbook with a live connection.


Excel Add-In
You can use the Power BI Excel add-in to insert connected PivotTables and connected
query tables starting from Excel. This helps you quickly find and insert refreshable Power
BI data into your new or existing workbooks without leaving Excel.

７ Note

To use the Power BI Excel Add-in, ensure that in Excel Trust Center the following
settings are not checked:

Disable all Application Add-ins (may impair functionality)

Don't allow any web add-ins to start.

７ Note

Insert Table experience is available in Current Channel and Monthly Enterprise

Channel for customers who have Excel version 16.0.16732.0 or higher. The add-in is
visible in Excel for users with a Power BI Pro license. The Insert Table experience is
not available in Excel for the Web.

You can open the Excel Add-in from the Excel ribbon.

Starting on the Insert ribbon:

Expand the PivotTable drop down

Select From Power BI (Microsoft)

Starting on the Data ribbon:

Expand the Get Data drop down

Expand the From Power Platform menu
Select From Power BI (Microsoft)

The Power BI add-in Datasets Pane opens in Excel and provides the following
capabilities:

List of Power BI semantic models that you have at build or edit permission on.
Search for semantic models
Open OneLake Data Hub in Power BI service in a new browser window
Open semantic model in Power BI service in a new browser window
See metadata for datasets like the workspace, owner, and the last refreshed date.
 See the tables in the semantic model
See the related reports you have access to and open them in a new browser
window.
Insert PivotTable which lets you create a connected PivotTable just like Analyze in
Excel does starting from the service.
Insert Table which lets you design a table and insert it as an Excel query table in
the Excel grid, referred to as a connected table.

You can use Excel's refresh capabilities to update the data in the Excel workbook for
your connected PivotTable or connected table.

Considerations and limitations

Row-level security (RLS) and object-level security (OLS) are supported for Analyze
in Excel and Export with Live Connection. RLS is enforced at the data-model level
while OLS is enforced at the table or column level and both security layers apply to
all users who access data in a specific Power BI report. Read more about row-level
security and object-level security.
When inserting a connected PivotTable or connected query table, the Microsoft
Purview Information Protection sensitivity label for the semantic model is
automatically applied to the Excel workbook. If the Excel workbook has a sensitivity
label already, the strictest label is applied.
For Analyze in Excel, only Power BI semantic models that use Import mode
preserve hierarchies in the PivotTable Fields in the Excel workbook. Power BI
semantic models that are built on DirectQuery or composite models don't retain
their hierarchies when you use Analyze in Excel.
Analyze in Excel doesn't support specifying a locale by modifying the connection
string after the workbook has been generated.
You might see an error message if the data is larger than 2 GB. In that case, either
reduce the amount of data, for example by applying filters, or use the XMLA
endpoint. For more information, see XMLA endpoint.
Users external to the tenant hosting the Power BI semantic model can't analyze
Power BI data in Excel.
Analyze in Excel and Export with live connection aren't supported in Power BI
Report Server or Power BI PaaS Embedded, except for Power BI reports in Premium
capacities.
Analyze in Excel might not work as expected if field parameters are used in the
underlying Power BI semantic model.
Analyze in Excel and Export with live connection aren't available for Power BI
semantic models with a live connection to Azure Analysis Services (AAS) or SQL
Server Analysis Services (SSAS).
 Say you have a Power BI report that's built on a live connection to a data source,
and you add other measures to the report in Power BI. If you use the Export with
live connection option to export data from a visual in that report, the measures
that you added won't be available in the data you export to Excel. Only measures
from the data source will be available in the exported data.
Mac users can only use Excel for the web to explore Excel workbooks containing
Power BI semantic models.
The column name and order in a Power BI visual may not be preserved when data
is exported to Excel from that visual.

Next steps
Now that you've created the Excel workbook with refreshable Power BI data, it's
time to design a report in Excel with that Power BI data
Connect Excel to Power BI semantic models
Questions? Try the Power BI Community
Design refreshable reports in Excel with
Power BI data
Article • 11/27/2023

Now that you've created an Excel workbook with refreshable Power BI data, you can
start analyzing your data and designing reports in the workbook using familiar
spreadsheet functionality.

You've connected to the Power BI semantic model in one of two ways:

If you connected using Analyze in Excel or the Power BI semantic model experience
in Excel, your Excel workbook contains an empty PivotTable and Fields list from the
Power BI semantic model.
If you connected via export with live connection, your Excel workbook contains an
Excel table.

Prerequisites
Your organization’s tenant administrator must enable the Users can work with
Power BI semantic models in Excel using a live connection tenant setting. Learn
more about the Excel live connection tenant setting in the admin portal
documentation.
For on-premises datasets, your organization’s tenant administrator also must
enable the Allow XMLA endpoints and Analyze in Excel with on-premises
datasets tenant setting. Learn more about the Allow XMLA endpoints tenant
setting in the admin portal documentation.
You must have Build permission to the Power BI semantic model or have at least a
Contributor role in the Power BI workspace containing your semantic model.
You must have a Power BI license: Fabric (free), Pro or Premium Per User (PPU).
Fabric (free) license users can only work with datasets in My workspace or a
Premium capacity or Fabric F64 or greater capacity. Learn more about Power BI
licenses.
You can use Excel workbooks containing refreshable Power BI data in both Excel
Desktop and Excel for the web.

Analyze your Power BI data with PivotTables

With Analyze in Excel or the Power BI semantic model experience in Excel, you've
connected to a Power BI semantic model that you want to explore in Excel. The Excel
workbook contains a Power BI connection string that links your Excel workbook to the
Power BI semantic model.

Start adding fields from the PivotTable Fields into the Excel grid to create your own
PivotTable report or perform validation analysis on your data.


Analyze your Power BI data with Excel tables
With the export with live connection, you can create an Excel workbook containing an
Excel table connected to Power BI. This Excel workbook also contains a Power BI
connection string that links your Excel workbook to the Power BI data.

You can customize the table by adding unique formatting to the Excel table. That
formatting is preserved when you refresh the data in Excel.
 

Refresh the data

Whether you have an Excel PivotTable or table connected to a Power BI semantic model,
you can update data in your Excel workbook by either refreshing a specific object
(PivotTable, Pivot Chart, or table), or by refreshing all objects connected to a specific
Power BI semantic model.

Refresh a single object

To refresh a specific object in Excel, right-click the object and select Refresh in the menu.
 

Refresh all objects

To refresh all objects connected to a Power BI semantic model, use either of these
options:

Select the Data tab in Excel, select Refresh All > Refresh.
 

７ Note

If you have other connections in your Excel workbook, Refresh All will update
all the data in your workbook, including Power BI data.

In the Excel Desktop ribbon, select Data > Queries & Connections. In the Queries
& Connections pane, select Refresh.
 

Next steps
Create Excel workbooks with refreshable Power BI data
Connect Excel to Power BI semantic models
Questions? Try the Power BI Community
Access Power BI featured tables in Excel
organization data types
Article • 11/10/2023

Featured tables are a way to link your data in Microsoft Excel to data from Power BI.
They make it easier to add enterprise data to your Excel sheets. In the Data Types Gallery
in Excel, you find data from featured tables in Power BI semantic models. This article
explains how.

To learn how to create featured tables in Power BI, see Set featured tables in Power BI
Desktop.

７ Note

In Excel, you can also analyze data from any Power BI semantic model that you
can access in Power BI.

The Excel Data Types gallery

Featured tables from Power BI semantic models appear as data types on the Data
ribbon, in the Excel Data Types gallery.

When expanded, the gallery shows the generic data types such as Stocks and
Geography. You also see the top 10 Organization data types available to you, from
featured tables in Power BI semantic models.
Search for Power BI data in the Data Types
Gallery
To search for data in a Power BI featured table, select a cell or a range in your Excel
sheet containing a value that matches the value in a featured table. Select the More
arrow next to the Data Types gallery.

If you see the table you're looking for, select it. Otherwise, select More from your
organization. Excel displays all the featured tables you have access to in the pane.
In the Data Selector pane, type in the Filter box to narrow your options. Select the table
you want to use.

If Excel finds matching rows with high confidence, the cells are immediately linked to
those rows. The linked item icon indicates the cells are linked to the rows in Power BI.

If a cell has more than one potential matching row, the cell shows a question mark icon,
and the Data Selector pane opens. In the following example, we selected a range from
B3:B9, then selected the Power BI featured table Store. All the rows had matches except
cell B9, "508 - Pasadena Lindseys". The Data Selector shows two possible matches, the
same value in two different tables.
The Organization data option can return rows from multiple featured tables. Excel
groups the potential matching rows by the data type they came from. Excel sorts the
data types based on their strongest potential matching row. Use the chevron arrows to
collapse and expand the data types to matching rows.
For each suggestion, select the row name in the Data Selector pane to see more details
within the row to help you pick the right row. Once you’ve found it, press Select to link
the row to the cell in Excel.
Explore related data
Now that you've created the connection between the values in your Excel sheet and the
data from the Power BI featured table, you can explore that data. Use the data to
enhance your Excel reporting.

View related data in a card

Select the Card icon in the cell to show a card with data from any fields and calculated
fields in the featured table. The title of the card shows the value of the row label field in
the featured table.

Insert related data from Power BI

Select the Insert Data icon, then select a field name from the list of fields to add its
value to the grid.
The field value or values are placed in the adjacent cells. The cell formula refers to the
linked cell and the field name, so you can use the data in Excel functions.
Use cell formulas
In an Excel table, you can refer to the linked table column and then add data fields using
the . (period) reference.

Likewise in a cell, you can refer to the cell and use the . (period) reference to retrieve
fields.
Show a card, change, or convert to text
Linked cells have additional right-click menu options. Right-click a cell. Along with the
usual options, you also see:

Show Data Type Card

Data Type > Convert to Text
Data Type > Change
Refresh

Convert to Text removes the link to the row in the Power BI featured table. Importantly,
the text in the cell is the row label value of the linked cell. If you linked a cell to a row
you didn’t intend to, select Undo in Excel to restore the initial cell values.

Data caching and refresh

When Excel links a cell to a row from a Power BI featured table, it retrieves and saves all
the field values in the Excel file. Anyone you share the file with can refer to any of the
fields, without requesting data from Power BI.

Use the Refresh All button in the Data ribbon to refresh data in linked cells.

You can also refresh individual cells. Right-click the cell and select Data Types > Refresh.

Licensing
The Excel Data Types Gallery and connected experiences to Power BI featured tables are
available for Excel subscribers with a Power BI Pro service plan.

Security
You see only featured tables from semantic models you have permission to access in
Power BI. When refreshing data, you must have permission to access the semantic
model in Power BI to retrieve the rows. You need Build or Write permission on the
semantic model in Power BI.

Excel caches the data returned for the entire row. Anyone you share the Excel file with
can see the data for all the fields in all the linked cells.

Administrative control
Power BI admins can control who in the organization can use featured tables in the Excel
Data Types Gallery. See Allow connections to featured tables in the Admin portal article
for details.

Auditing
Administration audit logs show these events for featured tables:
 AnalyzedByExternalApplication: Gives admins visibility into which users are
accessing which featured tables.
UpdateFeaturedTables: Gives admins visibility into which users are publishing and
updating featured tables.

For a complete list of audit log events, see Track user activities in Power BI.

Considerations and limitations

Here are the current limitations:

The integration is available in Excel in the current channel.

Featured tables in Power BI semantic models that use the following capabilities
aren't shown in Excel:
DirectQuery semantic models.
Semantic models with a live connection.

Excel shows only data in columns, calculated columns, and measures defined in the
featured table. The following aren't provided:
Measures defined on related tables.
Implicit measures calculated from relationships.

When you use Power BI featured tables in Excel, your Power BI data might be
processed in a region or geography that's different than where your Power BI
tenant data is stored at rest.

The Data Types experience in Excel is similar to a lookup function. It takes a cell value
provided by the Excel sheet, and searches for matching rows in Power BI featured tables.
The search experience has the following behaviors:

Row matching is based on text columns in the featured table. It uses the same
indexing as Power BI Q&A capability, which is optimized for English-language
search. Searching in other languages may not result in accurate matches.

Most numerical columns aren't considered for matching. If the Row Label or Key
Column are numeric, they're included for matching.

Matching is based on Exact and Prefix matches for individual search terms. A cell’s
value is split based on spaces or other whitespace characters like tabs. Then each
word is considered a search term. A row’s text field values are compared to each
search term for Exact and Prefix matches. A Prefix match is returned if the row’s
text field starts with the search term. For example, if a cell contains “Orange
County”, then “Orange” and “County” are distinct search terms.
 Rows with text columns whose values exactly match “Orange” or “County” are
returned.
Rows with text columns whose values start with “Orange” or “County” are
returned.
Importantly, rows that contain “Orange” or “County” but don’t start with them
aren't returned.

Power BI returns, at most, 100 row suggestions for each cell.

Some symbols aren't supported.

Setting or updating the featured table isn't supported in the XMLA endpoint.

Excel files with a data model can be used to publish featured tables. Load the data
into Power BI desktop and then publish the featured table.

Changing the Table name, Row Label, or Key Column in the featured table might
impact Excel users with linked cells to rows in the table.

Excel shows when the data was retrieved from the Power BI semantic model. This
time isn't necessarily the time that the data was refreshed in Power BI, or the time
of the most recent data point in a semantic model. For example, say a semantic
model in Power BI was refreshed a week ago, but the underlying source data was a
week old when the refresh happened. The actual data would be two weeks old, but
Excel would show data retrieved as the date and time at which the data was pulled
into Excel.

Next steps
Set featured tables in Power BI Desktop.
Read about using Excel data types from Power BI in the Excel documentation.
Questions? Ask the Power BI Community.
Monitor usage of Power BI semantic
models in Excel
Article • 01/23/2024

If you are a Power BI administrator, you might want to track who is connecting to your
organization's Power BI data from Excel to ensure there's no unauthorized access to the
data. The Power BI activity logs allows you to monitor the usage of Power BI semantic
models and improve your organization's data governance or meet regulatory
compliance requirements (where applicable).

Identify users connected to semantic models

from Excel
To identify users connecting to Power BI semantic models from Excel desktop or Excel
for the web, do the following steps.

1. Open PowerShell.

2. Run the Get-PowerBIActivityEvent cmdlet to download event data for

the AnalyzedByExternalApplication activity.
The AnalyzedByExternalApplication activity identifies users who interact with
semantic models published to the Power BI service from an external application.
Here's a sample cmdlet for a day's activity data:

PowerShell

Get-PowerBIActivityEvent - StartDateTime '2022-03-15T00:00:00' -

EndDateTime '2022-03-15T23:59:59' -ActivityType
'AnalyzedByExternalApplication'
Related content
Create Excel workbooks with refreshable Power BI data
Design refreshable reports in Excel with Power BI data
Read about using Excel data types from Power BI in the Excel documentation.
Questions? Try the Power BI Community
Set featured tables in Power BI Desktop
to appear in Excel
Article • 11/10/2023

In the Data Types Gallery in Excel, users can find data from featured tables in your Power
BI semantic models. In this article, you learn how to set tables as featured in your
semantic models. These tags make it easier for users to add enterprise data to their
Excel sheets. Here are the basic steps for setting and sharing featured tables.

1. Identify featured tables in your semantic models in Power BI Desktop (this article).
2. Save those semantic models with featured tables to a shared workspace. Report
creators can create reports with those featured tables.
3. The rest of the organization can connect to those featured tables, referred to as
data types in Excel, for relevant and refreshable data. The article Access Power BI
featured tables in Excel describes how to consume these featured tables in Excel.

Select a table
1. In Power BI Desktop, go to Model view.

2. Select a table, and set Is featured table to Yes.

3. In the Set up this featured table dialog box, provide the required fields:

A Description.

 Tip

Start the description with "Featured table" to help Power BI report

creators identify it.

A Row label. The Row label field value is used in Excel so users can easily
identify the row. It appears as the cell value for a linked cell, in the Data
Selector pane, and in the Information card.
A Key column. The Key column field value provides the unique ID for the row.
This value enables Excel to link a cell to a specific row in the table.
 4. After you publish or import the semantic model to the Power BI service, the
featured table appears in the Excel Data Types Gallery. You and other report
creators can also create reports built on this semantic model.

5. In Excel:

Restart Excel. Excel caches the list of data types so you need to restart Excel
to see newly published featured tables.
Because some semantic models aren't supported, featured tables defined in
those semantic models don't appear in Excel. See the next section,
Considerations and limitations, for details.

The Data Types experience in Excel

The Data Types experience in Excel is similar to a lookup function. It takes a cell value
provided by the Excel sheet, and searches for matching rows in Power BI featured tables.
The search experience has the following behaviors:

Row matching is based on text columns in the featured table. It uses the same
indexing as Power BI Q&A capability, which is optimized for the English-language
search. Searching in other languages might not result in accurate matches.

Featured tables use Power BI Q&A indexing when users query data in those tables.
For more information, see How does indexing work with Q&A.

Most numerical columns aren't considered for matching. If the Row label or Key
column is numeric, they're included for matching.

Matching is based on Exact and Prefix matches for individual search terms. A cell’s
value is split based on spaces or other whitespace characters like tabs. Then each
 word is considered a search term. A row’s text field values are compared to each
search term for Exact and Prefix matches. A Prefix match is returned if the row’s
text field starts with the search term. For example, if a cell contains “Orange
County”, then “Orange” and “County” are distinct search terms.
Rows with text columns whose values exactly match “Orange” or “County” are
returned.
Rows with text columns whose values start with “Orange” or “County” are
returned.
Importantly, rows that contain “Orange” or “County” but don’t start with them
aren't returned.

Considerations and limitations

Considerations
You can promote or certify semantic models in Power BI, which is called
endorsement. Excel prioritizes tables in endorsed semantic models in the Data
Types Gallery. Excel lists featured tables in certified semantic models first, then
tables in promoted semantic models. Excel lists featured tables in unendorsed
semantic models after that.
Creating featured tables is available by default. You can change the Featured
tables capability through File > Options and Settings > Options > Preview
Features.
You can use Excel files with a data model to publish featured tables. Load the data
into Power BI Desktop and then publish the featured table.

Limitations
Here are the current limitations:

The integration is available in Excel in the current channel.

Featured tables in Power BI semantic models that use the following capabilities
aren't shown in Excel:
DirectQuery semantic models
Semantic models with a live connection

Excel shows only data in columns, calculated columns, and measures defined in the
featured table. The following aren't provided:
Measures defined on related tables
Implicit measures calculated from relationships
 Power BI returns at most 100 row suggestions for each cell.

Some symbols aren't supported.

Setting or updating the featured table isn't supported in the XMLA endpoint.

Changing the Table name, Row Label, or Key Column in the featured table may
impact Excel users with linked cells to rows in the table.

Excel shows when the data was retrieved from the Power BI semantic model. This
time isn't necessarily the time that the data was refreshed in Power BI, or the time
of the most recent data point in a semantic model. For example, say a semantic
model in Power BI was refreshed a week ago, but the underlying source data was a
week old when the refresh happened. The actual data would be two weeks old, but
Excel would show data retrieved as the date/time at which the data was pulled into
Excel.

See Considerations and limitations in the article "Access Power BI featured tables in
Excel" for other Excel considerations.

Next steps
Access Power BI featured tables in Excel
Read about using Excel data types from Power BI in the Excel documentation.
Questions? Try the Power BI Community
Troubleshoot the connection from Excel
to Power BI data
Article • 01/23/2024

There may be times when connecting Excel to Power BI data that you get an unexpected
result, or the feature doesn't work as you expected. This page provides solutions for
common issues when analyzing Power BI data in Excel.

７ Note

There are separate articles for different connection types. Those articles are as
follows:

Start in Power BI with Analyze in Excel.

Start in Excel to connect to Power BI semantic models.

If you encounter a scenario that's not listed below, ask for assistance on the Power
BI community site , or create a support ticket .

If you need to troubleshoot an issue with Power BI data in Excel, see the following
sections:

Forbidden error
Unable to access on-premises Analysis Services
Can't drag anything to the PivotTable Values area (no measures)

If you need to troubleshoot an issue in Power BI with Analyze in Excel, see the following
sections:

Connection cannot be made error

Can't find OLAP cube model error
Token expired error

Forbidden error
A user may have more than one Power BI account. When Excel tries to connect to Power
BI by using credentials from one of those accounts, it may attempt to use credentials
that don't have access to the desired semantic model or report.
When this situation occurs, you may receive an error titled Forbidden. This error means
you may be signed into Power BI with credentials that don't have permission to access
the semantic model. After encountering the Forbidden error and when you see the
prompt, type the credentials that have permission to access the semantic model you're
trying to use.

If you still run into errors, log into Power BI with the account that has permission. Then,
verify that you can view and access the semantic model in Power BI that you're
attempting to access in Excel.

Unable to access on-premises Analysis Services

If you're trying to access a semantic model that has a live connection to SQL Server
Analysis Services or Azure Analysis Services data, you may receive an error message. This
error may occur because a user can't connect to Power BI semantic models. This
situation may happen when you build semantic models on live connections to Analysis
Services unless the user has read access to the data in Analysis Services in addition to
the semantic models permissions in Power BI.

Can't drag anything to the PivotTable Values

area
Excel connects to Power BI through an external OLAP model. When these applications
connect, the PivotTable requires you to define measures in the external model because
all calculations are performed on the server. This requirement is different from working
with a local data source, such as tables in Excel and working with semantic models in
Power BI Desktop or the Power BI service). In those cases, the tabular model is available
locally, and you can use implicit measures . Implicit measures are generated
dynamically, and not stored in the data model. In these cases, the behavior in Excel is
different from the behavior in Power BI Desktop or the Power BI service. For instance,
there may be columns in the data that can be treated as measures in Power BI, but can't
be used as measures, or values, in Excel.

To address this issue, you have a few options:

Create measures in your data model in Power BI Desktop. Then, publish the data
model to the Power BI service and access that published semantic model from
Excel.
Create measures in your data model from Excel PowerPivot .
 If you imported data from an Excel workbook that had only tables and no data
model, then you can add the tables to the data model . Then, follow the steps in
the previous step to create measures in your data model.

Once you define your measures in the model in the Power BI service, you can use them
in the Values area in Excel PivotTables.

Connection cannot be made

The primary cause for a Connection cannot be made error is that your computer's OLE
DB provider client libraries aren't current.

Can't find OLAP cube model

The primary cause for a Can't find OLAP cube model error is that the semantic model
you're trying to access has no data model, and therefore the semantic model can't be
analyzed in Excel.

Token expired error

The primary cause for a Token expired error is that you haven't recently used the
Analyze in Excel feature on the computer you're using. To resolve this error, reenter
your credentials or reopen the file, and the error should go away.

Related content
Analyze in Excel

Tutorial: Create your own measures in Power BI Desktop

Measures in PowerPivot

Create a Measure in PowerPivot

Add worksheet data to a Data Model using a linked table

Error: We couldn't find any data in your
Excel workbook
Article • 11/10/2023

７ Note

This article applies to Excel 2007 and later.

When you import an Excel workbook into the Power BI service, you might see the
following error:

Output

Error: We couldn't find any data formatted as a table. To import from Excel
into the Power BI service, you need to format the data as a table. Select
all the data you want in the table and press Ctrl+T.

Quick solution
1. Edit your workbook in Excel.
2. Select the range of cells that contain your data. The first row should contain your
column headers, the column names.
3. Press Ctrl + T to create a table.
4. Save your workbook.
5. Return to the Power BI service and import your workbook again, or if you're
working in Excel 2016 and you've saved your workbook to OneDrive for work or
school, in Excel, select File > Publish.

Details

Cause
In Excel, you can create a table out of a range of cells, which makes it easier to sort,
filter, and format data.

When you import an Excel workbook, Power BI looks for these tables and imports them
into a semantic model. If it doesn't find any tables, you see this error message.

Solution
1. Open your workbook in Excel.

７ Note

The pictures here are of Excel 2013. If you're using a different version, things
might look a little different, but the steps are the same.

2. Select the range of cells that contain your data. The first row should contain your
column headers, the column names.
3. In the ribbon on the INSERT tab, select Table. Or, as a shortcut, press Ctrl + T.
4. You see the following dialog. Make sure My table has headers is selected, then
choose OK.

Now your data is formatted as a table.

5. Save your workbook.

6. Return to the Power BI service. Select Create, then choose these options.
 

7. In the Add data to get started window, select Excel.

8. Import your Excel workbook again. This time, the import should find the table and
succeed.

If the import still fails, let us know by selecting Community in the help menu:
Integrate Power BI data alerts with
Power Automate
Article • 12/15/2022

Use Power Automate to integrate Power BI with your favorite apps and services. With
Power Automate, you create automated workflows to get notifications, synchronize files,
collect data, and more. In this article, you automate generating an email from a Power BI
data alert.

Prerequisites
This article shows how to create two different flows: one from a template and one from
scratch. To follow along, create a data alert in Power BI, and sign up for Power
Automate . It's free!

Create a flow from a template

In this task, we use a template to create a flow that's triggered by a Power BI data alert
(notification).

1. Sign in to Power Automate (https://flow.microsoft.com ).

2. Select Templates, search for Power BI > Send an e-mail to any audience when a
Power BI data alert is triggered.
Build the flow
This template has one trigger, a Power BI data alert, and one action, to send an email. As
you select a field, Power Automate displays dynamic content that you can include. In
this example, we include the tile value and the tile URL in the message body.

1. Select Continue.
2. In the Alert ID box, select a Power BI data alert. To learn how to create an alert, see
Data alerts in Power BI.

3. Enter one or more valid email addresses.

4. Power Automate automatically generates a Subject and Body for you, which you
can keep or modify. The body text uses HTML for formatting.
5. When you're done with the message, select New step or Save. Power Automate
creates and evaluates the flow.

If Power Automate finds errors, it lets you know.

6. Select Edit flow to fix the errors. Otherwise, select Done to run the new flow.

7. When a change triggers a data alert, Power Automate sends an email to the
addresses you indicated.
Create a flow from scratch
In this task, we create a simple flow from scratch that is triggered by a Power BI data
alert (notification).

1. Sign in to Power Automate .

2. Select Create > Automated flow.

3. In Build an automated flow, give your flow a name.

4. In Choose your flow's trigger, search for Power BI.

5. Select Power BI - When a data driven alert is triggered > Create.

Build your flow
1. In the Alert ID box, select the name of your alert. To learn how to create an alert,
see Data alerts in Power BI.

2. Select New step.

3. In Choose an action, search for Outlook > Create event.

4. Fill in the event fields. As you select a field, Power Automate displays dynamic
content that you can include.

5. Select Create flow when done. Power Automate saves and evaluates the flow. If
there are no errors, select Done to run this flow. The new flow is added to your My
flows page.
 6. When your Power BI data alert triggers the flow, you'll receive an Outlook event
notification similar to this one.

Next steps
Get started with Power Automate
Export and email a Power BI report with Power Automate
Create a Power Automate button visual
More questions? Try the Power BI Community
Export and email a Power BI report with
Power Automate
Article • 06/19/2024

With Power Automate, you can automate exporting and distributing Power BI reports in
different formats and scenarios. In this article, you create your own flow from scratch.
Use the Export to File for Power BI Reports action to automatically distribute a Power BI
report via email.

Power Automate is a no-code way to interact with the Export To File API in the user
interface. See Export to File for Power BI Reports to start interacting with the API directly.

Prerequisites
To follow along, make sure you have the following prerequisites:

At least one workspace in your Power BI tenant backed by a reserved capacity. This
capacity can be any of the A1/EM1 - A6/P3 SKUs. Read more about reserved
capacities in Power BI Premium.
Access to the standard connectors in Power Automate which come with any Office
365 subscription.

Create a flow from scratch

In this task, you create a simple flow from scratch. The flow exports a Power BI report as
a PDF, and attaches it to an email that is sent on a weekly basis.

1. Sign in to Power Automate .

2. Select Create > Scheduled cloud flow.

 

3. In Build a scheduled flow, give your flow a name.

4. In Run this flow, select the starting date and time for your flow and the repetition
frequency.

5. In On these days, select which days you want your flow to run, and select Create.

6. In Recurrence, select Edit > Show advanced options. Enter a value in At these
hours and At these minutes to set a specific time for your flow to run.
 7. Select New Step.

8. In Choose an operation, search for Power BI and select Export To File for Power BI
Reports.

9. In Export to File for Power BI Reports, select a Workspace and Report from the
dropdowns.

10. Select the desired Export Format for your Power BI report.
 ７ Note

If you export multiple pages to PNG format, a series of .png files, each file
representing one report page, will be compressed into a .zip file which will be
attached to your email.

11. Optionally, indicate specific pages to export in the Pages pageName -1 field. The
page name parameter is different from the display page name. To find the page
name, navigate to the page in the Power BI service, and copy the last portion of
the URL as shown in the example.

https://app.powerbi.com/groups/workspaceGuid/reports/reportGuid/xxxxxxxxxx

12. Optionally, indicate a specific bookmark to display in the Bookmark Name field.
You can find the bookmark name in the report URL after bookmarkGuid=, as
shown in the example. Only report bookmarks are supported, not personal
bookmarks. You can specify other parameters for the Power BI report. Find detailed
descriptions of these parameters in the Export to File for Power BI Reports.

https://app.powerbi.com/groups/workspaceGuid/reports/reportGuid/ReportSection?

bookmarkGuid=xxxxxxxxxx

13. Select New Step.

14. In Choose an operation, search for Outlook and select Send an email (V2).

15. In Send an email (V2), complete the To, Subject, and Body fields for your email.

16. Select Show advanced options. In Attachments Name – 1, enter a name for your
attachment. Add a file extension to the file name (for example, .PDF) that matches
your desired Export Format.

17. In Attachment Content, select File Content to attach your exported Power BI
report.
 18. When you're done, select Next step or Save. Power Automate creates and
evaluates the flow, and lets you know if it finds errors.

19. If there are errors, select Edit flow to fix them. Otherwise, select the Back arrow to
view the flow details and run the new flow. When you run the flow, Power
Automate exports a Power BI report in the specified format and sends it as an
email attachment as scheduled.

Row-level security in Power Automate

Optionally, if you want to send the report based on row-level security (RLS), you need to
add the following details:
 Identities Username - 1 = The effective username reflected by a token for applying
RLS rules. For an on-premises model, username can be composed of alpha-
numerical characters, or any of the following characters: '.', '-', '_', '!', '#',
'^', '~', '\', and '@' . For cloud models, username can be composed of all ASCII

characters. Also, username can be up to 256 characters, and can't contain spaces.

Identities Semantic model - 1 = You can get this value by going to the settings of
the semantic model, and then copying the semantic model ID from the address
bar, as shown in this example and in the following image:

https://app.powerbi.com/groups/me/settings/datasets/xxxxxxxx-xxxx-xxxx-xxxx-

xxxxxxxxxxxx

Identities Roles Item - 1 = RLS name defined in the report

Related content
Integrate Power BI data alerts with Power Automate
Get started with Power Automate
Create a Power Automate button visual
More questions? Try the Power BI Community

Feedback
Was this page helpful?  Yes  No

Provide product feedback | Ask the community

Export Power BI paginated reports with
Power Automate
Article • 02/06/2023

With Power Automate, you can automate the export and distribution of Power BI
paginated reports to supported formats and scenarios. In this article, you learn which
templates you can use to build your own flows to export your paginated reports.

Power Automate is a no-code way to interact with the Export To File API in the user
interface. See the connector reference article for the Power BI REST API to start
interacting with the API directly.

Prerequisites
To follow along, make sure you have:

At least one workspace in your Power BI tenant backed by a reserved capacity. This
capacity can be any of the A4/P1 – A6/P3 SKUs. Read more about reserved
capacities in Power BI Premium.
Access to the standard connectors in Power Automate, which come with any Office
365 subscription.

７ Note

You can also follow along if you have a Power BI Premium Per User (PPU) license
but you're limited to one export within a five-minute window.

Create a flow from a template

1. Go to flow.microsoft.com and sign in to Power Automate.

2. Select Templates, and search for paginated reports.

Select a template
Select a template from the following list to start the step-by-step walkthrough.

Save a Power BI paginated report to OneDrive for work or school or a SharePoint

Online folder.
Export a Power BI paginated report for items in a SharePoint Online List, or for
each row in an Excel Online table.
Save a Power BI paginated report to a local system folder.

Considerations and limitations

When you use Power Automate to export a paginated report that takes more than two
minutes to download, the export fails due to the Power Automate outbound
synchronous request limitation.

Next steps
Power BI export API for paginated reports
Get started with Power Automate
Questions? Try the Power BI Community
Save a paginated report to OneDrive for
work or school or SharePoint Online
Article • 01/09/2023

With Power Automate, you can automate exporting and distributing Power BI paginated
reports to a variety of supported formats and scenarios. In this article, you use Power
Automate to automate saving a Power BI paginated report to OneDrive for work or
school or a SharePoint Online folder.

For more information about Power Automate templates for Power BI paginated reports,
see Export Power BI paginated reports with Power Automate.

Prerequisites
Before you begin, make sure you meet these criteria:

You can publish to My Workspace, or you have at least a Contributor role for any
other workspace.
You have access to the standard connectors in Power Automate, which come with
any Office 365 subscription.

Save a paginated report to OneDrive for work

or school or a SharePoint Online folder
With either of these templates, you set up recurring exports of a paginated report in a
desired format to OneDrive for work or school or a SharePoint Online folder. See the
prerequisites if this is your first time using the Export to File for Paginated Reports action
in a Power Automate flow.
７ Note

The following steps and images show setting up a flow using the Save a Power BI
paginated report to OneDrive for work or school template. Follow the same steps
to create a flow using the Save a Power BI paginated report to a SharePoint
Online folder template. When selecting where you want to export your paginated
report, select a SharePoint Online folder instead of a OneDrive for work or school
folder.

1. Go to flow.microsoft.com and sign in to Power Automate.

2. Select Templates, and search for paginated reports.

3. Select Save a Power BI paginated report to OneDrive for work or school or Save
a Power BI paginated report to a SharePoint Online folder. Make sure you're
signed into Power BI and OneDrive for work or school or SharePoint Online.
4. Select Continue.

5. Select Continue.

6. To set the recurrence for your flow, select a Frequency and enter a desired Interval
value.
7. For more options, select Show advanced options to set other Recurrence
parameters, including Time zone, Start time, On these days, At these hours, and
At these minutes.

8. In the Workspace box, select a workspace in a reserved capacity. In the Report

box, select the paginated report in the selected workspace you wish to export. In
the Export Format box, select the desired export format. Optionally, you can
specify parameters for the paginated report. For detailed descriptions of the API
parameters, see the connector reference for the Power BI REST API.

9. In Folder Path, select the OneDrive for work or school or SharePoint Online folder
where you want to export your paginated report.
10. Power Automate automatically generates a File Name and File Content for you.
You can change the file name, but keep the dynamically generated File Content
value.

11. When you're done, select Next step or Save. Power Automate creates and
evaluates the flow, and lets you know if it finds errors.

12. If there are errors, select Edit flow to fix them. Otherwise, select the Back arrow to
view the flow details and run the new flow.

When you run the flow, Power Automate exports a paginated report in the
specified format to OneDrive for work or school or SharePoint Online.

Next steps
Export Power BI paginated reports with Power Automate
Get started with Power Automate
Questions? Try the Power BI Community
Export a paginated report for each row
in an Excel Online table or SharePoint
list
Article • 01/20/2023

With Power Automate, you can automate exporting and distributing Power BI paginated
reports to various supported formats and scenarios. In this article, you use a Power
Automate template to automate setting up recurring exports of single or multiple
paginated reports. You export them in a desired format for each row in an Excel Online
table or SharePoint Online list. You can distribute the exported paginated report to
OneDrive for work or school or a SharePoint Online site, or email it via Office 365
Outlook.

Each row in your Excel Online table or SharePoint Online list can represent a single user
to receive a paginated report on a subscription basis. Or instead, each row can represent
a unique paginated report you wish to distribute. Your table or list requires a column
that specifies how to distribute a report, whether OneDrive, SharePoint Online, or
Outlook. The Power Automate flow uses this column in its Switch statement.

Looking for other Power Automate templates for Power BI paginated reports? See
Export Power BI paginated reports with Power Automate.

Prerequisites
To follow along, make sure you meet these criteria:

You can publish to My Workspace, or you have at least a Contributor role for any
other workspace.
Access to the standard connectors in Power Automate, which come with any Office
365 subscription.
If you're using an Excel Online table, it needs to be formatted as a table in Excel.
See Create a table to learn how.

Export a paginated report for each row in a

table or list

７ Note

The following steps and images show setting up a flow using the Export a Power BI
paginated report for each row in an Excel Online table template. You can follow
the same steps to create a flow using the Export a Power BI paginated report for
items in a SharePoint Online list template. Instead of an Excel Online table, a
SharePoint Online list will contain the information about how to export the
paginated report.

1. Sign in to Power Automate flow.microsoft.com .

2. Select Templates, and search for paginated reports.

3. Select the Export a Power BI paginated report for each row in an Excel Online
table or Export a Power BI paginated report for items in a SharePoint Online list
template. Make sure you're signed into Excel Online, Power BI, OneDrive for work
or school, SharePoint Online, and Office 365 Outlook. Select Continue.
4. To set the Recurrence for your flow, select an option in Frequency and enter a
desired Interval value.
5. (Optional) Select Show advanced options to set specific Recurrence parameters,
including Time zone, Start time, On these days, At these hours, and At these
minutes.

6. In the Location box, select OneDrive for work or school or the SharePoint Online
site where your Excel Online table or SharePoint Online list is saved. Then, select
the Document Library from the dropdown list.
7. Select the Excel Online file or SharePoint Online list in the File box. Select the name
of the table or list from the dropdown list in the Table box.

 Tip

See Create a table to learn how to format data as a table in Excel.

8. Initialize a variable to use for the file name. You can keep or modify the default
values for Name and Value, but leave the Type value as String.
 9. In the Workspace box, select a workspace in a reserved capacity. In the Report
box, select the paginated report in the selected workspace you want to export. If
you set Enter a custom value from the dropdown list, you can set Workspace and
Report to equal a column in your Excel Online table or SharePoint Online list.
These columns should contain Workspace IDs and Report IDs, respectively.

10. Select an Export Format from the dropdown list, or set it equal to a column in your
Excel Online table containing desired export formats. for example PDF, DOCX, or
PPTX. Optionally, you can specify parameters for the paginated report. Find
detailed descriptions of the parameters in the connector reference for the Power BI
REST API.

11. In the Value box, enter a name for the paginated report once it's exported. Be sure
to enter a file extension. You can set it statically, for example .pdf , .docx , or
.pptx . Or, set it dynamically by selecting the column in your Excel table
corresponding to your desired export format.
12. In the Switch section, populate the On box with the column in your Excel Online
table corresponding to the desired method of delivery: OneDrive, SharePoint, or
Email.

13. In the Case, Case 2, and Case 3 sections, enter the values present in the Excel
Online table column selected in the previous step.

14. In the case where you're saving your paginated report to OneDrive, select the
Folder Path where it should be saved.
15. In the case where you're saving your paginated report to SharePoint Online, enter
the Site Address and Folder Path where it should be saved.

16. In the case where you're sending your paginated report as an email via Outlook,
populate the To, Subject, and Body boxes. These boxes can contain static content,
 or dynamic content from your Excel Online table or SharePoint Online list. Power
Automate attaches your paginated report to this email automatically.

17. When you're done, select New step or Save. Power Automate creates and evaluates
the flow, and lets you know if it finds errors.

18. If there are errors, select Edit flow to fix them. Otherwise, select the Back arrow to
view the flow details and run the new flow.

Next steps
Export Power BI paginated reports with Power Automate
Get started with Power Automate
More questions? Ask the Power BI Community
Save a Power BI paginated report to a
local folder with Power Automate
Article • 01/19/2023

With Power Automate, you can automate exporting and distributing Power BI paginated
reports to a variety of supported formats and scenarios. In this article, you use a
template to set up recurring exports of a paginated report to your file system, in a
desired format. See the Prerequisites if it's your first time using the Export to File for
Paginated Reports action in a Power Automate flow.

Looking for other Power Automate templates for Power BI paginated reports? See
Export Power BI paginated reports with Power Automate.

Prerequisites
To follow along, make sure you meet these criteria:

You can publish to My Workspace, or you have at least a Contributor role for any
other workspace.
You have access to the standard connectors in Power Automate, which come with
any Office 365 subscription.

Save a Power BI paginated report to a local

folder
1. Sign in to Power Automate flow.microsoft.com .

2. Select Templates, and search for paginated reports.

3. Select the Save a Power BI paginated report to a local file system template. Make
sure you're signed into Power BI and connected to your local file system. Select
Continue.
4. If you need a new connection, select the ellipses and choose Add new connection
to connect to your file system. Enter a Connection Name, the path to your desired
Root folder, and authenticate by entering your User name and Password. Select a
gateway from the list if you're using an on-premises data gateway.
5. To set the Recurrence frequency for your flow, select an option from the
Frequency dropdown and enter a desired Interval value.

6. Optionally, select Show advanced options. Set additional Recurrence parameters

such as Time zone, Start time, On these days, At these hours, and At these
minutes.
7. In the Workspace box, select a workspace in a reserved capacity where the report
is. In the Report box, select the paginated report that you wish to export in the
workspace. In the Export Format box, select the desired export format. Optionally,
you can specify parameters for the paginated report. See detailed descriptions of
the parameters in the connector reference for the Power BI REST API.

8. In the Create file dialog, in Folder Path, select the folder where you want to export
your paginated report.
 9. Power Automate automatically generates a File name and File content for you. You
can modify the File name, but keep the dynamically generated File content value.

10. When you're done, select Next step or Save. Power Automate creates and
evaluates the flow.

11. If Power Automate finds errors, select Edit flow to fix them. Otherwise, select the
Back arrow to view the flow details and run the new flow.

12. When you run the flow, Power Automate exports a paginated report in the
specified format to the selected folder in your file system.

Next steps
Export Power BI paginated reports with Power Automate
Get started with Power Automate
More questions? Ask the Power BI Community
Create a Power Automate visual for
Power BI
Article • 05/14/2024

APPLIES TO: Power BI Desktop Power BI service

When you create a Power Automate visual in a Power BI report, your end-users can run
an automated flow, just by clicking a button in your report. Furthermore, the flow can be
data contextual, meaning that the flow inputs can be dynamic, based on the filters the
end-users set.

Add the Power Automate visual

Power BI Desktop

1. Select the Power Automate icon from the Visualizations pane.

 In Power BI Desktop, you can also add the visual from the ribbon. On the
Insert tab, select Power Automate in the Power Platform section.

Once you select the visual, it automatically gets added to your current report
page, with getting started instructions.

2. Scroll, resize the visual, or select the Focus mode icon to see all the instructions.
 3. After you’ve reviewed the instructions, resize the button and place it where you’d
like on the report.

Change the environment in which your flow is

created
To select your preferred environment for creating your flow, use the environment picker
in the Power Automate visual. This includes environments where you have any built-in
security role, as well as any environments where you are a co-owner of one or more
flows. If you cannot find your preferred environment, see the article Troubleshoot
missing environments to learn more about the requirements.

Edit the flow

Power BI Desktop

1. With the flow selected, add any data fields to the Power Automate Data
region, to be used as dynamic inputs to the flow.

2. Select More options (...) > Edit to configure the button.

3. In edit mode of the visual, either select an existing flow to apply to the button, or
create a new flow to be applied to the button.
4. You can start from scratch or start with one of the built-in templates as an
example. To start from scratch, select New > Instant cloud flow.

5. Select New step.

6. Here, you can choose a subsequent action or specify a Control if you want to
specify additional logic to determine the subsequent action.
7. Optionally, you can reference the data field(s) as dynamic content if you want the
flow to be data contextual. This example uses the Region data field to create an
item in a SharePoint list. Based on the end-user’s selection, Region could have
multiple values or just one.
8. After you’ve configured your flow logic, name the flow, and select Save.

9. Select the arrow button to go to the Details page of the flow you just created.

Here's the Details page for a saved flow.

 10. Select the Apply button to attach the flow you’ve created to your button.

Format the flow

Optionally, you can change the button text, font color, font size, or fill color of the
button. These options along with other settings are available in the Format pane:
Test the flow
After you've applied a flow to the button, we recommend testing it before you share the
flow with others. These Power BI flows can only run in the context of a Power BI report.
You can't run these flows in a Power Automate web app or elsewhere.

If your flow is data contextual, make sure you test how the filter selections in the report
impact the flow outcome.

1. To test the flow in edit mode of the report, select Back to report, then press Ctrl
while you select the button to run the flow.
 The button text indicates that the flow has been triggered.

2. To check if the flow has run successfully, select the More commands (...) menu >
Details in the flow that has been triggered:

3. On the Details page, you can see the run history and status for the flow:

） Important

You can only run these Power BI flows within the context of a Power BI report. You
can't start flows from the Power Automate portal. To test the flow in edit mode of
the report, select Back to report, and then press Ctrl + click on the button to run
the flow in the context of the report. You can also navigate to edit mode or to
 Power Automate to view the run history of the flow and ensure it is running
successfully.

Share the flow

When the flow is running successfully, you can share it with your report readers.

1. Select Edit in the Run only users section:

2. Specify which users or groups you want to give run access to:
Give users edit access
Alternatively, you can give any users edit access to the flow, not just run permissions.

Select Share , and specify the users or groups that you want to add as an
owner:
Considerations and limitations
Additional manual inputs to the button aren't supported.
The visual isn't supported for embedded analytics.
The visual doesn't work in Publish to Web (public) scenarios, because
unauthenticated scenarios aren't supported by Power Automate.
The visual doesn't support export scenarios.
The Power Automate visual is limited to process a maximum of 1000 records.
The user running the flow within the Power BI report needs to have permissions to
run the flow. Grant these permissions through direct sharing by the user or by
sharing to a Microsoft Entra group.
Create flows that you will use with the Power BI button trigger directly within the
Power BI report. Avoid going directly to Power Automate to create these flows, as
the trigger will not have access to the data fields necessary for creating the flow.
Power BI data is sent to, and processed in, a geography where the flow is
deployed.

Related content
For more information about Power Automate, take a look at the following articles:

Integrate Power BI data alerts with Power Automate

Export and email a Power BI report with Power Automate
Get started with Power Automate
More questions? Try the Power BI Community

Feedback
Was this page helpful?  Yes  No

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About Power BI in-place semantic
model (preview) sharing with guest
users in external organizations
Article • 12/21/2023

The B2B semantic model sharing capability (preview) allows customers to share semantic
models with external users that external users can access in their organization's tenant.
In-place semantic model sharing means that data providers can allow authorized guest
users to work with shared semantic models in their own Power BI tenants.

With existing B2B capabilities, data providers have previously shared data with external
partners by requiring them to be a guest user in their organization through Microsoft
Entra Business-to-Business (Microsoft Entra B2B). The guest user would then access
content in the data provider's organization (tenant). With Power BI in-place semantic
model sharing, data providers can now share data from their Power BI tenants in-place
to guest users' tenants. In-place semantic model sharing allows consumers to have near
real-time access to shared data, and to access that shared data from within their own
tenant.

With in-place sharing, data is never copied to the consumer tenant, however data
consumers can search the shared semantic models directly in the source data systems.
When consumers access these semantic models in their own tenant, they can build their
own composite models and reports on top of the shared data. Since consumers can
build their own models and reports, they won't need to manually transfer data between
organizations. This capability becomes useful when you want to share data with external
partners, subsidiaries, consulting organizations, and other business partners.

This article provides a basic introduction to in-place semantic model sharing in Power BI.
For more information on existing Microsoft Entra B2B in Power BI, see Distribute Power
BI content to external guest users with Microsoft Entra B2.

Considerations and Limitations

If you use in-place semantic model sharing, data might move to another region if
the consumer and provider tenants are located in different regions. This is because
data is cached on the consumer tenant to build composite models and reports on
top of the shared data. Regardless, storage and computation for shared semantic
models remains within the provider tenant. This may potentially impact EU Data
Boundary compliance.
Existing limitations for Microsoft Entra B2B in Power BI and B2B collaboration in
Microsoft Entra ID still apply to in-place semantic model sharing.

Live connect mode isn't currently supported for in-place semantic model sharing.
Power BI will need to change queries in the DirectQuery mode, which consumes
resources on shared capacity or a Premium capacity. For more information on
DirectQuery versus LiveConnect, see Data refresh in Power BI.

If Private Links and Block Public Internet Access are enabled for a Provider’s
Power BI tenant, consumers won't see semantic models shared by this provider in
their own tenant.

Semantic models hosted in My Workspace, V1 Workspace (classic), or Admin

Monitoring workspaces aren't supported. Only V2 (new) workspaces are supported
for in-place sharing.

For Azure Analysis services (AAS), customers are expected to connect directly to
the AAS instance. Live connection to AAS data sources isn't supported.

This capability isn't supported for composite models, meaning, consumers can't
build content for external semantic models that are composite models.

Only pro and premium users can share semantic models externally. However, pro
trial users won't be able to use this capability. In-place semantic model sharing
isn't available for free users.

All composite model limitations apply. For more information, see Use composite
models in Power BI Desktop.

The size of the data model being shared externally and the complexity of the query
affect premium capacity utilization. The source (data provider's) tenant is
responsible for this cost.

All DirectQuery limitations apply. For more information, see Use DirectQuery in
Power BI Desktop.

In-place semantic model sharing is not supported for cross-sovereign cloud

scenarios. This means that users in a government cloud cannot share or receive
shared semantic models from a commercial cloud tenants. Read more on cross-
cloud B2B limitations in Cross-cloud B2B.

A report that was created by a user in the host tenant, using a semantic model in
the same host tenant will result in failure if opened in Power BI Desktop by a guest
user. Only reports created using the 'external data' tab in Power BI Desktop can be
re-opened in Power BI Desktop by the guest user.
Requirements
You'll need to enable access for external guest users with Microsoft Entra B2B. For
more information, see the enable access section of Distribute content to external
guest users with Microsoft Entra B2B.

If the provider tenant is MFA enabled, the consumer tenant needs to also be MFA
enabled to access the External Data tab in their Power BI desktop. Additionally, the
provider tenant needs to turn on the Trust multi-factor authentication from
Microsoft Entra tenants option. Read To change inbound trust settings for MFA
and device claims for more information.

The following tenant settings across workspaces and existing B2B capabilities need
to be enabled:
Control the use of semantic models across workspaces
Allow Microsoft Entra guest users to access Power BI
Allow XMLA endpoints and analyze in Excel with on-premises datasets
Allow live connections

For using in-place semantic model sharing, Power BI admins will need to turn on
the following settings in the admin portal:
Allow guest users to work with shared semantic models in their own tenants
Allow specific users to turn on external data sharing

Before sharing the semantic model, make sure to enable the semantic model
external sharing option for the specified semantic model.

Security
Storage and computation for semantic models shared with external users remains within
the provider tenant. Users with appropriate permissions in the consumer tenant get live
access to this semantic model. As such, the shared data respects Power BI permissions
and data security such as row-level security (RLS), so your data remains secure.

Information for the Power BI administrator

If you're a Power BI administrator, see Information for Power BI administrators for details
on how to enable semantic model sharing to external organizations.

Next Steps
Use Power BI in-place semantic model sharing (preview) to share semantic models
with external users
Access shared semantic models in Power BI as a guest user from an external
organization (preview)
Use Power BI in-place semantic model
sharing (preview) to share semantic
models with external users - data
provider
Article • 11/10/2023

Data providers can use in-place semantic model sharing (preview) to share semantic
models with external users that they can access in their organization's tenant. A data
provider is the source data owner who intends to share a semantic model externally with
a data consumer (external user). This article provides guidance on how to enable
external sharing and share semantic models.

７ Note

Before a data provider can share, there are two new tenant settings that must be
enabled for the specified data provider by their Power BI admins. For more
information about these settings, see Information for Power BI administrators.

Enable external sharing

Before sharing the semantic model, the provider must first enable external sharing. The
following instructions are for the provider who wants to share the data:

1. Select the semantic model you intend to share with external guest user.

2. To access semantic model settings, go to File and click Settings.

3. Scroll to the bottom of the page and click on the dropdown for External sharing.

4. Turn on the external sharing switch and click Apply. This will allow external users
(who have at least “build” access to this semantic model) to discover, connect to,
and work with this semantic model within their own Power BI tenant”.
 ７ Note

If Allow specific users to turn on external data sharing is disabled by the Power BI
admin for the specific user/user groups, they won't be able to turn on this semantic
model property.

Share the Semantic model

1. Open the semantic model that you want to share with external users

2. Share the semantic model with an external user.

７ Note

Only registered guest users in your Azure AD tenant can access the shared
semantic model. Registered guest users will be tagged as EXT in their domain
name to show they're an external guest.

3. External users need to have at least “Build” access to the semantic model to access
semantic models in their own tenant. So, select the Allow recipients to build
content with the data associated with this semantic model checkbox.

７ Note
 The Allow recipients to modify this semantic model option is not supported
for B2B external sharing. So, guests won't be able to modify the source
semantic model. This means that even if this option is checked, external
guests can't change the semantic model.

4. Click Grant access.

Next steps
Access shared semantic models in Power BI as a guest user from an external
organization (preview)
Access shared semantic models in
Power BI as a guest user from an
external organization (preview) -
consumer
Article • 06/05/2024

External data consumers can view and access semantic models in their own tenants that
have been shared with them by a data provider via in-place semantic model sharing
(preview). A data consumer is a user who doesn't own the semantic model, but needs to
access it. This article provides guidance on how to access and build reports in your own
tenant based on external semantic models in other tenants that have been shared with
you.

Enable the shared semantic models preview

feature
Before you can access the semantic models shared in-place, you'll need to enable the
feature in the Preview features option of your Power BI desktop:

1. In your tenant, go to Options & settings.

2. Select Options and then Preview features.

3. Select the checkbox next to the DirectQuery for PBI semantic models and AS
option

4. Select the checkbox next to the Connect to external semantic models shared with
me option.

Access shared semantic models

Once enabled on provider side, consumers will be able to see the semantic models in
the OneLake data hub in Power BI Desktop, on a tab called External data. Use the
following instructions to access and build reports with a semantic model that a data
provider shared to your tenant:

） Important
 If external sharing is ever disabled by the provider, reports built on top of the
external semantic model will lose functionality within a few minutes and display an
error message.

1. In your tenant, go to the OneLake data hub in Power BI Desktop.

2. Select External data to see a list of external semantic models that have been
shared with you.

3. Select the semantic model you wish to access or build a report with. Once you
select the semantic model it becomes a composite model.

4. Once you've accessed the semantic model, you can perform one of the following
actions:

Save the semantic model as a .pbix file.

Publish it to the Power BI service.

Combine its data with other available semantic models.

Build a report based on this model.

Publish reports made from shared semantic

models
1. After publishing a .pbix file with external data reference, consumers can do the
following:

Build further reports on top of the existing report

Share any content built on top with others in their organization

７ Note

For others to have access to a composite model or content built on top of an

external semantic model, they must also have access to the underlying external
data..

Related content
Use composite models
Feedback
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Use in-place semantic model sharing to
enable external users to view and share
semantic models in their own tenants
(preview) - Admin info
Article • 02/07/2024

Power BI in-place semantic model sharing allows data providers to share semantic
models with external users that they can access in their organizations tenants. This
article provides instructions for the Power BI administrator on how to enable tenant
settings to allow in-place semantic model sharing.

Requirements
For a full list of requirements necessary to use in-place datset sharing, see the
requirements section of About Power BI in-place semantic model sharing with guest
users in external organizations.

Licensing
Users must have an active Power BI account and a Power BI Pro or Premium license. For
detailed information on licensing requirements, see the licensing requirements section
of Distribute Power BI content to external guest users with Microsoft Entra B2B.

Guest users can work with shared semantic

models in their own tenants
Microsoft Entra B2B guest users can access semantic models shared with them in their
own tenants. Use the following steps to enable access by external users of semantic
models shared with them by users within your organization:

1. In the admin portal, go to Tenant settings.

2. Click on Guest users can work with shared semantic models in their own tenants.

3. Set the toggle to Enable.

７ Note
 This setting is off by default for customers. If this setting is disabled, a guest user
will still be able to access the semantic model in the provider tenant but not in their
own tenant.

Allow specific users to turn on external data

sharing
As a Power BI admin, you can specify which users or user groups can share semantic
models externally with guests from a different tenant through the in-place mechanism.
Disabling this setting prevents any user from sharing semantic models externally by
restricting the ability of users to turn on external sharing for semantic models they own
or manage.

７ Note

The Allow specific users setting is on by default for customers. However, external
users won't be able access any semantic models shared in-place if the setting Allow
specific users to turn on external data sharing is off.

1. In the admin portal, go to Tenant settings.

2. Click on Allow specific users to turn on external data sharing.

3. Make sure the toggle is set to Enable.

4. Specify if you want this setting to apply to The entire organization, Specific
security groups, or to exclude specific security groups. Click the checkbox next to
Except specific security groups to add any groups you want to exclude.

5. Click Apply.

Related content
Use Power BI in-place semantic model sharing (preview) to share semantic models
with external users
Access shared semantic models in Power BI as a guest user from an external
organization (preview)
About Power BI in Power Apps Solutions
(preview)
Article • 06/03/2024

） Important

This feature will reach retirement on July 31st, 2024. We recommend removing all
Power BI report and dataset components from existing solutions and using a Power
BI embedded system dashboard instead.

The Power BI/Power Apps solutions integration enables Power Apps app makers to add
Power BI reports and semantic models as Dataverse components in Power Apps
solutions. When a Power BI report or semantic model is added to a Power Apps solution,
it will stay connected as the solution is deployed across environments and tenants, and
can be seamlessly managed as part of the solutions Application Lifecycle Management
process across environments and tenants.

Flow overview
Working in Power Apps, the Power Apps maker creates Power BI report and semantic
model components based on reports and semantic models in Power BI workspaces and
adds them to a solution. When the Power BI report or semantic model component is
created and added to a solution, the Power BI artifacts are exported and uploaded to
Dataverse, and a new dedicated workspace in Power BI is automatically created to store
the artifacts. This dedicated Power BI workspace inherits privileges from several
predefined roles in the Power Apps environment (see Permission sync between Power
Apps environment and Power BI workspace), giving the users in these roles permission
in the workspace, thus enabling coauthoring between Power Apps and Power BI. This
process ensures that your Power BI reports and semantic models can be embedded as
system dashboards or inside forms, and will survive deployment across environments
and tenants.

The animation below illustrates how a Power BI report and semantic model are exported
from a shared Power BI workspace into Dataverse, and then stored in a specially
provisioned dedicated Power BI workspace. When the solution is exported (managed or
unmanaged) it includes the Power BI content.​In the deployment environment (cross-
environment and cross-tenant) Dataverse provisions the Power BI workspace and
artifacts in a dedicated environment workspace.
Enablement and considerations
For the integration to work, it needs to be enabled in Power BI by a Power BI
administrator. See Enable the Power BI/Power Apps Solutions integration.

There are some nontypical ways in which Power BI reports and semantic models linked
to Power BI components in Power Apps may behave. See Using the Power BI/Power
Apps solutions integration.

Finally, there are security and life cycle considerations to take into account when using
Power BI components in Power Apps solutions. See Considerations working with the
Power BI/Power Apps solutions integration.

Related content
Enable the Power BI/Power Apps Solutions integration
Using the Power BI/Power Apps solutions integration
Considerations working with the Power BI/Power Apps solutions integration
Power BI content management in Power Apps solutions
More questions? Try asking the Power BI Community

Feedback
Was this page helpful?  Yes  No

Provide product feedback | Ask the community

Enable the Power BI/Power Apps
Solutions integration (preview)
Article • 06/03/2024

） Important

This feature will reach retirement on July 31st, 2024. We recommend removing all
Power BI report and dataset components from existing solutions and using a Power
BI embedded system dashboard instead.

The Power BI/Power Apps solutions integration enables Power Apps app makers to add
Power BI reports and semantic models as Dataverse components in Power Apps
solutions, and to seamlessly manage that content as part of their Application Lifecycle
Management process across environments and tenants.

For the integration to work, the Power Platform Solutions Integration (Preview) must be
Enabled, both on the Power BI side and on the Power Platform side. It's enabled on both
sides by default. By default, cross-geo operations are also enabled. In order for cross-
geo operation to work, cross-geo operation must be enabled on both sides.

Enable the Power BI/Power Apps Solutions

integration in Power BI
For information about enabling the integration on the Power BI side, see Power
Platform Solutions Integration (Preview).

For information about enabling cross-geo operations on the Power BI side, see
Power Platform interregional access. For cross-geo operations to work,
interregional information sharing must also be enabled on the Power Platform
side.

Power BI/Power Apps Solutions integration in

Power Platform
For information about enabling the Power BI/Power Apps Solutions integration in Power
Platform, see the *Power BI components settings in Manage feature settings.
Related content
About Power BI in Power Apps Solutions
Using the Power BI/Power Apps solutions integration
Considerations working with the Power BI/Power Apps solutions integration
Power BI content management in Power Apps solutions
More questions? Try asking the Power BI Community

Feedback
Was this page helpful?  Yes  No

Provide product feedback | Ask the community

Using the Power BI/Power Apps
solutions integration (preview)
Article • 06/03/2024

） Important

This feature will reach retirement on July 31st, 2024. We recommend removing all
Power BI report and dataset components from existing solutions and using a Power
BI embedded system dashboard instead.

This article describes behaviors of the special dedicated Power BI environment

workspaces that are created when creating Power BI components for Power Apps
solutions.

Customization with Power BI components

When a managed solution has been imported into a Power Apps environment, you can
customize the solution by making changes to the Power BI report or semantic model. To
bring the changes into Power Apps as an unmanaged layer, you need to sync Power BI
and Power Apps manually. First you make your changes in Power BI, then you detect
and sync in Power Apps. After syncing changes, an unmanaged layer is created in the
solution. Removing the unmanaged layer rolls back the changes to the active managed
layer, and the Power BI items (report and/or semantic model) in the Power BI
environment workspace also revert to the original managed active layer.

Related content
About Power BI in Power Apps Solutions
Enable the Power BI/Power Apps Solutions integration
Considerations working with the Power BI/Power Apps solutions integration
Power BI content management in Power Apps solutions
More questions? Try asking the Power BI Community

Feedback
Was this page helpful?
  Yes  No

Provide product feedback | Ask the community

Considerations working with the Power
BI/Power Apps solutions integration
(preview)
Article • 06/02/2024

） Important

This feature will reach retirement on July 31st, 2024. We recommend removing all
Power BI report and dataset components from existing solutions and using a Power
BI embedded system dashboard instead.

The integration between Power Apps solutions and Power BI involves behavior in some
scenarios that may impact your work. This article describes some of these behaviors.

Sensitivity labels
Sensitivity labels are fully supported in Power BI, but aren't yet fully integrated across
the services. Therefore, Power BI won't assign labels to artifacts exported to Dataverse or
to content stored in Dataverse. However, any labels applied to artifacts in Power BI are
preserved during all Power Apps operations.

Since actions such as exporting a solution or adding a solution involve removing the
sensitivity label (if any), these actions will only succeed if the interactive user or the API
caller has sufficient usage rights to remove the label as defined by the IT administrators.

Cross-geo operations
Working with Power Apps solutions, you can add Power BI report and semantic model
components from Power BI workspaces to a solution. If the report or the semantic model
you selected to add to your solution is in a different geography than the Power Apps
environment you are trying to move it to, it is called a cross-geo operation. Another
example of a situation where cross-geo operations might take place is when the
dedicated target environment workspace in Power BI (that was created automatically
when the first Power BI component was added to the solution), is not located in the
same geography as the Power Apps environment.

The Power BI/Power Apps solutions integration supports cross-geo operations, provided
that information sharing between the Power Platform environment and the Power BI
workspaces has been enabled.

When you perform a cross-geo operation, before you can complete the operation a
banner will alert you to the fact that you're about to move items between geographies.
The banner also tells you which geographies are involved. Review the information
before proceeding to ensure that the action is compliant with any security and/or data-
residency requirements. The following image shows an example of this banner.

Enabling and disabling cross-geo operations

Cross-geo operations are controlled by two feature settings, one in Power BI and the
other in Power Platform. The settings in both places must be ON in order for cross-geo
operations to take place. The settings are on by default.

For detail about enabling/disabling the setting on the Power BI side, see Power
Platform interregional access.

For detail about enabling/disabling the setting on the Power Platform side, see
Manage feature settings in the Power Platform documentation and look for the
Power BI components setting Allow information sharing between this
environment and Power BI workspaces in other geographic regions.

How do I find which geography my Power BI elements

are in?
First find which region your Power BI elements are located in. A Power BI workspace is
located in the region of the capacity it's assigned to. If the workspace hasn't been
assigned to a capacity, its region is the default region of the Power BI tenant. To find the
default region of your Power BI tenant, see Find the default region for your organization.

Once you know the region your Power BI element is located in, see the table at
Geographic availability for Power Platform to see which geography the region is
associated with.

How do I know what geography my Power Apps

environment is in?
For Power Apps, the geography of an environment is the geography with the region the
environment is located in. See Geographic availability for Power Platform for detail.

Authentication
When Power Platform makers perform any operation related to Power BI, their identities
are authorized by policy settings on both the Power Platform and Power BI sides.
However, only Microsoft Entra Conditional Access policies related to Power Platform are
enforced. This is because maker operations, such as import, export, or adding Power BI
components to Power Platform solutions, are implemented through so-called service-
to-service communication between Power Platform and Power BI. For solution
consumers, conditional access policies are validated for both Power Platform and Power
BI as usual.

Private links
When a tenant enables Private Links with Public Access disabled, any operation
originating from Power Platform (for example, maker operations, export, import) will be
blocked. Consumption operations will adhere to Private link policies as regular
operations.

Sovereign clouds
Sovereign clouds aren't supported.

Power BI workspace permissions

When a solution that includes Power BI components is first created or imported in a
Power Apps environment, a Power BI workspace dedicated to that environment is
created. If you're the one who created or imported the solution, you become an Admin
in that dedicated Power BI workspace. You can remove that role for yourself or others in
Power BI and only work through the predefined security roles in the Power Apps
environment (provided that permissions sync is on), but note the following caveats:

If there are sync problems, you'll lose access. Not having permissions on the
workspace will cause solution import/export/add operations to fail.
If you delete the Power Apps environment, you'll lose access to the Power BI
workspace, and the workspace will become orphaned.

Environment life cycle operations

Environment life cycle operations aren't supported:

Environment life-cycle operations, such as copying or deleting the Power Apps

environment, are likely to corrupt the connection to the Power BI workspace and
aren't supported. If you perform an environment life-cycle operation, you'll
probably have to redo any work that involves Power BI components.

Before deleting the Power Apps environment, make sure to do one of the
following to prevent creating an orphaned Power BI workspace:

In Power BI, assign yourself workspace permissions on the dedicated

environment workspace.

Delete the dedicated environment workspace in Power BI before deleting the

Power Apps environment.

Related content
About Power BI in Power Apps Solutions
Enable the Power BI/Power Apps Solutions integration
Using the Power BI/Power Apps solutions integration
Power BI content management in Power Apps solutions
More questions? Try asking the Power BI Community

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Work with third-party apps in Power BI
Article • 06/02/2024

With Power BI, you can use an app built by a company or individual other than
Microsoft. For example, you might use a third-party app that integrates Power BI tiles
into a custom-built web application. When you use a third-party app, you need to grant
that application certain permissions to your Power BI account and resources. It's
important that you only grant permissions to applications that you know and trust.
Permissions to an application can be revoked at any time. For more information, see
Revoke third party app permissions.

The following section describes the access types an application can request.

Power BI App permissions

View all Dashboards

This permission allows an application to view all dashboards you have access to. This
access includes dashboards that you own, have gotten from apps, have been shared
with you, and are in groups that you belong to. The application can't make any
modifications to the dashboard. This permission can be used by an application to
embed your dashboard content into its experiences.

View all Reports

This permission allows an application to view all reports you have access to. This access
includes reports that you own, have gotten from apps, and are in groups that you
belong to. Part of viewing the report, means that the application can also see the data
within it. The application can't make any modifications to the reports themselves.
Among other things, this permission can be used by an application to embed your
report content into its experiences.

View all Semantic models

This permission allows an application to list all semantic models that you have access to.
This access includes semantic models that you own, have gotten from apps, and are in
groups that you belong to. An application can see the names of all your semantic
models and their structure including table and column names. This permission gives
rights to read the data in a semantic model. The permission doesn't give the application
rights to add or make changes to a semantic model.

Read and Write all Semantic models

This permission allows an application to list all semantic models that you have access to.
This access includes semantic models that you own, have gotten from apps, and are in
groups that you belong to. An application can see the names of all your semantic
models and their structure including table and column names. This permission gives
rights to read and write the data in a semantic model. The application can also create
new semantic models, or make modifications to existing ones. This permission is
commonly used by an application to send to data directly to Power BI.

View user's Groups

This permission allows an application to list all groups that you're a member of. It can
use this permission along with some of the other permissions listed to view or update
content for that particular group. The application can't make modifications to the group
itself.

Revoke third-party app permissions

You revoke permissions for a third-party app by going to the Office 365 My Apps site.

On the Microsoft My apps site, here's how to revoke third-party permissions:

1. Go to Office 365 My Apps site .

2. On the My apps page, locate the third-party app.

3. Hover over the app tile, select the (...) button, and choose Remove.

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