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Creating and managing workspaces

Creating and managing workspaces in Power BI allows you to organize and collaborate on reports, dashboards, and datasets with colleagues and stakeholders. Here's how to create and manage workspaces in Power BI:


Creating a Workspace:

  1. Navigate to Power BI Service:

    • Open your web browser and go to the Power BI Service (https://app.powerbi.com).
    • Sign in with your Power BI account credentials.

  2. Access Workspaces:

    • In the left navigation pane, click on "Workspaces" to view existing workspaces or create a new one.

  3. Create New Workspace:

    • Click on the "Create workspace" button.
    • Enter a name and description for the workspace.
    • Choose whether the workspace will be a "My workspace" (personal workspace) or a "New workspace" (collaborative workspace).

  4. Set Permissions:

    • Specify who can access the workspace by adding members and setting their permissions.
    • You can add individuals, groups, or distribution lists from your organization.

  5. Create Workspace:

    • Click on the "Save" or "Create" button to create the workspace.

Managing Workspace Settings:

  1. Access Workspace Settings:

    • Open the workspace you want to manage.

  2. Access Settings:

    • Click on the ellipsis (...) next to the workspace name and select "Settings".

  3. Manage Permissions:

    • In the settings menu, you can manage permissions by adding or removing members and adjusting their roles (Admin, Member, Contributor, Viewer).

  4. Manage Content:

    • Manage the content within the workspace, including reports, dashboards, datasets, and dataflows.
    • You can upload new content, edit existing content, or delete content as needed.

  5. Access Advanced Settings:

    • Click on "Advanced settings" to access additional workspace settings, such as workspace ID, storage settings, and capacity settings.

Collaborating in a Workspace:

  1. Share Content:

    • Collaborate with colleagues by sharing reports, dashboards, and datasets within the workspace.
    • Share content with specific individuals or groups, or make it available to everyone in the workspace.

  2. View Activity:

    • Monitor workspace activity to see who has accessed or interacted with the content.
    • Track changes, updates, and usage metrics to understand how the workspace is being used.

  3. Communicate with Members:

    • Use the built-in chat and commenting features to communicate with workspace members and discuss insights, findings, and updates.

Publishing to a Workspace:

  1. Publish Content:

    • Publish reports, dashboards, and datasets from Power BI Desktop to the workspace.
    • Choose the workspace where you want to publish the content during the publishing process.

  2. Update Published Content:

    • Make updates to published content in Power BI Desktop and republish it to the workspace to ensure that users have access to the latest insights.

By following these steps, you can create and manage workspaces in Power BI to organize, collaborate, and share insights with your colleagues and stakeholders effectively.

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