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Sharing reports and dashboards

Sharing reports and dashboards in Power BI allows you to collaborate with colleagues and stakeholders, enabling them to view and interact with your insights. Here's how to share reports and dashboards in Power BI:


Sharing Reports:

  1. Publish Report to Power BI Service:

    • Create your report in Power BI Desktop and publish it to the Power BI Service.
    • Once published, the report will be accessible in the Power BI Service.

  2. Navigate to Report:

    • Open the report you want to share in Power BI Service.

  3. Share Report:

    • Click on the "Share" button in the toolbar at the top of the report.
    • Enter the email addresses of the people you want to share the report with.
    • Choose the access level for each recipient (Viewer, Contributor, or Admin).
    • Optionally, add a message to provide context or instructions.

  4. Send Invitation:

    • Click on the "Send" button to send the invitation to the recipients.
    • They will receive an email notification with a link to access the shared report.

Sharing Dashboards:

  1. Create Dashboard:

    • Design your dashboard in Power BI Desktop or create it in Power BI Service using pinned visualizations from reports.

  2. Navigate to Dashboard:

    • Open the dashboard you want to share in Power BI Service.

  3. Share Dashboard:

    • Click on the "Share" button in the toolbar at the top of the dashboard.
    • Enter the email addresses of the people you want to share the dashboard with.
    • Choose the access level for each recipient (Viewer, Contributor, or Admin).
    • Optionally, add a message to provide context or instructions.

  4. Send Invitation:

    • Click on the "Send" button to send the invitation to the recipients.
    • They will receive an email notification with a link to access the shared dashboard.

Sharing Options:

  • Specific Individuals: Share reports and dashboards with specific individuals by entering their email addresses.
  • Groups: Share with distribution lists or security groups within your organization.
  • Everyone in the Organization: Share with everyone in your organization to make the content accessible to all users.
  • External Users: Share with users outside your organization by inviting them as guests to your Power BI tenant.

Collaboration Features:

  • Comments: Users can leave comments on reports and dashboards to provide feedback or ask questions.
  • Chat: Use the built-in chat feature to communicate with collaborators in real-time.
  • Usage Metrics: Monitor usage metrics to see who has accessed the shared content and how often.

By following these steps, you can share reports and dashboards in Power BI with colleagues and stakeholders, enabling collaboration and informed decision-making.

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