How to share Power BI Dashboard and Report

In this Microsoft Power BI Tutorial, We will discuss how to share the Power BI Dashboard from one user to another user within the organization.

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Also, We will see how to share a Power BI Report across your organization with an example.

If you are new to Microsoft Power BI, then using this below article, you can learn the Power BI from the beginning: Getting started with Microsoft Power BI Tool

Table of Contents show

Share Power BI Dashboard

At first, I will show you the Power BI existing Dashboards in my Power BI Workspace which I want to share.

To display all the existing Power BI Dashboard, Go to the My workspace (from the left navigation) and then click on the Dashboards tab. As you can see in the below screenshot, there is a total of two dashboards in my workspace.

In this example, I want to share the first dashboard name as Income Tax Report Dashboard as shown below. Let me click that dashboard to view all the visuals on it.

Once I have clicked on the dashboard, then all the visuals on it appeared as like the below screenshot.

To share this dashboard, click on the Share option which is present at the right top of the Power BI page as shown below.

Another way to share the Power BI dashboard, Go to My workspace -> Click on Dashboards -> Select your dashboard which you want to share -> Click on Share icon as like below screenshot.

how to share power bi report with free users

Once you will click on the Share button, it will open the Share dashboard window which required these below fields as:

Grant access to: Specify the Email Id to whom you want to share the dashboard.
Optional Message: You can enter any custom message which you want to tell to the recipient.
Allow recipients to share your dashboard: If you will checkmark to this option, then it will allow the recipient to share the dashboard with other people in his/her team.
Allow users to build new content using the underlying datasets: If you will checkmark to this option, then it will allow users to build new content using the underlying datasets.
Send email notification to recipients: If you will checkmark to this option, then it will help to send an email about this report.
Dashboard link: Here, You can put the actual link of the dashboard.

Here, I have shared this dashboard with Bhawana, who is working in the same organization. As I have filled all the required fields and also provided the dashboard link, then let me click on the Share button.

In the below screenshot you can see the successful message as “Your dashboard has been shared successfully“.

Now let me open the Power BI Service with the Bhawana account as shown below.

Click on Shared with me which is present in the left navigation. On that page, you can see the dashboard which has been shared by the owner as below screenshot.

Share Power BI Report

Similarly, I will show you how we can share the Power BI Report with one example. At first, let me show you all the existing Reports in my Power BI Workspace.

To display all the existing Power BI Reports, Go to the My workspace (from the left navigation) and then click on the Reports tab. As you can see in the below screenshot, there is a total of four Reports in my workspace.

In this example, I want to share the fourth Report name as Visualizations as shown below. Let me click that Report to view all the visuals on it.

Once I have clicked on the report, then all the visuals on it appeared like the below screenshot.

To share this report, click on the Share option which is present at the right top of the Power BI page as shown below.

Another way to share the Power BI report, Go to My workspace -> Click on Reports -> Select your report which you want to share -> Click on Share icon as like the below screenshot.

Once you will click on the Share button, it will open the Share report window which required these below fields as:

Grant access to: Specify the Email Id to whom you want to share the report.
Optional Message: You can enter any custom message which you want to tell to the recipient.
Allow recipients to share your dashboard: If you will checkmark to this option, then it will allow the recipient to share the report with other people in his/her team.
Allow users to build new content using the underlying datasets: If you will checkmark to this option, then it will allow users to build new content using the underlying datasets.
Send email notification to recipients: If you will checkmark to this option, then it will help to send an email about this report.
Report link: Here, You can put the actual link of the Report.

Here, I have shared this report with Bijay, who is working in the same organization. As I have filled all the required fields and also provided the Power BI Report link, then let me click on the Share button.

In the below screenshot you can see the successful message as “Your dashboard has been shared successfully“.

Now let me open the Power BI Service with the Bijay account as shown below.

Click on Shared with me which is present in the left navigation of Power BI Page (in Bijay Power BI account). On that page, you can see the Report which has been shared by the owner as below screenshot.

Once you will click on the report, then you can view the report which has been shared by your sender or owner.

Also, you may like the below Microsoft Power BI articles:

This Microsoft Power BI Tutorial, We discussed how to share the Power BI Dashboard from one user to another user within the organization.

Also, We saw how to share the Power BI Report across your organization with an example.

Bhawana Rathore

Hello Everyone!! I am Bhawana a SharePoint MVP and having about 10+ years of SharePoint experience as well as in .Net technologies. I have worked in all the versions of SharePoint from wss to Office 365. I have good exposure in Customization and Migration using Nintex, Metalogix tools. Now exploring more in SharePoint 2016 🙂 Hope here I can contribute and share my knowledge to the fullest. As I believe “There is no wealth like knowledge and no poverty like ignorance”