How To Share Power BI Report With External Users

In this article, we will talk about the external sharing feature of Power BI. Sometimes, there are situations when we need to share our Power BI dashboard or Power BI report with the external users. Power BI provides us with the facility to share the report with external users.

Overview

In this article, we will talk about the external sharing feature of Power BI. Sometimes, there are situations when we need to share our Power BI dashboard or Power BI report with the external users. Power BI provides us with the facility to share the report with external users.

For external sharing, I prefer to share the report with external user’s Microsoft account (Outlook or live or any domain with Microsoft account).

This article covers a step-by-step procedure to share the report with external users of your organization.

Let’s get started!

Step 1

Click on the "Share" icon from the report.

How to Share Power BI Report with External Users 

Step 2

Enter the email address of the external user and click on the "Share" button. You can add any message for your external user in the message text box. It is optional. I personally recommend adding a report link as a message.

How to Share Power BI Report with External Users 

Step 3

Your external user will receive an email notification.

How to Share Power BI Report with External Users 

Step 4

When your external user opens the email and clicks on “Go to Report”, it will be redirected to the login page.

How to Share Power BI Report with External Users 

Step 5

Enter the credentials. Once the authentication is successful, the user will be redirected to Power BI Report.

How to Share Power BI Report with External Users 

Sometimes, it will prompt a message to upgrade to the Pro version.

 How to Share Power BI Report with External Users

Step 6

External users can view the report as shown in the following screen.

How to Share Power BI Report with External Users 
 
Stop External Users by Viewing the Report
  • Power BI also provides the flexibility to stop sharing of the report.
  • To stop sharing, click on the "Share" icon of the report.
  • Go to the Access tab. You will find a list of all the users with whom the report has been shared.

    How to Share Power BI Report with External Users

  • Suppose, I want to remove access for any specific user, I will click on the ellipses (…) and select "Remove Access".

    How to Share Power BI Report with External Users 

Conclusion

This is how we can grant/deny access to the external users in Power BI.

Stay connected with me for more amazing articles!