How to share dashboards and reports in Power BI Service
Part three of a six-part series of blogs

There are a fair few ways to let others see your masterworks: you can create an app, share a dashboard or create and share a report URL. This blog explains all of the ways that you can choose to share your Power BI reports and/or dashboards.

  1. Sharing reports and dashboards in Power BI Service
  2. Sharing reports by publishing an app
  3. Sharing a Power BI dashboard (this blog)
  4. Sharing reports
  5. Sharing a report as a PDF file, PowerPoint presentation, etc.
  6. Publishing a report to the web

This blog is part of a much longer series, which together comprise a full online training course in Power BI Service.  You can see get details of our classsrom Power BI training courses here.

Posted by Andy Brown on 04 July 2017

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Sharing a Power BI dashboard

You can share an individual dashboard if you have Power BI Pro:

Sharing dashboard error

What you'll see if you try to share a dashboard from the free version of Power BI Service.

Sharing a dashboard

To share a dashboard, first select it in Power BI Service:

Select the dashboard

Select the dashboard that you want to share.

 

Click on this option at the top right of the Power BI Service window to share the dashboard:

Sharing dashboard

The Share icon.

You can now say with whom you'll share this dashboard:

Share dashboard dialog box

Specify one or more people within your organisation with whom you'll share your dashboard (and whether they will be allowed to share it in their turn).

You should now see a message confirming that you've been able to share your dashboard:

Successfully shared

Yeah!

Viewing a shared dashboard

If you've been sent an email sharing a dashboard, you'll see something like this:

Email sharing dashboard

An exciting email from Microsoft!

You can then click on the link this contains.  If you're not signed in to Power BI Service, you'll see this:

Sign in box

You'll need to sign in to a valid Power BI account.

Of course, if you haven't got Power BI Pro ...

Upgrade account

Sigh ...

Otherwise, you'll see the shared dashboard!  You can look at usage metrics:

Usage metrics

On my machine, this message never disappeared, but I could still see the report.

This creates a report called Report Usage Metrics Report:

Usage metrics report

Clearly the dashboard I shared wasn't popular!

You can also click on the Subscribe button shown above to say whether you want to know whenever the dashboard is updated:

Subscribing to a dashboard

Here I'm going to get an email whenever someone changes the dashboard.

 

Next up, how to share whole reports ...

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