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How to share dashboards and reports in Power BI Service
Part five 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
  4. Sharing reports
  5. Sharing a report as a PDF file, PowerPoint presentation, etc. (this blog)
  6. Publishing a report to the web

This blog is part of a 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 report as a PDF file, PowerPoint presentation, etc.

You can save your report as a single file (and then share this) in various ways, as shown under separate headings below.

Note, however that none of these options would allow people to refresh the report at any time, to see changes in the underlying data, and all of the options only work if you have Power BI Pro.

Sharing a report as a PDF

To do this, in Power BI Service, choose to print the report:

Printing a report

While editing a report, choose to print it as shown here from the File menu.

Choose a PDF print driver (assuming you have one installed):

Printing to PDF

Choose to print to a PDF file.

The results aren't bad:

PDF file results

It's a shame I forgot to change the orientation to landscape before I printed ...

Note, however, that this only prints out the current page of the report.

Saving as a PowerPoint presentation

This feature is still in preview mode, but it seems to work:

PowerPoint export

While viewing a report, choose this option from the File menu.

You'll see this message:

PowerPoint in progress

I only added this for something to do while I wait!

The results are impressive, although you can see why it's still in preview:

PowerPoint presentation

A slick presentation, with a front screen linking you to the different pages of your report. The text boxes look a bit funny in places though, although you can't quite see that in this diagram.


Saving a report as a PBIX file

It would be a slightly odd way to share a presentation, but you could save it as a Power BI Desktop file and send this to someone:

Save as PBIX

This feature is again in preview mode, but seems to work fine.

Choosing this option on the File menu generates a PBIX report which you can then open in Power BI Desktop. 

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