To share a Power BI dashboard, choose Share for specific people, publish a Power BI app for a wider audience, or assign workspace roles when people need to collaborate. A link alone may not grant access: recipients may also need permission to the underlying semantic model, and licensing depends on the workspace’s capacity and each person’s role. Use Publish to web only for content approved for anyone on the internet to see.
Choose the right way to share
Start with the audience and what they need to do. Power BI offers several routes, and they do not grant the same access or collaboration rights.
| Need | Method | What to know |
|---|---|---|
| Give named coworkers access | Direct sharing | Grant access to the intended users. They may also need access to the related semantic model. |
| Distribute curated content to many coworkers | Power BI app | Publish an app from a workspace for a packaged distribution experience. Check the viewer’s license and workspace capacity. |
| Let people work with content in a shared environment | Workspace roles | Assign a role such as Viewer, Contributor, Member, or Admin based on the person’s responsibilities. Roles provide different capabilities. |
| Show a report in a Teams conversation or channel | Teams integration | Adding a tab or link does not itself grant Power BI permissions. Give access through Power BI separately. |
| Give access to someone outside the organization | External guest sharing | The administrator must enable external sharing as appropriate. The guest uses the invited identity through Microsoft Entra B2B. |
| Make content available to the general public | Publish to web | The content is unauthenticated and viewable on the internet. Do not use it for confidential or proprietary data. |
For official guidance on sharing options, see Microsoft’s overview of sharing dashboards and reports.
Before you send a link
Confirm the recipient has the right permissions and that the license and capacity combination supports viewing. A URL, Teams post, or embedded view is not a substitute for authorization. Microsoft’s license-type guidance explains how license type and capacity affect access.
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- Identify whether recipients are coworkers, a group, workspace collaborators, external guests, or the public.
- Check the workspace’s capacity and the viewer’s role before promising that a free-license user can open the content.
- Grant dashboard or report access through Power BI. If the content uses a semantic model, check whether recipients also need permission to that model.
- For broad internal distribution, consider an app. For ongoing coauthoring, assign workspace roles that match each person’s duties.
Share with specific people
Use direct sharing when a defined set of people needs access. In Power BI, open the dashboard or report and use its sharing controls to add the intended recipients. The exact controls can differ depending on whether you are sharing a dashboard or a report.
After sharing, check whether the content relies on a semantic model that recipients cannot access. A dashboard may open while a tile displays a locked or permission-required message if the related model permissions are missing. Microsoft explains this in its guidance on sharing considerations and limitations.
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Distribute content to a larger internal audience
A Power BI app is suited to distributing a curated collection of content to many coworkers. Publish the app from its workspace, then manage its audience and access according to your organization’s setup. Choose this route for distribution rather than granting broad workspace roles when recipients only need to consume published content.
If people need to create, edit, or manage content in the workspace, assign a suitable workspace role instead. Microsoft describes the capabilities associated with workspace roles.
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Share with an external guest
External sharing is controlled by your organization’s settings. Ask the Power BI administrator to confirm external sharing is enabled for the intended use, then grant access to the guest account. The recipient needs to sign in using the invited identity through Microsoft Entra B2B; a forwarded link does not bypass the organization’s access policy. See Microsoft’s external sharing guidance.
Understand licensing and capacity
In shared capacity, Pro or Premium Per User (PPU) is generally required to share and view shared content. Some users with a free license can view content when both the report and semantic model are in qualifying Premium capacity or Fabric capacity of F64 or higher, subject to role and other conditions. This does not mean every free-license user can open every shared dashboard. Check the specific workspace and viewer situation against Microsoft’s license and capacity documentation.
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Put a report in Microsoft Teams
Use the Power BI integration to add a report to a Teams conversation or channel, but grant Power BI access separately. A Teams tab or shared link does not automatically authorize the viewer. If someone sees that content is unavailable, verify both Power BI permissions and the applicable license requirements. Microsoft documents the integration in Embed a report in Microsoft Teams.
Protect sensitive data
Use security controls in the semantic model to restrict what people can see. Row-level security (RLS) can limit rows; object-level security (OLS) can restrict access to model objects such as tables or columns. Hiding a visual, page, column, or table in a report is not a security boundary. Apply the model controls appropriate to the data and audience.
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Why someone may not be able to open it
- Locked tile or permission-required message: Check access to the underlying semantic model as well as the dashboard or report.
- The recipient cannot share it onward: The current sharer may need permission to reshare both the report and its semantic model.
- There is no “Request access” option: The owner may have disabled requests, tenant settings may limit external requests, the item may have moved or been deleted, or the person may already have access another way. Ask the owner or administrator to verify the link and permissions. Microsoft’s access and permission troubleshooting describes these cases.
- Teams says the content is unavailable: Confirm that the user has permission in Power BI and meets the applicable license requirements.
When Publish to web is—and is not—appropriate
Publish to web creates an unauthenticated public link: anyone on the internet can view the published content. Microsoft warns that detail-level underlying data can be exposed even when a report displays aggregated values. Use this only when the information has been approved for unrestricted public release, and account for tenant settings and feature limitations, including reports that rely on RLS. See Microsoft’s Publish to web guidance.
For an internal portal that must enforce permissions and data security, Microsoft documents secure embedding options, including Embed and Embed in SharePoint Online.
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