Sharing and access control in Power BI - Step-by-Step Guide

Introduction

Sharing and access control in Power BI lets you give others permission to see or edit your reports and dashboards. This helps teams work together while keeping data safe and private.

When you want to share a sales report with your manager without sending files by email

When your team needs to collaborate on a dashboard and make updates together

When you want to control who can view sensitive financial data in your reports

When you need to share a dashboard with external partners securely

When you want to stop sharing a report after a project ends

Steps

Step 1: Open the report or dashboard you want to share

- Power BI Service workspace

The report or dashboard is displayed on screen

Step 2: Click the Share button

- Top right corner of the report or dashboard page

A sharing pane opens where you can enter email addresses

Step 3: Type the email addresses of people you want to share with

- Sharing pane input box

Email addresses appear as recipients in the sharing list

Step 4: Choose if recipients can reshare or build new content

- Sharing pane options under the email input

Permissions are set for each recipient

Step 5: Click Send

- Bottom of the sharing pane

Recipients receive an email with a link to the report or dashboard

Step 6: To manage access later, click the More options (three dots) next to the report

- Workspace content list

A menu opens with Manage permissions option

Step 7: Select Manage permissions

- Menu from More options

A list of users with access appears where you can remove or change permissions

Before vs After

Before

Report is only visible to the report owner in the workspace

After

Selected users receive email links and can view or edit the report based on permissions

Settings Reference

Allow recipients to reshare

📍 Sharing pane under email input

Controls if people you share with can share the report with others

Default: Off

Allow recipients to build new content with the data

📍 Sharing pane under email input

Controls if recipients can use the data to create their own reports

Default: Off

Manage permissions

📍 More options menu on report or dashboard in workspace

Allows you to change or remove access for users after sharing

Default: View

Common Mistakes

Sharing reports without checking permissions

Recipients might get more access than intended, risking data security

Always review and set permissions carefully before sending the share link

Not managing access after project ends

Old users keep access to sensitive data unnecessarily

Regularly review and remove access for users who no longer need it

Sharing reports outside your organization without proper settings

External users might not be able to access or data might be exposed

Use Power BI’s external sharing settings and verify external user permissions

Summary

Sharing and access control lets you safely give others access to your Power BI reports and dashboards

You can set who can view, edit, or reshare your content to protect your data

Always manage permissions regularly to keep your data secure and up to date

Practice

1. What is the main purpose of sharing in Power BI?

easy

A. To create new data models

B. To give others access to your reports and dashboards safely

C. To write DAX formulas

D. To export data to Excel

Solution

1. Step 1: Understand sharing concept in Power BI

   Sharing allows you to let others see or interact with your reports and dashboards securely.

2. Step 2: Identify the main goal of sharing

   The main goal is to provide safe access, not to create or export data.

3. Final Answer:

   To give others access to your reports and dashboards safely -> Option B

4. Quick Check:

   Sharing = safe access [OK]

Hint: Sharing means giving safe access to your content [OK]

Common Mistakes:

• Confusing sharing with data modeling
• Thinking sharing is for exporting data
• Assuming sharing means editing data

2. Which of the following is the correct way to share a Power BI report with a colleague?

easy

A. Export the report as PDF and upload to a shared folder

B. Send the PBIX file via email without permissions

C. Copy the report URL and paste it in a public forum

D. Use the Power BI service and click the Share button on the report

Solution

1. Step 1: Identify the official sharing method in Power BI

   The Power BI service provides a Share button to share reports securely with permissions.

2. Step 2: Evaluate other options for security and control

   Sending files or URLs without permissions or posting publicly is unsafe and not recommended.

3. Final Answer:

   Use the Power BI service and click the Share button on the report -> Option D

4. Quick Check:

   Share button in service = correct sharing [OK]

Hint: Always use Share button in Power BI service for safe sharing [OK]

Common Mistakes:

• Sharing files without permissions
• Posting report links publicly
• Using export instead of sharing

3. If you assign a user the 'Viewer' role in Power BI workspace, what can they do?

medium

A. Edit reports and datasets

B. Delete workspace

C. View reports and dashboards only

D. Publish new content

Solution

1. Step 1: Understand the 'Viewer' role permissions

   The Viewer role allows users to only view reports and dashboards without editing rights.

2. Step 2: Compare with other roles

   Editing, publishing, or deleting requires higher roles like Member or Admin.

3. Final Answer:

   View reports and dashboards only -> Option C

4. Quick Check:

   Viewer role = view only [OK]

Hint: Viewer role means view-only access [OK]

Common Mistakes:

• Assuming Viewer can edit content
• Confusing Viewer with Member or Admin roles
• Thinking Viewer can delete workspace

4. You shared a report but the recipient says they cannot view it. What is the most likely cause?

medium

A. You forgot to assign them a role or permission

B. The report has no data

C. The recipient's Power BI license expired

D. You shared the report as a PDF

Solution

1. Step 1: Check sharing permissions

   If the recipient cannot view, likely they were not given access or role permissions.

2. Step 2: Evaluate other causes

   Report data or license issues are less common; sharing as PDF does not allow interactive viewing.

3. Final Answer:

   You forgot to assign them a role or permission -> Option A

4. Quick Check:

   Missing permission = no access [OK]

Hint: Always assign roles when sharing reports [OK]

Common Mistakes:

• Ignoring permission assignment
• Assuming data absence blocks viewing
• Confusing file type with access rights

5. You want to share a dashboard with external users but restrict them from resaving or sharing it further. Which Power BI feature should you use?

hard

A. Use Azure AD B2B guest access with read-only permissions

B. Export the dashboard as Excel and email it

C. Publish the dashboard to web publicly

D. Send the PBIX file with password protection

Solution

1. Step 1: Identify secure external sharing options

   Azure AD B2B guest access allows external users to access content with controlled permissions.

2. Step 2: Evaluate other options for security

   Exporting or publishing publicly removes control; PBIX files cannot enforce sharing restrictions.

3. Final Answer:

   Use Azure AD B2B guest access with read-only permissions -> Option A

4. Quick Check:

   Azure AD B2B + read-only = secure external sharing [OK]

Hint: Use Azure AD B2B for controlled external sharing [OK]

Common Mistakes:

• Publishing dashboards publicly
• Sending editable files externally
• Assuming password protects sharing rights