Sharing Power BI Reports with External Users Using Azure Portal 

Sharing reports and insights with people outside of your company can be very important for decision-making and cooperation in today’s data-driven world. This tutorial will show you how to use the Azure portal to safely share your Power BI reports with other users. 

Power BI is an effective tool for reporting and data visualization, and it may improve teamwork to share these insights with outside stakeholders. You may control user access by utilizing Azure, which will help to protect your data while still making it available to those who require it. 

Prerequisites

Before you start, make sure you have: 

– An active Power BI Pro license or a Power BI Premium workspace. 
– Azure Active Directory (AAD) for managing users. 
– Administrative access to the Azure portal and Power BI service. 

Step 1: Set Up Azure Active Directory B2B

To share Power BI reports with external users, you’ll need to configure Azure Active Directory B2B (Business-to-Business) collaboration. 
1. Log in to Azure Portal: Go to the Azure portal at [portal.azure.com] (https://portal.azure.com). 
2. Navigate to Azure Active Directory: In the left sidebar, select “Azure Active Directory.” 

3. Invite External Users: 
– Go to “Users” and click on “New guest user.” 
– Enter the email address of the external user and customize the invitation message if needed. 

– Enter your email address and a personal message by scrolling down.  

– Click “Invite.” The external user will receive an email invitation

Step 2: Assign Roles and Permissions:

Once the external user accepts the invitation, you must assign them the appropriate permissions. 
1. Navigate to Users:
In Azure Active Directory, click on “Users” and select the external user. 
2. Assign Power BI Role: 
– Under “Assigned roles,” click on “Add assignment.” 
– Search for and select the “Power BI Service Administrator” role or other relevant roles. 
– Click “Assign.” 

Step 3: Configure Power BI Workspace

Next, you need to share your reports through a Power BI workspace. 
1. Go to Power BI Service: Visit (https://app.powerbi.com).
2. Select Your Workspace: Click on the workspace where your reports are located. 
3. Add External Users to the Workspace: 
– Click on “Access” in the workspace settings. 
– Enter the email address of the external user. 
– Assign a role (e.g., Member, Contributor, Viewer) based on what they need to do. 
– Click “Add.” 

Step 4: Share Reports

Now, you can share specific reports with the external user. 
1. Open the Report: Navigate to the report you want to share. 
2. Click on Share: Click the “Share” button at the top. 
3. Enter External User’s Email: Type in the external user’s email you invited. 
4. Set Permissions: Choose whether they can reshare or build on the report. 
5. Click Send: The user will receive an email with a link to the report. 

Step 5: Manage Access and Monitor Activity:

 Monitoring access and activity is essential for security. 
1. Audit Logs: Azure’s audit logs are used to track user activity and report access. 
2. Manage Access: Regularly review who has access to your reports and adjust permissions as needed. 

Conclusion:

You can securely and in control of your data and share your Power BI reports with external users by following these procedures. Collaboration is ensured by the ease of management of access provided by Azure Active Directory B2B. 

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Author: TalaMarla BalaRaju

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