Publishing & Sharing
Publish and share your Power BI reports
What You'll Learn
- Publish reports to Power BI Service
- Share with others
- Set up refresh schedules
- Embed in apps
Publishing to Service
Steps:
- Save your .pbix file
- Home > Publish
- Sign in (if needed)
- Select workspace
- Wait for upload
- Open in Service (link appears)
Done! Report is in cloud.
Workspaces
My Workspace: Your personal space
Shared Workspaces: Team collaboration
Creating workspace: Power BI Service > Workspaces > Create
Requires: Power BI Pro or Premium
Sharing Options
Share Link
Quick sharing:
- Share > Copy link
- Send link to users
- They need permissions
Use for:
- Quick sharing
- Internal users
- Simple access
App
Professional distribution:
- Package multiple reports
- Controlled experience
- Better for end users
Create app: Workspace > Create app
Embed
In SharePoint, Teams, website:
- Get embed code
- Paste in site
- Users see live report
Use for:
- Intranet portals
- Team sites
- Public websites (with Premium)
Permissions
Viewer
Can:
- View reports
- Filter data
- Export data
Cannot:
- Edit reports
- Change data
Contributor
Can:
- Create reports
- Edit existing
- Publish
Admin
Can:
- Everything
- Manage workspace
- Delete reports
Data Refresh
Schedule automatic refresh:
- Power BI Service
- Dataset > Settings
- Scheduled refresh
- Set frequency (up to 8x/day with Pro)
- Set time
Requires:
- Gateway (for on-premises data)
- Or cloud data sources
Row-Level Security
Limit what users see:
Example: Salespeople only see their region
Setup:
- Modeling > Manage roles
- Create role: "East Region"
- Filter: [Region] = "East"
- In Service: Assign users to roles
Monitoring Usage
Power BI Service:
- View count
- Unique users
- Performance metrics
Workspace > Usage metrics
Track:
- Most viewed reports
- Popular pages
- User engagement
Best Practices
Publishing:
- Test thoroughly first
- Use descriptive names
- Add description
- Set refresh schedule
Sharing:
- Share apps, not workspaces
- Document for users
- Provide training
- Monitor usage
Security:
- Use RLS when needed
- Don't over-share
- Review permissions regularly
Try This Exercise
Publish your first report:
- Create simple report in Desktop
- Publish to My Workspace
- Open in Service
- Share with yourself (test)
- Set up daily refresh
- View usage metrics after a week
Next Module Preview
Module 6 covers Real-World Projects - build complete dashboards from scratch!
Congratulations!
You now know how to publish and share Power BI reports professionally!
Tip: Publishing is easy. Good sharing strategy takes planning!