Share Power BI reports and apps with external guests for free - Azure B2B

In todays video, I am going to show you how you can share power bi reports, dashboards, apps with external guests for free. (there are 3 licensing options for this).
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[@heechris]

Hi, you mentioned that they are required to have either of the licenses. May i know what do you mean by sharing the reports for free with external users?

[@ClubPhill]

The video title states that you can share for free however, you then state the user requires a license which is not free.

[@daviddurcansky2052]

"Free sharing" = you have to pay for a Power BI Pro license per every single external user or pay 5k a month for premium capacity so you don't have to do that. Don't appreciate having my time wasted with clickbait titles. Disliked

[@frankgovers8420]

??? This is not free. He still needs a pro license ?? Or did I not understand explanation

[@CurbalEN]

It is free for you if the guest has it's own license. I might have to change the the title.. /Ruth

[@STEPIQUE]

The publisher need Power BI premium to be able to share the content to external users

[@joebeauchamp9238]

@@STEPIQUE not exactly. It does make it easier, but it is not required. Ideally, the "user" will have a Power BI Pro license, but they can be added as a guest in AD. I do it all of the time. Just takes a little elbow grease. IMO, this is an area Microsoft could make easier that would result in wider use of their product and ultimately more revenue.

[@STEPIQUE]

@@joebeauchamp9238 Without premium you can event change the portal setting.

[@joebeauchamp9238]

@@STEPIQUE sorry, not sure I understand your response. I would love to use Premium, but it is just cost prohibitive. Best of luck to you!

[@markparsons1589]

The user needs a license no mattter what and it costs money. There is no free here. Misleading title

[@CurbalEN]

I confess, it is a little bit 😬

[@richardcroft3676]

It’s not really free though...

[@CurbalEN]

If the guest has it's own license, it will not cost you a penny. /Ruth

[@danielaholguin220]

@@CurbalEN So if I build a report, and I do not have a pro licence but my guest has a pro licence, they can view it? Without a pro licence can I still use the "gateways" to refresh the report from the servers?

[@markparsons1589]

Just wasted 6 and a half minutes

[@Robocat9000]

Says "FREE!" for clickbait, then proceeds to state that you cannot share data unless you have a license, which is not free.

[@1yyymmmddd]

Not sure I understand what does it mean "entire organization" in this context?

[@yorklunau889]

For me it looks like MS has eliminated this option. Before "Publish to Web" (Admin Portal / Tenant Settings / Export and Sharing Setting) there is no item "Share content with external users" any more, but all kinds of Azure Active Directory options -- so this seems to be the new feature to make everybody pay, I suppose.

[@CurbalEN]

It is still available, they might have changed the path though

[@epsisphal]

Thank you for your video. I have a question: You need an Azure account in order to do this. Is it also free? Thank you.

[@KlasGramstrup]

i will say 6-5-8 6) save Excel in Onedrive or Sharepoint, 5) Schedule refresh 8) enjoy a cup of cofe and now you have been efficient today :-)

[@Amr-Ibrahim-AI]

haha. I was thinking the same. However, we don't have the luxury to change multiple choice answers in an exam :)

[@CurbalEN]

hahah, noted ! /Ruth

[@Trabant_Vishnya]

One more - ensure that users enabled to view the selected workbook via Onedrive premissions

[@stephenbrincat7124]

Don't have share content with exteranl users on the Power BI admin. Or the developer has to have a premuim?

[@CurbalEN]

No , but maybe the admin has not share enabled or guest users are not allowed? Check with your admin. /Ruth

[@stephenbrincat7124]

Ruth, I am the admin and don't have, however I do have some external users in Azure directory

[@paisalstay1704]

Anyone who know why my Admin Portal menu display "Capacity Settings" only one menu?, I have a Pro license.

[@hadidwidiantoro5114]

me too

[@paisalstay1704]

@@hadidwidiantoro5114 In my reason I am not authoize for that ,This is way forward docs.microsoft.com/en-us/power-bi/admin/service-admin-role

[@brambruning]

Its not working anymore…

[@satyammishra7745]

please talk slowly with your accent it is difficult to understand

[@CurbalEN]

Turn the subtitles on: support.google.com/youtube/answer/100078?hl=en&co=GENIE.Platform%3DDesktop

[@joseantoniogarciacasanova3190]

Useless ... you have to say a premium license is required ...

[@CurbalEN]

You don’t need a premium license…

[@felixparturo]

Help... in need consulting

[@chinmoyroy2644]

Hi, @curbal Do the External users need to have a 365 subscription to accept the Azure Directory invite

[@CurbalEN]

Good question… my guess is yes.

[@chinmoyroy2644]

@@CurbalEN I'm trying to share my report with some External users who do not have a microsoft account. They work on Gmail/Okta. When I invited them to my Azure Entra ID, they are not able to accept the invite. Do they need to pay for a microsoft account/365 subscription first?

[@CurbalEN]

community.fabric.microsoft.com/t5/Service/External-user-sharing-to-personal-gmail-users-has-stopped/m-p/2276138

[@mazharsalam3144]

Understood everything except your name..

[@CurbalEN]

Then I did good 😂

[@MrSpiritUAll]

Thanks for this video! Love your enthusiasm. 👍 1, 2 and 5.

[@graemegourlay2850]

Great video; although slightly misleading title. It's not really a "free" licence. Someone has to pay for a licence to enable a user. Still a good facility though. I'm working on a project where being able to designate PowerBI access to selected external users in a controlled way is needed.

[@CurbalEN]

It was tough to title this video. I agree that someone has to pay, but for someone is also free? Wasnt sure how to word it as depending on which side you are, it is free or paid...

[@graemegourlay2850]

@@CurbalEN this made me smile. I've spent 35 years in global I.T. companies and the rationality on spending is often not there. It's a maximum of ~30c per user per day for a PowerBI licence that people aren't so keen on but they'll happily spend way more on other things like coffee or commuting to an office. Amazing how perception and reality can become so misaligned even with smart people.

[@CurbalEN]

Have you seen the Irrational behavior course by Dan Ariely? I think you will enjoy it if you havent seen it. kzbin.info/aero/PLUc5eJ1g5zWxz3lTpJy5Jtc5BJVJdk1NQ&app=desktop

[@graemegourlay2850]

Step #1 successful. My first external user assigned a licence from my own 365 licencing pool. Step #2 not working yet. I'm embedding the same dashboard into a sharepoint page and the same external user is part of the team. He can see the sharepoint page but not the dashboard embedded within the page. Any ideas?

[@graemegourlay2850]

@@CurbalEN I've starting watching this. Looks interesting. I'm personally a very logical, methodical and rational thinker. I find it fascinating observing others who aren't. One other project I'm working on now that relates to this is using PowerBI to present Myers Briggs survey results.

[@amitshukla189]

I have one question "If external user does not have office 365 licence then is it possible to share the report with them?" Note: My power BI report is in premium capacity.

[@CurbalEN]

Yes you can use any email you want: gmail, hotmail.... /Ruth

[@amitshukla189]

@@CurbalEN I am unable to find any documentation on it. Power BI admin of my organization says that is it not at possible to share with external user who does not have office 365 licence. I dont know how to convince him.

[@STEPIQUE]

@@amitshukla189 If you watched the video.. it says you need the email to be added as guest to your AD.

[@defaultdefault812]

If I have a premium PowerBI licence, and I add external users with personal email addresses to Azure AD, do these external users require any form of PowerBI licence?

[@pritammusale7858]

Same questions for exam Exam DA-100: Analyzing Data with Microsoft Power BI (beta)

[@CurbalEN]

Nice to know, thanks for sharing :) /Ruth

[@elrevesyelderecho]

So, they are using the same questions from PBI 778 to the new one...interesting.

[@sukhomoyb]

What about publishing to Web feature?

[@CurbalEN]

Sure, but your data will be public and indexed by google, be careful!!

[@ipsna2758]

Hi, mine powerbi work service is not a premium one but in admin portal I can see only two options - Capacity settings and Refresh summary! please HELP!

[@adithyams2139]

I just added an external user to the azure active directory which created and it created a temp organisation email U can share access to temp email in powerbi and the external user will get mail to access the dashboard/report. This is free of cost ,hope this helps

[@powerbinareal]

Leu meus pensamentos! Sempre TOP!

[@CurbalEN]

🥳🥳 /Ruth

[@enguerrandelahaie]

O365 groups members can get access to apps through access permissions to the app, but it doesn't seems to work with guests users users within these groups (With the limitation of 100 items in the access box). Do you know if this is a limitation, and the groups have to be AD Security groups ?

[@usmansharifshaik1187]

after sharing the report with external/3rd party user, can the external user export the data into excel/csv? if yes, how can he do that? what are the steps need to follow?

[@ankitaaaj]

Great video! Can external user connect to dataset available in Power BI service to build their own report in Power BI desktop for their organization along with other data sources?

[@imaadtanveer104]

Is there a way to share a report to a large number of external users at once without manually entering their emails in the report permissions on PBI Service? Maybe give access to everyone with the same email domain?

[@ObamaRuinedUSA]

Clear as mud. Free with a cost

[@CurbalEN]

And so was your comment! Two peas in a pie 😂😂!

[@gintoki814]

Hi Ruth, great video by the way! Just have one question, my organization has "PRO" license and the guest client has "Premium per User" license.. will they be able to see the report if I share with them? or they will need just the "PRO" license?

[@siddheshamrutkar8684]

Hello Was having one question what is power Bi Embedded?

[@xodrinker]

great stuff. will this work from a ppu license the same way as for premium?

[@shashipaul6279]

If we already have pro licence and we want to add any user, we can do it and that external user can access without having any licence. This is how it is going to be free to add any external user. ..pls correct me anyone if I'm wrong on this.

[@CurbalEN]

The user needs a license, so either they have one and you can use that or you buy one for them

[@filosofiadetalhista]

I don't get this... my Admin Portal says I have to by Power BI Premium to configure any settings.

[@CurbalEN]

You can share B2B without premium, please check again

[@jacobmurray6731]

Can confirm there is no "Share content with external users" option anymore. I just want to send a report to my accountant, why is this so bloody hard?!

[@CurbalEN]

It is still possible to share with external users, please check again and remember that he or she needs a license otherwise it won’t work.

[@denisegarcia8464]

To Share with External users, must the report be in a workspace that is premium per Capacity? I have Premium per user and external users can't see my reports even if I have added them the the AD and enabled External Share.

[@CurbalEN]

They need PPU too

[@pranavnair8977]

this entire video is pretty confusing, do we need the pro version, do the external users need the pro version too? Why is it mentioned free in the title

[@CurbalEN]

Watch it again without skipping, it is all there.

[@psanders4754]

This is an interesting topic.. to my understanding a user with a power bi pro license can send report links to guest users once they accep the invite into azure directory. The guest user just needs a free license

[@CurbalEN]

All sharing options require a license except users under premium capacities

[@rockongrx20]

I have enabled those tenant settings and shared a report with an external user(who has pro license), and it says report shared successfully. But after that nothing happens, the external user doesn't receive any email, neither sees anything in "Shared with Me" also I don't see that external user in the list of users who have access to my report. Why does it behave this way even though it says "Report Shared Successfully". Also when I try to give access to the dataset, it says workspace needs to be backed by Premium capacity. Any suggestion?

[@rockongrx20]

I was able to make this work, but first I had to add the external user in my Azure AD

[@marcdoliveira4906]

Outstanding video. Thank you.

[@loki112000]

I am really confused. So we have to pay for a license. I have a Power BI Pro License and I am trying to share my reports with users via Sharepoint, which I thought it possible for free. External users who are guests that can access sharepoint sites I allow. But they get prompts to say they need premium or pro to view the reports? I thought that you only needed one power bi pro user to produce the report and anyone can consume it?

[@CurbalEN]

All sharing capabilities require a Pro license.

[@stella8900]

Thank you, love your content!!! now I have to search who should manage Azure :).

[@saketsrivastava84]

Thank You Mam for this video 🙏

[@fx2725]

This option is not available anymore :(. is there another way maybe?

[@CurbalEN]

It is, check again!

[@UnimatrixYoutube]

How is it free if the external users needs a pro license or you need a premium license yourself? :S

[@CurbalEN]

Semantics....but it is free for you if the external user already has a license.

[@HachiAdachi]

Answer to Q27 = #1-->#2-->#5 . I assume the Excel file is located on a local drive... I wish you had done this video a few months ago! Our parent company (which, in our case, is an external organization from the licencing perspective) was asking for access to one of our Power BI apps. Not having learned what you just taught me here, I told them it would be difficult to grant their request... It would have been a great opportunity to showcase Power BI and to push for a broader adoption... Thank you so much for this tidbit, Ruth!

[@CurbalEN]

It is never to late, go for it!! /Ruth

[@sajjad5189]

I cant see Question #27 , that everyone is answering in comments.

[@CurbalEN]

I had to take down the quiz, Microsoft does not endorse that type of learning :(

[@sharatbabu7228]

How to share power bi reports to external user, is there any need for license to me or the external users. Thanks

[@CurbalEN]

Check this: m.kzbin.info/www/bejne/g56QamNop95gp7c

[@sharatbabu7228]

@@CurbalEN thanks

[@sudulaguntlamalli7249]

My Answers are 1,2 & 5

[@joseamaitaf7505]

Hi Ruth. The answer for Q27 is 1, 2 and 5. Thanks. Great video!

[@alydawood2677]

Does the viewing expire after 60 days?

[@CurbalEN]

No, I dont think so

[@sivaganesh6313]

1,2 and 5 . I think workbook is loaded from an on-prem machine which would require a gateway for Power BI Online service to refresh the data .

[@CurbalEN]

Noted :) /Ruth

[@tadstar]

Are you able to use row level security against guest users?

[@CurbalEN]

I dont see why not? Test it!

[@javierandresfonsecamartine6533]

Hello the sequence is 1,2 and 5. thanks for your videos.

[@CurbalEN]

Noted :) /Ruth

[@papachoudhary5482]

Thanks! Madam

[@AndresFelipeCastrillonValencia]

Hi Ruth. I have a huge problem to understand features of licencies. We have free licencies in my company and I have a premium one. I create reports and workspaces but I don't know how to use those free ones. My partner always works with 60 days trial. Do I have to buy pro licencies to the rest to be able my reports?

[@CurbalEN]

Yes, you do. And if you produce premium content they will need premium too.

[@AndresFelipeCastrillonValencia]

Ok tks a lot, but what is the reason of PBI free licenses? And is there a way to do public reports export to excel? I appreciate your previous answer and you are a master in this

[@CurbalEN]

To test the power bi platform and for 1 man companies.

[@ankkittmathur]

#27 - Answer is 1,2,5 no need for Power BI Desktop for this Question

[@CurbalEN]

Noted :) /Ruth

[@ankkittmathur]

@@CurbalEN Thanks Noted Back :D

[@quentinwinisdoerffer421]

Promising new tool and 4th option: Devscope tool of PowerBi Portal to allow for illimited sharing with people without licences, for a fee lower than a Premium Account Not working for them, just looking at this possibility now for my organization

[@CurbalEN]

Will that fly with MS? /Ruth

[@quentinwinisdoerffer421]

@@CurbalEN Sorry Ruth i don't know really much for the moment, what do you mean with MS? :p

[@quentinwinisdoerffer421]

@@CurbalEN You can find their documentation here that's all i have for the moment: www.powerbitiles.com/PBIPortal#Blog&URL&

[@elrevesyelderecho]

Thanks for this video🎉 Answer 1,2 & 5

[@CurbalEN]

🥳🥳🥳 /Ruth

[@Zunidrap]

Hi Ruth. How can you share reports with Free users in your organization?

[@CurbalEN]

Only with premium licensing. /Ruth

[@Zunidrap]

@@CurbalEN Thanks!

[@1mrkleks]

Any form of access that I've tried requires license. Definitely option 1 and 2 does. The only way is to send .pbix and I must admit, the more I'm in to this subject the more I don't like Power BI/Microsoft. How can I tell my customer that I've got a nice report for them, but they have to pay to be able to see it :( Terrible.

[@CurbalEN]

It is expensive for big companies, is that what you are trying to do? Remember, they need to get pay to continue developing the product...

[@pranavnair8977]

@@CurbalEN hey to enable the external sharing option, do both the publisher and the external user require the pro version??

[@CurbalEN]

Yes

[@pranavnair8977]

@@CurbalEN and what if the publisher has a premium account, the external user need not have either the pro or premium version, correct ?

[@sharavananp5570]

Hi Ruth, How about I have pro licence, and can i give access to guest users(not having pro license) to workspace in power bi service . Could they view reports in powerbi.com. NOTE: reports have RLS implemented.

[@CurbalEN]

You need to buy a power bi pro license for your guest, if he doesn't have one. /Ruth

[@sharavananp5570]

@@CurbalEN Super, cool!!! Thank you for the fast reply. I have more question. Now I have a pro license , and a report with RLS implemented and also has daily refresh. Now if I share the reports to users(not having pro license) , they would receive a email, and is it possible for them to view with RLS content and updated reports from that one email for long term.

[@balamuruganrajendran8325]

@@CurbalEN hi ruth, thanks for your video on this. Great. Even though external guest user has pro license they are getting a prompt to enable trial license. Anything to be done from my side..

[@sharavananp5570]

@@balamuruganrajendran8325 Well I have a pro acount, but I see no where to enable trial license. If so you could raise a ticket to MS team.

[@lalomarmal]

Then the only way to embedd one of those reports into a web site or application for mass clients who doesn't have a powerbi license is having a Premium license?

[@CurbalEN]

That or you buy a Pro license for them. /Ruth

[@lalomarmal]

@@CurbalEN and what about power BI embedded? Muchas gracias!

[@CurbalEN]

@@lalomarmal all sharing capabilities requiere a license. /Ruth

[@alexanderhepting4394]

So for this we need the premium licence? This costs 5000 EUR / month :(

[@CurbalEN]

No, you don't need a premium license. Please watch it again without skipping, so you don't miss anything.

[@alexanderhepting4394]

@@CurbalEN Thank you. Now i understood this correctly :)

[@CurbalEN]

Glad to hear :)

[@Montreal_powerbi_connect]

I love your videos. Thank you for sharing your experiences.

[@CurbalEN]

Thanks Atefeh! /Ruth

[@vitorklein2559]

Great video as always. Ruth, do you know if we have any limitation for adding external users in AAD? I mean, can I "sell" my report content for customers assigning a Pro license to them and don't get any limitations problems in the future.. as far as they need to only see the data..

[@CurbalEN]

If you want to sell your reports, wait until power bi templates are for sale on the MS store. It is a better option. /Ruth

[@FernandoFrenkel]

Hola Ruth, mi respuesta es 1, 2 y 5. Saludos!

[@CurbalEN]

Anotado!

[@shaoboji437]

thanks for the video, I tried but have a question: I used two accounts A and B, A is a power bi pro user, B is added as an external guest in Azure Active Directory. A shared reports with B. My question is: does B have to be a power bi pro user to see the shared reports? I tried several times with B as a power bi user (NOT PRO) first, only once to be able to open the report, other times it all says "need a pro licence to see the report". Thanks

[@CurbalEN]

You have 3 options: Premium capacity, you buy a pro license for B, B buys a price license. /Ruth

[@shaoboji437]

@@CurbalEN Thanks, tried again and I can access the shared report through the link in the email as a non-pro power bi user, but not every time, don't know why. So the "share" feature is only for paid users I guess (the publisher and the consumer), is there a way to share reports to non-paid users (except publish to web)?

[@CurbalEN]

You can send them the pbix file, that is the only way. /Ruth

[@DIGITAL_COOKING]

@@CurbalEN I'm not the only one who try to share from pro license to free user 😁👍

[@CurbalEN]

You are not alone for sure ;)

[@gangababupatchipala3728]

Answer for Q27 is 1, 2, 5

[@CurbalEN]

Got it :) /Ruth

[@visheshjjain]

1 2 5 In the same order

[@CurbalEN]

Got it :)

[@abhishekstatus_7]

The dashboard at the backend is looking amazing and beautiful!

[@CurbalEN]

Thanks! :) /Ruth

[@abhishekstatus_7]

@@CurbalEN I was trying to download the pbix but not able to see in the links which has been shared by you ☺

[@gauthamk1485]

1, 2 and 5

[@CurbalEN]

Noted :) /Ruth

[@marshal115]

Thanks for video. Do you know if external users can use "Analyze in Excel" feature given they are not from the same tenant? I've been searching the answer for a while and haven' been able to find one. If you had any links of your video regarding my question, that'll be super! Thanks, as always!

[@CurbalEN]

I believe you need to be logged in to be able to use it.

[@marshal115]

@@CurbalEN Does that mean from external tenant, a user, say your partner company, with Power BI Pro can also use Analyze in Excel on the report I shared? I’ve shared a report with one of the guys but he claimed “Nop”...

[@CurbalEN]

Sorry my bad, according to the docs: Guest users can't use Analyze in Excel for datasets sent from (originating from) another tenant. You need to create a "local" account for them. docs.microsoft.com/en-us/power-bi/collaborate-share/service-analyze-in-excel#limitations-and-considerations

[@marshal115]

@@CurbalEN seems there’s no workaround...thanks for helping!

[@CurbalEN]

Add them to the tenant you want them to analyze the data. It seems to be the only way for now :(

[@amitshukla189]

I was waiting for this since long time.

[@CurbalEN]

Finally here :) /Ruth

[@STEPIQUE]

You need Power BI Premium about 5K per month to enable this.

[@sarva0483]

1-2-5

[@CurbalEN]

Noted! /Ruth

[@benedictibanga7069]

1,2,5

[@CurbalEN]

Got it :) /Ruth

[@gustavocavalcante1983]

1,2,5

[@CurbalEN]

Noted! /Ruth

[@vocalistshashank]

1,2,5

[@CurbalEN]

Noted!

[@khaledalwithinani6006]

Probably the best channel that explains PowerBI, please keep it up we love your content.

[@CurbalEN]

Will do!!

[@khaledalwithinani6006]

@@CurbalEN I look forward to it :). I wish you the best of success and beyond

[@CurbalEN]

Thanks! For you too :)