Can Power BI Free Users View Reports Shared by Pro Users?
Question details
Determine the licensing conditions under which a Power BI free user is permitted to view reports or dashboards shared by a Pro user.
- Product
- Power BI
- Device & OS
- not provided
- Scenario
- A Power BI Pro user attempts to share a private report with users on the free tier, needing to know if the recipients can access the content.
- Observed behavior
- Free users are typically blocked from viewing privately shared reports unless the report is hosted in a Premium capacity workspace or published publicly.
Verify the type of Power BI license you currently hold and check whether the workspace hosting your report is backed by Premium capacity.
Host the Report in a Premium Capacity Workspace
Assigning the workspace to Premium capacity allows free users to view privately shared reports without needing their own Pro licenses.
By default, standard Pro workspaces require all viewers to have a Pro or Premium Per User (PPU) license. If your organization has Power BI Premium (or a qualifying Fabric capacity), you can host the report there to grant access to free users.
Navigate to the Power BI service, locate the workspace containing your report, and click on 'Workspace settings'.
Go to the 'Premium' tab within the settings and ensure the workspace is assigned to a Premium capacity, which is identifiable by a diamond icon.
Once the workspace is backed by Premium capacity, use the 'Share' button on the report to grant access to free users securely.
Utilize 'Publish to Web' for Non-Sensitive Data
Generate a public link for non-confidential reports that anyone can view without a Power BI account or license.
Upgrade Viewers to a Power BI Pro License
If Premium capacity is unavailable and the data is private, viewers must acquire a Pro license to access the shared reports.
Manage and Share Data Easily with WPS Office
Dealing with strict licensing barriers in Microsoft Power BI and Office can slow down collaboration. WPS Spreadsheet offers powerful data analysis, pivot tables, and charting tools completely free. You can effortlessly create and share your data reports with teammates without worrying about expensive subscription blocks.
- 1. Download WPS Office: Visit the official WPS website to download and install the free office suite.
- 2. Import Your Data: Export your Power BI data or open existing Excel spreadsheets directly in WPS Spreadsheet.
- 3. Analyze and Share: Utilize built-in pivot tables and charts to analyze your data, then easily share the file with colleagues.
Frequently Asked Questions
Can I share a dashboard with free users from a standard Pro workspace?
No. In a standard Pro workspace, both the user sharing the dashboard and the users receiving it must have a Power BI Pro or Premium Per User (PPU) license.
What happens when a free user clicks a link to a privately shared Pro report?
The user will be blocked from viewing the report and will receive a prompt asking them to either upgrade to a Power BI Pro license or start a 60-day free trial if eligible.
Is it safe to use 'Publish to web' for internal company reports?
No. 'Publish to web' creates a URL that can be accessed by anyone on the internet, completely bypassing authentication. It should only be used for public-facing data.
