Power BI - Sharing and publishing your Dashboard Tutorial

In this video, you will learn about sharing and publishing your dashboard using Microsoft 365. The video covers how to securely save your files in the cloud with OneDrive, allowing you to access them from anywhere.
You can store various file types, including images, spreadsheets, and presentations.
Additionally, the video demonstrates how to share and collaborate in real-time with your coworkers, whether you're in the office or on the go.
By using the mobile apps on your devices and Office for the web, you can stay organized, connected, and productive.
This tutorial will help you effectively share and publish your dashboard using Microsoft 365, enhancing your productivity and collaboration.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to share dashboards in Power BI, detailing the various methods available, the permissions involved, and the steps required to effectively share reports with others.

Chapitres :

Introduction to Sharing Dashboards in Power BI
Power BI offers several methods for sharing dashboards, allowing users to collaborate and access data effectively. This guide will explore the sharing functionalities available in Power BI, particularly focusing on the Pro version, which includes specific sharing features.
Sharing Dashboards with Users in Your Organization
To share a dashboard with members of your organization, follow these steps: 1. Open the dashboard you wish to share. 2. Select the 'Share' option in the top menu. 3. Enter the names or email addresses of the individuals you want to grant access to. 4. Optionally, add a message to accompany the invitation. 5. Uncheck the box if you do not want to allow recipients to share the dashboard further. 6. Uncheck the box if you do not wish to send an email notification to the recipients. Once shared, recipients can access the dashboard from the 'Shared With Me' section in their Power BI Service. They will have read-only access to the underlying reports but will not have access to the datasets.
Managing Shared Access
To manage the sharing settings of your dashboard: 1. Click on 'Share' again to open the Shared Dashboard pane. 2. Select the 'Access' tab to view the list of individuals who have access to the dashboard. 3. You can change their access levels or remove their access as needed.
Publishing Reports on the Web
Another method to share your Power BI report is by publishing it on the web. Here’s how: 1. Select the report you want to share. 2. Go to the 'File' menu and select 'Publish to Web'. 3. A dialogue box will appear, explaining that you will receive an embed code. 4. Click 'Create Embed Code' to generate the code. 5. Confirm that you want to share your data publicly before clicking 'Publish'. After publishing, Power BI will provide two links: - A link to share via email that displays the report in a webpage format. - An HTML code to embed the report directly into a website, blog, or Sway.
Interacting with Published Reports
Once the report is published, you can paste the email link into a browser to view the report as a webpage. Users can interact with the report just as they would within Power BI. If you need to remove an embed code: 1. Click on the Gear icon in the top right corner. 2. Select 'Manage Embed Codes'. 3. You will see the embed codes you created; click on the ellipsis to access or remove the code.
Incorporating Reports into SharePoint
To embed your Power BI report into a SharePoint site: 1. Click on the 'File' menu. 2. Select 'Embed in SharePoint Online'. 3. Add a Power BI component to your SharePoint page and paste the report link provided by Power BI.
Conclusion
Sharing dashboards in Power BI enhances collaboration and data accessibility within organizations. By following the outlined methods, users can effectively share their insights while managing access levels and ensuring data security.

FAQ :

What is Power BI?

Power BI is a business analytics service by Microsoft that enables users to visualize data and share insights across their organization or embed them in an app or website.

How can I share my Power BI dashboard?

You can share your Power BI dashboard by selecting the 'Share' option in the top menu, entering the names or email addresses of the users you want to share with, and adjusting the sharing settings as needed.

What is the difference between the free and Pro versions of Power BI?

The Pro version of Power BI includes additional features such as the ability to share dashboards, collaborate with others, and access more advanced analytics tools, while the free version has limited capabilities.

Can users without a Power BI account view shared dashboards?

Yes, recipients without a Power BI account will be guided through the connection process to view the shared dashboard.

What does 'Publish to Web' do?

'Publish to Web' allows you to share your Power BI reports publicly on the internet by generating an embed code that can be used in websites or emails.

How do I manage access to my shared dashboards?

To manage access, click on 'Share' again to display the Shared Dashboard pane, then select the Access tab to view and modify the access levels of users.

Quelques cas d'usages :

Sharing Dashboards within an Organization

A marketing team can share their Power BI dashboards with other departments to provide insights on campaign performance, allowing for data-driven decision-making across the organization.

Public Reporting

A non-profit organization can use the 'Publish to Web' feature to share their impact reports with the public, increasing transparency and engagement with their stakeholders.

Embedding Reports in SharePoint

A project manager can embed Power BI reports directly into a SharePoint site to provide team members with easy access to project metrics and updates, enhancing collaboration and information sharing.

Client Reporting

A consulting firm can share dashboards with clients to provide real-time insights into project progress, helping to build trust and improve client relationships.

Glossaire :

Power BI

A business analytics service by Microsoft that provides interactive visualizations and business intelligence capabilities with a simple interface for end users to create their own reports and dashboards.

Sharing

The process of granting access to specific users to view and interact with dashboards in Power BI. This feature is available only in the Pro version.

Pro version

A paid version of Power BI that includes additional features such as sharing dashboards and collaboration tools.

Shared With Me space

A section in Power BI Service where users can find reports and dashboards that have been shared with them.

Read-only access

A permission level that allows users to view content but not make any changes to it.

Publish to Web

A feature in Power BI that allows users to share their reports publicly on the internet by generating an embed code.

Embed code

A snippet of HTML code generated by Power BI that allows users to incorporate reports into websites or emails.

SharePoint

A web-based collaboration platform by Microsoft that integrates with Microsoft Office and is used for storing, organizing, sharing, and accessing information.

00:00:07

Sharing is a type of authorization given to a few users

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to access your dashboards.

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Please note that the Sharing function is only available

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in the Pro version of Power BI.

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To share a dashboard with members of your organization,

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open it and select Share in the top menu.

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Enter the names or email addresses of the people

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to whom you wish to give access.

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Add a message if necessary

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and uncheck this box if you don't want

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to authorize people to also share the dashboard.

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Uncheck this box if you don't want to send an email notification to their inbox.

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Your associates will always be able to see and open the shared reports

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from the Shared With Me space in their Power BI Service.

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The people with whom you share a dashboard can see it and

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interact with it exactly as you do.

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However, they will have read-only access to underlying reports

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and no access to underlying datasets.

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Recipients who do not have a Power BI account

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or whose account has not been activated will be guided through

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the connection process in order to view your dashboard.

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If you want to manage the sharing that you have done,

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click once again on Share to display the Shared Dashboard pane

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and select the Access tab.

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You will find the names of the people who have access to this dashboard.

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You can then change their access level or even remove it.

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Another way to share your work is by publishing your Power BI report on the web

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and sharing it with everyone.

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To do so, select the report you want to share.

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Next, in the menu, select File

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and then Publish to Web.

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A dialogue box will open explaining that you will be getting an embed code

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allowing you to include the report on a website or in an email.

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When you select Create Embed Code, Power BI will display a dialogue box

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informing you again that you are about to share your data with everyone on the Internet.

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Make sure that this is indeed the case before clicking on Publish.

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Power BI will display a dialogue box containing two links,

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a link that you can share by email that displays

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the report in webpage format,

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an HTML code allowing you to incorporate the report directly into a webpage,

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a blog or a Sway.

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You can simply paste the email link into a browser

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and display your report as a webpage.

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You can interact with this page as you would

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if you were displaying the report in Power BI.

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Afterwards, if you want to remove an embed code that you have created,

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all you need to do is select the Gear icon in the top right corner

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and choose Manage Embed Codes.

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The embed codes that you created will be displayed

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and when you click on the ellipsis, you can choose to access the embed code

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or to remove it.

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Finally, you can also incorporate your report

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into a SharePoint site.

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To do so, click on the File menu

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and then on Embed in SharePoint Online.

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Next, simply add a Power BI component on your page

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and paste the report link provided by Power BI.

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