Sharing Power BI Reports with External Users – Part 2: Hands-On Guide to Setup and Sharing

This article is part two of a series on sharing Power BI reports with external users across Azure tenants. It provides a step-by-step guide for securely sharing reports from one organization (Tenant A) to another (Tenant B). The process involves verifying that both the report owner and the external user have valid Power BI Pro licenses, configuring the necessary settings in the Fabric Admin Portal to allow external sharing, and inviting the guest user through the Microsoft 365 Admin Center or Microsoft Entra ID. Once the guest user is invited and accepts the invitation, they can access the shared report using their credentials. The article also highlights the importance of enabling only necessary settings in the admin portal to maintain security and control.

The guide further explains how to share the report directly from the Power BI service and what the guest user experience looks like, including potential licensing notifications. It emphasizes the importance of walking guest users through the process to avoid confusion. The article concludes by noting that with the right setup, external report sharing can be both secure and user-friendly, and previews the next part of the series, which will focus on applying Microsoft Purview sensitivity labels and refining admin settings for stronger governance.

Key takeaways

Verify that both the report owner and external user have valid Power BI licenses to ensure successful sharing.
Configure the Fabric Admin Portal settings to allow external sharing, enabling only necessary features for security.
Invite the external user as a guest through Microsoft 365 Admin Center or Microsoft Entra ID, ensuring they accept the invitation.
Share the Power BI report directly from the service, and guide the guest user on how to access and interact with the report.

Sharing Power BI Reports with External Users – Part 2: Hands-On Guide to Setup and Sharing - BI Insight

Key takeaways

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