How to Share a Power BI Report with External Users

Updated on:

May 12, 2026

By:

Use this interactive demo to learn how to securely share a Power BI report with external users.

Quick summary

Sharing a Power BI report with external users takes just a few steps inside Power BI Service. Open the report, click the Share button, enter the recipient's email address, and send the invitation to grant outside collaborators instant access to your data visualization.

Steps

Open your Power BI Service account and click on the report you want to share.
Initiate collaboration by clicking the Share button on your data visualization.
Enter the external user's email address in the sharing dialog.
Click Send to confirm and grant the external user access to the report.

📌 Why this matters

Sharing Power BI reports with external users is a critical capability for organizations that need to collaborate with clients, partners, or vendors outside their Microsoft tenant. Power BI Service allows report owners to securely grant external access without requiring recipients to have a full internal license, making cross-organization data sharing fast and controlled. This feature helps business intelligence teams eliminate slow, insecure workarounds like exporting to spreadsheets or PDFs, keeping stakeholders aligned on live, interactive data. For any team managing data-driven relationships beyond their organization's firewall, mastering external report sharing in Power BI directly reduces friction and accelerates decision-making.

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