What To Know
- In certain cases, users without a Power BI license can view Pro or Premium reports as guest users.
- You can export the report to PDF or PowerPoint, publish it to the web, or embed it into a website or application.
- Guest user access allows report creators to grant temporary access to external users who do not have a Power BI license.
Power BI, a powerful data visualization and analytics tool, has revolutionized the way businesses access and interpret data. However, questions often arise about the accessibility of Power BI reports to users without a license. This blog post will delve into the nuances surrounding this topic, providing comprehensive answers to the question: “Can users view Power BI reports without a license?”
Understanding Power BI Licensing
Before exploring the question of report accessibility, it’s essential to understand Power BI‘s licensing model. Power BI offers three primary licensing options:
- Free License: Provides basic functionality and allows users to create and share reports.
- Pro License: Enables advanced features, including data modeling, custom visuals, and embedded reports.
- Premium License: Offers additional capabilities, such as large-scale data processing, dedicated capacity, and paginated reports.
Can Users View Power BI Reports Without a License?
The answer to this question depends on the specific scenario and the type of report being accessed.
Free Reports
Yes, users without a license can view Power BI reports that are shared with them as “free reports.” These reports are typically created using the free Power BI license and do not require any specific permissions for viewing.
Pro and Premium Reports
No, users without a Pro or Premium license cannot directly view reports created using these licenses. Access to such reports requires the corresponding license level.
Exceptions: Guest User Access
In certain cases, users without a Power BI license can view Pro or Premium reports as guest users. This feature allows report creators to grant temporary access to external users, such as clients or collaborators. However, guest user access has limitations:
- Users cannot interact with the reports or save changes.
- Guest access is granted on a per-report basis and requires the report creator to manually add guest users.
- Guest users must have a Microsoft account or an Azure Active Directory account.
Sharing Options for Non-Licensed Users
If users without a Power BI license need access to Pro or Premium reports, there are several sharing options available:
- Export to PDF or PowerPoint: Report creators can export reports to PDF or PowerPoint formats and share them with non-licensed users.
- Publish to the Web: Reports can be published to the web and shared as a link, allowing anyone with the link to view the report.
- Embedded Reports: Pro and Premium reports can be embedded into websites or applications, providing users with limited viewing capabilities.
Considerations for Non-Licensed Users
When non-licensed users access Power BI reports, certain limitations apply:
- They cannot interact with the reports, such as filtering or drilling down.
- They may not have access to all data and visuals within the reports.
- They cannot collaborate on reports or make any changes.
Takeaways: Empowering Users with Flexible Access
Power BI offers flexible licensing options and sharing capabilities that cater to the needs of both licensed and non-licensed users. By understanding the licensing requirements and utilizing the available sharing options, organizations can ensure that all users have access to the data insights they need to make informed decisions.
Popular Questions
Q1: Can non-licensed users edit Power BI reports?
A1: No, non-licensed users cannot edit Power BI reports. Editing requires a Pro or Premium license.
Q2: How can I share a Power BI report with a non-licensed user?
A2: You can export the report to PDF or PowerPoint, publish it to the web, or embed it into a website or application.
Q3: Do non-licensed users have access to all data in a report?
A3: No, non-licensed users may not have access to all data and visuals within a report, depending on the sharing permissions set by the report creator.
Q4: Can non-licensed users collaborate on Power BI reports?
A4: No, non-licensed users cannot collaborate on reports or make any changes. Collaboration requires a Pro or Premium license.
Q5: What is the benefit of using guest user access?
A5: Guest user access allows report creators to grant temporary access to external users who do not have a Power BI license.
