How to Send a Power Bi Report via Email?

Are you looking for an easy way to share your Power BI reports with others? Sending reports via email is a great way to quickly and easily distribute important insights to those who need them. In this article, we’ll go over the steps you need to take to successfully send a Power BI report via email. From setting up your email account to formatting your report, we’ll cover everything you need to know to get your report out the door and into the hands of your recipients.

How to Send a Power BI Report via Email

Power BI is a powerful business intelligence platform that enables users to create and share reports and dashboards. With Power BI, you can easily send reports via email to colleagues and clients. In this article, we’ll discuss the steps for sending a Power BI report via email.

Step 1: Create a Power BI Report

The first step in sending a Power BI report via email is to create the report. Power BI has a wide range of data sources, such as SQL Server, Microsoft Excel, and other cloud services. You can also use the Power BI Desktop app to create reports from scratch. To create a report, you’ll need to select the data sources, create visuals, and add any other elements you need.

Once you’ve created your report, you can save it to the Power BI service. This will allow you to access the report from any computer connected to the internet. You can also share the report with other users.

Step 2: Share the Report with Users

Once you’ve saved the report to the Power BI service, you can share the report with other users. To share the report, you’ll need to add the email addresses of the users you want to share the report with. You can also add a message to the email. Once you’ve added the user’s email address and message, you can click “Share” to send the report.

Step 3: Set Permissions for the Report

Once you’ve shared the report, you’ll need to set the appropriate permissions for the report. You can set the permissions to allow or restrict access to the report. You can also set the permissions to allow users to edit the report or only view the report.

Step 4: Preview and Send the Report

Once you’ve set the permissions for the report, you can preview the report before sending it. You can use the preview feature to make sure that everything looks the way you want it to. Once you’ve verified that the report looks correct, you can click “Send” to send the report via email.

Step 5: Monitor the Reports

Once you’ve sent the report, you’ll need to monitor the reports to make sure they’re being viewed and used properly. You can use the Power BI dashboard to monitor the reports. The dashboard will show you how many people have viewed the report and any comments or questions that have been posted.

Step 6: Update the Report

Once you’ve sent the report, you can update the report as needed. You can add new visuals or data sources to the report, or make changes to the existing visuals or data sources. You can also use the Power BI dashboard to monitor the reports and make sure they’re being used properly.

Step 7: Share the Updated Report

Once you’ve made any changes to the report, you can share the updated report with the same users. You can use the same process that you used to share the initial report. You can add the user’s email address, add a message, and click “Share” to send the report.

Step 8: Archive the Report

Once you’ve sent the report, you can archive the report. This will allow you to keep the report in a secure location. You can also use the Power BI dashboard to monitor the reports and make sure they’re being used properly.

Step 9: Delete the Report

Once you’ve sent the report and archived it, you can delete the report from the Power BI service. This will ensure that the report is not accessible to anyone else.

Few Frequently Asked Questions

What is Power BI?

Power BI is a business analytics service from Microsoft that enables users to connect to, visualize, and analyze data with greater speed, efficiency, and understanding. It is a suite of applications and services that combines traditional business intelligence capabilities with modern data-visualization tools. With Power BI, users can easily connect to and analyze data from multiple sources, create stunning interactive visualizations, and share insights with their colleagues and customers.

How Do I Send a Power BI Report via Email?

To send a Power BI report via email, you must first have the report open in Power BI Desktop. Once open, you can click the “File” tab in the top left corner and then click the “Send” button. From there, you can select the “Send via Email” option. You can then enter the recipient’s email address and a brief message. Once you’ve filled out the required fields, click the “Send” button to send the report.

What Are the Benefits of Sending a Power BI Report via Email?

Sending a Power BI report via email offers several advantages. It makes it easy to share data with colleagues and customers, and provides a convenient way to view and analyze data. Additionally, the report can be shared with multiple recipients at the same time, saving time and effort. Finally, the report is sent directly from Power BI Desktop, so it is secure and easy to access.

What File Types Can be Sent via Email?

Power BI Desktop allows users to send reports in several different file types, including PDF, XLSX, and PPTX. Additionally, users can send files in the Power BI Report Server format, which allows for the report to be viewed and interacted with in the Power BI service.

Is There a Way to Schedule Reports to be Sent Via Email?

Yes, Power BI Desktop offers the ability to schedule reports to be sent via email. To do this, users must first create a report in Power BI Desktop and then open the “Schedule” tab. From there, users can specify the frequency and time at which the report should be sent. Additionally, users can specify the recipients of the report and the file type.

Is there a Way to Share a Report With Multiple Recipients?

Yes, Power BI Desktop offers the ability to share a report with multiple recipients. To do this, users must first open the report in Power BI Desktop and click the “File” tab. From there, they can click the “Share” button and enter the email addresses of the intended recipients. Additionally, users can specify whether the report should be shared publicly or privately.

Sending a Power BI report via email is a great way to share your insights with others. It’s easy to do and can be done with just a few clicks. With the right setup, you can make sure that the reports you send are always up-to-date and easy for the recipient to view. So, go ahead and give it a try. You’ll be amazed at the insights you can share and the conversations you can start.