Email subscriptions for Power BI reports and dashboards
APPLIES TO: ❌ Power BI Desktop ✔️ Power BI service
Subscribe yourself and others to Power BI reports, dashboards, and paginated reports. You'll receive an email on a schedule you set. The email will contain a snapshot and link to the report or dashboard. If you're a workspace administrator, learn how to manage subscriptions in your workspace, including how to take over subscriptions that are owned by others.
Subscribe to a report or dashboard in the Power BI service
It's never been easier to stay up-to-date on your most important dashboards and reports. Subscribe to reports and dashboards that matter most to you, and Power BI will email a snapshot to your inbox. You tell Power BI how often you want to receive the emails: daily, weekly, or when the data refresh. You can even set a specific time for Power BI to send the emails or have it run now. Set up to 24 subscriptions per report or dashboard, and provide unique recipients, times, and frequencies for each subscription.
To create a subscription for yourself, you'll need either:
- A Power BI Pro or Premium Per User (PPU) license or
- Access to a workspace backed by a Power BI Premium capacity.
Your Power BI admin also needs to enable subscriptions in your tenant. If you’re an admin, see Enable subscriptions in the Power BI admin portal.
Subscribe to a report or dashboard
Whether you're subscribing to a dashboard or to a report page, the process is similar. The same button allows you to subscribe to the Power BI service dashboards and reports.
Subscribing to a paginated report is slightly different, as outlined below Subscribe to paginated reports.
Open the dashboard or report, and from the top menu bar, select Subscribe .
Select Add new subscription and give your subscription a name. By default, your subscription will be given the same name as your report page or dashboard.
Use the yellow slider to turn the subscription on and off. Setting the slider to Off doesn't delete the subscription. To delete the subscription, select the trashcan icon.
Edit or add recipients by email address, ensuring that you have at least one. Optionally, add a subject and email message details.
For Power BI reports, select the Report page you want to appear in the preview image. To subscribe to more than one page in a report, either select Add new subscription and choose a different page from the dropdown, or select the Full report attachment as checkbox under Also include.
Select a Frequency for your subscription. You may choose Daily, Weekly, or After data refresh (Daily).
To receive a subscription email only on certain days, select Weekly and then select the checkboxes. If you select Monthly, enter the day(s) of the month you wish to receive the subscription email.
- If you choose Daily, Hourly, Monthly, or Weekly, you can also choose a Scheduled Time for the subscription. You can have it run on the hour, or at 15, 30, or 45 minutes past. Select morning (AM) or afternoon/evening (PM).
- You can also specify the time zone. If you choose Hourly, select the Scheduled Time you want the subscription to start, and it will run every hour after the Scheduled Time.
Select a Start date and optionally, an End date for your subscription. By default, the start date will be the date you created the subscription and the end date will be one year later. You can change it to any date in the future at any time before the subscription ends. When a subscription reaches an end date, it stops until you re-enable it. You will receive notification(s) before the scheduled end date to ask if you'd like to extend it.
Include additional information in the email. Select one or more of these checkboxes.
- Access to this report/dashboard: Give recipients permission to open and view the report or dashboard in the Power BI service (app.powerbi.com).
- Link to report/dashboard in Power BI: Include a “Go to report” button in the body of the email that links to the report or dashboard in the Power BI service.
- Preview image (for Power BI reports only): Include a preview of the report page in the body of the email.
- Full report attachment as (for Power BI reports only): If the report is in a workspace backed by a Premium capacity or Premium Per User (PPU) license, add the full report as an attachment instead of only a single report page. Select PDF or PowerPoint for the attachment format. The attachment respects all privacy labels for the report. The size of the attachment is limited to no more than 20 pages and less than 25 MB.
If everything looks good, select Save and close. To test out your subscription, select Run now to send the email to you right away. It does not trigger a data refresh of the underlying dataset.
You will now receive an email and snapshot of the report or dashboard on the schedule you set. Subscriptions that have the frequency set to After data refresh will only send an email after the first scheduled refresh on that day.
To avoid subscription emails going to your spam folder, add the Power BI email alias (email@example.com) to your contacts. If you're using Microsoft Outlook, right-click the alias and select Add to Outlook contacts.
To create a subscription for yourself, in addition to the requirements necessary to create your own subscriptions, you'll also need:
A Contributor, Member, or Admin role in that workspace. You’ll know you have the Contributor, Member or Admin role in a workspace if you have the option to edit reports or dashboards in that workspace. Read more about roles in workspaces.
If the report or dashboard isn't hosted in a Premium capacity, as indicated by the diamond icon, you can still subscribe others. However, they must also have a Power BI Pro or Premium Per User (PPU) license.
Use group email aliases
When creating a subscription, you can add other email addresses in the same domain to the subscription. If the report or dashboard is hosted in a Premium capacity, you can subscribe group aliases, whether they're in your domain or not. You don't have to subscribe individual email addresses. The aliases are based on the current active directory.
Workspaces backed by a Premium Per User (PPU) license are different from those backed by a Premium capacity, and do not support subscribing group aliases.
Subscribe external users
You can subscribe external users to a report or dashboard if your report or dashboard is hosted in a Premium capacity.
If you subscribe external users to a report or dashboard, they will receive a share notification immediately after you select Save and close in the subscription pane. This notification is sent only to external users, not internal users, because external users require an invitation link to view the report or dashboard.
Premium Per User workspaces do not qualify as Premium capacity workspaces.
Sharing content with a colleague outside of your domain does not require a Premium capacity. For example, if you are firstname.lastname@example.org, you can share with email@example.com, but you can't subscribe firstname.lastname@example.org, unless that content is hosted in a Premium capacity.
External users can't subscribe themselves to reports or dashboards, even if they have been added as guest users.
Subscribe to paginated reports
In general, the process for subscribing to paginated reports is the same as subscribing to reports and dashboards, but there are a few differences worth noting. This section spells out these differences and other considerations to keep in mind when subscribing to paginated reports.
Paginated reports parameters
Paginated reports allow you to specify the view of the report people will receive in the subscription by setting the parameters in the subscription pane.
Subscriptions can be sent with either the currently selected or default parameters for your report. You may set different parameter values for each subscription you create for your report.
If your report author has set expression-based parameters (for example, the default is always today's date), the subscription uses that as the default value. You can change other parameter values and choose to use current values, but unless you explicitly change that value as well, the subscription uses the expression-based parameter.
Considerations unique to paginated report subscriptions
You can subscribe other users in your organization to paginated reports that connect to any currently supported data sources, including Azure Analysis Services or Power BI datasets. Keep in mind the report attachment reflects the data based on your permissions.
You can set up an unlimited number of subscriptions per paginated report.
The maximum attachment size is 25 MB.
Unlike subscriptions for dashboards or Power BI reports, your subscription contains an attachment of the entire report output. The following attachment types are supported: PDF, PowerPoint presentation (PPTX), Excel Workbook (XLSX), Word Document (DOCX), CSV file, and XML.
Optionally, include a preview image of the report in the email body. The image may differ slightly from the first page of your attached report document, depending on the attachment format you select.
There is no After Data Refresh option for frequency with paginated reports. You always get the latest values from the underlying data source.
Subscriptions are managed on a workspace level. Subscriptions can be viewed and managed by their creator and by the workspace administrator. Power BI administrators can view logs and turn certain subscription features on and off.
Subscriptions in a workspace
To see all subscriptions that you own in a given workspace, start by selecting that workspace to make it active. Then, from the upper right corner of the Power BI service, select the gear icon > Settings > Subscriptions. This example shows all of your subscriptions for the workspace named AdventureWorks Demo.
For help understanding workspaces, see Workspaces in Power BI.
From here, you will see all subscriptions you have created in the currently selected workspace. For each subscription, Power BI displays the name you gave to the subscription, the name of the content you are subscribing to, and the content type. Search for subscriptions by keyword or filter by any of these fields. Select Edit to make changes to a subscription’s settings.
Subscriptions across all workspaces
To see all of your subscriptions, start by selecting My workspace to make it active. Then, from the upper right corner of the Power BI service, select the gear icon > Settings > Subscriptions.
From here, you will see a list of all your subscriptions across all workspaces. Power BI displays the name of the subscription, the name of the associated workspace, the name of the content you are subscribing to, and the content type. Select Edit to make changes to a subscription’s settings.
Alternately, another way to see all of your subscriptions across all workspaces is to open the Subscriptions pane from a dashboard or report in My workspace, and select Manage all subscriptions.
Considerations and limitations
For help with troubleshooting for the subscriptions feature, see Troubleshoot Power BI subscriptions.
- If you aren't able to use the subscription feature, contact your system administrator or IT help desk. Your organization may have disabled this feature or a maximum subscriber limit may have been reached.
- Power BI automatically pauses refresh on datasets associated with dashboards and reports that haven't been visited in more than two months. However, if you add a subscription to a dashboard or report, it won't pause even if it goes unvisited.
- For Power BI reports, dashboards, or paginated reports that use a dataset with row-level security (RLS), you can create subscriptions for yourself and others. Those subscriptions will run using your security context.
Power BI reports
Report page subscriptions are tied to the name of the report page. If you subscribe to a report page, and it gets renamed, you will have to re-create your subscription.
Email subscriptions are sent with the report's default filter and slicer states. Any changes to the defaults that you make before or after subscribing will not show up in the email. However, when you select the link to open the report, you will see changes that you've made and saved.
- For Power BI apps you have installed, you can only create subscriptions for others if you are the owner of the app.
- Workspace admins cannot manage subscriptions created by another user in an app (as opposed to a workspace).
Email subscriptions do not support:
- R-powered Power BI visuals
- most custom visuals. The exception is those Power BI custom visuals that have been certified.
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