Distribute Power BI content to external guest users with Azure AD B2B
Power BI integrates with Azure Active Directory Business-to-business (Azure AD B2B) to allow secure distribution of Power BI content to guest users outside the organization, while still maintaining control over the internal data.
You need to Enable the Export and sharing settings feature in the Power BI admin portal Tenant settings before inviting guest users.
This feature is not currently available with the Power BI mobile apps. On a mobile device, you can view Power BI content shared using Azure AD B2B in a browser.
Who can you invite?
You can invite guest users that use any email address including personal accounts such as gmail.com, outlook.com, or hotmail.com. In Azure B2B these are called “Social IDs”. For more information please reference Azure B2B.
Invite guest users
There are two ways to invite guest users to your Power BI tenant: planned invites or ad-hoc invites. Invitations are only needed the first time an external user is invited to your organization.
A planned invite is performed within the Microsoft Azure Portal in Azure AD or using PowerShell. This is the option to use if you know which users must be invited.
Creating the guest users in the Azure AD portal requires that you be a tenant admin.
Navigate to the Azure Portal and select Azure Active Directory.
Navigate to Users and groups > All users > New guest user.
Enter the email address and personal message.
To invite more than one guest user, use PowerShell. For more information, see Azure Active Directory B2B collaboration code and PowerShell samples.
The guest user needs to select Get Started in the email invitation they receive. The guest user is then added to the tenant.
To perform an invite at anytime, add the external user to your dashboard or report through the share UI, or your app through the access page.
Here is an example of what to do when inviting an external user to use an app.
The guest user will receive an email indicating the app has been shared with them.
The guest user must sign in with their organization email address. They will be prompted to accept the invitation after signing in. After sign in, the guest user is redirected to the app content. To return to the app, bookmark the link, or save the email.
The guest user will need to have the proper licensing in place to view the app that was shared. There are three options to accomplish this.
Use Power BI Premium
Assigning the app workspace to Power BI Premium capacity will allow the guest user to use the app without requiring a Power BI Pro license. Power BI Premium also allows for apps to take advantage of other capabilities like increased refresh rates, dedicated capacity and large model sizes.
Assign Power BI Pro license to guest user
Assigning a Power BI Pro license to the guest user, within your tenant, allows that guest user to view the content.
A Power BI Pro license from your tenant applies to guest users only when they access content within your tenant.
Guest user brings their own Power BI Pro license
The guest user already has a Power BI Pro license assigned within their tenant.
Considerations and Limitations
- When you invite guest users that are using personal email accounts such as gmail.com, outlook.com, or hotmail.com you can follow this embedded video to see an example of how a user would sign up.
- External B2B guests are limited to consumption of content only. External B2B guests can view apps, dashboards, reports, export data and create email subscriptions for dashboards and reports. They can't access workspaces or publish their own content.
- This feature is not currently available with the Power BI mobile apps. On a mobile device, you can view Power BI content shared using Azure AD B2B in a browser.
- Using guest users with Power BI is not supported within sovereign clouds (government).
For more detailed information, including how row-level security works, check out the whitepaper.
For information regarding Azure Active Directory B2B, see What is Azure AD B2B collaboration?