Export and sharing tenant settings
These settings are configured in the tenant settings section of the Admin portal. For information about how to get to and use tenant settings, see About tenant settings.
Allow Azure Active Directory guest users to access Power BI
Enabling this setting allows Azure Active Directory Business-to-Business (Azure AD B2B) guest users to access Power BI. If you disable this setting, guest users receive an error when trying to access Power BI. Disabling this setting for the entire organization also prevents users from inviting guests to your organization. Use the specific security groups option to control which guest users can access Power BI.
Invite external users to your organization
The Invite external users to your organization setting helps organizations choose whether new external users can be invited to the organization through Power BI sharing, permissions, and subscription experiences. If the setting is disabled, an external user who isn't already a guest user in the organization, can’t be added to the organization through Power BI.
This setting was previously called “Share content with external users”. The revised name reflects more accurately what the setting does.
To invite external users to your organization, a user also needs the Azure Active Directory Guest Inviter role. This setting only controls the ability to invite through Power BI.
Allow external guest users to edit and manage content in the organization
Azure AD B2B guest users can edit and manage content in the organization. Learn more
The following image shows the option to Allow Azure Active Directory external guest users to edit and manage content in the organization.
In the admin portal, you also control which users have permissions to invite external users to the organization. See Share content with external users in this article for details.
Show Azure Active Directory guests in lists of suggested people
The Show Azure Active Directory guests in lists of suggested people setting helps organizations limit visibility of external users in sharing experiences. When disabled, Azure Active Directory (Azure AD) guest users are not shown in people picker suggested users lists. This helps prevent accidental sharing to external users and seeing which external users have been added to your organization through Power BI sharing UIs.
When the setting is set to disabled, you can still give permission to a guest user by providing their full email address in people pickers.
Publish to web
As a Power BI admin, the Publish to web setting gives you options that let users create embed codes to publish reports to the web. This functionality makes the report and its data available to anyone on the web. Learn more about publishing to the web.
Only Power BI admins can allow creating new publish to web embed codes. Organizations may have existing embed codes. See the Embed codes section of the admin portal to review currently published reports.
You can find Publish to web under File > Embed report when the Publish to web setting is enabled.
The Publish to web setting in the admin portal gives options for which users can create embed codes.
Admins can set Publish to web to Enabled and Choose how embed codes work to Allow only existing embed codes. In that case, users can create embed codes, but they have to contact the Power BI admin to allow them to do so.
Users see different options in the UI based on what the Publish to web setting is.
|Feature||Enabled for entire organization||Disabled for entire organization||Specific security groups|
|Publish to web under report More options (...) menu||Enabled for all||Not visible for all||Only visible for authorized users or groups.|
|Manage embed codes under Settings||Enabled for all||Enabled for all||Enabled for all
* Delete option only for authorized users or groups.
* Get codes enabled for all.
|Embed codes within admin portal||Status has one of the following values:
* Not supported
|Status displays Disabled||Status has one of the following values:
* Not supported
If a user isn't authorized based on the tenant setting, status displays infringed.
|Existing published reports||All enabled||All disabled||Reports continue to render for all.|
Copy and paste visuals
Users in the organization can copy visuals from a tile or report visual and paste them as static images into external applications.
Export to Excel
Users in the organization can export the data from a visualization to an Excel file.
Export to .csv
Users in the organization can export data from a tile, visualization, or paginated report to a .csv file.
Users in the organization can download .pbix files and paginated reports.
Users can work with Power BI datasets in Excel using a live connection
Users can export data to Excel from a Power BI visual or dataset, or export a dataset to an Excel workbook with Analyze in Excel, both options with a live connection to the XMLA endpoint.
Allow live connections
Users in the organization can use Power BI service Live Connect. Allowing live connections also allows users to Analyze in Excel.
Export reports as PowerPoint presentations or PDF documents
Users in the organization can export reports as PowerPoint files or PDF documents.
Export reports as MHTML documents
Users in the organization can export Paginated reports as MHTML documents.
Export reports as Word documents
Users in the organization can export Paginated reports as Word documents.
Export reports as XML documents
Users in the organization can export Paginated reports as XML documents.
Export reports as image files
Users in the organization can use the export report to file API to export reports as image files.
Print dashboards and reports
Allow users in this org to certify datasets, dataflows, reports, and apps. See Enable content certification for details.
Create email subscriptions
Users can create email subscriptions to reports and dashboards. Learn more about subscriptions.
Allow email subscriptions to be sent to external users
The Allow email subscriptions to be sent to external users setting helps organizations choose whether external users can be included as recipients of email subscriptions.
External users are users outside of the organization that have not been added as Azure Active Directory business-to-business (B2B) guest users. If this setting is turned off, an external user who isn't already a guest user in the organization can't be included as a recipient of an email subscription.
By default, anyone with the Admin, Member, or Contributor role in a workspace in your organization can feature content on Power BI Home. See Feature content on colleagues' Power BI Home page for details.
This setting enables you to enable or disable the ability of users in your organization to promote their published content to the Featured section of the Power BI Home page.
Featured content can be managed on the Featured content page in the Admin portal. See Manage featured content.
Allow connections to featured tables
This setting lets Power BI admins control who in the organization can use featured tables in the Excel Data Types Gallery.
Connections to featured tables are also disabled if the Allow live connections setting is set to Disabled.
Read more about Power BI featured tables in Excel.
Microsoft Teams integration in the Power BI service
This setting allows organizations to access features that work with Microsoft Teams and the Power BI service. These features include launching Teams experiences from Power BI like chats, the Power BI app for Teams, and getting Power BI notifications from Teams. To completely enable or disable Teams integration, work with your Teams admin.
Read more about collaborating in Microsoft Teams with Power BI.
Install the Power BI app for Teams automatically
Automatic installation makes it easier to install the Power BI app for Microsoft Teams, without needing to change Microsoft Teams app setup policies. This change speeds up the installation and removes admin hassles of configuring and maintaining infrastructure needed by an app setup policy.
The Install Power BI app for Microsoft Teams automatically tenant setting is added to the Power BI admin portal so Power BI admins can control the auto-install behavior. By default, the auto-install is enabled.
The automatic installation happens for a user under the following conditions:
- The Power BI app for Microsoft Teams is set to Allowed in the Microsoft Teams admin portal.
- The Power BI tenant setting Install Power BI app for Microsoft Teams automatically is Enabled.
- The user has a Microsoft Teams license.
- The user opens the Power BI service (e.g. app.powerbi.com) in a web browser.
Initially, auto-install applies to new users the first time they visit the Power BI service in a web browser. Automatic installation will start occurring after November 1, 2021 for users who visit the Power BI service and meet the criteria.
When auto-install occurs, users see the following notification in the Power BI service notification pane.
Read more about the Power BI app for Microsoft Teams.
Enable Power BI add-in for PowerPoint
To configure this setting, go to Admin portal > Tenant settings > Export and sharing settings and look for Enable Power BI add-in for PowerPoint.
The Power BI add-in for PowerPoint makes it possible for users to add live, interactive data from Power BI to a PowerPoint presentation. See About the Power BI add-in for PowerPoint for more detail.
When this setting is enabled (default), entry points for opening a new PowerPoint presentation with the add-in already loaded are available in Power BI. When this setting is disabled, the entry points in Power BI are unavailable.
Disabling this setting does not prevent people from using the add-in starting from PowerPoint. To completely block adding live Power BI report pages to PowerPoint slides using the add-in, the add-in must be disabled in both Power BI and PowerPoint.
Allow shareable links to grant access to everyone in your organization
This tenant setting is available for admins looking to disable creating shareable links to People in your organization. You can find this option in the Admin portal by navigating to Tenant settings > Export and sharing settings > Allow shareable links to grant access to everyone in your organization.
As with other tenant settings, you can enable sharing links to People in your organization for:
- The entire organization
- Specific security groups
- Or Except specific security groups
If this setting is disabled for a user with share permissions to a report, that user can only share the report via link to Specific people or People with existing access.
Allow DirectQuery connections to Power BI datasets
When this setting is enabled (default), users can use DirectQuery to connect to Azure Analysis Services or Power BI datasets. See Using DirectQuery for Power BI datasets and Azure Analysis Services for more detail.
Disabling this switch effectively stops users from publishing new composite models on Power BI datasets to the service. Existing reports that leverage a composite model on a Power BI dataset will continue to work, and users will still be able to create composite models using Desktop, but they will not be able to publish to the service.
Live connections to Power BI datasets are not affected by this switch, nor are live or DirectQuery connections to Azure Analysis Services. These will continue to work regardless of whether the setting is enabled or disabled. In addition, any published reports that leverage a composite model on a Power BI dataset will continue to work even if the setting has been disabled after they were published.
Allow guest users to work with shared datasets in their own tenants
When this setting is turned on, Azure AD B2B guest users of datasets shared with them by users in your organization will be able to access and build on those datasets in their own tenant. See Use in-place dataset sharing to enable external users to view and share datasets in their own tenants (preview) - Admin info for detailed information.
Allow specific users to turn on external data sharing
As a Power BI admin, you can specify which users or user groups in your organization can share datasets externally with guests from a different tenant through the in-place mechanism. Disabling this setting prevents any user from sharing datasets externally by blocking the ability of users to turn on external sharing for datasets they own or manage. See Use in-place dataset sharing to enable external users to view and share datasets in their own tenants (preview) - Admin info for detailed information.
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