Email subscriptions for reports and dashboards in the Power BI service

APPLIES TO: Power BI Desktop Power BI service

Subscribe yourself and others to Power BI reports, dashboards, and paginated reports. You receive an email on a schedule you set. The email contains a snapshot and link to the report or dashboard or a full attachment of the report or dashboard. If you're a workspace administrator, learn how to manage subscriptions in your workspace, including how to take over subscriptions owned by others.

Important

Subscribing others requires a paid license (Pro or PPU). For information about licenses, see Fabric and Power BI licenses and subscriptions.

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 emails a snapshot to your inbox. You tell Power BI how often you want to receive the emails and at what time. Set up to 24 subscriptions per report or dashboard, and provide unique recipients, times, and frequencies for each subscription.

Screenshot showing email for subscription to a report.

Requirements

The requirements apply to users in the organization and to Microsoft Entra Business-to-Business (B2B) guest users. To create a subscription for yourself, you need permissions to access the particular report or dashboard and either:

Your Fabric admin (previously Power BI admin) 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, report page, or to a full report, the process is similar. A single button allows you to subscribe to the Power BI service dashboards and reports. Subscribing to a report offers you a few more field options, so we're using a report for our example.

Screenshot showing the Subscribe to report icon on the top menu bar.

Subscribing to a paginated report is slightly different, as outlined in Subscribe to paginated reports in this article.

  1. Open the report, and from the top menu bar, select Subscribe to report Screenshot showing the Subscribe icon..

  2. Select Create a subscription and give your subscription a name. By default, your subscription is given the same name as your report page or dashboard. Optionally, change the name of the subscription to something more meaningful.

    Screenshot of the Subscribe to emails screen.

  3. Use the green 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.

  4. Edit or add recipients by email address, ensuring that you have at least one.

  5. 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. Sensitivity labels are applied to the email attachment. 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.

    Screenshot showing the Attach full report dropdown.

  6. Select a Start date and optionally, an End date for your subscription. By default, the start date is the date you created the subscription and the end date is 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 receive notifications before the scheduled end date to ask if you'd like to extend it.

  7. Use the Repeat dropdown to select a frequency for your subscription. You may choose hourly, daily, weekly, monthly, or after data refresh (once daily). Most of the options require that you set a time zone as well.

    Tip

    To receive a subscription email only on certain days, select Hourly or Weekly and then select the week day checkboxes. If you select Monthly, enter the day(s) of the month you wish to receive the subscription email.

    • If you choose Hourly, Daily, Weekly, or Monthly, choose a Scheduled Time for the subscription. You can have it run on the hour, or at 15, 30, or 45 minutes past for a specified time zone. If you choose Hourly, select the Scheduled Time you want the subscription to start, and it runs every hour after the Scheduled Time.

If your subscription is ready, select Save. To make your subscription more precise, select More options.

  1. Optionally, add a subject and message for recipients.

  2. Select the Report page you want to appear in the preview image. If you toggled' Attach full report to On, you see all the report pages listed in the dropdown. Otherwise, you only have the active report page listed in the dropdown. To subscribe to more than one page in a report, either select the Attach full report slider, or select New subscription and choose a different page from the dropdown.

    Tip

    By default, a report subscription inherits the name of the active report page. Consider changing the subscription name if you select a different report page.

  3. Include additional information in the email. Select one or more of these checkboxes.

    • Permission to view the report/dashboard in Power BI: Give recipients permission to open and view the report or dashboard in the Power BI service (app.powerbi.com). This option isn't available in all situations.
    • 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.

    Caution

    Sensitivity labels are not applied to a subscription's email or preview image. To protect against this, turn off Preview image.

You 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 only send an email after the first scheduled refresh on that day. All dates/times are normalized to UTC when checking for the first dataset refresh of the day.

Note

To avoid subscription emails going to your spam folder, add the Power BI email alias (no-reply-powerbi@microsoft.com) to your contacts. If you're using Microsoft Outlook, right-click the alias and select Add to Outlook contacts.

Sensitivity labels

Sensitivity labels are applied to subscription email attachments but not to the subscription's email text or preview images.

  • Creating a subscription that attaches a copy of a report (including paginated report) to the subscription email is a Power BI Pro feature.

  • For users with free subscriptions, the subscription email for a report (including paginated report) doesn't contain a sensitivity label in the email text or the subscription preview image.

  • To ensure that your subscription has a sensitivity label, turn off Preview image in the Subscriptions screen.

  • For subscriptions to dashboards, there's no option to attach a copy of the dashboard to the email. So, the subscription email doesn't have a sensitivity label in the text or preview image.

Subscribe others

To create a subscription that includes others, in addition to the requirements necessary to create your own subscriptions, you also need:

  • A Pro or PPU license with Contributor, Member, or Admin role in that workspace. You know that you have the Contributor, Member, or Admin role in a workspace if you're able to edit reports or dashboards in that workspace. Read more about roles in workspaces.

  • To be part of the organization. B2B guest users can't subscribe others only themselves. For more information, read B2B guest users can set up and be subscribed to email subscriptions.

  • 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.

    Workspaces showing diamond icon for Premium and diamond with person icon for PPU.

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.

Group type Supported in email subscriptions
Microsoft 365 groups Yes
Distribution groups Yes
Dynamic distribution groups Yes
Security groups No
Mail-enabled security groups Yes

There are different ways of creating a Microsoft 365 group. For example, you can create a group in Outlook, a distribution group in Teams, or a mail-enabled security group. The Microsoft 365 distribution group for Teams doesn't work for mail enablement, so can't be used for direct sharing and email subscriptions.

Note

Workspaces backed by a Premium Per User (PPU) license are different from those backed by a Premium capacity, and don't support subscribing group aliases.

Save changes to a subscribed report

Include my changes

When you subscribe to a report created by someone else, you can make changes to that report. At that point, you can create a new subscription that captures those changes or you can save your changes with the existing subscription.

Screenshot showing the My changes section of the Subscriptions pane.

You don't see the option to Include my changes until you actually make changes to a report that was shared with you. After you make the changes that you need, open an existing subscription or create a new subscription for that report page. Because you made changes to the original report, you now have the header for My changes and the option to Include my changes.

When Include my changes is unchecked, Power BI ignores all changes you made to the report, and keeps you subscribed to the report as published by the author. When Include my changes is checked, Power BI updates the subscription including all changes you made to the report. Changes include:

  • filters (filter pane)
  • slicers
  • personalized visuals
  • cross-filtering or cross-highlighting
  • drill down or drill up
  • bookmarks
  • spotlights
  • focus mode

Before Power BI updates the subscription, you're given the opportunity to preview the old subscription and compare it to the new state of the report. Comparing the two versions helps you decide whether to update the subscription or not.

Preview and update your subscription

  1. First, customize your report based on conditions such as country/region, team/department, and category.

  2. Apply any changes to the report so that it's in the state you want to subscribe or share. Changes might include applying filters, spotlights, drilling, slicers, or cross-highlighting.

  3. Select Subscribe to report from the top menubar of the report canvas to reopen the Subscriptions pane.

  4. Select the pencil icon to edit the details of your existing subscription. For example, change the delivery frequency, add an email message, change permissions, and more.

  5. Select More options > Include my changes > Preview to display a view-only version of the original subscription that is being sent out to subscribers. Use this comparison to decide if you want to overwrite the original state of the subscribed report.

  6. Select Back to subscription and select the pencil icon.

  7. To update the existing subscription to include your report changes, select More options > Include my changes > Update. Update changes the subscription to include the new changes.

  8. Save your subscription.

Customize subscriptions

If you're the author of the report, Include my changes is a great way to create individualized subscriptions for recipients.

Note

The Include my changes field isn't available for dashboards or paginated reports.

Review and test the subscription

Your Subscriptions page keeps track of all of your subscriptions for the current report.

Screenshot showing the Subscriptions page with two subscriptions listed.

To review a subscription, select the arrow to the left of the subscription.

Screenshot showing all the details for one subscription.

To test out your subscription, select the Run now to send the email to you right away. It doesn't trigger a data refresh of the underlying semantic model.

Manage subscriptions

Subscriptions are managed on a workspace level. Subscription creators and users assigned the Admin role can view and manage the subscription. Admins in the workspace can edit and take over all subscriptions inside the workspace. The Fabric admin can view logs, and turn certain subscription features on and off.

Subscriptions in a workspace

To see all of the subscriptions that you own in a given workspace, select Manage all

Screenshot showing the Subscriptions pane with Manage all outlined in red.

From here, you see all the subscriptions you 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're subscribing to, and the content type. If you selected Include my changes, the State column includes the date. Search for subscriptions by keyword or filter by any of these fields.

Screenshot showing the Notifications pane with Power BI subscription outlined in red.

Select the Edit icon to return to the Subscriptions screen where you can:

  • see your list of subscriptions for that report or dashboard.

  • preview the settings for a subscription by selecting the arrow to the left of the subscription name.

  • make changes to a subscription’s settings by selecting the pencil icon.

  • open the report or dashboard by selecting Edit in report or Edit in dashboard.

    Screenshot showing the Subscriptions with Edit in report outlined in red.

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 cog icon > Settings > Notifications.

Screenshot showing cog icon selected.

From here, you see a list of all your subscriptions across all workspaces. Power BI displays the name of the subscription, the name of the content you're subscribing to, the name of the owner, the name of the associated workspace, and the content type. If you selected Include my changes, the State column includes the date when changes were included. Search for subscriptions by keyword or filter by any of these fields. Select the Edit icon to make changes to a subscription’s settings.

Screenshot showing all subscriptions for a user.

Subscriptions for users outside your organization

Subscribe external users

You can subscribe external users to a report or dashboard if your report or dashboard is hosted in a Premium capacity. B2B guest users can't add subscriptions for external users.

  • If you subscribe external users to a report or dashboard, they'll receive a share notification immediately after you select  Save 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 don't qualify as Premium capacity workspaces.

  • Sharing content with a colleague outside of your domain doesn't require a Premium capacity. For example, if you're aaron@contoso.com, you can share with anyone@fabrikam.com, but you can't subscribe anyone@fabrikam.com, unless that content is hosted in a Premium capacity.

B2B guest users can set up and be subscribed to email subscriptions

B2B guest users can create their own content subscription to which they have access and users in the organization can subscribe them to emails. First, a member of the organization adds and subscribes the B2B guest user to the email content. For more information about B2B guest users and how to add them to your organization, read Distribute content to external guest users with Microsoft Entra B2B.

In addition to B2B guest users meeting the requirements to subscribe themselves, the Power BI tenant admin must turn on a setting to allow B2B guest users to create email subscriptions. For more information on how to turn on this setting, read Export and sharing tenant settings.

Subscribe to paginated reports

Subscribe yourself or others to paginated reports

Your Power BI admin must enable subscriptions in your tenant. In addition, the relevant tenant switches have to be enabled:

  • Export to Excel
  • Export to .csv
  • Export reports as PowerPoint presentations or PDF documents
  • Export reports as MHTML documents
  • Export reports as Word documents
  • Export reports as XML documents
  • Create email subscriptions (Tenant settings > Export and sharing settings > Create email subscriptions) Screenshot of tenant settings with relevant export settings outlined.

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 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 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.

Update parameters for an existing paginated report subscription

If you have an existing subscription to a paginated report, and you want to update the parameters applied to the report, follow these steps.

  1. Re-render the paginated report with the new parameters.

  2. Open the Subscriptions page.

  3. Select Use current (rendered report) values. Screenshot of Report parameters with Use current selected.

  4. Select Save.

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 semantic models. 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.
  • B2B guest users can only create subscriptions for themselves.
  • 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's no After Data Refresh option for frequency with paginated reports. You always get the latest values from the underlying data source.
  • Paginated report subscriptions in the Power BI service are similar to email standard subscriptions in Power BI Report Server and SQL Server Reporting Services. However, you can't create data-driven subscriptions for paginated reports in the Power BI service.

Considerations and limitations

For help with troubleshooting for the subscriptions feature, see Troubleshoot Power BI subscriptions.

General

  • If you can't use the subscription feature, contact your system administrator or IT help desk. Your organization may disable this feature or the maximum subscriber limit was reached.
  • Power BI automatically pauses refresh on semantic models associated with dashboards and reports that aren't visited in more than two months. However, if you add a subscription to a dashboard or report, it doesn't pause even if it goes unvisited.
  • On Daylight savings day, you receive your subscription emails and the day after you receive two emails per subscription.

Row-level security (RLS)

  • For Power BI reports, dashboards, or paginated reports that use a semantic model with row-level security (RLS), use caution when creating subscriptions for yourself and others. Power BI warns you that the data contains RLS, but customers often scroll past the warning message.

    The static image sent in the subscription email displays data based on the owner of the subscription. For this reason, when creating subscriptions, be careful to ensure that confidential information isn't included in the static image. Other than that static image, the report or dashboard itself opens (or not) and displays data based on the user's permissions.

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 have to re-create your subscription.

Apps

  • For Power BI apps you install, you can only create subscriptions for others if you're the owner of the app.

  • Subscriptions created within apps can be viewed and managed from the associated workspace by users with the admin role in that workspace.

Unsupported features

Troubleshoot Power BI subscriptions
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