Embedding Power BI Reports in SharePoint from Fabric
You can put Power BI Reports from Fabric into SharePoint Online easily. First, check that you have the right licenses and enough workspace. Use SharePoint Modern Pages for the best results. Many people have problems with permissions and access. Always make sure viewers have the right permissions in both Power BI and SharePoint. This way, you give safe and interactive reports to your business users.
Key Takeaways
Pick the correct Power BI license and workspace capacity. This helps you share reports safely in SharePoint.
Always use the SharePoint Online embed link on Modern Pages. This gives you better security and a good experience.
Set up your Power BI workspace with clear roles and permissions. This lets you control who can see or change reports.
Add Power BI reports to SharePoint pages with the Power BI web part. Change display settings so people can view reports easily.
Set permissions carefully in both Power BI and SharePoint. This keeps your data safe and only lets approved users see it.
Prerequisites
Licensing
You must have the right Power BI license to put reports in SharePoint Online. Most people need a Power BI Pro license. This license lets you share and look at reports when you sign in with your work or school account. If you want people without a Pro license to see reports, use a workspace with Premium or Fabric capacity. Premium licenses give you more features. They also let free users see content if the workspace uses Premium capacity. Power BI Embedded licenses are best for custom apps. Most SharePoint uses need Pro or Premium.
Here is a quick comparison of license types:
Tip: Make sure every person who needs to see the report has the right license. If you use Premium capacity, free users can see reports in SharePoint.
Capacity
You must put your Power BI workspace in the right capacity. Most groups use Premium or Fabric capacity. If you want free users to see reports, set your workspace to a Fabric capacity SKU of F64 or higher. Small capacities like F8 need each user to have a Pro or Premium Per User license. You cannot use free trial tokens for real work. Always use paid capacity for business needs.
Assign Premium (at least EM1 or F8) or Fabric F64+ capacity to your workspace.
Upload your report to this workspace.
Use the SharePoint Online embed link for safe sharing.
Note: Only people with the Viewer role on the workspace and the right license or capacity can see embedded content.
SharePoint Modern Pages
You should use SharePoint Modern Pages to put Power BI reports. Modern Pages give you a better and more fun experience. They support the Power BI web part, so you can add reports right to your page. Modern Pages work well on phones and look good on any screen. They also work well with other Microsoft 365 tools. Classic Pages use old web parts and do not have the same features or options.
Important: Always use the SharePoint Online embed link, not the "publish to web" option. This keeps your data safe and only lets the right people see your reports.
Prepare Power BI Reports
Organize Workspace
Start by making your workspace in Microsoft Fabric. A good workspace helps you handle Power BI Reports. It also makes sharing simple. Do not use 'My Workspace' for shared reports. Make a special workspace for each project or team. This keeps reports safe and easy to find.
Here are some tips for your workspace:
Make different workspaces for things like data storage and reporting.
Pick names for workspaces and reports that are clear and match each other.
Give roles like Viewer, Member, Contributor, or Admin to control who can see or change things.
Add people or groups to the workspace based on what they need.
If you share with people outside your company, make a special workspace just for them.
Make sure everyone who needs to see embedded reports can get into both the Power BI workspace and the SharePoint site.
Keep your workspace a good size. Do not make it too big or split it into too many small pieces.
Use Power BI apps to share content if you want things to be easy for viewers.
Tip: Write down your workspace rules and show your team how to manage access. This helps everyone stay neat and safe.
Publish Report
After you set up your workspace, you can publish Power BI Reports. First, make your report in Power BI Desktop. Save your work. Then publish the report to your workspace in Microsoft Fabric.
Follow these steps to publish your report:
Open Power BI Desktop and finish your report.
Click "Publish" in the toolbar.
Pick the right workspace from the list.
Wait for the upload to finish. You will see a message when it is done.
When you publish, your report is ready to put in SharePoint. Always use the secure embed method, not "Publish to Web." Secure embedding keeps your data safe and uses row-level security. This way, you can share reports in SharePoint without giving everyone a Power BI account.
Embed in SharePoint
Get Embed Link
You need to get the right link before you can show Power BI Reports in SharePoint. Start by publishing your report to the Power BI service. Open the report in your browser. Go to the File menu. Under "Embed report," choose "Embed in SharePoint Online." The system will give you a special link. Copy this link. This link is safe and works only for people with the right permissions.
Here is a simple step-by-step guide:
Publish your Power BI report to the Power BI service.
Log in to the Power BI service and open your report.
Click on the File menu.
Select "Embed report" and then "Embed in SharePoint Online."
Copy the embed link that appears.
Tip: Always use the "Embed in SharePoint Online" link. Do not use "Publish to web." The SharePoint link keeps your data secure.
Add Power BI Web Part
Now you can add your report to a SharePoint Modern Page. Go to your SharePoint site and find the page where you want to show the report. If you need a new page, create one. Click "Edit" at the top right to start editing.
Follow these steps to add the Power BI web part:
Open the SharePoint page you want to use.
Click "Edit" to enter edit mode.
Click the "+" button to add a new web part.
Search for "Power BI" in the web part toolbox.
Select the Power BI web part and add it to your page.
Click "Add report" in the web part.
Paste the embed link you copied from the Power BI service.
If your report has more than one page, pick the page you want to show.
Save or publish the page to make the report visible.
Note: You must have permission to edit the SharePoint page. If you do not see the Power BI web part, check if your site uses Modern Pages.
Adjust Display
You can change how your Power BI Reports look in SharePoint. The Power BI web part lets you adjust settings to fit your needs. You can show or hide the navigation pane. You can also show or hide the filter pane. Pick the aspect ratio that works best, like 16:9 or 4:3. These settings help your report look good on any device.
When you adjust these options, you help users focus on the most important data. You also make the report easier to use. Always preview your SharePoint page before you publish. Check that the report looks right and works well on computers, tablets, and phones.
Tip: Try different settings for navigation and filters. See which setup helps your team the most. A clean layout makes it easier for users to find answers.
If you see problems with how the report displays, try these steps:
Make sure you are signed in to both SharePoint and Power BI.
Re-add the Power BI web part if needed.
Check your browser settings for third-party cookies.
Look at Microsoft’s Service Health dashboard for any known issues.
By following these steps, you can embed Power BI Reports in SharePoint and give your team real-time insights in a tool they already use.
Manage Access
Assign Permissions
You have to set permissions in Power BI and SharePoint. This controls who can see or change your embedded reports. In Power BI, you give users or groups different workspace roles. These roles are Admin, Member, Contributor, and Viewer. Each role lets people do different things. Admins control the workspace and set permissions. Members can change and share things. Contributors can make and edit things but cannot share. Viewers can only look at and use reports.
To give these roles, go to your workspace settings. Pick the right role for each person or group. For more control, use Row-Level Security (RLS). RLS lets you show different data to different users. You set up RLS in Power BI Desktop by making roles and rules. When you publish the report, these rules work right away.
In SharePoint, you set who can see the site using sharing options. Only people with access to both SharePoint and the Power BI workspace can see the embedded report. You can share the SharePoint page with people or groups. Always check that users have the right permissions in both places.
Tip:
Secure Access
You must follow security rules to keep your data safe. Always make users sign in before they see embedded Power BI Reports. Do not let anyone see reports without signing in. Authentication makes sure only allowed users see your data.
Row-Level Security works with embedded reports. It controls what data each user can see. Host your SharePoint site on HTTPS to keep data safe when sending it. Make sure users use supported browsers and SharePoint Modern Pages for the best results.
Check permissions often. Remove access for people who do not need it anymore. Teach your team about basic security. Only give users the access they really need.
Note: Sensitivity labels and data loss prevention policies in Power BI help keep your data safe even when reports are in SharePoint.
Limitations and Tips
Licensing Limits
It is important to know the licensing rules before you put Power BI reports in SharePoint. Free Power BI users can only see embedded reports if you use a Premium Capacity workspace. If you use a Pro workspace, free users will get a message to start a Pro trial. After 60 days, they cannot see the reports unless they upgrade. Premium Per User licenses do not let free users see embedded reports. Only Premium Capacity (P SKU) lets free users view reports in SharePoint. Embedded capacities like EM SKU do not work for free users unless they have a Pro license.
Note: Use Premium Capacity if you want everyone, even free users, to see reports in SharePoint.
Performance
You want your reports to load quickly and work well for everyone. Slow reports can make people upset. Many things can slow down Power BI reports, like big datasets, too many visuals, or hard calculations. Here are some ways to make reports faster:
Put fewer visuals on each report page. Too many visuals slow things down.
Use native visuals instead of custom ones when you can.
Save reports with filters and bookmarks already set. This helps them open faster.
Give only 'View' permissions if users do not need to edit. This helps reports run better.
Set data refreshes for times when fewer people are working.
Use incremental refresh to update only new data, not everything.
Keep your data sources, gateways, and Power BI capacity in the same region to lower delays.
Watch report speed with tools like Performance Analyzer in Power BI Desktop.
Try your embedded reports on different browsers and devices to make sure they work well.
Tip: Keep your data model simple and neat. Take out columns and tables you do not use. This makes reports faster and easier for everyone.
If you follow these tips, your team will have a better time using Power BI reports in SharePoint.
You can put Power BI Reports in SharePoint in a few steps. Make sure you have the right permissions first. Use the correct embed link for your report. Change the display settings so your team can see the data easily. Safe habits help keep your information protected. Try adding Power BI Reports to your SharePoint pages. You can also try new things like AI insights or using Teams together. This way, everyone can use real-time data to make better choices.
FAQ
How do you update a Power BI report after embedding it in SharePoint?
You only need to republish your updated report to the same workspace in Power BI. SharePoint will show the latest version automatically. You do not need to change the embed link.
Can you embed multiple Power BI reports on one SharePoint page?
Yes, you can add several Power BI web parts to a single SharePoint Modern Page. Each web part can display a different report. This helps you show more data in one place.
Why do some users see a permission error when viewing the embedded report?
Users must have access to both the Power BI workspace and the SharePoint site. If they see an error, check their permissions in both places. Make sure they have the right license as well.
Does the embedded report update with new data automatically?
Yes. When your dataset refreshes in Power BI, the embedded report in SharePoint shows the new data. You do not need to update the SharePoint page.
What should you do if the Power BI web part does not appear in SharePoint?
Make sure you use a Modern Page. Classic Pages do not support the Power BI web part. If you still do not see it, check your SharePoint permissions or ask your admin for help.