Embedding Power BI in SharePoint and Teams

Embedding Power BI in SharePoint and Teams – Detailed Step-by-Step Guide

Embedding Power BI reports in SharePoint Online and Microsoft Teams allows users to interact with reports directly within these platforms. Below is a comprehensive guide on how to embed Power BI in both SharePoint and Teams, covering all essential steps.

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Embedding Power BI in SharePoint Online

Power BI provides an out-of-the-box web part for embedding reports into SharePoint Online. Here’s how you can do it.

Prerequisites

1. Power BI Pro License – Required for both the report publisher and viewers (unless using a Premium capacity workspace).
2. SharePoint Online – Ensure your organization has access.
3. Report Access – Users must have access to the Power BI report in the Power BI service.

Steps to Embed Power BI Report in SharePoint

Step 1: Publish the Report in Power BI Service

1. Go to Power BI Service.
2. Open Power BI Desktop, create your report, and save it.
3. Click on File → Publish → Publish to Power BI Service.
4. Choose a Workspace and publish the report.
5. After publishing, go to Power BI Service and navigate to your workspace.

Step 2: Get the Embed Link for SharePoint

1. Open the report in Power BI Service.
2. Click on File → Embed report → SharePoint Online.
3. Copy the embed URL.

Step 3: Add the Power BI Web Part in SharePoint

1. Open SharePoint Online and go to the site/page where you want to embed the report.
2. Click Edit Page (top-right corner).
3. Click the ‘+’ (Add Web Part) icon.
4. Search for Power BI and select the Power BI web part.
5. Click Add Report.
6. Paste the Power BI embed URL (from Step 2).
7. Click Apply to preview the report.

Step 4: Adjust Report Settings

1. Page Size – Set an appropriate display size.
2. Filters – Apply filters as needed.
3. Interactivity – Allow interactions if required.

Step 5: Grant Permissions

1. Ensure that all users accessing SharePoint have permissions to view the report.
2. In Power BI Service, go to Workspace → Report → Manage Permissions.
3. Add users or groups with View access.

Step 6: Save and Publish the SharePoint Page

1. Click Publish or Save as Draft.
2. Users can now view and interact with the embedded Power BI report.

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Embedding Power BI in Microsoft Teams

Microsoft Teams provides direct integration with Power BI, making it easy to embed reports for collaboration.

Prerequisites

• Power BI Pro License (or Premium Capacity).
• Microsoft Teams access.
• Power BI report permissions granted to Teams users.

Steps to Embed Power BI Report in Microsoft Teams

Step 1: Publish the Report in Power BI

1. Open Power BI Desktop and create your report.
2. Click File → Publish → Publish to Power BI Service.
3. Select the appropriate Workspace and upload the report.

Step 2: Get the Power BI App in Teams

1. Open Microsoft Teams.
2. Click on Apps in the left menu.
3. Search for Power BI and install it.

Step 3: Add Power BI Report to a Team Channel

1. Go to the Teams tab.
2. Select the team and channel where you want to embed the report.
3. Click + (Add a Tab) at the top of the channel.
4. Search for Power BI and select it.
5. Choose the Power BI workspace and report.
6. Click Save to embed the report.

Step 4: Adjust Permissions

1. In Power BI Service, go to Manage Permissions.
2. Add Teams members with the necessary access.

Step 5: Share the Report in Teams Chat

1. Open the Power BI report.
2. Click Share → Copy Link.
3. Paste the link in a Teams chat or post.

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Additional Considerations

Power BI Report Permissions

• Only users with view access can see embedded reports.
• Sharing via SharePoint/Teams does NOT grant access – permissions must be assigned in Power BI.

Power BI Free vs Pro vs Premium

Feature	Free	Pro	Premium
Embed in SharePoint	❌	✅	✅
Embed in Teams	❌	✅	✅
Share with external users	❌	❌	✅
Requires individual license	❌	✅	❌ (for users in Premium capacity)

Troubleshooting Issues

Issue	Solution
Report not loading in SharePoint	Ensure users have view access in Power BI
Teams users see an error	Verify Power BI app is installed in Teams
Embed link not working	Use SharePoint Online embed link, not public embed
Reports show blank in SharePoint	Set Data Permissions correctly

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Conclusion

By embedding Power BI in SharePoint Online and Teams, organizations can improve data accessibility and collaboration. Following the step-by-step guide ensures a smooth setup, allowing users to interact with reports directly from their preferred workspaces. 🚀