How to publish and share your Power BI reports effectively

For further help and training material for Power BI Pro licence holders, see the information and guidance for report writers.

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From Power BI select 'Workspaces’ > ‘Create Workspace’.  


  • It is recommended that each workspace has a minimum of two administrators for continuity purposes
  • We recommend that you work with a test workspace (outside premium capacity) for drafting your reports and dashboards etcetera and consulting with colleagues before publishing your content to a production workspace (on premium capacity) for wider information sharing
  • See also How to share your data internally and How to collaborate on data and reports

Workspace names should follow the example: IT Services - Staff Training - PROD 

This standard form of workspace name has three parts:

  • A prefix based on the department / faculty
  • The subject area of the workspace
  • Optional suffix such as TEST or PROD to indicate variants of the workspace
  • Establish what datasets are available before creating your report to avoid duplicate versions getting out of sync
  • When creating a new dataset, you will need to decide whether its refresh is manual or automated
  • Check the list of available central administrative data already available through Power BI
  • To access any of this data for your reports or to add data to the data warehouse, contact the Data Reporting Architecture and Modelling (DRAM) team via 
  • Store report scripts in a shared area with version control so that you can revert to an earlier version if required
  • You can share reports, including visualisations of the data within them, easily in Power BI
  • A dashboard allows you to gather visualisations of data from different places within a report or from multiple reports into a single view

To share with other Power BI Pro licence holders simply share your workspace so that you can collaborate on datasets, reports and dashboards.

To share with Nexus365 users who do not have a Power BI Pro license you will need to use a premium capacity workspace.


  • To request a premium capacity workspace or move an existing shared workspace onto premium capacity you need to submit a Power BI Workspace service request
  • Once the workspace is assigned to the premium capacity, we recommend that you create an app (see Publish an app in Power BI - Power BI | Microsoft Docs) and then share or publish your information via a group. Using an app means that you can work on the draft report or dashboard directly in the workspace before publishing by updating the app
  • To request a group, submit a Create Nexus365 Team or Group service request, selecting the “Group only” option
  • You can manage group membership within MS Outlook, using the Groups, Manage Groups menu option
  • We recommend that you send a personal email to each new group member when you add them, as the automated welcome email does not state that the group is set up for using Power BI
  • Recipients of content shared via a workspace app can edit their view of the data and filter what they see, but they cannot access the underlying data

See also:

Submit a request for Power BI Permission to Publish to Web


  • Before publishing to the web you must ensure that this complies with the University’s Data Protection and Information Security policies, including completing a data privacy impact statement (DIPA) and implementing associated controls: 
  • Please contact the Data Compliance team if you have any questions, via email  or phone (01865 6) 16172
  • It is possible to Publish to Web from both shared and premium capacity workspaces
  • You can publish links to any reports created within your workspace
  • This will always open the latest version of the report, not a snapshot at the time of creating the link

Collaborate with other Power BI Pro licence holders at the University by creating a shared workspace.


  • Each shared workspace should have more than one administrator to cover for absence and to ensure the workspace is managed should the administrator leave the University or change roles
  • To assign a new administrator to an orphaned shared workspace, please submit a Power BI Workspace service request

  • As a shared workspace administrator you can manage access to your workspace and as a groups administrator you can manage access to the workspace app

  • To give a University colleague a Power BI Pro licence, or to remove or reallocate a licence, you need to submit a Power BI Pro Licence Management service request