How to Subscribe to a Report in Microsoft Power BI

By signing up, you can have every report you need to start your day in your inbox.

Microsoft Power BI logo displayed with Apple Pencil on iPad Pro tablet screen.
Image: vladim_ka/Adobe Stock

Reports in Microsoft Power BI are rarely static. Rather, they are updated periodically as others update the underlying data. You can view the report online at any time, but there’s an easier way to see the most up-to-date data: subscribe. For example, you might want to see yesterday’s sales report first thing in the morning. After subscribing, you can view this report in an email with your first cup of coffee.

SEE: Google Workspace vs. Microsoft 365: A Parallel Analysis with Checklist (TechRepublic Premium)

In this tutorial, I’ll show you how to subscribe to a report in Power BI. This will be of interest to reporters and end users. I’m using Microsoft Power BI on a Windows 10 64-bit system. You can subscribe to any published report that you have access to.

How to subscribe to a report in Power BI

Typically, the designer will send you a link after they publish a report that is important to you. You can use the link to access the report as often as you like. However, subscribing to the report can be a good choice if you want to regularly check up-to-date reports.

If you decide to subscribe to a report, do the following:

1. View the published report online or using the Power BI service.

2. Look for Subscribe in the top menu. If you don’t see it, click the three-dot icon (Figure A).

Read  How To Perform Common Tasks in Windows Command Prompt

Figure A

On the published report, click Subscribe.
On the published report, click Subscribe.

3. In the dialog box that appears, click Add New Subscription. Power BI should recognize you and enter the correct email address. You can add other people in your organization at this time.

4. Page 1 is the default subscription name. You can change this to a more descriptive name, which is useful when managing multiple subscriptions. Then enter the subject text (Figure B).

Figure B

Enter a subject for the email.
Enter a subject for the email.

5. If necessary, enter a message. If you’re only subscribing for yourself, this probably isn’t necessary.

6. Navigate down until you find the Frequency control, which defaults to Daily. However, you can change this setting.

7. Adjust the time setting. In this case, you want to see the updated report every morning at 8:00 (Figure C).

Figure C

Enter how often you would like to receive the report.
Enter how often you would like to receive the report.

8. The start date is the current date by default, but you can change it. If necessary, you can also set an end date.

9. The last three options (Figure D) determine what items the email contains and whether you can access the actual report from within Power BI. If you’re sending the report to others, it might be a good idea to turn off the first two options.

Figure D

Specify how recipients can view and/or access the actual report.
Specify how recipients can view and/or access the actual report.

10. Click Save & Close.

At this point you are set. However, there are a few things that need clarification:

  • In step 6, you selected Daily. This setting determines how often you receive a copy of the report in your inbox. The first option is “After data update (once a day)”. If you select this option, Power BI sends you a copy of the report when it refreshes, rather than on a specific day and time. However, the report is only sent once a day after it is first updated, even if the report is updated later that same day.
  • To test the subscription, click Run Now (Figure B). This allows you to run the subscription immediately to test the settings.
  • The email contains a preview and/or links to the published report (Figure E). The options you selected in step 9 determine access for the recipient.
Read  How to Restart an iPhone 14

Figure E

The email includes ways to view the report.
The email includes ways to view the report.
  • Each report can have multiple subscriptions.
  • To manage subscriptions, return to the published report, click Subscriptions, and click the Manage All Subscriptions link at the bottom of the first dialog box. This will display all subscriptions (Figure F), which you can then update as needed.

Figure F

You can change subscriptions.
You can change subscriptions.

Power BI subscriptions are a great way to get regularly updated reports or send those updated reports to others who need them. End users can set subscriptions for themselves. End users cannot manage other end users’ subscriptions, but you as the report designer can manage them all.

Leave a Comment

Your email address will not be published. Required fields are marked *