Sebastián Barbosa O./October 12, 2022 /Power Platform/Power BI/ 5 min read

Power BI: A real powerful collaboration

Keep this entry for future references

The number of organizations shifting to efficient business solutions keeps increasing, especially when remote work is in the spotlight. Either for in-office or fully remote positions, seamless integration between apps will undoubtedly facilitate collaboration and productivity. However, since remote work is here to stay and rise, according to a Forbes report, it makes companies rely even more on integrated apps like SharePoint, Microsoft Teams, Outlook, and Office to face the difficulties of working across teams and apps separately. And that’s exactly what Power BI collaboration meets while bringing:

Easily and safely shared content

Workflow improvement with real-time information

Quick task management across apps

Communication within a single place

Besides the mentioned perks above, Microsoft Power BI has demonstrated how capable and valuable its solutions can be for any enterprise. And more specifically, Power BI collaboration is a game-changer in today’s data-driven world. As an industry-leading data solution, every business, individual, and team can benefit from Power BI’s reporting and analytics capabilities while seamlessly integrating with other applications.

Image taken from Microsoft

However, working on every app simultaneously and individually might take longer in order to accomplish every task, follow-up, and performance to deliver outstanding results. That’s why Power BI collaboration jumps in to drive an improved data culture for everyone, for every decision, and at any scale. Power BI provides integrated experiences that bring reporting, data analysis, metrics tracking, and complete visualization into every place:

Image taken from Microsoft

Power BI & SharePoint collaboration

With SharePoint integration, employees can take Power BI reports and deploy them right inside SharePoint along with other users. Additionally, Microsoft has delivered recent improvements to elevate the user experience and facilitate peer collaboration in real-time, such as:

  • Enabling the Power BI report action bar
  • Cross-reporting drill-through within the same page
  • Document library metadata visualization

In order to embed a Power BI report web part in SharePoint Online, Modern Pages is required and:

  • Users must sign into the Power BI service to activate the Power BI license to consume an embedded report.
  • Users must have a Power BI Pro or Premium Per User (PPU) license, except for reports hosted in a Power BI Premium capacity (EM or P SKU). If this is the case, the user just needs a free Power BI license to visualize reports embedded in SharePoint Online.

To use this helpful feature, you just need to follow the next quick steps:

  1. Publish your Power BI report on your Power BI account
  2. Copy the report URL
  3. Add the Power BI web part to your SharePoint page
  4. Paste the report URL when prompted
  5. Save and publish your page, and you’re all done!

Power BI & Teams integration

With Power BI reporting in Teams, users will be able to drive activity and action while keeping data and insights just one click away. However, it’s important to remember that embedding a report in Teams or sharing a link to an item doesn’t allow users to view the report automatically. To do so, you need to give the user permission to view the report in Power BI — it’ll be simpler to grant access to reports in a single workspace with a Microsoft 365 Group for your team.

You must verify that you meet the following requirements to install the Power BI app in Teams:

  • Enable the Power BI app in the Teams Admin center apps list.
  • Sign in within the Power BI service or the Power BI app for Teams to activate your Power BI license.

Likewise, users with a Power BI free license and a Power BI Pro or PPU license will be able to:

Power BI free license

  • Access personal analytics and the built-in Teams analytics report.
  • Create reports in their My workspace.
  • Access shared content from a workspace part of a Power BI Premium capacity (P SKU).

Power BI Pro or PPU license

  • Share content with others.
  • Build content in workspaces.

To use this helpful feature, you just need to follow the next quick steps:

  1. In Teams, click on (…) “More added apps” in the left navigation bar
  2. Search for Power BI and select it, and that’s all!

If you’d like to keep the app pinned available in Teams’ navigation pane, just right-click the Power BI icon and select Pin:

Power BI in Outlook and Office

With Power BI Outlook and Office integration, users will leverage the same highly interactive and comprehensive features they experience in Teams. When users write or reply to emails, they’ll also get the messaging extension, enabling them to answer questions with rich cards quickly.

Also, users can easily find and share data when replying to emails thanks to a built-in search and recently viewed items experience.

Image taken from Microsoft

The Power BI integration in Outlook and Office is currently available as a public preview. If you have the Power BI app installed in Teams, it’ll also be installed and updated in Office and Outlook from a single unified Office store. In order to participate in the preview, you must be in Office Insiders Beta Channel for Windows experiences and in Microsoft 365 First Release for web experiences.

As you can see, integrating Power BI into your everyday apps at work is easier than expected —and easily available for almost any user. Microsoft simplifies collaboration with the leading data platform so your organization can experience smoother productivity with easy-to-share high-quality reports. That way, your team collaboration will run faster no matter where you and your colleagues are.

The images on this blog post were taken from Microsoft Learn for illustrative purposes.

Thank you.

Power BI: A real powerful collaboration 12

I hope this blog has helped you understand the many benefits of Power BI collaboration and how it can elevate your everyday productivity.

Sebastián Barbosa O.

Read more blog entries by Sebastián Barbosa O.

Read more: Power Platform | Power BI

It's time to manage your time more proactively with Power BI collaboration. Are you ready?