How do I email a Power BI report as a PDF?

Email a Power BI report as a PDF: In the realm of business intelligence, Microsoft Power BI stands out as a powerhouse, enabling users to create insightful reports and visualizations. Sharing these reports with stakeholders is a crucial aspect of the decision-making process. In this blog post, we will delve into the process of emailing a Power BI report as a PDF, providing a step-by-step guide, external resources, and addressing frequently asked questions to empower users in effectively disseminating valuable insights.

Emailing a Power BI Report as a PDF:

1. Design Your Power BI Report:

  • Before emailing a report, ensure your Power BI report is designed and configured with the necessary visuals and data.

2. Install and Configure Power BI Desktop:

  • If you haven’t already, install Power BI Desktop, the desktop application for designing and creating Power BI reports. Configure it to connect to your data sources.

3. Publish the Report to Power BI Service:

  • Publish your Power BI report to the Power BI Service, Microsoft’s cloud-based platform for sharing and collaborating on Power BI content.

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4. Navigate to the Power BI Service:

  • Access the Power BI Service and locate the report you want to share. Ensure the report is in a workspace accessible to the intended recipients.

5. Export the Report as a PDF:

  • Open the report in the Power BI Service and use the export functionality to save the report as a PDF. This can be done by selecting “File” and then “Export” in the Power BI Service.

6. Compose an Email:

  • Open your email client and compose a new email. Attach the exported PDF file to the email.

7. Send the Email:

  • Address the email to the intended recipients and send the email with the attached Power BI report as a PDF.

External Resources for In-Depth Understanding:

  1. Power BI Documentation – Export Reports: Explore the official Power BI documentation for detailed information on exporting reports, including exporting to PDF, from the Power BI Service.
  2. Power BI Community Forum – Sharing and Collaborating: Engage with the Power BI community on the official forum dedicated to sharing and collaborating. Seek advice, share experiences, and stay updated on the latest discussions related to emailing Power BI reports.

FAQs: Emailing a Power BI Report as a PDF

1. Can I schedule automatic email delivery of Power BI reports?

  • Yes, Power BI Service offers the ability to schedule automatic email delivery of reports. Learn more about scheduling and subscriptions in the official documentation.

2. What should I consider when emailing Power BI reports with sensitive data?

  • Exercise caution when sharing reports with sensitive data. Consider implementing row-level security in your Power BI model and restricting access to ensure data privacy.

3. Can recipients interact with the exported PDF like a live report?

  • The exported PDF is static and does not allow for interactive features like a live Power BI report. Recipients can view and analyze the data but won’t have the ability to interact with visuals.

4. Are there limitations to the size of the exported PDF file?

  • The size of the exported PDF file may be influenced by the complexity and size of your Power BI report. Be mindful of file size limitations, especially when sharing via email.

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5. Can I automate the process of emailing Power BI reports on a schedule?

  • Yes, you can automate the process of emailing Power BI reports by setting up subscriptions in the Power BI Service. This allows you to schedule and send reports automatically to specific recipients at predefined intervals.

6. Are there any security considerations when emailing Power BI reports externally?

  • When sharing Power BI reports externally, consider the sensitivity of the data. Power BI Service provides options to control access through sharing settings and embed codes. Ensure that external recipients have the appropriate permissions.

7. Can I include a cover letter or additional context when emailing a Power BI report as a PDF?

  • Yes, when composing the email, you can include a cover letter or additional context in the body of the email. This helps provide recipients with insights into the report and its significance.

8. What happens if a recipient does not have Power BI access?

  • Recipients do not need Power BI access to view the exported PDF. The PDF is a static snapshot of the report, allowing anyone with a PDF viewer to open and analyze the data without requiring a Power BI account.

9. Is there a limit to the number of recipients when emailing a Power BI report?

  • The number of recipients may be subject to email service provider limitations. It’s advisable to check the email service’s guidelines to ensure that the report can be successfully delivered to all intended recipients.

10. Can I password-protect the exported PDF for additional security?

  • Power BI itself does not provide a direct option to password-protect PDF exports. If additional security measures are required, consider using external tools or features provided by your email service to encrypt or password-protect attachments.

11. What should I do if the exported PDF is too large to send via email?

  • If the exported PDF is too large for email attachments, consider optimizing the report by reducing unnecessary visuals or compressing images within the Power BI report before exporting. Alternatively, explore options for sharing large files, such as cloud storage or file-sharing services.

12. Can I track if recipients have opened or viewed the emailed Power BI report?

  • Power BI itself does not provide built-in tracking for email opens or views. Consider using external email tracking tools or services if detailed tracking of recipient interactions is essential.


Emailing a Power BI report as a PDF is a straightforward process that enhances the accessibility of insights derived from your data. By following the outlined steps and exploring the external resources and FAQs provided, users can seamlessly share valuable reports with stakeholders, fostering a collaborative and informed decision-making environment. Whether you’re a seasoned Power BI user or just beginning your journey, mastering the art of emailing reports is a key skill in unlocking the full potential of Microsoft’s powerful business intelligence tool.