How to Create a report on a shared dataset in Power BI

Power BI empowers teams to work with shared datasets, fostering collaboration and consistency in reporting. In this guide, we will walk you through the process of creating a report on a shared dataset in Power BI, enabling you to harness the power of centralized data models for your business intelligence needs. Whether you’re a data analyst, business user, or IT professional, this step-by-step guide will help you get started.

The Benefits of Shared Datasets

Before we delve into creating a report on a shared dataset, let’s explore why shared datasets are advantageous:

  1. Consistency: Shared datasets ensure that everyone in your organization is working with the same data, reducing data discrepancies and errors.
  2. Collaboration: Teams can collaborate on a single dataset, enhancing efficiency and fostering a data-driven culture.
  3. Centralized Maintenance: Centralized datasets simplify data model maintenance, allowing updates and improvements to be made in one place.
  4. Security: Data access can be controlled, ensuring that sensitive information is only available to authorized users.
  5. Version Control: Changes to the dataset can be tracked, providing transparency and accountability.

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Creating a Report on a Shared Dataset

Let’s dive into the steps for creating a report on a shared dataset in Power BI:

Step 1: Access the Shared Dataset

  1. Open Power BI Desktop.
  2. Click on “File” and select “Open.”
  3. Choose “Power BI datasets” and enter the dataset’s URL or select a dataset from your organization.

Step 2: Create a New Report

  1. Once the dataset is open, click on the “Create report” option. This action will create a new report based on the shared dataset.

Step 3: Design Your Report

  1. The report canvas will appear, and you can start designing your report. Add visuals, tables, and charts by dragging and dropping fields from the shared dataset into the report canvas.
  2. Customize your visuals, apply filters, and add calculated measures as needed.

Step 4: Save and Publish Your Report

  1. After creating your report, click “File” and select “Save” to save the report file.
  2. Once saved, click “Publish” to upload the report to the Power BI Service.

Step 5: Share Your Report

  1. In the Power BI Service, open the report.
  2. Click “File” and select “Publish to web” to create a shareable link or embed code for your report.
  3. Share the link or embed code with the intended audience.

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Q1. Can I edit a shared dataset?

Shared datasets are typically created and maintained by data professionals or IT teams. If you need to make changes to a shared dataset, you should contact the dataset owner or administrator for assistance.

Q2. What is the difference between a shared dataset and a dataset in a Power BI file (.pbix)?

A shared dataset is stored in the Power BI Service and can be used by multiple reports and users. In contrast, a dataset in a .pbix file is self-contained and limited to the report in which it is created.

Q3. How can I ensure data security when sharing reports based on a shared dataset?

Access to reports is controlled through the Power BI Service, allowing you to specify who can view and interact with the reports. Ensure that only authorized users have access.

Q4. Can I connect to multiple shared datasets in a single report?

Yes, you can connect to multiple shared datasets in a single report to combine and analyze data from various sources.

Q5. Are there any limitations to sharing reports created from shared datasets?

There may be limitations depending on your Power BI licensing. Ensure that your licensing supports report sharing and collaboration features.

Q6. Can I set up automatic data refresh for reports using shared datasets?

Yes, you can configure automatic data refresh for reports based on shared datasets, ensuring that the data is up to date.


Creating a report on a shared dataset in Power BI is a strategic move for organizations seeking data consistency, collaboration, and streamlined data model maintenance. By following the steps outlined in this guide, you can harness the full potential of shared datasets for your business intelligence needs.

Now, it’s time to share insights, collaborate with your team, and make data-driven decisions with confidence. The centralized and consistent data provided by shared datasets will be a cornerstone of your data strategy.

External Links:

  1. Power BI – Shared Datasets
  2. Power BI Licensing Overview

Power BI’s shared datasets open the door to a world of collaborative data analysis. Start creating your reports on shared datasets today and unlock the true potential of your data.