How to Get Embed Link from Power BI

Getting a report out of Power BI and into the applications your team uses every day is one of the most powerful things you can do with the platform. Instead of forcing people to log into another service, you can bring data directly into their workflow. This guide will walk you through the different ways to get an embed link from Power BI, explaining when and how to use each method for sharing your insights securely and effectively.

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Why Bother Embedding Power BI Reports?

Before diving into the "how," let's quickly cover the "why." Embedding isn't just about making a report look nice on a webpage, it’s about making data actionable and accessible. When you embed a report, you place a live, interactive version of it directly within platforms like SharePoint, Microsoft Teams, a private company portal, or even a public website.

This approach has a few major benefits:

• Meets users where they are: People are more likely to engage with data when it's part of their regular tools. Embedding a sales report in a Teams channel for the sales team removes the friction of having to open a separate app.
• Provides context: A report embedded on a SharePoint project page provides immediate, relevant context for the project's performance. The data lives alongside the other project information, not in a silo.
• Encourages data-driven decisions: By making key metrics constantly visible, you foster a culture where decisions are grounded in real-time information rather than guesswork or outdated spreadsheets.

Essentially, embedding turns your reports from a destination into a seamless part of your organization's digital environment.

Understanding the Two Main Ways to Embed from Power BI

Power BI offers two fundamentally different methods for embedding, and choosing the right one is crucial for security and a good user experience. The primary difference comes down to one question: Who is the audience?

1. Publish to Web (Public)

This method is for sharing your report with the general public. When you use "Publish to web," Power BI generates a public link and an iframe embed code that anyone on the internet can access without needing to authenticate or have a Power BI license.

• Best for: Public data dashboards, embedding charts in blog posts, or sharing visualizations with a wide, anonymous audience. Think government data, non-profit dashboards, or market research reports.
• Security Warning: This is the most important thing to remember. Once you publish a report to the web, the data should be considered public. Anyone with the link can view it, and search engines could potentially index it. Never use this method for confidential or sensitive company data.

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2. Secure Embed (Website or Portal)

This is the method you'll use for sharing reports internally, within your organization. It generates an embed code that requires viewers to sign in with their Microsoft work account. All existing permissions and row-level security (RLS) policies are honored, ensuring that users can only see the data they are authorized to see.

• Best for: Company intranets, SharePoint sites, Microsoft Teams, and secure internal applications where you need to share sensitive business data with specific colleagues.
• Requirements: To view a securely embedded report, users must have a Power BI Pro or Premium Per User (PPU) license and have been granted permission to access the report in the Power BI service.

Choosing the right option from the start prevents accidental data leaks and ensures the right people have access.

How to "Publish to Web" for Public Reports (Step-by-Step)

If you've confirmed your report contains no sensitive information and is intended for a public audience, follow these steps to generate a public embed code.

Step 1: Open Your Report in the Power BI Service

First, log in to your Power BI account at app.powerbi.com. Navigate to the workspace containing your report and open it.

Step 2: Navigate to the Embed Option

With the report open, go to the top menu and click File > Embed report > Publish to web (public).

Step 3: Acknowledge the Security Warning

Power BI will display a prominent warning reminding you that you're about to make the report public. Read this carefully. This is your final chance to make sure you're not about to expose confidential data. If you are certain the data is safe to share publicly, click "Create embed code."

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Step 4: Publish and Copy the Code

After confirming, another dialog will appear. Click "Publish." Power BI will now generate the public links.

You’ll be presented with two options:

• A direct link: This is a simple URL that you can send to anyone. When they click it, they’ll see the report on a simple, full-screen webpage hosted by Microsoft.
• An iframe HTML snippet: This is the code you will use to embed the report directly into a website or blog. It typically starts with <iframe...>. Copy this code.

Step 5: Manage Your Embed Codes

Once created, you don’t have to generate a new code every time. You can manage all your existing public embed codes by going to Settings (the gear icon) > Admin portal > Embed codes. Here, you can see all publicly published reports and delete any embed codes you no longer want to be active, instantly revoking access.

How to Use "Secure Embed" for Internal Sharing (Step-by-Step)

For almost all business reports, this is the method you'll want to use. It keeps your data secure while making it accessible to authenticated colleagues.

Step 1: Open Your Report in the Power BI Service

Just like before, head to app.powerbi.com, navigate to your workspace, and open the desired report.

Step 2: Select the Appropriate Secure Embed Option

This time, when you go to File > Embed report, you have two primary secure options:

• SharePoint Online: Choose this if your goal is to embed the report on a SharePoint site. It generates a clean URL specifically designed to work with the Power BI web part in SharePoint.
• Website or portal: This is the more general-purpose option for embedding in other secure locations, like a company intranet, internal web app, or any other site where users will be logged in. It provides a standard iframe embed code.

Step 3: Copy an Embed Code

Clicking either option will bring up a dialog box containing the link or iframe code. Copy the provided code for use in your target application.

There's a key difference here from the public method: the code you just copied only grants access to the visual frame of the report. The data itself is still protected.

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Step 4: Ensure Users Have Permissions and Licenses

This is the most critical step for secure embedding and the source of most common issues. For a user to successfully see the embedded report, they must meet two conditions:

1. Report Permissions: They must have permission to view the report itself. You grant this the same way you normally would: by sharing the report with them directly or by giving them access to the workspace (as a Viewer, for example).
2. Power BI License: They must have an active Power BI Pro or Premium Per User (PPU) license assigned to their work account. If they have a free license, they will see an error message asking them to upgrade. (The exception is if the report is hosted in a workspace with Power BI Premium capacity, which allows free licensed users to view content.)

If a user reports seeing an error or a blank space where the report should be, it’s almost always a problem with one of these two requirements.

Putting It All Together: Common Embedding Scenarios

Let's look at how to use these links in practice.

Embedding in SharePoint Online

1. On your SharePoint page, enter edit mode and add a new web part. Search for and select the "Power BI" web part.
2. Click "Add report."
3. In the Power BI pane that opens on the right, paste the link you copied from the "SharePoint Online" embed option.
4. The report will instantly appear on the page. You can configure settings like which page of the report to show by default.

Embedding in Microsoft Teams

1. In your desired Team channel, click the "+" icon at the top to add a new tab.
2. Search for and select the "Power BI" app.
3. The app will allow you to browse all the Power BI workspaces you have access to. Navigate to your report and select it.
4. Click "Save," and a new tab containing your interactive report will be added to the channel. This makes it a central, collaborative resource for the team.

Embedding in a Website (e.g., WordPress Blog)

This process relies on the iframe code mentioned earlier. Let's assume you're embedding a public report in a blog post.

1. Copy the iframe code from the "Publish to web (public)" option.
2. In your WordPress editor (or other content management system), add a new "Custom HTML" block.
3. Paste the <iframe...> code directly into this block.
4. Preview or publish your post, and the live Power BI report will appear right within your content. For internal portals, you'd follow a similar process using the secure iframe code.

Final Thoughts

By understanding the difference between public and secure embedding, you can confidently share your Power BI reports exactly where they're needed most. "Publish to web" is a fantastic tool for open data, but the "Website or portal" option is your go-to for securely integrating crucial business intelligence into the daily fabric of your organization.

Moving from manual reporting in spreadsheets to live, embedded dashboards is a massive leap forward. At Graphed, we’ve focused on speeding up this entire process. Instead of spending hours in a BI tool, you can connect your data sources and simply ask for the dashboards you need in plain English. We turn hours of complex analysis into a 30-second conversation, letting you build and share real-time reports instantly, so you can spend less time building and more time acting on the insights.