How to See All Workspaces in Power BI

Trying to get a complete list of all your Power BI workspaces is a common challenge, especially in an organization with dozens of departments and projects. This article breaks down several clear methods for viewing your workspaces, from the simple navigation panel for everyday users to the admin portal and PowerShell for a full, tenant-wide picture.

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Understanding Power BI Workspaces

Before we dive into the "how," let's quickly cover the "what." A Power BI workspace is a shared, collaborative environment where you and your colleagues can create and manage a collection of dashboards, reports, datasets, and dataflows. Think of it as a shared folder or project space specifically designed for business intelligence.

What is "My workspace"?

"My workspace" is your personal sandbox. It’s a private area where you can create content for yourself. While you can share dashboards and reports from here, it’s best practice to use it for personal analysis or as a staging area before moving finished reports to a collaborative workspace. For team-based projects, always use a shared workspace.

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Classic vs. Modern ("New") Workspaces

You might hear about "Classic" and "New" (or Modern) workspaces. The new workspace experience is now the standard, and for good reason. Unlike classic workspaces, which were automatically tied to a Microsoft 365 Group, new workspaces are more flexible and provide more granular control.

You might hear about "Classic" and "New" (or Modern) workspaces. The new workspace experience is now the standard, and for good reason. Unlike classic workspaces, which were automatically tied to a Microsoft 365 Group, new workspaces are more flexible and provide more granular control.

Key advantages of new workspaces include:

• No Automatic M365 Group: They don't clutter your organization with unnecessary Microsoft 365 groups.
• Granular Roles: You have more defined roles (Admin, Member, Contributor, and Viewer) to control who can do what with the content.
• Easier Management: Everything is managed directly within Power BI, simplifying permission control and administration.

Unless you're maintaining a legacy setup, you should be using the new workspace experience for all your collaborative projects.

Method 1: Find Workspaces in the Power BI Service UI

For most users, finding workspaces you have access to is straightforward and can be done right from the main Power BI Service screen. This method shows every workspace where you have been assigned a role.

Step-by-Step Instructions:

1. Navigate and log in to the Power BI Service at app.powerbi.com.
2. On the far left, you'll see a navigation pane. Click the Workspaces icon (it looks like a group of people).
3. A flyout menu will appear, listing all the workspaces you are a member of. Your "My workspace" will always be at the top.

Searching and Pinning Your Workspaces

If you belong to many workspaces, that flyout list can get long and difficult to scan. Power BI includes a couple of features to make this easier:

• Search Bar: At the top of the flyout menu, there's a search bar. Simply start typing the name of the workspace to quickly filter the list.
• Pinning: For workspaces you access daily, use the pinning feature. Hover over a workspace name and click the pin icon that appears. This will move the workspace to a "Pinned" section at the top of your list for quick access. This is incredibly helpful for staying organized.

Method 2: Use the Power BI Admin Portal (for Admins)

What if you're an admin and need to see all workspaces across the entire organization, including those you aren't a member of? This is where the Power BI Admin Portal comes in. This view is essential for governance, auditing, and managing orphaned content.

Note: You must have a Power BI Administrator, Power Platform Administrator, or Microsoft 365 Global Administrator role to access the Admin Portal.

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How to Access the Admin Portal Workspaces View:

1. Log in to the Power BI Service.
2. Click the Settings gear icon in the upper-right corner of the screen.
3. From the dropdown menu, select Admin portal.
4. In the Admin portal's navigation pane, click on Workspaces.

Here, you'll see a searchable, sortable list of every single workspace in your tenant. The table provides critical information, including:

• Name: The name of the workspace.
• Description: The workspace description, if provided.
• State: The current status (e.g., Active, Deleted, Orphaned).
• Admins: The listed administrators for the workspace.
• Capacity: The Power BI Premium or Fabric capacity the workspace is assigned to.

You can even export this entire list to a .csv file by clicking the "Export" button. This is useful for offline auditing, tracking workspace sprawl, or creating internal documentation.

Method 3: Go Advanced with PowerShell

For those who need to automate reporting, perform bulk actions, or conduct advanced auditing, PowerShell is the most powerful tool for the job. Using the Power BI Management module, you can programmatically retrieve a list of all workspaces and their details.

Getting Started with PowerShell for Power BI

Before you run any commands, you need to install the necessary module and connect to your account.

1. Install the Module: Open PowerShell as an administrator and run the following command. If it's already installed, this will update it to the latest version.

Install-Module -Name MicrosoftPowerBIMgmt -Force

1. Connect to Power BI: Next, run this command to sign in to your Power BI account. A login window will pop up for you to enter your credentials.

Connect-PowerBIServiceAccount

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Command to See All Workspaces

To get a list of every workspace in your tenant, use the Get-PowerBIWorkspace cmdlet with the -Scope Organization parameter. You must be signed in as a Power BI admin for this to work.

Get-PowerBIWorkspace -Scope Organization -All

Let's break that down:

• Get-PowerBIWorkspace: This is the core command that retrieves workspace information.
• -Scope Organization: This tells the command to fetch all workspaces from the entire tenant, not just the ones you are a member of.
• -All: This ensures the command returns all workspaces, automatically handling any pagination if you have more than 100 workspaces (the default limit).

To make this information even more useful, you can pipe the output directly to a CSV file:

Get-PowerBIWorkspace -Scope Organization -All | Export-Csv -Path "C:\Reports\PowerBI_AllWorkspaces.csv" -NoTypeInformation

This single line of code will generate a complete CSV report of your workspaces that you can open in Excel for deeper analysis.

Best Practices for Workspace Management

Seeing your workspaces is just the first step. Proper management is what keeps your Power BI environment clean, secure, and user-friendly.

• Adopt a Naming Convention: Make life easier for everyone by using a consistent naming structure. A common format is [Department] - [Project] - [Content Type], such as "Sales - Q4 Pipeline Analysis - Reports."
• Manage Roles with Care: Use the principle of least privilege. Not everyone needs to be an Admin or Member. Most end-users who just need to view reports should have the "Viewer" role, while colleagues creating content can be "Contributors."
• Conduct Regular Audits: Use the Admin Portal or a PowerShell script to periodically review your workspaces. Look for orphaned workspaces (where admins have left the company) or inactive ones that can be archived.
• Keep "My workspace" Personal: Encourage your team to use "My workspace" for development and personal drafts. Once a report is finalized and ready for others, it should be published to a designated shared workspace.

Final Thoughts

From the user-friendly navigation panel to the powerful admin tools and automated PowerShell scripts, there are multiple ways to get a complete view of all your Power BI workspaces. Choosing the right method depends on your role and what you need to accomplish, but with these techniques, you'll have full visibility into your organization's Power BI environment.

Managing reports across dozens of different tools and platforms is precisely the kind of tedious, manual work that slows teams down. That’s why we built Graphed. We connect directly to your disparate data sources. Instead of wrestling with complex interfaces like Power BI, our platform lets you build reports and dashboards using simple, conversational language, giving you back the time to focus on strategy, not just report building.