How to View Power BI Dashboard
Viewing a Power BI dashboard is your gateway to understanding key business metrics at a glance. Whether a colleague shared a link with you or you’re diving into a workspace for the first time, accessing these visual summaries is straightforward. This guide will walk you through exactly how to view and interact with dashboards in the Power BI service online and on your mobile device, plus what to do if you’re having trouble finding what you need.
First, What Is a Power BI Dashboard Anyway?
Before we jump into the "how," it’s important to understand what a Power BI dashboard is and, more importantly, what it isn’t. People often use "dashboard" and "report" interchangeably, but in the Power BI world, they are two distinct things with different purposes.
A dashboard is a single-page canvas, often called a "single pane of glass," that provides a high-level, consolidated view of your most important metrics. Think of it as the cover of a magazine - it gives you the highlights to entice you to look deeper.
It's for monitoring the health of the business.
It's built from visuals, called "tiles," that can be "pinned" from one or more underlying reports.
Its goal is to provide a quick, at-a-glance summary.
A report, on the other hand, is much more detailed. It can have multiple pages filled with interactive charts, tables, and slicers designed for deep-dive analysis. If the dashboard is the magazine cover, the report is the full-length feature article you read once a headline grabs your attention.
It's for analysis and exploration.
It’s a multi-page, interactive experience designed to let you slice, dice, and filter data.
It’s based on a single dataset.
The relationship is simple: you monitor the dashboard, and when you see a metric that’s interesting or concerning, you click on its tile to drill through to the underlying report to find out why that number is what it is.
How to View Dashboards in the Power BI Service (Web)
The most common way to view a dashboard is through your web browser using the Power BI Service. This is the central hub for all your Power BI content.
Step 1: Sign in to the Power BI Service
First things first, you need to log in. Open your favorite web browser and navigate to https://app.powerbi.com.
You’ll be prompted to sign in with your work or school Microsoft account. A personal Microsoft account (like one for Outlook.com or Xbox) won't work here. If you can view a dashboard, you were likely given a specific Power BI license (like Pro or Premium Per User) by your organization to access shared content.
Step 2: Navigate to Your Dashboards
Once you’re logged in, you'll see the Power BI home screen. The key to finding anything is the navigation pane on the left-hand side. There are a few different places you can find shared dashboards.
Option A: The "Shared with me" SectionThis is the most common destination for people who are primarily viewers, not creators. When a colleague shares a dashboard directly with you, it appears here.
On the left navigation pane, click on Browse.
Inside the browse menu, select Shared with me.
You'll see a list of all reports, dashboards, and apps that have been shared with your account. You can use the search bar or filter by content type (click the "Dashboards" filter) to find what you're looking for.
Option B: In a WorkspaceIf you are part of a team or project, dashboards are often organized within "Workspaces." A workspace is like a collaborative folder for a group of people.
On the left navigation pane, click on Workspaces.
Select the name of the workspace that contains the dashboard (e.g., "Marketing Team" or "Q3 Sales Performance").
Once inside, you'll see a clean list of all content in that workspace. Dashboards have a distinct icon that looks like a gauge or speedometer. Click the name of the dashboard to open it.
Quick Tip: Use the "Recent" and "Favorites" sections in the browse menu for quick access to dashboards you view frequently. To add a dashboard to your favorites, just hover over it in the list view and click the star icon.
Step 3: Interact with the Dashboard
Opening the dashboard is just the start. The real value comes from interacting with it.
Clicking Tiles: This is the primary interactive function of a dashboard. When you click on a visual tile, Power BI takes you directly to the report page where that visual originated. This allows you to "drill down" for more context, apply filters, and analyze the raw data behind the summary number.
Full Screen Mode: For presenting in a meeting or just getting a clearer view, look for the "View" menu in the top bar and select "Full screen." This hides the navigation and browser toolbars for an immersive view.
Ask a question about your data (Q&A): At the top of most dashboards is a search bar that says "Ask a question about your data." This is the Q&A feature, which lets you type natural language questions. You could ask, "What were our total sales last month?" or "Top 5 products by revenue in Canada," and Power BI will attempt to generate a visual to answer you on the fly.
Getting More Out of Your Dashboard View
Beyond simply looking, you can use a dashboard as a proactive tool. Here are a few features that viewers can use to stay on top of their metrics without constantly checking in.
Setting Data Alerts on Tiles
Want a notification when a specific goal is met or a metric goes off course? You can set up alerts on dashboard tiles that show single numbers, such as cards or gauges.
Hover over the tile you want to monitor.
Click the ellipsis (...) for "More options" and select Manage alerts.
Click + Add alert rule.
Set your conditions. For example, "Alert me if Total Units Sold goes Below 1000."
Choose how often you want to be notified (e.g., every hour or just once a day).
Click Save and close. Power BI will now send you an email and a notification in the app if that threshold is crossed.
Subscribing to Dashboard Updates
Alternatively, if you just want a regular snapshot of the dashboard delivered to your inbox, you can subscribe to it.
At the top of the dashboard, click the Subscribe button.
Click + Add new subscription.
Configure the settings: give it a name, set the frequency (daily, weekly, etc.), schedule a time, and set a start/end date.
Click Save and close. You'll now receive an email with an image of your dashboard according to the schedule you set.
How to View Dashboards on the Go (Mobile App)
The Power BI experience isn't limited to your desktop. You can access all your dashboards on your phone or tablet using the Power BI Mobile app, available for iOS and Android.
Download and Install: Get the official "Microsoft Power BI" app from the App Store or Google Play Store.
Sign In: Open the app and sign in with the same work or school account you use for the web version.
Navigate: The app's interface is streamlined for mobile. You'll typically find a "Workspaces" tab at the bottom of the screen. Tap it to see all the workspaces you can access.
Open the Dashboard: Tap into a workspace, then find and tap the dashboard you want to view.
Dashboard creators have the option to design a specific "phone view" layout, which re-arranges the tiles vertically for optimal viewing on a smaller screen. If one exists, the mobile app will automatically display it.
Troubleshooting: Can't See a Dashboard?
It can be frustrating when you know a dashboard exists but you can't seem to find or open it. Here are the most common reasons why and how to solve them.
1. You Don't Have Permission to View It
This is the number one reason. Dashboards in Power BI are secure. To see one, you must have been granted access by the owner. If you can't find a dashboard in "Shared with me" or in a team's workspace, you likely don't have permission yet. Reach out to the person who created the dashboard and ask them to share it with you, or request that they add you as a "Viewer" to the corresponding workspace.
2. Licensing Issues
To view a dashboard shared by a colleague, you typically need a Power BI Pro or Premium Per User (PPU) license. Your free license only lets you see content in your personal "My Workspace." The one exception is if your organization hosts the dashboard in a special "Premium Capacity," which allows free users to view content. If you suspect a licensing issue, check with your IT department or Power BI admin.
3. Viewing the Wrong Section
Content in Power BI is organized into Workspaces and Apps. Sometimes a user shares a self-contained "App," which bundles reports and dashboards together. Double-check your "Apps" list in the left-hand navigation pane to see if the dashboard is part of a larger app that was shared.
Final Thoughts
Viewing a Power BI dashboard is your first step toward making data-driven decisions. It's not just about looking at pretty charts, but about knowing how to get a quick summary, click through to find the deeper story in the report, and setting up alerts to keep you informed. With access in your browser and on your phone, your key business metrics are never more than a few clicks away.
Getting your team on the same page with live data shouldn't require navigating a puzzle of BI tools, licenses, and permissions. At https://www.graphed.com/register, we simplify the process by letting you connect your marketing and sales data and build real-time dashboards using plain English. Just describe the report you need, and we create it for you automatically, so you can share insights across your team without the technical bottlenecks.