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Instant Insights Delivered to Your Email with Power BI Email Subscriptions

  • Writer: Andri Rahman
    Andri Rahman
  • Apr 24
  • 3 min read

Staying updated with the latest business insights can be a challenge, especially when reports and data are not always readily accessible or require logging into multiple platforms. Power BI’s email subscription feature solves this problem by delivering key reports and dashboards directly to your inbox, saving time and ensuring you always have access to the latest data. Let’s explore how this feature works and how you can easily set it up for your team.


What is Power BI Email Subscription?

Power BI email subscriptions allow users to receive scheduled email updates containing snapshots of reports and dashboards. This feature ensures that stakeholders receive the latest insights at predefined intervals, helping teams stay aligned on business performance.


Subscribers receive an email containing a static image of the report or dashboard along with a direct link to view the interactive version in Power BI Service. This allows users to quickly scan key metrics while having the option to dive deeper if needed. To create a subscription, you need:

  • A Power BI Pro or Premium Per User license, or

  • Access to a workspace backed by a Power BI Premium capacity


Additionally, your Fabric administrator (formerly known as the Power BI administrator) must enable email subscriptions within the tenant. If you are an admin, refer to the Power BI admin portal for guidance on enabling subscriptions.


Benefits of Using Email Subscriptions in Power BI

  1. Automated Reporting

    Eliminate the need for manual report-sharing by automating updates to stakeholders. Teams can stay informed without logging in every time.

  2. Timely Business Insights

    Schedule reports to be sent at critical times, ensuring decision-makers have up-to-date insights before key meetings or deadlines.

  3. Increased Accessibility

    Recipients receive a snapshot of the latest data without needing Power BI licenses, making it easier to share insights across departments.

  4. Improved Collaboration

    By automating email subscriptions, teams stay aligned on KPIs, reducing miscommunication and ensuring everyone has access to the same data.


How to Set Up Email Subscriptions in Power BI


  1. Open Power BI Service and Navigate to the Report or Dashboard that you want to subscribe.


  1. Click on the Subscribe Button at the menu bar, and then click on the Create Subscription.


  1. Enter the Subscription name and email addresses of users who should receive the updates.


  1. On the Attach full report column, select the type of file that you prefer. The attachment respects all privacy labels for the report. The size of the attachment is limited to no more than 20 pages and less than 25 MB.


  1. Choose a Start date and if needed, you can set the End date for your subscription. By default, the subscription begins on the day it is created and is set to expire one year later. However, you can adjust the end date to any future date at any point before the subscription expires.


    Use the Repeat dropdown to select a frequency for your subscription receive the report. You can choose hourly, daily, weekly, monthly, or after data refresh (once daily). Most of the options require that you set a time zone as well.


  1. You can Click more option to add custom Email Subject or custom Message to provide additional context for recipients (Optional).


  2. After reviewing your settings, click ‘Save’ to finalize and activate the subscription. Once saved, the report or dashboard will be automatically delivered to the specified recipients based on the chosen schedule.


  3. Once the subscription is active, recipients will receive an email containing a snapshot of the report or dashboard along with a direct link to the interactive version in Power BI. This ensures they stay updated with the latest insights without needing to log in manually.


Getting Started with Power BI Email Subscriptions

Power BI’s email subscription feature simplifies reporting, keeping teams informed and aligned. By automating report delivery, businesses can enhance efficiency, improve collaboration, and ensure data-driven decisions are made with the latest insights.


Looking to optimize your Power BI reporting strategy? BI Solusi provides expert guidance to help you implement the best practices for email subscriptions and data automation. Contact us today to streamline your Power BI experience!



BI Solusi is your trusted partner for data-driven success in Indonesia, serving companies in the Southeast Asia region and beyond. We specialize in implementing cutting-edge Data Analytics, Business Intelligence platform, and Big Data solution, complemented by expert Data Science services.

 

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