How to Share Power BI Reports with External Users Without a Pro License
Which TWO of the following are valid methods to share a Power BI report with external users (outside your organization)? (Choose two.)
Quick Answer
The correct answer is using Azure AD B2B guest access and the Publish to web option. Azure AD Business-to-Business allows you to invite external users as guests in your tenant, granting them access to specific reports without requiring them to hold a Power BI Pro license themselves—your organization’s capacity covers the sharing. Publish to web, on the other hand, creates a public embed code that makes the report accessible to anyone on the internet, bypassing all licensing requirements entirely. On the PL-300 exam, this question tests your understanding of sharing methods that avoid per-user licensing costs, often appearing as a multiple-select trap where options like emailing a link or exporting to PDF are plausible but incorrect because they either require a license or are not true sharing methods. A common mistake is confusing guest user access with simply sending a link; remember that external users must be invited as guests through Azure AD B2B for licensed sharing. Memory tip: “Guest or public—no license needed; email or PDF? You’ll be unheeded.”
Answer choices
Why each option matters
Answer the question above first, then reveal the full breakdown to understand why each option is right or wrong.
Correct answer & explanation
✓
Invite the external user as a guest in your Microsoft Entra ID (Azure AD) and share the report directly with them.
The correct answers are C and E. Option C: By inviting external users as guests in your Microsoft Entra ID (Azure AD) using Azure AD B2B, you can share Power BI reports directly with them without requiring them to have a Power BI license. Option E: 'Publish to web' creates a public embed code that anyone on the internet can view, making it suitable for sharing with external users. Option A is incorrect because exporting to PDF creates a static file, not an interactive report, and is not a sharing method. Option B is incorrect because external users need to be set up as guests or use publish to web; a direct link alone will not work without proper authentication. Option D is incorrect because embedding in SharePoint Online requires the external user to have access to the SharePoint site, which typically involves additional setup such as guest access.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✗
Export the report to PDF and email it to the external user.
Why it's wrong here
Exporting is not a sharing method within Power BI service.
- ✗
Send the external user a direct link to the report via email; they can view it without any additional setup.
Why it's wrong here
External users need to be authenticated as guests or view via Publish to web.
- ✓
Invite the external user as a guest in your Microsoft Entra ID (Azure AD) and share the report directly with them.
Why this is correct
Azure AD B2B collaboration allows sharing with external guests.
- ✗
Embed the report in a SharePoint Online page using the Power BI web part.
Why it's wrong here
SharePoint embedding requires the user to be authenticated within the organization.
- ✓
Use the 'Publish to web' option to create an embed code that can be placed on a public website.
Why this is correct
Publish to web makes the report publicly accessible.
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Same concept, more angles
1 more way this is tested on PL-300
These questions test the same concept from different angles. Work through them to make sure you can recognise it however the exam phrases it.
Variation 1. Which TWO methods can you use to share a Power BI report with external users who do not have a Power BI Pro license? (Choose two.)
easy- ✓ A.Embed the report in a secure portal using 'Embed for your customers'.
- ✓ B.Publish to a public website (Publish to web).
- C.Export the report to PDF and share the file.
- D.Share directly via Power BI using the user's email address.
- E.Export the report to Excel and attach it to an email.
Why A: Options A and B are correct. Option A, 'Embed for your customers,' allows you to embed reports in a secure portal and share with external users without requiring them to have a Power BI Pro license (requires Premium capacity). Option B, 'Publish to a public website (Publish to web),' creates a public URL that anyone can access, including external users without a Pro license. Option D (share directly via email) requires recipients to have a Pro license. Options C and E (export to PDF or Excel) are not interactive sharing methods and do not allow the report to be consumed as a live report.
JA
Written by Johnson Ajibi, MSc IT Security
Senior Network & Security Engineer · founder of Courseiva
This PL-300 practice question is part of Courseiva's free Microsoft certification practice question bank. Courseiva provides original exam-style practice questions with explanations, topic-based practice, mock exams, readiness tracking, and study analytics to help learners prepare for the PL-300 exam.