Share Power BI Reports with External Users: B2B Guest Accounts and Report Server
Which TWO of the following are valid methods to share a Power BI report with external users who do not have an internal Microsoft Entra ID account? (Select two.)
Quick Answer
The answer is two valid methods: inviting external users as B2B guest accounts in Microsoft Entra ID and publishing reports to Power BI Report Server. B2B guest accounts allow you to share Power BI reports with external users who lack an internal Microsoft Entra ID account by creating a lightweight identity in your tenant, enabling secure, interactive access without requiring them to have their own Azure AD subscription. Power BI Report Server, an on-premises solution, supports anonymous access or forms-based authentication, making it ideal for sharing reports with external users outside any Azure AD framework. On the PL-300 exam, this question tests your understanding of sharing boundaries and security—common traps include confusing “publish to web” (which makes data public) or “email subscription” (which sends a static snapshot) with true interactive sharing. Remember the mnemonic: “B2B for the cloud, Report Server for the ground” to recall that both methods bypass the need for an internal Entra ID account.
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
✓
Deploy the report to Power BI Report Server and configure anonymous access
Deploy the report to Power BI Report Server and configure anonymous access allows external users without Microsoft Entra ID accounts to view the report via a web portal or URL. Option C is correct: Inviting them as guest users in Microsoft Entra ID (B2B) enables external users to access the report through the Power BI service using their existing email address. Option A is wrong: Publishing to public web makes the report publicly accessible to anyone on the internet, not just specific external users. Option D is wrong: Email subscriptions send a static snapshot of the report, not an interactive experience. Option E is wrong: Embedding in SharePoint Online requires the user to have a valid Power BI license and access to the report via the Power BI service, which typically requires internal authentication.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✗
Publish to public web (Publish to web)
Why it's wrong here
Makes report public, not secure.
- ✓
Deploy the report to Power BI Report Server and configure anonymous access
Why this is correct
Report Server can be configured for external access.
- ✓
Invite them as guest users in Microsoft Entra ID (B2B)
Why this is correct
B2B allows external users to access Power BI.
- ✗
Send them an email subscription with the report attached
Why it's wrong here
Subscriptions send snapshots, not interactive reports.
- ✗
Embed the report in a SharePoint Online page and share the link
Why it's wrong here
SharePoint requires authentication, external users may not have access.
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Same concept, more angles
3 more ways 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 THREE of the following are valid ways to share a Power BI report with users who do not have a Power BI Pro license? (Select THREE.)
hard- ✓ A.Embed the report in a secure portal or website using the embed option for internal users.
- B.Share the report directly from the Power BI service by entering the user's email address.
- ✓ C.Export the report to PowerPoint or PDF and share the file.
- D.Publish the report to the web (public) and share the link.
- ✓ E.Publish the report to a Power BI Premium capacity workspace and grant viewer access.
Why A: Options A, C, and E are correct. Option B is wrong because sharing via email requires Pro. Option D is wrong because publishing to web makes report public, which may not be desired.
Variation 2. Which TWO of the following are valid ways to share a Power BI report with external users who do not have a Power BI license? (Choose two.)
easy- ✓ A.Publish the report to a Power BI app and grant access to external users if the tenant settings allow.
- B.Export the report to PDF and email it to the external user.
- ✓ C.Use the 'Publish to web' option to create an embed code.
- D.Share the report directly from the Power BI service by entering the external user's email address.
- E.Add the external user to a distribution group and share the report with that group.
Why A: Options A and C are correct. To share a Power BI report with external users without licenses, you can either publish it to a Power BI app (if tenant settings allow external sharing) or use the 'Publish to web' option to generate an embed code that works without requiring a license. Option D (sharing directly) requires the recipient to have a Pro license. Option B (exporting to PDF and emailing) is not a built-in feature. Option E (sharing to a distribution group) still requires licenses for the users.
Variation 3. Which TWO of the following are valid ways to share a Power BI report with external users who do not have a Power BI license?
medium- A.Export to PDF and email
- ✓ B.Embed in a secure portal using Power BI Embedded
- C.Share via Power BI service with a direct link
- D.Create a Power BI app and grant access
- ✓ E.Publish to web (public)
Why B: Publish to web makes the report public (no license needed). Embed in a secure portal (using Power BI Embedded) also allows external access without licenses if capacity is used.
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.