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PL-900 Practice Question: A marketing team wants to share a Power BI…
A marketing team wants to share a Power BI dashboard with external partners who do not have Power BI licenses. What is the recommended approach?
⚠ Common exam trap
Watch out — candidates often confuse 'Publish to web' with embedding in SharePoint or sharing a link, not realizing that only 'Publish to web' completely removes the license requirement for viewers, while the other options still require either Pro licenses or Premium capacity.
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
✓
Use Publish to web (public embedding)
'Publish to web' creates a public embed code that allows anyone on the internet to view the dashboard without requiring a Power BI license or authentication. This is the only built-in method in Power BI that enables sharing with external users who have no Power BI Pro or Premium Per User (PPU) licenses, as it bypasses the license requirement entirely by making the report publicly accessible.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✗
Give each partner a Power BI Pro license
Why it's wrong here
This is costly and not necessary for external viewing.
- ✓
Use Publish to web (public embedding)
Why this is correct
This creates a public embed code accessible to anyone without a license.
- ✗
Embed the dashboard in a SharePoint Online page
Why it's wrong here
SharePoint embedding still requires licenses for external users.
- ✗
Share the report link directly via email
Why it's wrong here
Recipients need a license to view the report.
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