Quick Answer
The answer is to use Publish to web (public embedding). This method generates a public embed code that allows anyone with the link to view the dashboard without needing a Power BI license or authentication, making it the only built-in option for sharing with external users who have no license. On the Microsoft Power Platform Fundamentals PL-900 exam, this question tests your understanding of sharing and security options in Power BI, often appearing as a trap where learners mistakenly choose Azure B2B or guest user access—but those require the external user to have a license or the host to have Premium capacity. The key distinction is that Publish to web bypasses license requirements entirely by making the report publicly accessible, which is ideal for partners but not for sensitive data. Memory tip: think “public = no license needed,” and remember that if the scenario says “no license,” your answer is always Publish to web.
This PL-900 practice question tests your understanding of demonstrate capabilities of power bi. Read the scenario carefully and evaluate each option against the stated constraints before committing to an answer. After answering, compare your reasoning against the explanation and wrong-answer breakdown below. Once you have made your selection, read the full explanation to reinforce the concept and understand why each distractor is designed to mislead on exam day.
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?
Give each partner a Power BI Pro license
Why wrong: This is costly and not necessary for external viewing.
Use Publish to web (public embedding)
This creates a public embed code accessible to anyone without a license.
Embed the dashboard in a SharePoint Online page
Why wrong: SharePoint embedding still requires licenses for external users.
Share the report link directly via email
Why wrong: Recipients need a license to view the report.
Answer choices
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)
Option B is correct because '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.
Key principle: Answer the scenario, not the keyword: identify the specific constraint before choosing the most familiar-sounding option.
Answer analysis
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.
Related concept
Read the scenario before looking for a memorised answer.
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.
Common exam traps
The trap here is that 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.
Detailed technical explanation
When using 'Publish to web', Power BI generates a publicly accessible URL and an iframe embed code that renders the report in a sandboxed HTML environment. This method disables interactive features like cross-filtering and drill-through by default for security, and the report is cached for up to 24 hours. In real-world scenarios, this is ideal for public-facing dashboards (e.g., COVID-19 tracking) but should never be used for confidential data because the report is accessible to anyone with the link, including search engine crawlers.
Key takeaway
Answer the scenario, not the keyword: identify the specific constraint before choosing the most familiar-sounding option.
Real-world example
A company's IT admin needs to give a contractor read-only access to production logs without sharing account credentials. Using role-based access control (RBAC) and temporary scoped permissions — not a permanent shared password — is the correct pattern. Questions like this test whether you can apply least-privilege access across cloud identity services.
What to study next
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FAQ
Demonstrate capabilities of Power BI — This question tests Demonstrate capabilities of Power BI — Read the scenario before looking for a memorised answer..
The correct answer is: Use Publish to web (public embedding) — Option B is correct because '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.
Identify which exam domain this question belongs to, review the core concept, then practise similar questions from the same domain.
Read the scenario before looking for a memorised answer.
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Last reviewed: Jun 11, 2026
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