View Power BI files in OneDrive and SharePoint - Power BI (2023)

  • Article

You can quickly view Power BI files in OneDrive and SharePoint without needing to install Power BI Desktop or download the file locally. Viewing Power BI files in your browser enables collaboration and a streamlined workflow before publishing through the Power BI Service.


This is prerelease documentation and some capabilities may not be available in your tenant.


Viewing Power BI files in OneDrive and SharePoint is disabled by default. Work with your Power BI Admin to enable this capability.

Admins must enable the capability in the Admin portal.

If the capability isn't enabled in your tenant, you can't view a Power BI report in your browser. Instead, you're directed to download the file to your device. You can then open the file in Power BI Desktop. For the optimal viewing experience, we encourage admins to enable the functionality.

Viewing Power BI reports stored in OneDrive and SharePoint directly in your browser is simple. Select the file directly to open it in your browser.

(Video) How to connect Power BI to any files from SharePoint or OneDrive? #powerbi #biconsultingpro

You can also right-click the report, or select **More options (...) > Open > Open in browser.

The report then loads in your browser.

Once the report is open, you can interact with the visuals and explore the underlying data to uncover important information.

You can share a link to a Power BI file with others in two ways.

  • On the File menu, select Share from the left-hand menu > Share a link.

  • You can also share a link to the report with others by selecting the Share button at the top right of the report.

Power BI uses the standard Microsoft 365 share dialog box to help you share your file. This dialog enforces your permissions in OneDrive and SharePoint and any policies that apply to the OneDrive folder or SharePoint document library where the file is saved.

(Video) GET DATA FROM ONEDRIVE files the EASY WAY // Power BI Beginners Guide in 2022

From here, you can share the link directly with individuals or groups, or copy the link to share with others.

Change the page view

Use the Page view button to choose one of the view options:

  • Fit to page
  • Fit to width
  • Actual size

View Power BI files in OneDrive and SharePoint - Power BI (9)

Set high-contrast colors

You can change your report to include high-contrast colors. To change the color, select one of the options from the High-contrast color button in the top left corner of the report.

View saved bookmarks

To view saved bookmarks, select the Bookmarks button from the top-left corner of the report. After you select the button, a Bookmarks pane pops out on the right side of the browser. You can choose a bookmark created by the report author. Selecting one of the bookmarks shows a set filtered version of the report assigned to that bookmark.

Rename the file

You can rename the file in two different ways.

The first option starts with selecting the file name at the top left corner of the report.

Type over the current file name.

(Video) Connecting to OneDrive through Power BI

Select out of the box to see the new saved name.

You can also rename the file by selecting the File menu > Rename.

Download a copy

To download a copy of the report to your device, on the File menu, select Download a copy. A version of the file is copied to the Power BI service, to then be downloaded to your device. You can open the file in Power BI Desktop to edit and publish the report back to the Power BI service.

Open a report in preview mode

You can also open the file in preview mode by right-clicking the file or selecting More options (...) > Preview.

The preview provides a limited experience with options to download the .pbix file, share the file, or copy a link to the file.

To view a report in OneDrive for Business or SharePoint Online, you must:

  • Be signed in to OneDrive with your Azure Active Directory account.
  • Have at least read access to the file.
  • Have a Power BI Pro, Power BI Premium Per User, or E5 license.

Considerations and limitations

  • Free users can't view reports in OneDrive and SharePoint directly in the browser.
  • These capabilities don't work with personal OneDrive accounts.
  • These capabilities aren't available in a sovereign cloud tenant.
  • Power BI files can be viewed with a size limit up to 1 GB.
  • When you open the Preview experience, you're required to authenticate before you can view the file.
  • Row-level security isn't supported at this time.
  • The ability to view files in Microsoft Teams isn't currently supported.
  • B2B users and anonymous users can't view Power BI files in the browser. They're directed to download the file to their device and view it in Power BI Desktop.
  • If the capability is turned off for your organization, the OneDrive and SharePoint file isn't copied into the Power BI service.
  • The reports and datasets created through this OneDrive and SharePoint experience are stored in special, system-generated workspaces hosted on shared capacity. Users aren't meant to access these workspaces outside of the OneDrive and SharePoint experience.

Dataset mode

To view a Power BI file in OneDrive or SharePoint, the data must be in import mode. Files with other modes prompt you to download the file to open locally in Power BI Desktop.

Audit logs

When you save and view Power BI files in OneDrive and SharePoint document libraries, Power BI admins can access activity through audit logs. Some activities for these files are logged through unified audit logs, while others are logged through the Power BI activity log.

(Video) Get Data From SharePoint or OneDrive with Power Query - Demystified!

OneDrive and SharePoint events are audited in the Microsoft 365 audit logs. Some of the events include:

  • Copy
  • Download
  • Move to
  • Share
  • Export

Interaction with the Power BI file is audited in Power BI activity logs. Some of the events include:

  • View
  • Open report

Power BI admins can access information on sharing and permission of files through the Microsoft 365 audit logs. Any user without global admin rights can still access Microsoft 365 audit logs when assigned the View-Only Audit Logs role. Admins access the Microsoft 365 audit logs through the Power BI Admin portal.

OneDrive and SharePoint Power BI file activity in the audit logs appear with property values Workload and/or EventSource set to OneDrive.

Learn more about the Office 365 Management Activity API.

Sensitivity labels and encryption

Sensitivity labels are respected for Power BI files stored and shared through OneDrive and SharePoint. A union of OneDrive and SharePoint permissions and Microsoft Information Protection label permissions are applied to the file. The OneDrive and SharePoint permission is applied first, followed by the sensitivity label. The strictest permission is respected.

If the file is unlabeled, then the default Power BI tenant policy applies when viewing the file in OneDrive or SharePoint.

If a Power BI file has encryption, you can only open the file if you have full control and/or export usage rights. Only users who can decrypt the file can view it.

Sharing settings

The new capabilities respect the OneDrive and SharePoint organizational settings for sharing.

Creation of system workspaces

The first time anyone opens a Power BI file in a browser through a OneDrive or SharePoint document library, a system workspace is created in the Power BI service and the report selected is published behind the scenes. This process results in a longer initial loading time. After that initial report viewing, loading time decreases significantly. The creation of the workspace to view a file stored in OneDrive or SharePoint has no implications on your Power BI Premium capacity storage.

Admins can see the workspaces created in the Power BI service on the Workspaces tab in the Admin portal. Created workspaces have the word OneDrive at the end of the workspace name. They're also listed as PBIX in OneDrive Folder in the description column.

Admins can't modify workspaces (delete, modify access) from the Power BI Service.

(Video) Import a file from SharePoint, OneDrive or Teams In Power BI Desktop


How do I access Power BI files on OneDrive? ›

In Power BI Desktop, select Get data > Web. With the Basic option selected, paste the link into the From Web dialog. If Power BI Desktop prompts you for credentials, choose either Windows for on-premises SharePoint sites or Organizational Account for Microsoft 365 or OneDrive for work or school sites.

How do SharePoint and Power BI work together? ›

Add the Power BI report to a SharePoint Online page
  1. Open the target page in SharePoint Online and select Edit. ...
  2. Select the + in New dropdown menu. ...
  3. Select Add report.
  4. Paste the previously copied report URL into the Power BI report link field. ...
  5. Select Publish to make the change visible to your SharePoint Online users.
Feb 5, 2023

What is the difference between OneDrive and SharePoint? ›

While OneDrive and SharePoint both provide an online space to access files, their broader use is what separates them. SharePoint is predominantly an online document management system and communication site. OneDrive is a cloud storage solution that people mainly use to create an online backup of their files.

How to Connect to files stored in OneDrive for your Power BI workspace? ›

Import or connect to the files in your workspace
  1. In Power BI, switch to the workspace, so the workspace name is in the top-left corner.
  2. Select Get Data at the bottom of the nav pane.
  3. In the Files box, select Get.
  4. Select OneDrive - Your Workspace Name.
  5. Select the file you want > Connect. ...
  6. Select Import or Connect.

Can you Access files from OneDrive? ›

You can access and manage your files in OneDrive like any other computer files. Any changes made to a file in OneDrive is automatically synced in the cloud. Click the File Explorer icon.

How do I Access my data on OneDrive? ›

Tap your profile picture, then select Files. Tap OneDrive. Browse to the directory for the file for which you want to get a link. Tip: If you want to preview a file, select the file name to open it.

Do SharePoint and OneDrive work together? ›

Using Teams, SharePoint, and OneDrive. You can store and share files using ​SharePoint, OneDrive, and Microsoft Teams. SharePoint underpins each of these tools, but each can be used in their own ways to accelerate collaboration and efficiency in different situations.

Should I store files on OneDrive or SharePoint? ›

OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac. Behind the scenes, SharePoint in Microsoft 365 provides the content services for all files in Microsoft 365, including files you work with in Teams, Yammer, and Outlook.

When should I use SharePoint over OneDrive? ›

If you want to collaborate with your team members and the content belongs to the organization – it belongs in SharePoint. If you want to store content privately or just have a very small subset of users be able to access it via explicit sharing – put it in your own OneDrive.

Can you store access database in OneDrive? ›

Warning Although you can save an Access database file to OneDrive or a SharePoint document library, we recommend that you avoid opening an Access database from these locations. The file may be downloaded locally for editing and then uploaded again once you save your changes to SharePoint.

Is it possible to sync shared with me files from OneDrive for Business? ›

Sign in to OneDrive on your browser. In the OneDrive navigation pane, under OneDrive, click Shared. Under the Shared with me Tab, find the folder you want to add, and click the folder to open it. Click Sync at the top.

How do I view OneDrive for Business files? ›

How to open OneDrive for Business site?
  1. Once you are logged in, After you have signed in, you will be taken to the Office 365 portal home page. ...
  2. From the available list of apps, click on “OneDrive”. ...
  3. This takes you to your OneDrive for Business main page where you can view your recent files, shared files, and team sites.
Feb 6, 2023

Can everyone see my files in OneDrive? ›

The files and folders you store in OneDrive are private until you decide to “share” them with specific people. As the owner of your documents, you also have the ability to stop sharing files with specific people at any time.

How do I access SharePoint from OneDrive? ›

See your SharePoint or Microsoft Teams files in the OneDrive mobile app
  1. In the OneDrive app when signed in with your work or school account, select Libraries.
  2. Select the name of the site and then the library where the files are located.

Are files in OneDrive also stored locally? ›

When you open an online-only file, it downloads to your device and becomes a locally available file. You can open a locally available file anytime, even without Internet access. If you need more space, you can change the file back to online only.

Why is OneDrive not showing all files? ›

If you still can't find your files

Your file might not have synced yet. Files saved with Office 2016 upload to OneDrive first, and then they sync with your local PC. If you're having trouble syncing Office files, the Office Upload cache system may be interfering with OneDrive sync. Your file might not have synced yet.

How do I access files that are synced with OneDrive? ›

Once you're synced, you'll see your files in File Explorer. On a Mac, your files will appear under OneDrive in the Mac Finder. If you use more than one account, your personal files appear under OneDrive – Personal and your work or school files appear under OneDrive - CompanyName.

Why can't I see my files on OneDrive? ›

There are a few reasons why you might not be able to see your OneDrive files online: OneDrive is not logged in on your PC. OneDrive is not up-to-date. OneDrive is not syncing all folders.

What are the disadvantages of using OneDrive? ›

The disadvantages of OneDrive are limited sharing options, limited file management and desktop synchronise settings. Limited Sharing Options: OneDrive's sharing options are limited compared to other cloud storage services, making it difficult to share files with non-Microsoft users.

Does OneDrive automatically sync to SharePoint? ›

When online, OneDrive sync will sync the files between SharePoint Online and your computer. Syncing the files allows you to use File Explorer to access your SharePoint site libraries, even when you're offline.

How do I merge SharePoint and OneDrive? ›

Easily set up the syncing of your files in OneDrive and SharePoint by going to the SharePoint admin center > Settings where you will see the options to show the Sync button on the OneDrive website, allow syncing only on computers in specific domains, and even block uploading of specific file types.

Will deleting files from OneDrive delete from SharePoint? ›

When you delete a file locally in a folder that's configured to synchronize by using the OneDrive for Business sync application, the delete operation is synchronized with SharePoint Online, and the item is moved to the recycle bin.

What are the advantages of SharePoint over OneDrive? ›

SharePoint has more advanced tools for managing and administering content and users compared to OneDrive. SharePoint allows administrators to set up permissions, control access to content, and track activity. It also allows for customization of sites and integration with other systems and tools.

Is there a limit on SharePoint OneDrive? ›

SharePoint Online allows 1 TB plus 10 GB for each licensed user. OneDrive allows 1 TB (default) for each licensed user. If the tenant's SharePoint Online total storage limit is 2 TB, this tenant would be limited to 2 TB for all SharePoint sites combined, despite the theoretical 25 TB limit per site.

What is the bigger difference between OneDrive and SharePoint? ›

SharePoint is a great option for storing information and working on project management as a team because of its collaborative features. OneDrive is more suited for personal use and resembles a library that stores simple documents instead of a platform for team projects.

How do I move files from OneDrive to SharePoint? ›

Move files and folders between OneDrive and SharePoint
  1. Select the files or folders that you want to move, and then select Move to. ...
  2. Select the location you want to move to. ...
  3. Select the location where you want the items to go, then select Move here to start moving the items.

Is OneDrive a good place to store files? ›

What is Microsoft OneDrive Good at? Microsoft OneDrive's ability to easily sync with other devices, provide tight security, limit bandwidth, share files on demand, and provide access to data from anywhere at any time make it a versatile solution for common cloud storage needs.

Is it safe to store files on OneDrive? ›

Is OneDrive Safe? Generally speaking, Microsoft OneDrive is as safe as any other cloud storage platform. The platform provides encryption for data shared and stored on it.

Can administrators see my files in my OneDrive for Business? ›

If the boss and the admins are not in the same tenant of yours, they will not have the permission to access your OneDrive for Business. But it's still not a good choice to save your personal files in OneDrive for Business. You could save the files in your personal OneDrive(like Hope this could help you.

Can I share a file from OneDrive to someone outside my organization? ›

Sharing OneDrive files, SharePoint files, or Lists with external users (guests) allows you to securely collaborate with people outside your organization such as your business partners, vendors, clients, or customers — with or without a Microsoft account.

What are the sharing limitations for OneDrive for Business? ›

File upload and download sizes
Individual files250GB250GB
Files within a zip20GB20GB

How to share a file on OneDrive with everyone in the organization? ›

Share by using "Copy link"
  1. Go to the OneDrive website and sign in with your Microsoft account or your work or school account.
  2. Pick the files or folders you want to share by selecting its circle icon. ...
  3. Select Share. ...
  4. Under Copy Link, select Anyone with the link can edit to open the link settings.

How to tell the difference between OneDrive and OneDrive for Business? ›

To sum things up, OneDrive is best for personal storage, providing individuals with easy, secure, and quick access anytime, anywhere. OneDrive for Business, when used with SharePoint, syncs data across different devices, provides corporate access, co-author files, and allows users to work at home or on the road.

Does OneDrive for Business have version control? ›

You can view or restore previous versions of documents in OneDrive for Business, as long as you haven't turned off document versioning. Version control is accessible through Microsoft Office (Word, Excel, PowerPoint) or the Office 365 Portal.

How do I know if I have OneDrive or OneDrive for Business? ›

A blue cloud icon will open OneDrive for work or school, and a white cloud icon will open OneDrive for home. Select Help & Settings > Preferences. Select About, and under About Microsoft OneDrive the build number will indicate if the architecture is "Standalone", "Apple silicon", or "Preview".

Do you need OneDrive to access SharePoint? ›

If you're using OneDrive, you can access your Microsoft SharePoint or Microsoft Teams files on the web or in the mobile app without leaving OneDrive.

What is the purpose of SharePoint? ›

Organizations use Microsoft SharePoint to create websites. You can use it as a secure place to store, organize, share, and access information from any device. All you need is a web browser, such as Microsoft Edge, Internet Explorer, Chrome, or Firefox.

Why would you use work folders vs OneDrive SharePoint? ›

So, Work Folders accesses data on multiple devices from file server whereas OneDrive for business will provide access to data from multiple devices from SharePoint.

Is SharePoint going away? ›

As previously mentioned, the SharePoint On-Premise model is becoming obsolete and will officially be unsupported in April 2023. This will leave systems more vulnerable to failure and cybercriminals intercepting protected information. Learn more about creating a fully customizable social intranet.

How do I navigate from SharePoint to OneDrive? ›

You just need to enter the folder path in the SharePoint site, select the file or folder to be moved, then select "Copy to" in the pop-up window, and finally select the folder path in OneDrive.

What are the disadvantages of SharePoint? ›

  • Complex to Maintain and Use. No doubt, SharePoint is the best intranet platform and serves as an umbrella for inter-departmental collaboration and different processes. ...
  • Expensive Implementation and Customization. ...
  • Extensive Range of Features can create a Mess. ...
  • Integrations Require Extra Development Effort.

Can you use SharePoint as a database? ›

In summary, while SharePoint shares some features with databases, and is a great tool for document management, it's not designed to be used as a database.

Can I create a database in SharePoint? ›

On the SharePoint Central Administration website, click Application Management. In the Databases section, click Manage content databases. On the Manage Content Databases page, click Add a content database.

Why avoid folders in SharePoint? ›

File duplication: With folders, you can deposit multiple copies of the same file into different locations—not a good thing when you try to organize documents and data in the first place! Lost documents: You can “lose” documents when placed in the wrong folder.

What is the best folder structure for SharePoint? ›

In SharePoint, on the folder level, the best practice is to keep the doc folder structure flat. You can, of course, revoke these automatic permissions manually. For instance, you might prefer to grant permissions by document library. That way, you can keep better track of who is accessing/editing what.

What is replacing SharePoint? ›

Potential alternatives to SharePoint include ClickUp, Glasscubes, Huddle, Samepage, Liferay, Nuxeo, Confluence, Source by IC Thrive, Jostle, G Suite, ClearPoint, Redbooth, and Slack. Each of these applications provide similar capabilities to SharePoint while providing some more unique features.

Why are companies moving away from SharePoint? ›

Therefore, we've made the difficult decision to discontinue the SharePoint Online Public Website feature so that we can focus our efforts and investments on delivering capabilities in Microsoft 365 that will bring more value to our customers.

What is the future of SharePoint 2023? ›

In 2023, SharePoint is doing more than ever – more integration, becoming friendlier, and growing as a platform to accommodate all kinds of content and services. My hope is the above provides insights into five large areas of investment across thousands of designers, engineers, and product planners at Microsoft.


1. Connect Power BI to SharePoint List, SharePoint Folder, SharePoint Excel File 🔌
(Avi Singh - PowerBIPro)
2. Syncing Published Power BI Report Files Using OneDrive
(Havens Consulting)
3. The best way to connect to a SharePoint Folder to speed up your Excel and Power BI data refresh
(Access Analytic)
4. Excel and OneDrive with Power BI For Collaboration
(Guy in a Cube)
5. How to get data from SharePoint excel file in Power BI? | Power BI | BI Consulting Pro
(BI Consulting Pro)
6. Easiest and fastest way to get ANY data from OneDrive for Business into Power BI
Top Articles
Latest Posts
Article information

Author: Sen. Ignacio Ratke

Last Updated: 05/05/2023

Views: 5793

Rating: 4.6 / 5 (56 voted)

Reviews: 87% of readers found this page helpful

Author information

Name: Sen. Ignacio Ratke

Birthday: 1999-05-27

Address: Apt. 171 8116 Bailey Via, Roberthaven, GA 58289

Phone: +2585395768220

Job: Lead Liaison

Hobby: Lockpicking, LARPing, Lego building, Lapidary, Macrame, Book restoration, Bodybuilding

Introduction: My name is Sen. Ignacio Ratke, I am a adventurous, zealous, outstanding, agreeable, precious, excited, gifted person who loves writing and wants to share my knowledge and understanding with you.