Power BI’s email subscription vs PowerBI Robots: what are the differences?

When it launched in March of 2018, PowerBI Robots introduced many features Power BI users had been asking for years, like the ability to schedule and recurrently send reports by email, to a SharePoint library or display them on a large TV screen. Since then, Microsoft gradually added these features to Power BI in one way or another, but the way scheduling, report content or the slideshow are handled couldn’t be more different.

We broke down the main differences between Power BI’s email subscription service and PowerBI Robots in the following table, but keep reading for a deeper look at each of them:

Microsoft Power BI

PowerBI Robots

Sends a preview image of a report or dashboard and a link to access it on Power BI Online Sends various reports as high-definition images, on a single PDF or multiple PDFs
Sends only 1 report page per subscription Sends unlimited report pages per subscription
Sends reports to email addresses Sends reports to email addresses, SharePoint folders, filesystems or to a URL
Sends reports to anyone in your organization Sends reports to anyone, even if outside your organization
Sends reports once a day, once a day after data refresh, or once a week Sends reports whenever you want, from once every 10 minutes to only once a year
Link to the reports don’t keep applied filters Reports are sent with applied filters
Doesn’t allow any filtering customization Sends different filtered reports to different users
No email body customization Full email body customization
Slideshow mode with no data refresh Slideshow mode with data refresh

Setting a recurrence for report delivery was the main driver behind PowerBI Robots’ development, as clients were begging for a method to update people who didn’t use Power BI but had to take a look at the data in the reports. PowerBI Robots recurrence can be set for a large variety of intervals, ranging from once every 10 minutes to once a year. Soon, it will support other forms of recurrence, such as specific days of the week.

This type of recurrence is already supported by Power BI’s scheduling system, but it severely limited to 3 options: once a day, once a day after data refresh and once a week. This means that if you need to inform someone more than once a day or only once a month, you can’t do it using Power BI alone.

Power BI subscription pane
Power BI allows you to schedule reports for specific days of the week, a feature that will soon be available in PowerBI Robots
Supported formats:

Email is the only delivery method supported by Power BI and sending reports by email is limited to users from your organization, as Power BI will prevent you from adding any “outsiders” to your subscription’s mailing list.

Email is by far the preferred delivery method among PowerBI Robots users, although the solution supports additional delivery methods that can make a difference in some organizations. Sending reports to a SharePoint or Filesystem folder comes in hand when you want to share information with a large pool of individuals, and soon you’ll be able to keep a record of these reports in the form of screenshots or PDF files, a new feature geared towards auditing scenarios. PowerBI Robots also allows companies to share reports and dashboards with emails outside their organization, one of the most common scenarios among its users, as covered in our SPAR and Olicargo case studies. The body of emails in PowerBI Robots is also fully customizable and includes tokens for the most common fields.


Content is where Power BI’s subscription service and Robots’ differ the most. When you send a report via email through Power BI, users receive a preview picture (PNG) accompanied by a link to navigate the report on Power BI Online. In contrast, PowerBI Robots sends reports as high-definition static pictures (either embedded or as attachments if you choose email as your delivery method) or single or multiple PDF files, not allowing users to access and navigate the full report on Power Online.

Power BI is severely limited to a single dashboard or report page per subscription, whereas PowerBI Robots works with a playlist method that supports as many report pages per subscription as you wish. This allows you to set up a single subscription with multiple report pages, the exact opposite of what you would have to do on Power BI – where you would need multiple subscriptions with single report pages to achieve the same effect.


Scheduling through Power BI doesn’t allow for any filtering since what you’re sharing is access to your whole report. By clicking the link and accessing the report on Power BI Online, users can apply any filters of their choice, so there’s no point doing it before setting up the scheduling.

Since PowerBI Robots’ purpose is wholly different – sending high-quality images of reports -, users are free to set up any filtering of their choice. Static images remove interaction and access to all information from reports, but sometimes that’s exactly what users may want. In the SPAR case we mentioned before, we had a chain of over 100 stores that shared a common Power BI central dataset. Because each had its own administration, reports had to be filtered to ensure they didn’t have access to data from other stores. PowerBI Robots allows you to apply different layers of filtering: at a global level, and individual filters per user, allowing you to send different data to different people, from the same report.

PowerBI Robots filters
PowerBI Robots lets you set up filters for each individual recipient

During March’s update, Microsoft introduced a slideshow feature in the Power BI Windows app, a feature that lets you present a report and rotate between its pages automatically, based on a pre-set frequency between 5 and 30 seconds. The slideshow is part of Power BI’s presentation mode, which is supported on any device running Windows, be it a Surface Hub, a desktop or a tablet.

PowerBI Robot’s slideshow feature works a bit differently, since it doesn’t run directly from Power BI, but the cloud. PowerBI Robots generates a unique URL for your playlist that you can paste on any browser to start a slideshow. The frequency between slides starts at 10 seconds and goes up to 5 minutes. Unlike Power BI’s slideshow, Robots doesn’t allow you to pause your presentation, but, on the other hand, it always displays a report’s most recent data, something Power BI alone doesn’t do.

Olicargo team using PowerBI Robots
Among other things, Olicargo uses PowerBI Robots to spread operational KPIs around the office.

If you have any questions or need help using PowerBI Robots, please check the product’s 101 guide or contact us by email.

Send Emails, PDFs or broadcast from Power BI with PowerBI Robots

Introducing PowerBI SmartPivot. Try it today for free!

We’re proud to announce PowerBI SmartPivot, a Microsoft Excel add-in that introduces several new features aimed at boosting the productivity of advanced PivotTable users.

PowerBI SmartPivot introduces a few features to answer the many woes we were seeing among PivotTable users, both in clients and within DevScope:

QuickConnect – instantly connect Excel to Power BI Desktop and Online, as well as Online Analytical Processing (OLAP) data cubes. All connections are saved automatically, so users only need to hit refresh the next time they open Excel to have their data at hand;

Search – find exactly what you want regardless of how complex your PivotTables are. PowerBI SmartPivot‘s search engine greatly expands what Excel can handle, allowing you to insert queries and instantly search all data content on an analytical model for an answer. All values found this way can be added to any location of your choice;

Filter by List – apply filter values to a report in bulk instead of individually checking each box in the filter pane, a feature previously only available to Power BI users. With PowerBI SmartPivot, all you need to do is paste a list of values in the slicer visual to filter by exactly what you wish. Filters can be saved and used later;

Table Reports – create highly detailed table reports using an easy to use search and pick method. Search for any fields in an analytical model and create a granular table report with them in just a few seconds;

Despite its name, you don’t need Power BI to use PowerBI SmartPivot, although the ability to connect the former to Excel is one of its main selling points. If PivotTables are part of your everyday life, we are sure PowerBI SmartPivot will make it much easier.

An annual license of PowerBI SmartPivot is available from 99.99€, but you can try it for 30 days for free without any limitations.

If you order PowerBI SmartPivot during its launch window, use the following code at checkout for a 30% discount:


PowerBI SmartPivot

Workaround for PowerBI Robots and Power BI’s printing issue

For the past two weeks, Power BI has been undergoing some adjustments that have created an issue affecting its export to PDF and print functions, as well as our solution PowerBI Robots.

The result is a cut off in a report’s upper left corner when printing or sending it via PowerBI Robots, as displayed below:

Power BI report
Intended Power BI report in its entirety
Cropped upper left corner
Cropped upper left corner after encountering the issue

Several users have contacted us regarding the issue and written numerous posts on the official Power BI forums, as well as others since this also affects Power BI’s native print and export to PDF functions.

We’ve been in contact with Microsoft since we first encountered this issue and have confirmation that it will be fixed in all regions by Friday, April 5th.

Until it’s fixed, we have a workaround that you can find below:

  • Open Power BI and select the reports that appear cut-off in the “Print PDF” option and/or in PowerBI Robots;
  • Click “Edit Report” and select the “Shapes” in the top toolbar;
  • Insert a rectangle around the whole visual;

Power BI issue 1

  • In the “Format Shape” right-hand panel, set “Line” and “Fill” to 100% transparency (the rectangle will be invisible, therefore not affecting or changing the existing visual);

Power BI issue 2

  • To test this solution, use the “Print” option and validate if the visual appears correctly in the page preview;

Power BI issue 3

Power BI issue 4

DevScope’s team truly apologizes for any inconvenience this may have been causing to the daily functioning of your company.

If you still have any issues with PowerBI Robots, please send us an email to support@devscope.net.

PowerBI Tiles Pro

How Power BI shaped Olicargo’s global operation

The larger the company, the harder it is to assure everyone is working with the same information.
The Client:

Olicargo is a transport and logistics company with branches in Portugal, Angola, Mozambique, and China, and represented by an international network of over 4.000 offices all over the world. Starting as a modest family business in the late 1980s, Olicargo remained so until 2012 when the newly formed SGM Logistics Group acquired the company and gave it a massive boost. With the introduction of capital, know-how and the “Always moving ahead” philosophy, Olicargo saw its €3M/year business grow to €40M and the small team of 8 employees in Porto and Lisbon jump to a staff of about 250 scattered all over the globe.

The problem:

Olicargo’s international expansion faced a few challenges, chief among them the ability to centralize, access and control information. Much like the company itself, Olicargo‘s data was spread across several countries and systems. Offices worked separately and sent Excel files back and forth between them, a clear sign that the company needed Business Intelligence. After witnessing the work with Power BI DevScope did for Contidis, – an Olicargo partner since day 1 – decision-makers got in touch with our BI team and told us about their need for reliable, readily available information.

The solution:

The Olicargo project started in late 2017, when Ruben Cunha, BI Developer at DevScope, worked on a two-week Proof of Concept (POC) based on data from Excel files relating to cargo handling processes. Olicargo immediately took notice of what Power BI could do for their business and hired Ruben to work with their control and management staff and implement it on site during the following year.

“In two weeks, Power BI gave us what took us months or even years to do. One of DevScope’s advantages is the ability to show results in a short amount of time. It was a display of capacity and potential.”

– Paulo Salgado, CEO at Olicargo

DevScope started by tackling the commercial and operational areas, giving Olicargo a clear vision over their expenses, budgets, sales and margins, processing and customer portfolio. The results were great, and Olicargo decided to expand Power BI to its remaining business areas during the following months, and create detailed Business Intelligence reports for finance, treasury, marketing management, human resources, procurement, warehouse cargo, and fleet management.

Olicargo's Power BI solution architecture
Olicargo’s Power BI solution architecture

Stating that Power BI profoundly altered Olicargo is no understatement. During the process of gathering data to feed these reports, the company took the opportunity to reorganize itself and rethinking many of its internal and external operations.


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Part of DevScope‘s approach when implementing a solution is assuring the client becomes as autonomous as possible using it, so 5 Olicargo staff members were mentored by our team in Power BI solution. It didn’t take them long to become proficient enough to create their reports and dashboards. More importantly, they now fully understand Microsoft’s platform’s capabilities and are identifying new opportunities to add to the company’s reports.

Olicargo Power BI
Olicargo’s staff creates their own reports and identifies new opportunities in Power BI.

Olicargo was also one of DevScope’s first clients to take full advantage of PowerBI Robots, our in-house developed solution that allows users to automate the delivery of Power BI reports and dashboards. Olicargo uses PowerBI Robots internally – to display business indicators in the smart TV’s spread around the company’s HQ –  but, most notably, externally, to regularly and automatically send clients reports of their activity with Olicargo by email. These are not special custom made reports but extracted directly from Olicargo‘s own Power BI, taking full advantage of PowerBI Robots‘ filtering abilities to only show clients the information they need.

Olicargo team using PowerBI Robots
Among other things, Olicargo uses PowerBI Robots to spread operational KPIs around the office.

A little over a year after the project’s kick-off, Power BI has become an integral part of the daily life at Olicargo. The company’s entire operation effectively transitioned to Microsoft‘s platform, and Key Performance Indicators are automatically and continually shared with everyone at Olicargo, be it at the gorgeous container ship-shaped headquarters in northern Portugal or the office in China.

Power BI processes information on a daily basis and sharing Excel files became a thing of the past. So did the many requests between the different areas at Olicargo – everyone is now on the same page and feeding off the same source of information. Gone are the days of sending emails asking how much the company is billing, how much they’re carrying or how many tons of air cargo they’re doing.

Decisions are more educated than ever and backed by the most recent data at hand.

“We broke with the past. Power BI sort of revolutionized the company’s strategic management. It’s now based on Power BI and the information it gives us. I rarely resort to Excel files, and when I do, they’re always connected to Power BI. The whole company is.”

– Paulo Salgado, CEO at Olicargo

What we did:
  • Translated Olicargo’s several business areas to Power BI by creating full-fledged, granular reports of each of them;
  • Mentored Olicargo’s employees in Power BI, effectively making them proficient in the platform;
  • Fully automated internal and external Power BI reports with PowerBI Robots;
Products used:

Do you want to learn more about DevScope’s solutions? Contact us.
Are you a DevScope client and would like to have your case study featured here? Get in touch.

Send Emails, PDFs or broadcast from Power BI with PowerBI Robots

We’re getting ready for Building the Future. Take a peek.

We’re a week away from the inaugural edition of Building the Future, an Ativar Portugal event powered by Microsoft, that will give attendees a chance to see and experience the technology that will shape everyone’s daily lives in the near future and hopes to be the largest tech showcase in Portugal.

Taking place on the 29th and 30th of January, in the sumptuous Pavilhão Carlos Lopes, in Lisbon, Building the Future‘s main feature will be the aptly named “Intelligent Day” area where companies will demo and display the tech they’re working on with the goal of making everyone’s lives easier. Attendees will have the chance to partake in themed tours, and as one of the event’s sponsors, DevScope will be part of the “Empower People” tour. Our main draw will be SmartDocumentor Expenses, an AI & Machine Learning solution that will rid employees of tedious and time-consuming paper expenses and save companies a tremendous amount of time and money in the process, by making expenses processing and reimbursement as automatic as possible.

Building the Future will also host many sessions featuring some of the visionaries behind the technology. Among them are our Business Intelligence Manager and Data Platform MVP Rui Romano 29th with the session “Modern BI with Microsoft Power BI” on the 29th, and our Data Researcher and AI&ML resident specialist Rui Quintino with “Lean Artificial Intelligence with Deep Learning and AutoML” on the 30th.

If you’re attending Building the Future, make sure you take the time to embark on the “Empower People” tour or attend one of DevScope’s speakers’ sessions to see some of the work we’re doing. You can also drop by our booth at the event and meet the team.

Tickets for Building the Future are still available. Get them here.

PowerBI Tiles Pro

How to embed Power BI reports in emails

Sending Power BI reports by email is one of the most used PowerBI Robots features and one that’s been available since its launch, back in March this year. Users have been able to send Power BI reports as an image or PDF attached to their email, but the most recent update to PowerBI Robots introduces a much-requested feature: the ability to embed those reports in the email’s body.

The whole process is very simple:

Log into the web agent, and either create a new playlist or edit an existing one.Screenshot (56)

On the General tab, select Image as the output format.Screenshot (57)

Scroll down to the Email Message, and edit it however you wish. With the cursor placed where you wish to embed a Power BI report, click the down arrow next to the pound (#) sign and either select All Report Images (to insert a token that embeds your entire playlist images in a row) or One Report Image (to embed just one image from your playlist).Screenshot (59)

If you select the last option, the token #REPORT_IMAGE_X# is inserted in your email body. Replace the X with the corresponding report number on your playlist (starting from 1) to embed it in your email.Screenshot (58)

Click Update, open the PowerBI Robots desktop agent to synchronize your playlists after these changes, and you’re done. Your playlist recipients will now be able to see the reports embedded in their emails.Screenshot (60)

If you have any questions or suggestions regarding PowerBI Robots, please leave a comment or send an email to powerbi@devscope.net.

If you haven’t registered for PowerBI Robots yet, you can do it here.Embed Power BI reports and dashboards in PowerPoint, Word and Outlook

Black Friday season is here! Grab PowerBI Tiles Pro and PowerBI Robots for 30% off

Black Friday starts a day earlier at DevScope with an unmissable sale on our two most popular products: PowerBI Robots and PowerBI Tiles Pro.

If you haven’t upgraded their trial versions to a full license yet, we have a great incentive for you to do so. Between November 22nd and November 26th, enter code FRIDAY30 at our store’s checkout to grab PowerBI Tiles Pro and PowerBI Robots with a 30% discount.

If you still haven’t tried PowerBI Tiles Pro or PowerBI Robots yet, you still have plenty of time to download the trial versions for free and give it a go before the promotion ends.

PowerBI Tiles Pro is a must-have Microsoft Office add-in that allows you to embed real-time or high-resolution screenshots of your Power BI reports and dashboards on PowerPoint, Word, and Outlook.
On the other hand, PowerBI Robots is aimed at business intelligence professionals who need to regularly send reports and dashboards to several people either in or outside their organization. PowerBI Robots allows them to schedule and automatically send data from Power BI via email, to a SharePoint library or generate a URL that streams it on any device.

Try them today and don’t forget to use code FRIDAY30 to get them at a 30% discount until November 10th.

Embed Power BI reports and dashboards in PowerPoint, Word and Outlook

Top 5 signs your company needs Business Intelligence

Implementing Business Intelligence solutions, namely Microsoft’s Power BI, is one of our most requested services (which helps explain the suite of products we ended up developing around this tool).

Companies often decide to implement Power BI to overcome an organizational problem or get a leg up on competition, but over the years we noticed a series of patterns that kept popping up whenever a company got in touch with us.

Here are the 5 most common signs that indicate your company needs a Business Intelligence solution:

You have lots of data, but not much information

Since pretty much everything leaves a digital footprint, collecting data is quite easy. However, what good does a lot of data do when you aren’t able to extract any information from it? Data and information may be close, but they are not interchangeable terms: data is but a raw material that must be treated and applied to a context, resulting in information.

SPAR's store performance report on Power BI
SPAR’s store performance report on Power BI

If your company is sitting on a pile of data that keeps growing at a pace you can’t possibly keep up with you need to adopt a Business Intelligence tool such as Microsoft’s Power BI. A ton of raw data isn’t any good if you can’t use it to identify problems and trends and extract business insights.

Your company is using Excel for everything

If you read any of our BI team’s case studies, you’ll notice that prior to the implementation of Power BI, Excel reigned supreme on pretty much every company that contacted us. It’s understandable though: Excel is an excellent data storage tool and has been around for decades, so most people have worked in it all their lives. Excel is very flexible, and its scalability looks limitless, but in a growing business, data will quickly burden it to the point of becoming too slow to handle it properly.

But throwing at Excel more than it can handle is far from the biggest offense. A recurring situation involves multiple people making manual edits to the same file and sharing it with colleagues, completely losing track of changes and accuracy. Like in the previous sign, a central business intelligence solution updates data for everyone at the same time and, with a few scaling solutions, it can be automatically inserted in your BI model.

You’re individually handling multiple data sources

Usually, the larger the business, the higher the number of data sources it uses. This is not a problem in itself but becomes one when there isn’t a centralized way to extract, transform and load the provided raw data. IT staff is well aware of it since the alternative is burdensome hours of manually going through each database in order to extract some information. However, because multiple sources mean multiple systems, the complexity of joining data can seem daunting and put many people off.

If your employees are handling multiple data sources individually, they’re making an unnecessary effort doing something that, most likely, won’t get you the same results you would if you used a business intelligence tool instead. Besides being a huge waste of time and resources, it has a demoralizing effect on employees.

SPAR Cloud Services with Azure and Power BI
Power BI can centralize multiple data sources
You’re making decisions based on your gut

Psychologists found that gut-based decisions can be surprisingly accurate, but they will never be as precise as those backed by data. Decisions can make or break a business, and resorting to uneducated guesses is taking a huge gamble, regardless of anyone’s track record.

Dynamic Business Intelligence reports allow you to control how you analyze your data by adding, changing and filtering your information. Back your decisions with data because your gut can only be right so many times.

Competition seems to always be one step ahead of you

Perhaps the most worrying sign that you really need a Business Intelligence solution is noticing competitors performing better than you. The adoption of smarter analytics can produce effects on the market almost immediately, and a well-implemented solution can include metrics that allow you to study your competitor’s activity and act on it.

Without clear insights, your business will simply be shooting in the dark.

So, what can you do?

Any company, regardless of size, can adopt a business analytics solution such as Power BI and scale it according to their budget. If you wish to learn how our team can integrate it into your business, send us an email to bi@devscope.net.

To see some of our Power BI solutions in action, check out the work we did for Candando and SPAR.

Picture provided by snowing

Embed Power BI reports and dashboards in PowerPoint, Word and Outlook

PowerBI Tiles Pro 101: everything you need to get started

PowerBI Tiles Pro kicked-off DevScope’s PowerBI product suite and is its most successful release to date. Over 40.000 people and companies all over the world use it every day to enrich their documents with data from Power BI, but if you’re looking for more information about it and how to use it, you’ve come to the right place.

Following the success of the PowerBI Robots 101, we decided to write a similar guide for PowerBI Tiles Pro covering all you need to get started.

What is PowerBI Tiles Pro?

PowerBI Tiles Pro is a Microsoft Office 365 add-in that allows users to embed Power BI visuals as either real-time data or high-quality screenshots in PowerPoint presentations, Word documents, and Outlook emails.

PowerBI Tiles Pro comes in two “flavors”:

  • PowerBI Tiles Online: allows you to embed real-time Power BI visualizations into PowerPoint presentations (works on both Windows and macOS);
  • PowerBI Tiles Pro Desktop: allows you to embed high-quality screenshots of Power BI Visuals into PowerPoint presentations, Word documents and Outlook Messages in just a few seconds (Windows only);

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A PowerBI Tiles Pro lifetime license is available for only 49.99€, but you can give the trial version a go without any limitation – save for a red watermark on your pictures. If you wish to purchase multiple licenses, we offer incremental discounts.

Who should use PowerBI Tiles Pro?

PowerBI Tiles Pro is suited for professionals who need to analyze and present Power BI data on a regular basis. You don’t need to be a Power BI developer or a power user to work with PowerBI Tiles Pro. If your job revolves around analyzing and interpreting data from Microsoft’s Business Intelligence platform and presenting results through Office apps, PowerBI Tiles Pro is an absolute must-have.

Downloading and Installing PowerBI Tiles Pro

If you haven’t installed PowerBI Tiles Pro yet, follow the links below:

Using PowerBI Tiles Online

To embed real-time data from Power BI on PowerPoint, go to the Insert tab, click the down arrow next to My Add-ins and select PowerBI Tiles.

Embed Power BI reports in PowerPoint

A window, similar to any other piece of media in Office should appear. Click the green “From Power BI” button to link your account or the blue “From public report” to paste a URL from a Power BI report on the web.


Once your account is connected, you’ll have access to your workspaces, dashboards, and reports.

Embed Power BI reports in PowerPoint

Select the report to embed in your PowerPoint presentation, and you’re done.
Embed Power BI reports in PowerPointNote: if you can’t find PowerBI Tiles under My Add-ins, go to file, click Options and navigate to the Add-ins tab. Click the Go… button and select PowerBI Tiles from the list to enable it.

You can handle your report in PowerPoint as if you were on Power BI desktop or Power BI Online. This means checking data on visuals, navigating between tabs, applying any filters, etc. In addition to this, you can hit the refresh button on the window to fetch the most recent data.

Using PowerBI Tiles Pro Desktop

Adding high-definition screenshots of your Power BI visuals to PowerPoint presentations, Word documents and even Outlook emails is very simple.

On either PowerPoint or Word, navigate to the new PowerBI Tiles Pro Desktop tab and click the Login button to connect your Power BI account to Office 365. Click Add PowerBI to open a window displaying your Power BI workspaces. Among others, you can set the size and delay render from here.

Embed Power BI reports in PowerPoint

Navigate the list, check the ones you wish and click Add Items to insert them in your document.5

In Outlook, you need to start writing or answer an email to see the PowerBI Tiles Pro Desktop tab.

Embed Power BI reports in Outlook

Note: when answering an email, you must double-click it from the list otherwise the PowerBI Tiles Pro Desktop tab won’t be available.

Alternatively, you can add a Power BI report from the web by clicking Add From Url and pasting the link to it.

Once your Power BI reports are embedded, you can apply formatting just like you would to a regular picture.

Embed Power BI reports in PowerPoint

Whenever you need to update your data, go to the PowerBI Tiles Pro Desktop tab, hit the Refresh button and the app will make a list of all Power BI visuals in the document. Select those whose data you need to update and click Update Checked.

Screenshot (8)

If you still have any questions regarding PowerBI Tiles Pro, check the product’s FAQs or contact us by email.Embed Power BI reports and dashboards in PowerPoint, Word and Outlook

How to send Power BI reports via email using Outlook

Power BI is an ever-evolving application, and since March this year, Pro users can share their reports and dashboards by sending them an email invitation.

How to send Power BI reports via email using Outlook
Power BI Pro users can now share their dashboards and reports with anyone by email

This was a huge step for Microsoft’s Business Intelligence service, although those who report to non-users know that they are not often looking for the full Power BI experience, but a quick glance at the numbers.

These users know the feeling of taking screenshots, attach them to an email and hit send a little too well, but sending emails with embedded Power BI reports can be as easy as inserting a picture thanks to an add-in called PowerBI Tiles Pro.

If you haven’t done it yet, click here to download the Desktop version of PowerBI Tiles Pro from the product’s website. The zip will contain three executable files, one for Word, another for PowerPoint and a third for Outlook. For our current purpose, run the Outlook file.

Open Outlook and click on New Email. Navigate to the PowerBI Tiles Pro Desktop tab and click Login to connect your Power BI account to Outlook.

How to send Power BI reports via email using Outlook
Click New Email and navigate to the PowerBI Tiles Pro Desktop tab

Click Add PowerBI to open a window displaying your Power BI workspaces. Navigate the list and check the ones you wish and click Add Items to add them to your email’s body.

How to send Power BI reports via email using Outlook
A window displaying your Power BI workspaces will pop up

Alternatively, if you wish to insert a report from on Power BI Online or hosted on another website, click Add from Url and paste it.

How to send Power BI reports via email using Outlook
If your report is hosted somewhere, simply paste its URL

If you wish to add your Power BI report to a reply or include it on a forwarded message, make sure you double click the email you wish to reply to, otherwise, the PowerBI Tiles Pro tab won’t be available.

And you’re done. It really is as simple as that. Using PowerBI Tiles Pro to send data via email is a very easy way to keep non-Power BI users up to date with the latest figures, but if you wish to take the process to the next and automate the email delivery, you should consider giving the more advanced PowerBI Robots a try.

Embed Power BI reports and dashboards in PowerPoint, Word and Outlook