Hosting the Power BI Dashboard with Google Sheets data

This guide is for clients who use Google Sheets as their data source, prefer sharing reports via a public link, and don’t require any licenses. In this step-by-step tutorial, we’ll cover how to upload your PBIX file, manage refresh schedules, and distribute your reports smoothly—all without any additional costs or complexities.

Let’s dive in!

Step 1: Download the File

Begin by downloading the PBIX file that you want to publish. Ensure that the file is saved on your computer and is easily accessible.

Step 2: Managing Permissions

Before proceeding, ensure you have the necessary permissions.

1. Admin Rights:

   • Request your IT admin to grant you admin rights to Power BI or Fabric via the Microsoft Admin Portal.

   • In some organizations, Power BI might be disabled for users, so double-check with your IT team.

     
     

2. Check if you have Admin Rights

   • Go to app.powerbi.com.

   • Click on the Gear Icon (Settings) in the top-right corner.

   • Navigate to the Admin Portal.

     
     

   • If, it looks like below you Don't have Admin rights.

     

     
     

   • If it looks like the below, you have Admin Rights.

     

   
   

3. After Gaining Admin Rights:

   • Go to app.powerbi.com.

   • Click on the Gear Icon (Settings) in the top-right corner.

   • Navigate to the Admin Portal.

   • Go to Tenant Settings.

   • Search for "Embed" in the right "Filter by Keyword"

   • Open Publish to Web section, enable everything in that.

     
     
     
     

4. Check Google Sheets Ownership:

   • Please make sure you have the access to the GS where data is being filled.

   • For Later - Ensure you have ownership rights for the Google Sheet connected to your report. If you’re not the owner, reach out to us for help.

     
     

Step 3: Login to Power BI Service

1. Go to app.powerbi.com.

2. Sign in using your company’s Microsoft email ID.

3. Navigate to My Workspace:

   • If you don’t have a workspace, you can create one.

   • Tip: For personal use, My Workspace is sufficient and free.

   
   
   
   

Step 4: Hosting Your Power BI Report for the First Time

1. In My Workspace, click on Import.

2. Choose Report or Paginated Report.

3. Select From This Computer.

4. Locate and upload the downloaded PBIX file.

   • The report will now be hosted online!

     

   
   
   
   

Step 5: Refreshing Your Power BI Report

Since your data files are online in Google Sheets, you don’t need a local gateway for refreshing data. There are two ways to refresh your data:

1. Automated Scheduled Refresh

1. After uploading, you’ll see multiple versions of the dashboard.

2. Click on the icon to the left of the three dots in the Semantic Model.

3. Enable Schedule Refresh:

   • Choose your preferred time slots.

   • Click Apply.

Tip: With scheduled refresh, your reports will automatically update at the selected times, ensuring you always have the latest data.

2. Manual Refresh

If you need the latest data on the go, you can opt for a manual refresh:

1. In the Semantic Model, click Refresh Now.

2. Wait for 2-5 minutes as the data loads.

   • You’ll see a spinning circle indicating that the refresh is in progress.

   • The process completes automatically once the spinning stops.

Tip: Manual refresh is perfect for those ad-hoc meetings when you need the most up-to-date data instantly! You can use both Schedule and Manual Refresh together.

Step 6: Distributing the Report Link

There are two ways to share your Power BI report:

1. Private Link

• Only users with a Microsoft ID within your organization and a Pro license can access the report.

• Ideal for internal sharing with a restricted audience.

2. Public Link - Recommended for you

• Anyone with the link can view the report, no license required!

• You can disable the link if needed by deleting the report in the Workspace and hosting it again.

• Tip: Use a public link for easy sharing with clients or external stakeholders without worrying about license restrictions.

• Please keep in mind, incase of data leaks or anything we won't be taking any blame for that.
  

  Steps
  

• This time choose the "Report" type in the Workspace, not the Semantic Model.

• Click on that Report

• Go to File.

• Click on Embed Report

• Click on Publish to web (public)

  
  

• Click Ok, copy the link. You can distribute this.
  

• Please make sure you have done the Embed Step from above.

Final Thoughts

Publishing Power BI reports online without a gateway is simple and efficient, especially if your data resides in Google Sheets. By following these steps, you can automate refreshes, perform manual updates on-demand, and share your reports seamlessly.

For any challenges or questions, feel free to reach out. Happy reporting! 🚀