Guide: Preview PBIX in SharePoint & OneDrive - Tips & Limits
OneDrive
Jun 4, 2024 8:00 AM

Guide: Preview PBIX in SharePoint & OneDrive - Tips & Limits

by HubSite 365 about Fernan Espejo (Solutions Abroad)

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Explore PBIX Preview in SharePoint & OneDrive: Streamline Collaboration with New Features & Limitations

Key insights

  • View and interact with Power BI files directly in OneDrive and SharePoint without needing to install additional software.
  • Enabling this feature allows streamlined collaboration and workflow, enhancing accessibility and control over file versions through integrated version history.
  • There are limitations such as a 1GB file size limit and unavailability for B2B and anonymous users, with reports requiring download for those with row-level security (RLS).
  • The preview PBIX files directly in a browser feature supports sensitivity labels and respects organizational sharing settings in OneDrive and SharePoint.
  • Feedback mechanisms and additional resources are available, although interaction with GitHub Issues is set to be phased out throughout 2024.

Exploring PBIX Preview Feature in SharePoint and OneDrive

The recent integration allowing users to preview and manage Power BI (PBIX) files within SharePoint and OneDrive marks a significant improvement in accessibility and workflow efficiency for users. This feature eliminates the necessity for local downloads or having Power BI Desktop installed, thereby streamlining operations. Users can view, interact, rename, and even share these reports directly through their browser, ensuring seamless collaboration. Moreover, the system supports high-contrast settings and allows users to view saved bookmarks to enhance readability and navigation.

Importantly, the process is safeguarded by Microsoft's standard security protocols, including sensitivity labels and encryption which adhere to organizational policies and respect the strictest permission available. However, the service is not yet flawless—certain limitations include file size restrictions, inaccessibility to B2B and anonymous users, and the incompatibility of reports with row-level security in the online view. Nevertheless, the integration fosties a collaborative environment particularly beneficial in shared workspaces like SharePoint document libraries where multiple users can co-author and update files dynamically.

Looking forward, Microsoft plans to evolve the user feedback system, moving away from GitHub Issues to a more integrated feedback mechanism. These enhancements and the ongoing development of features highlight Microsoft's commitment to improving user experience and functionality within its collaborative platforms.

Introduction

In a detailed YouTube video, Fernan Espejo from Solutions Abroad explores the newly introduced feature allowing users to preview PBIX files directly within SharePoint and a business-enabled cloud storage platform. This capability enhances the accessibility and immediate viewing of Power BI reports without the necessity for additional software installations such as Power BI Desktop.

The video delves into basic usage and outlines some limitations of this feature. It includes a step-by-step guide on enabling and utilizing this functionality within a business setting, making it a vital resource for users looking to streamline their workflow in SharePoint and cloud storage.

Enabling and Utilizing the Preview Feature

To commence using this feature, it is enabled by default in SharePoint and OneDrive for Business, which can be disabled through the Admin portal if not required. The accessibility of viewing Power BI files directly in a browser simplifies the process, enabling collaboration and a more efficient workflow before official publication through the Power BI Service.

Espejo details the process of opening and interacting with Power BI reports stored online. Users can either directly select the file to open it in the browser or use context menus for more options. This flexibility ensures that personnel at different proficiency levels can easily adapt to and implement this feature.

The tutorial also covers sharing functionalities, utilizing Microsoft 365's standard dialogue box to maintain permissions and policy enforcement, thereby upholding organizational data governance protocols. Additional utilities like changing the page view, setting high-contrast colors, and viewing saved bookmarks enhance the user experience by making the data presentation more customizable and accessible.

Advanced Features and Administrative Tools

The preview capability also integrates advanced administrative features, such as the version history, which tracks changes and allows reverting to previous versions. This is essential for maintaining the integrity of data reports. Audit logs provide an additional layer of monitoring by logging each interaction with the file, which administrators can access to ensure compliance and security.

When real limitations occur, such as with files that have row-level security, users are instructed to download and interact with these using the dedicated Power BI Desktop application. Nonetheless, for most other standard operations, the online preview and interaction capabilities suffice, streamlining operations significantly.

Restrictions such as a 1GB file size limit and the inability to use the feature with personal cloud storage accounts are noted, ensuring users are aware of the operational boundaries. Furthermore, the video provides insights on setting up OneDrive and SharePoint appropriately to capitalize on these new functionalities.

Expanded View on Power BI Integration with SharePoint and OneDrive

Power BI’s integration with SharePoint and OneDrive for Business is revolutionizing how businesses approach data analysis and report sharing. By enabling direct browser-based access to Power BI files, organizations can facilitate a more collaborative and agile environment. Users can quickly make data-driven decisions by accessing real-time insights without the cumbersome process of downloading files or switching between multiple applications.

This integration not only enhances productivity but also ensures that data governance and compliance standards are effortlessly maintained. With features like version history and comprehensive audit logs, businesses can keep a tight control over data modifications and access, which is crucial in regulated industries.

Additionally, the ease of sharing and collaboration inherent in this integration fits perfectly into the modern workplace's cooperative spirit. The capability to directly edit and personalize viewing preferences like high-contrast settings and bookmarks personalizes the user experience, catering to diverse user needs.

Looking ahead, the ongoing improvements and additions to this feature set, as indicated by Espejo, promise to further refine and enhance how businesses interact with their critical data. As organizations increasingly lean towards cloud-based solutions, the synergy between Power BI, SharePoint, and OneDrive is set to become a cornerstone of enterprise data strategy.

OneDrive - Guide: Preview PBIX in SharePoint & OneDrive - Tips & Limits

People also ask

Questions and Answers about Microsoft 365

"What is the limitation of SharePoint OneDrive?"

Answer: The limitations revolve around the sizes allowed for file uploads and downloads.

"What are the limitations of OneDrive business?"

Answer: In OneDrive for Business, no single file larger than 100 GB can be uploaded or synced. Additionally, the entire decoded file path, which becomes part of the file's URL, must not exceed 400 characters. Surpassing these limits will trigger an error notification.

"How do I preview a PBIX file?"

Answer: To preview a PBIX file, right-click the file or navigate through More options (...) and select Preview. This will open the report in preview mode, offering you functionalities like downloading the .pbiano file, sharing, or copying a link, albeit with limited options.

"What are the file structure limitations in SharePoint?"

Answer: SharePoint imposes a maximum file path limit of 400 characters, and individual file or folder names should not exceed 255 characters. It is recommended to avoid using spaces in names, as they consume additional characters (%20) in the URL path.

Keywords

Preview PBIX Files SharePoint OneDrive Basic Usage Limitations Business Power BI integration Collaboration