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How to Share Data Source

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You can share a data source with other users or groups so they can use it in Power BI exports.

1. Open Share Settings #

Go to Data Sources, click the ⋯ (three dots) next to a data source, and select Share.

2. Select Users and Groups #

In the Share settings window:

  • Search and select users
  • Optionally add groups
  • You can select multiple recipients

3. Confirm Sharing #

Click Share to apply access.

Alternative: Share from Create/Edit Screen #

You can also manage access while creating or editing a data source.

  1. Open a data source or click Create data source
  2. Go to the Sharing settings tab
  3. Add users and/or groups the same way
  4. Save the data source

How Access Works #

For regular users #

  • Shared data sources appear in the “Shared with me” tab
  • They can:
    • View the configuration
    • Use the data source for exports
  • They cannot edit or modify shared data sources

For administrators #

Administrators have full visibility by default:

  • They see:
    • Their own data sources in “My data sources”
    • All other users’ data sources in “Shared with me”
  • This applies even if a data source was not explicitly shared

This design ensures continuity — data sources remain accessible for maintenance, troubleshooting, and reassignment if ownership changes (for example, when a team member leaves).

💡 Notes #

  • Sharing does not duplicate the data source — it provides access to the same configuration
  • Any changes made by the owner will be reflected for all users
  • Use groups to simplify access management for teams
Updated on March 19, 2026