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A Guide to Creating Workspaces in Power BI 

Microsoft Power BI is not just a great tool for data visualization and business intelligence, it also allows your team members to collaborate. Users can collectively work on dashboards, reports, datasets, and paginated reports. Let us take a closer look at Guide to creating workspaces in Power BI workspaces and learn about the basics. 

What is Power BI Workspace? 

Power BI Workspace is an environment where users can work on their data and even collaborate with each other to contribute to the datasets and derive better insights. 

There are two distinct kinds of Power BI Workspaces: 

  1. Power BI My workspace: This is a personal workspace for the individual Power BI user, where one can work with their own data. My workspace is only accessible to the user and not to other members of the team. However, you do get the option of sharing your work with others. 
  2. Power BI Workspace: This is the workspace where you can share and collaborate on Power BI content along with your teammates. Together, you can work dashboards, datasets, and reports. You can join workspaces created by others or create one on their own and add others to the workspace. 

Please note that you can create a Power BI workspace, only if all users have a Power BI Pro or a PPU (Premium per User) license. Users without such a license, can only ‘view’ the content and not use or contribute to it in any way. 

Why Should You Set Up a Power BI Workspace? 

  1. Share Content with Ease – With Power BI workspace, you can share content with all the other members of the group, without having to share dashboards. This makes sharing content easier and more efficient. 
  2. Reduce Dependency – With Power BI workspace, you do not have to depend on any one member of the team for carrying out the task. Since all the data is available to all the member of the team, even if one of the members is unavailable, work can still go on. 
  3. Saves Time – Power BI workspace makes it easy to find the right content, as all the data that the team is working on is available at one single place, other members can work on the content even if the creator is not available. 

To discover more benefits of using it, visit our Power BI page. 

The Steps to Create Your Power BI Workspace 

  1. Log in to your Power BI Desktop 
  2. In the side panel, you will get an option for ‘Workspaces’ like this Click on it. 
  3. You will get an option to ‘Create Workspace.’ Click on it. 
  4. Give your workspace a unique name. 
  5. Upload an image for the Workspace. Make sure the size of the image is less than 45KB. 
  6. You can specify a Workspace OneDrive that will allow members to use a Microsoft 365 Group file storage location. You need to have SharePoint account for it. 
  7. You can add a Contact List which would have the names of people to contact for information about the workspace. By default, the workspace admins are the contacts. 
  8. Once you are done, you can click on ‘Save.’ 

This is how easy it is to create a workspace in Power BI. Now let us look at how you can add a contact list to your Power BI workspace. 

How to Add Contact List to Power BI Workspace? 

You can create a contact list to add people who should get notifications for all the issues occurring in the Workspace. Here is how you can add contact list to your Power BI workspace. 

  • Navigate to the Workspace on Power BI Desktop (the one you used for creating a workspace) 
  • Click on the Three Dots for More Options. 

How to Add Contact List to Power BI Workspace? - Evolvous

  • Select Workspace Settings. 
  • Navigate to the Contact List, under Advanced. 

Power BI Contact List - Evolvous

  • You would be able to add Workspace admins in your contact list by default. If you want, you can also add specific contact lists that you have already saved in Power BI.

Understanding Roles in Microsoft Power BI 

Your workspace will have 4 distinct kinds of roles for individual users. Roles of individual users determine what they are allowed to do. Here are the four distinct kinds of roles: 

 Viewer– This type of users is only allowed to read workspace elements. They can view the dashboard and interact with the visuals.  

Contributor – Users with this role can create, edit, copy, and remove workspace items. They can also publish reports, schedule refreshes, and modifies gateways as well. 

Member – Users of this role will be able to create dashboards, share items. They can also enable others to reshare items, publish or republish content, and build an app. A member can also add other users to the role of viewer or contributor. 

Admin –They can carry out all the task listed above. They can also add other users, including other Admins. 

How to Give Access to Members? 

Only Admins will have the right to assign roles to members. So, make sure that you are an admin before you start the process. Here are the steps that you need to follow to give access to other members in your team. 

  • Since you are the admin, on the workspace content list page, you will see the option for Access. 

How to Give Access to Members in Power BI Workspace - Evolvous

  • You can add individuals, security groups or Microsoft 365 groups to your workspace. 
  • Once you have added the name, you can select the role. If you are adding a group, then the role will be applied to all the members of the group. 

Settings Customer Profibiality - Evolvous

  • Once you are done, click Close. 

Make Your Business More Efficient with Evolvous 

At Evolvous, we help you conceptualize and implement innovative solutions based on Power Platform applications, that will transform your business processes and enhance efficiency and productivity. 

Discover how our customized solutions can meet the specific needs of your business contact us today. To know more about our services, visit our Power Platform page. 

We are currently offering 50% off on the first POC (Proof of Concept) on Power Platform, SharePoint, and other services. Contact us to know more. 


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