BI Administration, Business Intelligence, Microsoft Certification, PL-300, Power BI

Choose a Distribution Method in Power BI (PL-300 Exam Prep)

 
This post is a part of the PL-300: Microsoft Power BI Data Analyst Exam Prep Hub; and this topic falls under these sections:
Manage and secure Power BI (15–20%)
   --> Create and manage workspaces and assets
      --> Choose a Distribution Method in Power BI

Note that there are 10 practice questions (with answers and explanations) at the end of each topic. Also, there are 2 practice tests with 60 questions each available on the hub below all the exam topics.

Overview

Choosing the correct distribution method in Power BI is a key responsibility of a Power BI Data Analyst. It ensures that the right users get the right content, with appropriate access, performance, and governance. On the PL-300 exam, this topic tests your understanding of how and when to distribute content using different Power BI mechanisms, as well as the trade-offs between them.

Distribution decisions typically involve who the audience is, how often content changes, security requirements, and whether self-service or centralized control is preferred.

Common Power BI Distribution Methods

1. Sharing Reports and Dashboards

What it is:
Directly sharing a report or dashboard with users from the Power BI Service.

Key characteristics:

  • Users must have Power BI licenses
  • Access can be view-only or allow reshare
  • Relies on dataset permissions
  • Simple and quick to implement

When to use:

  • Small audiences
  • Ad hoc or informal sharing
  • Limited governance requirements

PL-300 tip:
Sharing does not automatically grant access to the underlying dataset unless configured.

2. Power BI Apps (Recommended for Most Scenarios)

What it is:
A packaged collection of reports, dashboards, and datasets published from a workspace.

Key characteristics:

  • Centralized distribution
  • Supports versioning and updates
  • Read-only experience for consumers
  • Strong governance and consistency

When to use:

  • Large or stable audiences
  • Enterprise or departmental reporting
  • Controlled release of certified content

PL-300 tip:
Apps are the preferred distribution method for most production scenarios.

3. Workspace Access

What it is:
Granting users direct access to a workspace with roles such as Viewer, Contributor, or Member.

Key characteristics:

  • High level of access
  • Intended for collaboration
  • Users can see all workspace content

When to use:

  • Development and collaboration
  • Analyst or creator teams
  • Not ideal for business consumers

PL-300 tip:
Workspace access is not a distribution method for broad audiences.

4. Dashboard Subscriptions

What it is:
Scheduled email snapshots of dashboards or reports.

Key characteristics:

  • Static image or PDF-like view
  • Delivered on a schedule
  • Requires access to the content

When to use:

  • Executives who prefer email
  • Regular monitoring without logging into Power BI
  • Supplement to other methods

PL-300 tip:
Subscriptions do not replace apps or sharing for interactive analysis.

5. Embedding (Power BI Embedded / SharePoint / Teams)

What it is:
Integrating Power BI content into other platforms.

Key characteristics:

  • Seamless user experience
  • Can leverage existing authentication
  • Requires planning and licensing considerations

When to use:

  • Internal portals (SharePoint, Teams)
  • External applications (Power BI Embedded)
  • Centralized business platforms

PL-300 tip:
Understand the difference between secure embed and publish to web.

6. Publish to Web (Public Sharing)

What it is:
Making reports publicly accessible via a URL.

Key characteristics:

  • No authentication required
  • Data is publicly available
  • Cannot be secured

When to use:

  • Public or marketing data only
  • Non-sensitive datasets

PL-300 tip:
This method is not appropriate for confidential or internal data and is often disabled by organizations.

How to Choose the Right Distribution Method

When answering exam questions, evaluate:

ConsiderationBest Fit
Large business audiencePower BI App
Executive KPIsDashboard + App
CollaborationWorkspace access
Email deliverySubscriptions
External applicationPower BI Embedded
Public dataPublish to web

Exam-Focused Decision Guidance

  • Apps > Sharing for governed distribution
  • Sharing for quick, limited access
  • Workspaces for creators, not consumers
  • Publish to web only for non-sensitive data
  • Subscriptions for passive consumption

If a question mentions enterprise, controlled access, or production deployment, the correct answer is almost always Power BI App.

Key Takeaways

  • Distribution is about access, security, and user experience
  • Power BI offers multiple distribution options, each with trade-offs
  • The PL-300 exam emphasizes choosing the most appropriate method, not just knowing how they work
  • Apps are the recommended default for most organizational scenarios

Practice Questions

Go to the Practice Questions for this topic.

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