Power BI Licensing: Answering Your Top 14 Questions

Power BI is a powerful business intelligence tool that allows users to connect, visualise, and analyse their data. With its user-friendly interface and wide range of features, it has become one of the most popular tools for data analysis in the corporate world. However, with its increasing popularity, some common questions and concerns surround its licensing. In this article, we will address the top 14 FAQs around Power BI licensing to provide you with a better understanding of how it works! 

1.What is Power BI 

Power BI is a cloud-based business intelligence platform developed by Microsoft. It allows users to create interactive and visually appealing reports and dashboards from their data sources, such as Excel spreadsheets, databases, or web services. Users can also collaborate with others in real time and access Power BI on multiple devices. 

2.Do I need a license to use Power BI?

Yes, you do need a license to use Power BI. Two licenses are available: Power BI Pro and Power BI Premium. The only exception is for users invited to collaborate on a report or dashboard by someone with a Pro license, in which case they can access it with their free account. 

3.What is Power BI Pro, and do I need it?

Power BI Pro is a paid version that provides additional features and capabilities compared to the free version. The main difference is that Power BI Pro offers more data storage, advanced data refresh options, and collaboration tools. Whether you need Power BI Pro or not depends on your business needs. If you require more storage and want to collaborate with other users, then it may be worth investing in Power BI Pro. 

4.Can I share my reports with users who don’t have Power BI?

Yes, you can share your reports with users who do not have Power BI by using the “Publish to Web” feature. This feature allows you to embed your report on a website or blog for anyone to view. However, remember that this feature is only available for Power BI Pro users. 

5.What is the difference between per-user and per-capacity licensing?

Power BI offers two licensing options: per user and capacity. Per-user licensing operates on a subscription model where each user requires a Power BI Pro license to access the full features of the tool. On the other hand, per-capacity licensing allows organisations to purchase dedicated data storage and computing resources for their users. 

6.Can I switch from per-user to per-capacity licensing?

Yes, it is possible to switch from per-user to per-capacity licensing. However, you can only migrate by contacting Microsoft support. 

7.Is Power BI included in Office 365 or Azure subscriptions?

The standard Office 365 or Azure subscriptions do not include Power BI. However, some plans include limited access to Power BI. Check your organisation’s subscription plan to see if it incorporates Power BI.

8.Can I try out Power BI before purchasing a license?

Yes, you can sign up for a free trial of Power BI Pro for 60 days to test its features and capabilities before committing to a paid license. 

9.How many users can I share my reports with using the Power BI Pro license?

Power BI Pro allows you to share your reports and dashboards with up to 500 users. If you need to share with more than 500 users, then per-capacity licensing may be a better option for your organisation. 

10.What happens if I exceed my data storage limit in Power BI Pro?

If you exceed your data storage limit in Power BI Pro, you may need to purchase additional storage or switch to per-capacity licensing. However, remember that unused workspace data does not count towards your storage limit. 

11.Can I cancel my Power BI Pro subscription at any time?

Yes, you can cancel your Power BI Pro subscription at any time. However, remember that you will lose access to the full features of Power BI once your subscription ends. 

12.What real-world benefits does Power BI Pro offer?

Power BI Pro offers a wide range of real-world benefits for businesses, such as:  

Easy data visualisation: With its user-friendly interface and drag-and-drop functionality, users can easily visualise their data and gain insights. 

Advanced data refresh options: With Power BI Pro, users can schedule automatic data refreshes, ensuring they always have the most up-to-date information. 

Collaboration and sharing: Power BI Pro allows for seamless collaboration and sharing of reports with team members, stakeholders, and clients. 

Data security: With its built-in security features, Power BI Pro ensures that your data is protected and only accessible to authorised users. 

Cost-effective: With its flexible licensing options, Power BI Pro offers a cost-effective solution for companies of all sizes. 

13.Will the introduction of Fabric affect Power BI licensing?

The introduction of Fabric does not alter Power BI licensing. The existing Free, Pro, and PPU user-based licenses, along with the EM, A, and P SKUs for dedicated capacity licenses, remain unchanged. If your usage is limited to Power BI services without incorporating Fabric services, your licensing structure remains the same. 

14.Will I get access to Fabric as part of my Power BI licensing?

Power BI Premium capacities are now automatically granted access to Fabric capacities by Microsoft. This implies that not only can you create and share Power BI content, but you can also utilize Microsoft Fabric services and objects without incurring additional costs. This integration is referred to as Power BI Premium with benefits, allowing users with, for example, a P1 license to create Lakehouse, Data Warehouse, Data Pipelines, and more without additional charges. 


In conclusion, understanding the different aspects of Power BI licensing can help you decide which option is best for your business. Whether you opt for the free version or invest in Power BI Pro, its benefits and features can greatly enhance your data analysis and decision-making processes. If you have further questions or need help with Power BI licensing, don’t hesitate to contact our experts at Arreoblue. We are always happy to assist you with your business intelligence needs. So take advantage of the Power of Power BI and unlock your data’s potential. 


About Arreoblue 

Arreoblue is a forward-thinking solutions provider specialising in tailor-made strategies to optimise business processes and foster growth. With our Assess, Accelerate and Amplify methodology, our experts will utilise their decades of experience to empower your people with a platform of success and solution that works FOR you. 


To find out more, get in touch with one of our dedicated team today at info@arreoblue.com