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25. Power BI Service

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The report is ready in Desktop – now how do we get it to people? In this module we look at the Power BI Service: publishing, workspaces and roles, sharing, refresh, gateways and subscriptions.

What you will learn in this module

  • Publishing from Desktop and working with workspaces and roles
  • Reports vs dashboards (a pointer – full coverage in Module 24)
  • Apps and sharing options
  • Scheduled refresh and gateways
  • Subscriptions and alerts

Live story: Publish on Friday, fresh numbers on Monday

Suppose our Blinkit Maharashtra report is ready on Friday evening. City managers must open it in the browser on Monday at 9 am, with Sunday's orders already in. Nobody should e-mail a .pbix file. This chapter publishes to a workspace, sets roles, shares an app and schedules refresh at 7:00 IST.

All numbers in this story are fictional practice data.

Concepts in this chapter

  1. 25.1What is the Power BI Service?
  2. 25.2Publishing
  3. 25.3Workspaces and Roles
  4. 25.4Reports vs Dashboards
  5. 25.5Sharing and Distribution
  6. 25.6Refreshing Data
  7. 25.7Gateways
  8. 25.8Subscriptions and Alerts
  9. 25.9Other Service Features Worth Knowing
  10. 25.10When Refresh Fails, and How to Make It Cheaper
  11. 25.11Exporting from the Service
  12. 25.12Lineage View and Usage Metrics
  13. 25.13Dataflows
  14. 25.14Deployment Pipelines
  15. 25.15Sensitivity Labels and Endorsement
  16. 25.16Paginated Reports
  17. 25.17Metrics (Scorecards) and Embedding

Review and practice

  1. ★Practice and Answer Key: Publish, Share and Refresh

The chapter recap is at the end of the last concept page.

Deepen this topic (Why / What / How)

Fictional Maharashtra example. Numbers and workspace names below are practice data only.

Why: Learners finish 25.x pages and miss that 37–44 exist as the deep Service course.

What: Chapter 25 is the Service overview map; Chapters 37–44 are the deep lessons (workspaces through capstone).

How — use this hub as a launch pad:

Vertical steps (one under another)

  1. Read 25.1–25.8 for the core map (publish, roles, share, refresh, gateway, alerts).
  2. Skim 25.9–25.17 for advanced names (lineage, dataflows, pipelines, labels, paginated, embed).
  3. Then study Ch 37 → Ch 44 in order for depth.
  4. Return here only as a quick overview checklist.
  5. Pair with Ch 34 brief/wireframe before any new Service project.

Tiny example: Fictional study plan: Week 1 = Ch 25 map; Week 2–3 = Ch 37–44 deep + Ch 44 lab.

Ravindra Bagale's Tip

Friends, overview without the deep series is like knowing station names but never riding the train.

Sample Service overview flow
Sample layout — fictional data

Go deeper next

This Chapter 25 page is the overview. For the full Service deep lesson, open Ch 37 · Start the Service deep series. Chapters 37–44 are the deep Service series; Chapter 44 is the publish–secure–refresh–share capstone.

Roadmap: Chapter 25 → Chapters 37–44

Why: Overview pages name features; deep chapters teach production habits.

What: A suggested order after you finish this hub.

How — study order:

Vertical steps

  1. Ch 37 — Workspaces, roles, publishing.
  2. Ch 38 — Reports vs dashboards, sharing, Apps.
  3. Ch 39 — Scheduled refresh, incremental, gateways.
  4. Ch 40 — RLS and OLS in the Service.
  5. Ch 41 — Dataflows, pipelines, lineage, usage.
  6. Ch 42 — Subscriptions, alerts, Teams, Excel, embedding.
  7. Ch 43 — Licensing, capacity, Fabric, admin basics.
  8. Ch 44 — Capstone: publish, secure, refresh, share.

Ravindra Bagale's Tip

Friends, tick each deep chapter only after you click the Service UI yourself.

Quiz (5 questions)

1. Ch 25 is:

2. Deep Service series is:

3. Ch 44 is:

4. After Ch 25 you should:

5. Ch 34 (brief/wireframe) helps Service projects by:

Practice tasks (12) — hints only, no full answers

  1. Task. Write the business question this index page answers in one sentence.
    Hint: Name the user and the decision.
  2. Task. List three mistakes learners make with index.
    Hint: Use Fix common mistakes as a seed.
  3. Task. Draw a 5-box flow on paper for index (fictional MH Ops).
    Hint: Photo counts as artefact.
  4. Task. Explain index to a friend in 60 seconds using Why/What/How.
    Hint: Record voice memo if you can.
  5. Task. Open the linked deep chapter and write three new facts not on this overview page.
    Hint: Cite section titles only.
  6. Task. Create a checklist of 7 ticks before you call index “done”.
    Hint: Include a verify step.
  7. Task. Invent fictional refresh/share/role data that fits index.
    Hint: Keep IST times.
  8. Task. Map who is Admin / Member / Contributor / Viewer for a fictional workspace using index.
    Hint: Least privilege.
  9. Task. Write an interview STAR story that uses index.
    Hint: 45–60 seconds.
  10. Task. Find one unused habit you will stop (e.g. My workspace for team content) related to index.
    Hint: Be specific.
  11. Task. Link index forward to the correct Ch 37–44 lesson and say why.
    Hint: One sentence why.
  12. Task. Teach index back using Marathi or Hindi tip language once.
    Hint: Keep English terms for product UI.

Ravi Sir's cards

Standalone cards — QR points to this lesson. Download PNG to revise offline.

comparison-overview-vs-deep
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interview-service-map
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revision-service-checklist
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Ravi Sir's Cards: 21 revision, interview and comparison cards for this chapter · मराठी cards