What is a Power BI “Workspace”? Here’s how it works!

Written by co-founder Kasper Langmann, Microsoft Office Specialist.

If you have been using Office 365 for a long time, you might already be familiar with workspaces.

With Power BI, you get to experience a new workspace without creating an Office 365 group.

So what exactly is a workspace in Power BI? How does it work? How to create one?

In this article, you’ll learn what Power BI workspaces are and how to create one for your team.

Kasper Langmann, Co-founder of Spreadsheeto

Let’s go! 🤼

*This tutorial is for Power BI Online (also called "Power BI Service"). If you have Power BI Desktop, then click here and go to the online version.

Introduction to Power BI Workspace

What is a Power BI workspace? 

In simple terms, a Power BI workspace is a place where you can work with your team in creating dashboards and reports.

Before Power BI rolled out the new workspace, creating a workspace would automatically create an underlying, associated Office 365 group.

Here’s a rundown of the changes with the new workspace:

  • Creating a workspace in Power BI now doesn’t create an Office 365 group
  • More granular workspace roles with more flexible permissions management
  • Assigning workspace roles to user groups
  • Admin’s control over who can create workspaces in Power BI
  • Can’t create and consume organization content pack

Some may find the new workspace more convenient and others may not. Fortunately, Power BI allows you to create either a classic or new workspace. We’ll show you how to do each one.

Kasper Langmann, Co-founder of Spreadsheeto

Creating a New Workspace

To start, clickWorkspaces’ on the left navigation pane (or its icon if you got the pane minimized).

Then, clickCreate a workspace’:

Power BI will now ask you to complete the details of your workspace.

If you would like to use a workspace image, simply upload the picture.

When creating a workspace name, Power BI will check if that name was already taken. If so, you have to use another name.

Then, provide a brief description of your workspace.

If you can’t come up with a description, simply state the goal you and your team are trying to accomplish with the workspace.

Kasper Langmann, Co-founder of Spreadsheeto

Once you’re satisfied, clickSave’.

Congratulations! You just made your first Power BI workspace! 👍

Power BI will then show you to your team’s workspace:

Spreadsheeto’s workspace on Power BI

Changing a Workspace’s Settings

If you would like to change your workspace’s name and description, clickWorkspaces’.

This time, hover over your workspace until you see an ellipsis icon on its right side.

Click it and select Workspace settings’:

Changing the workspace settings

Power BI will open a pane similar to the one when you have to create a new workspace.

If you would like to change the advanced settings, clickAdvanced’:

In here, you could specify which users would receive notifications about issues in the workspace.

Kasper Langmann, Co-founder of Spreadsheeto

By default, workspace admins (user or group) are notified. If you would like to change that, add the users or groups to the contact list.

Also, you can configure an Office 365 Group’s SharePoint Library file storage to be available.

If you have got everything set up, don’t forget to ‘Save’ the changes.

Changing a Workspace’s Access

We still haven’t addressed the main point of a workspace:

How to add admin,s members, or contributors?

Here’s how:

Again, clickWorkspaces’ and click the ellipsis icon beside your workspace’s name.

But this time, clickWorkspace access’:

How to access Power BI’s workspace access

Here, you can add others to your workspace.

Simply type in their email addresses, select their roles, and clickAdd’.

You can also change a member’s role later or even delete them from the workspace.

Access settings on a workspace

Super easy, right!? 😁

Creating a New Classic Workspace

If you would like to create a new classic workspace instead of the new one, Power BI made it easy.

First, follow the first few steps as in creating a new workspace:

  • Click ‘Workspace’ at the left navigation pane
  • Click ‘Create a workspace’

This time, instead of going through creating a new workspace, click the ‘Revert to classic’ link:

If you’re not sure if you’re creating a new or classic workspace, don’t worry. Power BI will inform you that you’re creating a classic workspace.

Kasper Langmann, Co-founder of Spreadsheeto

Provide your new workspace’s information:

  • Name
  • Status (public or private)
  • Member’s role (edit or view)
  • Members

The advanced option contains an option about using dedicated capacity.

Once you’re done, clickSave’:

That’s it! 👍

Limitations and Considerations with Workspaces

Workspaces also have limitations:

  • Maximum of 1,000 datasets
  • Maximum of 1,000 reports per datasets
  • Power BI Pro users can be a member of 1,000 workspaces maximum
  • Power BI publisher for Excel not supported

Wrapping things up…

A workspace in Power BI will allow your team to collaborate easily — create and refine collections of dashboards, reports, and paginated reports.

And once you’re set, you can just bundle the collection together into apps and show them to your company and other people.

Kasper Langmann, Co-founder of Spreadsheeto