There are three kinds of Power BI per-user licenses: Free, Pro, and Premium Per User. Which type of license a user needs is determined by where content is stored, how they'll interact with that content, and if that content uses Premium features. Where content can be stored is determined by your organization's license type.
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Licenses and license types
One type of license, Power BI Premium capacity-based license, allows users with a free license to act on content in workspaces that are assigned to Premium capacity. Outside of Premium capacity, a user with a free license can only use the Power BI service to connect to data and create reports and dashboards in My Workspace. They can't share content with others or publish content to other workspaces. To learn more about workspace types, see Types of workspaces. To discover more about Power BI Premium, see What is Power BI Premium?
A Power BI license with free and Pro per-user license only uses a shared and limited capacity to process content. If content is stored in that shared capacity, users who are assigned a Power BI Pro license can collaborate only with other Power BI Pro users. They can consume content shared by other users, publish content to app workspaces, share dashboards, and subscribe to dashboards and reports. When workspaces are in Premium capacity, Pro users may distribute content to users who don't have a Power BI Pro license.
When using Premium Per User licenses, content created by a Premium Per User licensed user can only be shared with other users that have a Premium license, unless that content is specifically put on a workspace hosted on a Premium capacity. The table below summarizes the basic capabilities of each license type.
|License type||Capabilities when workspace is in shared capacity||Additional capabilities when workspace is in Premium capacity|
|Power BI (free)||Access to content in My Workspace||Consume content shared with them|
|Power BI Pro||Publish content to other workspaces, share dashboards, subscribe to dashboards and reports, share with users who have a Pro license||Distribute content to users who have free licenses|
|Power BI Premium Per User||Publish content to other workspaces, share dashboards, subscribe to dashboards and reports, share with users who have a Premium Per User license||Distribute content to users who have free and Pro licenses|
For a comparison of Power BI Pro and Power BI Premium, see the Power BI features comparison section of Power BI pricing.
Power BI has introduced Power BI Premium Gen2 as a preview offering, which improves the Power BI Premium experience with improvements in the following:
- Per-user licensing. See the Premium Per User FAQ for more information.
- Greater scale
- Improved metrics
- Reduced management overhead
For more information about Power BI Premium Gen2, see Power BI Premium Generation 2 (preview).
To learn more about the capabilities your license provides, see Feature availability for users with free licenses and Types of licenses for Power BI consumers.
|Synchronization with Android / iOS|
|Versatile import/export capabilities|
|Synchronization pack (Google, iCloud, Outlook, CalDav, CardDav, etc.)|
|Database stored in the cloud (DropBox)|
|Multi-user access to database (Business edition)|
|Secure advanced encryption|
|Storing and/or linking attachments|
|Sticky Notes on Desktop|
|Sending any item to email|
|Design and print envelopes and labels|
|Make any item read-only to prevent accidental changes|
|Make any item private to exclude from synchronizations and printing|
|Related items tab that shows hyperlinked data|
|Fully editable custom date format used throughout the program|
|Color-coded, easy to read day / week / month / year views|
|Easy printout of days, weeks, or months; save as web page|
|Filter and edit categories|
|Additional, customizable views|
|Extended printing options (including color)|
|Templates for appointments|
|Categories, priority, completion status, due dates, and reminder fields|
|Tools that sort and categorize|
|Hierarchical structure and multiple tabs for tasks|
|Show tasks in calendar|
|Ability to create custom fields|
|Filter out tasks by defined values|
|Templates for tasks|
|Filter and edit categories|
|Tree-like multilevel structure, unlimited number of folders and notes|
|Insert pictures, tables, or any formatted text|
|Multiple tabs for note trees and single notes|
|Place your notes as stickies on desktop|
|Text styles for faster formatting|
|Create appointments or to dos straight from notes|
|Rich text formatting of note titles|
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|Wide selection of fields - adding a new data field to a contact is a snap|
|Powerful, fast search and sort features|
|Unlimited number of contact groups. Each contact may belong to several groups |
Print, sort and export by groups
|Make and send out an email newsletter|
|Dial-up your contacts straight from the program|
|Filter out contacts by defined values|
|Unlimited number of email accounts|
|PGP encryption to protect privacy of your emails|
|Mail threading that automatically groups related emails into conversations|
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|Tree-like group structure|
|Auto-type your passwords on the web|