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How to Share a Tableau Dashboard with Tableau and Non-Tableau Users 

Sharing dashboards in Tableau can be done in different ways depending on your particular goal. You may need to share a dashboard with your colleagues within your company or make it publicly available to anyone on the web. For any of these cases, you’ll need to use different products or approaches provided by Tableau. We collected all of them to present an all-in-one tutorial on how to share Tableau dashboards.

How to share a Tableau dashboard with others

First, we decided to define the cases for dashboard sharing that you may encounter. 

If you’ve built your dashboard in Tableau Desktop, you can:

  • Share your dashboard with Tableau users within your organization.
    • Tableau Server
  • Share a Tableau dashboard with non-Tableau users.
    • Tableau Public
  • Save a Tableau workbook as a Tableau Packaged Workbook and share the file with both Tableau and non-Tableau users.
    • Tableau Reader
  • Embed your Tableau dashboard on a website or webpage.
    • Tableau Server

If you’ve built your dashboard in Tableau Cloud (Tableau Online), you can:

  • Share a Tableau dashboard with Tableau users within your organization.
  • Share a Tableau dashboard with Tableau users outside of your organization.
  • Embed your Tableau dashboard on a website or webpage.
  • Share data from a Tableau dashboard.
    • Coupler.io

The key takeaway here is that you can’t share a Tableau dashboard made in Tableau Online with non-Tableau users. 

Let’s see what you should do for each of the cases.

How to share a Tableau Desktop dashboard

1 tableau dashboard

Assume you have built a dashboard in Tableau Desktop and you want to share it with your teammates and other stakeholders outside of Tableau. Here are the options available. 

Share your dashboard with Tableau users within your organization

The only way to share a dashboard from Tableau Desktop with other Tableau users is to publish it to Tableau Server. This will let your team view your dashboard online.

Both Tableau Online and Tableau Server require Tableau Desktop Professional Edition for publishing workbooks (views and dashboards) and data sources.

Publish a dashboard to Tableau Server

  • Go to the Server tab and make sure that you’ve logged in to Tableau Server. 
  • Click Publish Workbook…, then select a project, specify the name and description for your workbook, as well as select the sheets/dashboards that you want to share. Optionally, you can set permission to the particular users who are allowed to view your workbook or not. Click Publish

Tableau Server will open in your browser. That’s half the battle – now you need to share the dashboard.

Share the published dashboard from Tableau Server

  • In Tableau Server, open the published dashboard. You’ll find it in the Views tab.
2 select dashboard tableau server
  • On the toolbar, click the Share button, then choose the sharing option in the dialog box:
    • Share with people – you’ll need to enter the name(s) of users within your organization to share the dashboard with. They’ll get notified about your shared view.
    • Share using a link – you can copy a link to the dashboard and share it yourself.
    • Copy Embed Code – you can embed your Tableau visualization dashboard on a website or webpage.
3 share view tableau server

Choose the desired option to finalize sharing of the published dashboard from Tableau Server.

How to share a Tableau dashboard with non-Tableau users

Sharing a Tableau dashboard with non-Tableau users is only possible if you make this dashboard publicly available. For this, you’ll need Tableau Public, a free Tableau product. Create a Tableau Public profile for free and get back to Tableau Desktop.

  • Go to Server tab => Tableau Public => Save to Tableau Public As… 
  • Sign in to Tableau Public in the dialog box. In a few seconds, your dashboard will be live on the web.
  • Click the Share button in the bottom right corner of the dashboard and select one of the options:
    • Embed Code – you can embed your dashboard on a website or webpage.
    • Link – you can copy a link to the dashboard and share it yourself.
    • Email icon – you can send an email using your default email client.
    • Twitter/Facebook icon – you can share the dashboard on the chosen SoMe.
4 share tablerau public

However, this is not the only way to share a Tableau dashboard with others without Tableau software.

Another option to share a Tableau dashboard from Tableau Desktop

If none of the above options to share a Tableau dashboard suit your needs, there is another method that is a sort of a workaround. It’s the most primitive way to share Tableau dashboards. 

Its idea is that you can save your workbook as a Tableau Packaged Workbook (.twbx) to your computer and put the file to share in a drive or cloud storage like Dropbox or Google Drive. Users who have Tableau Desktop will then be able to open it. And what if you need to share a Tableau dashboard with others without Tableau Desktop?

If they don’t have this software or license, there is another option – Tableau Reader. This is a free desktop application that you can use to open and interact with a dashboard built in Tableau Desktop. 

How to share a Tableau Cloud (Online) dashboard

5 tableau cloud dashboard

Now, let’s switch to Tableau Online which is currently branded as Tableau Cloud. Here are the available options to share a Tableau dashboard.

Share a Tableau dashboard with Tableau users within your organization

  • Open your dashboard, then click Share in the top-right corner.
6 tableau cloud dashboard share
  • In the Share with people field of the dialog box, enter the name(s) of users within your organization to share the dashboard with. Optionally, you can leave a message that will be sent to them. Click Share.
7 tableau cloud dashboard share with people

Other options allow you to share a dashboard with a link or copy an embed code. Choose them if necessary.

Share a Tableau dashboard with Tableau users outside of your organization

If you need to share your Tableau dashboard beyond your organization, do the same steps as above, but choose the Share using a link option.

7 tableau cloud dashboard share with link

Copy the link and share it with stakeholders. They’ll be able to view your dashboard once they sign in to Tableau Online. 

How to share a Tableau dashboard externally 

Unlike Tableau Desktop, you can’t make your dashboards built in Tableau Online publicly available. So, if you share a link to your dashboard, stakeholders will have to log in to Tableau Online to be able to view it. 

As an option, you can download your workbook as a Tableau Packaged Workbook file (.twbx) and share it. Stakeholders will be able to view it using either Tableau Desktop or Tableau Reader.

Share data from a Tableau dashboard

If you want to share not a Tableau dashboard itself, but the data from it, you can export the data to Google Sheets or Microsoft Excel. In this case, Tableau acts as a data source from which you load data to a spreadsheet. This can be easily done with Coupler.io.

Coupler.io is a data integration tool that allows you to automate exports from multiple data sources including Tableau to Google Sheets, Excel, and Google BigQuery.

  • Sign up to Coupler.io, click Add new importer, and select Tableau as a data source. Select the desired destination app, for example, Google Sheets.
9 tablea google sheets

Note: You can also export Tableau to Excel or connect Tableau to BigQuery

  • Connect your Tableau account. You’ll need to log in to Tableau Online (Tableau Cloud). Then copy and paste the URL link of your Tableau dashboard, also known as Tableau view.
10 tableau view url

Here is what it should look like in Coupler.io:

11 tableau source
  • Then proceed to the destination settings, where you’ll need to connect your Microsoft or Google account and select a file and a sheet to load data. If you’re exporting data to BigQuery, the connection flow will be different. Here is what it looks like for Google Sheets:
12 tableau google sheets destination

Click Save and Run to load data from your Tableau dashboard to the chosen file. Here is the result:

13 tableau dashboard google sheets

You can also automate Tableau export to Google Sheets on a custom schedule. For this, toggle on the Automatic data refresh and configure the desired frequency for automated exports. 

5 backup schedule

Important note:

The Tableau integration by Coupler.io allows you to only export the alphabetically first sheet of your dashboard due to the Tableau API’s limitations. If you need to export data from another sheet of your dashboard, you can rename the Tableau sheet accordingly to make it alphabetically first. 

With the data exported from a Tableau dashboard to Google Sheets or Excel, you can easily share it with colleagues or third parties for reporting, data analytics, data visualization, and other purposes. 

How to share a Tableau dashboard via email 

The only native option to share a Tableau dashboard via email is to make it publicly available using Tableau Public and then share it. We described the flow in the respective section.

If your dashboard was made in Tableau Cloud/Online, you can share a link to it via email manually, i.e., you’ll need to create an email with this link and send it to the specified list of contacts. 

Share a Tableau dashboard recap

Sharing a dashboard in Tableau is not a straightforward task. To do the job, you need to consider the source of your dashboard, Desktop, or Online app, as well as the recipients of it. Things are simpler when you need to share a dashboard within your organization. A few button clicks will be enough to share it using Tableau Server. 

However, sharing dashboards outside of your company or even externally with non-Tableau users will require additional manipulations. 

Sharing a Tableau dashboard with non-Tableau users is only possible if you make this dashboard publicly available. But you can’t make your dashboard publicly available from Tableau Online. We hope that you’ve not messed up with all these tricky paths and managed to share your dashboard or data from your dashboard with your stakeholders. Good luck with your data!

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