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Install Power BI Report Server

This guide explains how to install and configure Power BI Report Server on a Windows Server. Power BI Report Server is Microsoft’s on-premises solution for hosting Power BI reports and SSRS (SQL Server Reporting Services) paginated reports. Ideal for organizations that want to keep their data and reports in-house, without using the Power BI cloud (Power BI Service).

You can publish interactive Power BI reports (.pbix) and paginated reports, configure scheduled refresh for datasets, and manage access via the web portal. A specific edition of Power BI Desktop (Power BI Desktop Report Server) is required to create reports compatible with the server.

Order a Server​

To host Power BI Report Server, HostMyServers offers suitable Windows options:

Prerequisites​

  • RDP (Remote Desktop) access to the Windows server with administrator rights
  • Windows Server (2016, 2019 or 2022 recommended)
  • License for Power BI Report Server: Power BI Premium (per capacity) or SQL Server Enterprise with Software Assurance (SA)
  • Optional: SQL Server instance for the Report Server database (the installer can install the SQL Server engine if needed)

Required Configuration​

ComponentMinimumRecommended
RAM4 GB8–16 GB
CPU2 cores4 cores
Storage50 GB100 GB and above
Network100 Mbps1 Gbps
License

Without a Power BI Premium or SQL Server Enterprise + SA license, you can use the Report Server evaluation edition, valid for 6 months. For production, a license is required.

Connect to the Server​

  1. Connect to your Windows server via Remote Desktop (RDP) with an administrator account.
  2. Use the credentials provided by HostMyServers or your domain.

Download​

  1. Download Power BI Report Server and Power BI Desktop Report Server from the official Microsoft page:
  2. You get:
    • Power BI Report Server: server installer
    • Power BI Desktop Report Server: Desktop edition to create compatible reports (32 and 64 bit)

Keep both installers on the server (or on an accessible network share).

Install Power BI Report Server​

  1. Run the Power BI Report Server installer as administrator.
  2. Follow the wizard:
    • Accept the license terms.
    • Choose Install only (or customize the path).
    • Select the evaluation edition (6 months) or the licensed edition if you have a key.
  3. The installer may offer to install the SQL Server Database Engine if not already present. Accept if you do not have a dedicated SQL Server instance.
  4. Complete the installation. At the end, you can launch Configure Report Server (Report Server Configuration Manager).

Configure the Report Server​

Open Report Server Configuration Manager (Start → Programs → Microsoft Power BI Report Server).

Connection​

  • Connect to the report server instance. The instance name is usually PBIRS (Power BI Report Server).

Database​

  1. In the left pane, click Database.
  2. Click Change Database.
  3. Choose Create a new report server database → Next.
  4. Enter the SQL Server (use . for the local instance) and credentials if needed. Test the connection.
  5. Keep the default database name (ReportServer) or change it, then confirm. A TempDB database is created automatically.
  6. Configure the service accounts (Report Server service account, database credentials). Finish the wizard.

Web Service URL​

  1. Click Web Service URL in the left pane.
  2. Keep the default settings (port 80 or 443 depending on your setup) or adjust the port and address.
  3. Click Apply. Note the URL shown (e.g. http://your-server/ReportServer).

Web Portal URL​

  1. Click Web Portal URL in the left pane.
  2. Adjust if needed (virtual directory, port) and click Apply.
  3. Note the portal URL (e.g. http://your-server/Reports). This is the address users will use to access reports.

Restart the server if the wizard asks, then reopen Configuration Manager to ensure all items are green.

Install Power BI Desktop Report Server​

On the machines where you create reports (or on the server for testing):

  1. Install Power BI Desktop Report Server (downloaded in the Download step).
  2. Choose the 32 or 64 bit version according to your machine.
  3. Complete the installation.
Required edition

Reports intended for Power BI Report Server must be created or opened with Power BI Desktop Report Server. The standard Power BI Desktop (for Power BI Service) is not compatible for publishing to the Report Server. You can have both editions installed on the same machine.

Publish a Report to the Server​

From Power BI Desktop Report Server​

  1. Open or create a report in Power BI Desktop Report Server.
  2. Menu File → Save as → Power BI Report Server (or Publish).
  3. Enter the web portal URL (e.g. http://your-server/Reports).
  4. Choose the destination folder on the server and save. The report appears in the web portal.

From the Web Portal​

  1. Open the portal in a browser: http://your-server/Reports.
  2. Click Upload and select a .pbix file created with Power BI Desktop Report Server.
  3. Choose the folder and confirm. The report is available to users with the appropriate rights.

Scheduled Data Refresh​

To have a Power BI report (Import mode) update automatically:

  1. In the web portal, open the report → More (⋯) → Manage.
  2. Data sources tab: configure the connection (file path, SQL server, etc.) and credentials (Windows or database account). Click Save.
  3. Scheduled refresh tab: create a schedule (daily, weekly, etc.) and set the start time.
SQL Server Agent

Scheduled refresh relies on SQL Server Agent. Ensure the SQL Server Agent service is running on the instance that hosts the Report Server databases.

Firewall​

If users access the server from another network, open the ports used by the Report Server (usually 80 for HTTP and 443 for HTTPS) in the Windows firewall. See the Firewall configuration guide.

Advantages and Limitations​

AdvantagesLimitations
Everything stays on-premises (data and reports)No equivalent to Power BI Service apps, Q&A, shared dashboards
No gateway to install for on-premises sourcesComposite model (DirectQuery + Import) not supported
Scheduled refresh, DirectQuery and Live Connection supportedPower BI Desktop Report Server is updated less often than Power BI Desktop (about every 4 months)
Ideal for organizations that do not want to move to the cloudPremium or SQL Server Enterprise + SA license required in production

Troubleshooting​

Web portal shows the wrong environment​

  • Ensure you use the web portal URL (Reports) and not the web service URL (ReportServer). PBIRS and SSRS have similar portals; make sure you have installed and configured Power BI Report Server and not only SSRS.

Database connection error​

  • Verify that the SQL Server instance (or the engine installed with the Report Server) is running. In Report Server Configuration Manager, double-check the database settings and service accounts.

Scheduled refresh does not run​

  • Ensure SQL Server Agent is running. Check the credentials configured in Manage → Data sources for the report. Check the report server logs if needed.

Report created with standard Power BI Desktop​

  • Open the .pbix file in Power BI Desktop Report Server, save it, then republish. Some recent or “preview” features of standard Desktop are not available in the Report Server edition.

References​