To share your Power App with everyone in your organization, you need to utilize the sharing capabilities within the Power Apps platform and specify your entire organization as the recipient. This typically involves selecting a broad organizational group available through Microsoft Entra ID (formerly Azure Active Directory).
Step-by-Step Guide to Sharing with Your Organization
Sharing your Power App is a straightforward process that grants access to your colleagues while allowing you to define their level of interaction with the app.
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Access Your App: Begin by navigating to Power Apps. From the left navigation pane, select Apps.
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Select Your App: Locate the app you wish to share from your list of applications.
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Initiate Sharing:
- On the command bar at the top, select the Share option.
- Alternatively, select the Commands menu (usually three dots
...) next to your app name, and then choose Share.
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Specify Recipients: In the Share dialog box that appears, you will need to specify who gets access. To share with everyone in your organization:
- In the input field where you typically type names or aliases, type "Everyone" or the name of your organization's default security group that encompasses all users (e.g., "All Company" or "Contoso Users" if such a group exists in Microsoft Entra ID). The system should suggest this global group as you type.
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Set Permissions: After selecting your organization's group, select the down arrow next to their name to choose the appropriate permissions for the app.
Permission Type Description User Users can run and utilize the app, but they cannot edit its design, share it with others, or publish changes. This is the most common permission for general app consumption. Co-owner Co-owners have full control over the app. They can run, edit, and share the app with others. They can also publish new versions of the app. Exercise caution when granting this permission, especially to an entire organization. -
Grant Access to Data Sources: If your app connects to specific data sources (like SharePoint lists, Dataverse tables, or SQL databases), ensure that the users you are sharing with also have the necessary permissions to access those underlying data sources. Power Apps sharing only grants access to the app itself, not automatically to the data it uses.
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Send Share Notification (Optional): You may have an option to send an email invitation to the recipients, informing them that the app has been shared with them. This is often checked by default.
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Complete Sharing: Select the Share button to finalize the process.
Important Considerations for Organization-Wide Sharing
- Licensing: Ensure that all users in your organization have the appropriate Power Apps licenses required to run the app. Canvas apps typically require a Power Apps per user license or a Microsoft 365 license that includes Power Apps capabilities (like certain Office 365 SKUs).
- App Performance: While sharing with everyone is convenient, be mindful of the app's performance and scalability if it's expected to be used by a very large number of concurrent users.
- Security Groups: For more granular control, consider creating specific security groups in Microsoft Entra ID (e.g., "Sales Team App Users") and sharing the app with those groups instead of the generic "Everyone" group, especially for apps with sensitive data or specific audiences.
- App Governance: Establish clear guidelines within your organization regarding who can create and share apps, and with what permissions, to maintain a secure and manageable Power Platform environment.
By following these steps, you can effectively share your Power App with all members of your organization, enabling broad access and collaboration.
