Say hello to Tableau Online

Learn how to publish and share in five easy steps

Get to know your site

This guide introduces you to shared data, dashboards, and insights with Tableau Online. We'll cover the interface, how to publish and share your analytics, and where to find more resources. Take a tour of your new site in the video below, then dive in with the step-by-step guide.

Step 1
Publish to Tableau Online.

Publishing your analytics to Tableau Online allows you to share live data and interactive dashboards with your team while ensuring they remain up-to-date and secure. Let's try it out.

Login to your Tableau Online site from Tableau Desktop. Fire up Tableau Desktop and open the workbook you would like to share with Tableau Online. Click on the Server menu from the top toolbar and select “Publish workbook.” When prompted to sign in, select "Quick Connect | Tableau Online" and enter your email address and password.

Note: Don't have Tableau Desktop yet? Download a free trial here.

Choose how your workbook is published to Tableau Online. After logging into your Tableau Online account, you'll see a dialogue box that allows you to customize how your workbook is published. Give your workbook a name, and choose which sheets you'd like to publish to Tableau Online.

A quick note about your workbook's data sources: Analytics aren't much without data, so publishing your workbook to Tableau Online also publishes your workbook's data connection(s). If you've connected to data saved locally on your computer or your company's local network, Tableau will create an extract of the data source and publish it with your workbook.

However, if you're using a live connection to data already hosted in the cloud, Tableau will package the live connection with your workbook and publish them both—no data extract needed. Learn more about data connections in Tableau Online here.

Hit the Publish button and you’re done! The workbook will upload and your Tableau Online site will open in a browser window.

Use projects to organize your analytics.

Welcome to your Tableau Online site! Your published data and dashboards live here. It's also where you'll share and manage all your content. You can log in to your Tableau Online site at any time by navigating to in your browser.

Note: Depending on your site role, the Tableau Online interface may appear slightly different from the screenshots in this guide.

Workbooks in Tableau Online are filed into projects. Much like folders on your desktop, projects are a way to sort and manage content in Tableau Online. Click on the Tableau logo in the top left of your browser window to access all your project folders. If you've been invited to an existing site, you may also see additional projects created by your teammates.

Each project can be set with permissions. Permissions control who can see the contents of a project. You can also use permissions to manage the level of access people have to the analytics stored within your projects. Manage custom permissions by clicking on the More Options icon (•••) on the top right of the project folder.

Add colleagues to your site.

You’ve published a workbook and are familiar with project folders. It's time to share your analytics. Before people can view your work, you need to add them to your Tableau Online site as a user.

Add a user via their email address. Select the Users tab, click the orange +Add User button, and choose "Enter Email Addresses." Add the addresses—separated by semicolons—of everyone with whom you'd like to share your analytics. Each person will receive an email notification that you've added them to your site.

A note about adding users: Check out the available quota count at the bottom of the dialogue box. It’s the remaining number of people you can invite to your site. If you’ve reached zero, you can remove or edit existing users under the Users tab. If you need to add more, your account manager can help you quickly increase your site's quota.

Define the Site Role of your new users. It's great to share data with teammates, but you may not want everyone to have full reign of your site. After adding people via email, tick the box next to their display name, click the Actions drop-down, and select Site Role. Here you can choose the level of access you would like your new users to have.

Share your views and subscribe to updates.

With colleagues added to your site, you can now share data and dashboard with them.

Select a view to share. Click the Tableau logo in the upper left of your browser window to return to your analytics content. Open the Default project and select the workbook you’ve just published. Notice that each sheet of your workbook is shown as a separate thumbnail.

In Tableau Online, workbooks act like a folder. Click into them to explore the sheets and dashboards stored within. Each of these sheets and dashboards is called a view.

Send a view to your colleagues via URL. Click on the view you'd like to share. On the top right, you’ll find the Share icon. Copy the Link URL and paste it into an email, chat message, Slack stream, or any other communication tool you prefer.

The URL will take your coworker directly to your workbook or view without requiring them to navigate to the page within your Tableau Online site.

Subscribe to dashboard updates. What if your dashboard refreshes with new data every Sunday night? To ensure you—and anyone else using your dashboard—gets the freshest views, click the Subscribe icon on the toolbar.

Here you can choose what, when, and to whom Tableau Online will send notifications. Choose to subscribe yourself, teammates relying on the dashboard, execs checking on weekly KPIs, or anyone else interested in the data.

Each person you've selected will receive an email with a hyperlinked snapshot of your viz at the exact time you've selected. You can remove recipients or modify notifications using the same dialogue box.

Know where to find help.

From editing dashboards in your browser to automating data refreshes, there's a lot to explore in Tableau Online. Where do you go when you want to learn more?

Tableau has a full suite of training and help resource. And it's all free. Learn at your own pace, get answers to your questions, and connect with fellow users.

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