# Publishing and exporting workbooks, data sources and flows

*Tableau Data Analyst Study Guide · Publish and Manage Content on Tableau Server and Tableau Cloud · Last updated October 29, 2026 · https://www.certifyforce.com/study-guide/tableau-data-analyst/publish-and-manage-content-on-tableau-server-and-tableau-cloud/publishing-and-exporting-workbooks-data-sources-and-flows*

How the Publish Workbook and Publish Data Source dialogs handle sheets, tabs, external files and credentials, how Prep Builder flows and their outputs publish to Tableau Server or Tableau Cloud, and which Download format gives a viewer an image, a crosstab or an older-version workbook.

- Certification: Salesforce Tableau Data Analyst
- Exam section: Publish and Manage Content on Tableau Server and Tableau Cloud
- Study guide: https://www.certifyforce.com/study-guide/tableau-data-analyst

**Official exam objective:**

> Publish Content: Publish a workbook; Publish a data source from Desktop or Prep; Export content; Publish a flow.

## What the exam expects

- Publish a workbook from Tableau Desktop and pick the right options in the Publish Workbook dialog: sheets, Show Sheets as Tabs, Include External Files and data source authentication.
- Publish a data source from Desktop (keeping or replacing the local connection) or from a Tableau Prep Builder output step.
- Publish a Prep Builder flow and predict how its file and database inputs behave on Tableau Server versus Tableau Cloud, including what Tableau Prep Conductor adds.
- Choose the Download format (Image, Data, Crosstab, PDF, PowerPoint, Tableau Workbook) that matches what a viewer needs.
- Key terms: **embedded data source** (published inside the workbook) versus **published data source** (a standalone data source on the site); **Include External Files** (packages a static copy of local files); **safe list** (network paths a Server administrator allows for flow inputs and outputs); **Prep Conductor** (the Data Management feature that runs flows on a schedule).

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Publish Workbook missing from Server menu | Make a worksheet or dashboard tab active, not the Data Source tab | [Publish a Workbook](https://help.tableau.com/current/pro/desktop/en-us/publish_workbooks_howto.htm) |
| Show Sheets as Tabs cleared | Workbook permission changes don't apply to views; set view permissions independently | [Publish a Workbook](https://help.tableau.com/current/pro/desktop/en-us/publish_workbooks_howto.htm) |
| Mapped drive on Tableau Server | Include External Files, or change to a UNC path | [Publish a Workbook](https://help.tableau.com/current/pro/desktop/en-us/publish_workbooks_howto.htm), [Publish a Data Source](https://help.tableau.com/current/pro/desktop/en-us/publish_datasources.htm) |
| After Publish Data Source | Workbook switches to the published source unless Update workbook to use the published data source is cleared | [Publish a Data Source](https://help.tableau.com/current/pro/desktop/en-us/publish_datasources.htm) |
| Refresh schedule in the publish dialog | Extracts only; not from the Data Source page or to Tableau Cloud | [Publish a Data Source](https://help.tableau.com/current/pro/desktop/en-us/publish_datasources.htm) |
| Data Management for flows | Needed only to run flows on a schedule (since 2020.4.1) | [Publish a Flow](https://help.tableau.com/current/prep/en-us/prep_conductor_publish_flow.htm) |
| Flow outputs as published data sources | All on the flow's server or site; projects may differ | [Publish a Flow](https://help.tableau.com/current/prep/en-us/prep_conductor_publish_flow.htm) |
| Flow file inputs on Tableau Cloud | Must be packaged; packaged files aren't refreshed | [Publish a Flow](https://help.tableau.com/current/prep/en-us/prep_conductor_publish_flow.htm) |
| Flow capabilities by site role | Run Flow: Creator and Explorer (can publish); Web Edit: Creator only | [Site Roles](https://help.tableau.com/current/online/en-us/permission_license_siterole.htm) |
| Tableau Workbook download | Can be saved to an earlier Tableau version | [Download Views and Workbooks](https://help.tableau.com/current/pro/desktop/en-us/export.htm) |

## Check yourself

- When the workbook's authentication is Prompt users, what does a viewer need on the published data source?
- What does File > Export Packaged Flow produce in Tableau Prep Builder?
- Why would you use Tableau Prep Conductor beyond schedules?
- What does a PowerPoint download contain?

## Sources

- [Comprehensive Steps to Publish a Workbook](https://help.tableau.com/current/pro/desktop/en-us/publish_workbooks_howto.htm)
- [Publish a Data Source](https://help.tableau.com/current/pro/desktop/en-us/publish_datasources.htm)
- [Set Credentials for Accessing Your Published Data](https://help.tableau.com/current/pro/desktop/en-us/publishing_sharing_authentication.htm)
- [Publish a Flow to Tableau Server or Tableau Cloud](https://help.tableau.com/current/prep/en-us/prep_conductor_publish_flow.htm)
- [Save and Share Your Work](https://help.tableau.com/current/prep/en-us/prep_save_share.htm)
- [Keep Flow Data Fresh](https://help.tableau.com/current/prep/en-us/prep_conductor_overview.htm)
- [Download Views and Workbooks](https://help.tableau.com/current/pro/desktop/en-us/export.htm)
- [Permissions, Site Roles, and Licenses](https://help.tableau.com/current/online/en-us/permission_license_siterole.htm)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 10 linked practice questions, and unlimited timed mock exams are included with the Tableau Data Analyst pack (USD $19): https://www.certifyforce.com/practice-exams