Are you dealing with data from a bunch of different places and combine them on a regular basis to do analysis or reporting? Excel Power Query may be the solution you’re looking for! The best thing about this tool is that you can fully automate your data loading and cleaning procedures with a click of a button. In this tutorial, you’ll learn what Power Query can do and how powerful its features really are. We also provide
some practical examples that you can follow to understand basic data transformations using this tool. Let’s get started! Power Query is a business intelligence tool in Excel used to carry out the ETL (Extract, Transform, and Load) process. This process involves getting data from a source, transforming it, then placing it
to a destination for analysis. ETL is known as a crucial step in building a data warehouse, but actually, you’re doing ETL-like processes even if you’re just doing a weekly or monthly report. With Power Query, everyone can deliver meaningful insight quickly using Excel. There was a time when BI processes required dedicated teams of IT specialists, but not anymore. You can use Power Query
as part of your self-service ETL solution to do the following tasks: Power Query allows you to connect instantly with a wide range of data in different formats and locations. Whether your data is in CSV, XML, JSON, or PDF formats, that’s not a problem. Your organization stores data in Azure SQL Database, IBM DB2, Oracle, or PostgreSQL? You can easily access them. Even if you use
platforms such as Salesforce and MS Dynamics 365, just connect straight away without hassle! After connecting to a data source, you may need to modify the data in several ways. Data transformation is the area where Power Query shines. This tool allows for a range of operations, from simple data transformation tasks to the most complex data restructuring challenges, in just
a few clicks. Examples of data transformation tasks: The ones mentioned above merely scratches the surface of all that Power
Query can do to transform your data. The best thing about this tool is that you can automate those data transformation tasks using a code-free interface — without macro or VBA codes. After your data is clean and ready for analysis, Power Query Excel gives you options to load your data into one or both of these destinations: The Data Model is normally used as the basis for pivot table output in Excel. Thus, it’s also referred to as the Power Pivot Data Model. This article won’t be covering the Data Model and Power Pivot in more detail, as those are broad subjects. Not only does Power Query allow you to get and transform your data, but this tool also records
all the steps applied. You can refresh all the processes such as re-import the source data, reapply all the data filtering, sorting, and other transformations that you defined — in a single click. So, once all of that’s set up, you don’t need to create it again. Of course, you can also go back and edit each step, and even add steps in between. This is all done within a tool you’re already familiar with: Excel. Power Query for Excel was initially released as an add-in to download and install for Excel 2010 and 2013. After you add Power Query to Excel, a new tab named Power Query will appear in the Excel ribbon. This tool was fully integrated into Excel by the 2016 version and accessed under the Get & Transform section in the Data tab. So if you use the latest versions of Excel, you already have Power Query integrated within Excel. The following image summarizes where you can find Power Query in different versions of Excel. Please note that each build of Excel may be slightly different — so you might see slightly different icons. We use Office 365 in this tutorial, however, you can follow the steps described in this article with earlier versions of the product. The entry point into Power Query may be different, but this should not cause any significant difficulties. Excel Power Query: Download sample filesWe provide a small set of sample data used in the examples throughout this article. Just download files from this link to make it easier for you to follow along: Download sample files After that, put the CSVs in a folder, for example in “D:/Power Query/Sample files”. How to use Power Query to GET and LOAD data into ExcelLet’s begin with a quick overview of Power Query’s list of data sources. After that, we’ll get some data into Excel and look into more detail about the Power Query interface. Power Query list of data sourcesGo to the Data tab and locate Power Query in the Get & Transform Data section. Click on the Get Data button — you will see a dropdown menu to select your data source: Please note that the range of available Power Query data sources will depend on the version of Excel that you are using. Data source options
If you take a closer look at the Get Data options, you will find that there are currently around 40 data sources for which Power Query connectors are available. However, even this number is small compared to the number of potential data sources out there. What can you do if your data source is not among those currently available?One solution is by using a generic data connector such as OData Feed, OLE DB, and ODBC. Another solution is to use an integration tool to help you seamlessly connect and get data from external apps into Excel. An example of this is by using Coupler.io, which is a solution to import data from various apps such as Airtable, Shopify, Jira, QuickBooks, Pipedrive, Hubspot, and more! Check out the complete list of Coupler.io’s Excel integrations. A simple example: Get data from CSV files into Excel using Power QueryIn the following example, we will import data from two downloaded CSV files one by one and load them into new worksheets. First, we’ll show you how to get and load Sales.csv directly into a new worksheet. After that, we’ll show you how to import Products.csv and open it in the Power Query Editor before loading it. Here are the steps:
You will see a new worksheet inside the current workbook, as shown in the below screenshot. Your external data is now an Excel table. On the right pane, notice that there is a query to your data source listed there.
This will open the Power Query Editor as shown in the following screenshot: As you can see, clicking Transform Data will bring you to a different, separate interface called Power Query Editor. This editor allows you to transform your data before loading it into a new worksheet. We’ll cover more detail about the Power Query Editor in the next section. For now, let’s not do any data transformations here. We’ll continue to load the products data into a new worksheet from this editor.
As the final result, you will see a new worksheet created containing the Products table. If you notice, there are two queries listed on the right pane: Sales and Products. You’ve learned how to get and load two CSV files directly to Excel using Power Query. By the way, you can do something similar using Coupler.io as it includes a CSV to Excel integration as well. You can even set up automatic data refresh on schedule, such as hourly, weekly, and monthly. Try Coupler.io for free with the seamless Excel integration Load To… options in Excel Power QueryAs explained previously, Power Query provides you with two options to load data: to a worksheet and/or data model. If you want to load data into a worksheet, there are several variations if you choose the Load To… option: As shown in the above dialog, you can:
Notice that on top of this, you have the choice of whether you want to create the table of data, pivot table, or pivot chart in an existing or new worksheet. If you also want to add the data to the Data Model, tick the Add this data to the Data Model checkbox. Excel Power Query EditorThe Power Query Editor is a separate interface from Excel. All of your data transformations will happen in this editor, which can be launched in one of these two ways:
Here are the six main elements of Power Query Editor:
How to use Power Query to TRANSFORM data in ExcelThe range of transformations that Power Query offers are wide and varied. It can be initially daunting if you’re unfamiliar with the feature set available in this tool, but don’t worry! We’ve selected some simple, practical examples for you: Excel Power Query: Remove duplicatesAn external source of data might not be as flawless as you expect. The presence of duplicates is one of the most annoying characteristics of poor quality data. If you look closely at the Products table, you’ll notice two products with ProductNumber DS803. To remove the above duplicates, follow the steps below:
Excel Power Query: Create parameters for folder pathsIn the Power Query Editor, let’s open the Products query and click on the first row “Source” in the APPLIED STEPS. You will see a hard-coded file path like shown below: If you check on the Sales query, you’ll notice that it also uses a fixed value for the file path, i.e., Changing the folder path to use a parameter can be a time-saver in the future. In case you need to move your files to another folder later, you’ll only need to change the parameter value once. Let’s do the following steps to replace the hard-coded folder path with a parameter:
FolderPath & "Products.csv"
FolderPath & "Sales.csv" Now, you’ve changed the file path of both queries to use the FolderPath parameter. Please be aware that the code in the formula bar is case-sensitive. Also, notice that you don’t need to enclose parameters with double quotes. Excel Power Query: Adding a conditional column with IF statementSuppose you want to create a new column, i.e., Category in the Products query, that tells you which category each product belongs to. The first 2 digits of the product number identify the product category based on the following rules:
Here’s how you can add the Category column:
Excel Power Query: Drill-down to create parameters from cellSuppose you want to be able to filter products by category from a cell as shown in the below image: To pass the value from cell B3 to the query and use it to filter the products, follow the steps below:
Your final worksheet will look like this below. Test by changing the dropdown value to “Rose”, then click the Refresh All button. Excel Power Query: Merge tablesMerging queries allows you to join tables based on a key column. This is like using VLOOKUP Excel. For example, here we’re going to merge the Sales and Products queries into one. We will retrieve columns from the Products table (the lookup table) and pull them into the Sales table. Here are the steps:
Here’s an example after we moved the ProductNumber, Category, and Price columns before the Quantity and Discount columns.
Excel Power Query: Using formulasSuppose that in the ProductSales_Merge query, we want to add a new column OrderTotal which is calculated from other columns using this formula:
To do that, follow the steps below:
Excel Power Query: Using functionsIn this last example, we’ll show you how to use functions in Power Query. We’ll add a new column Quarter that represents the number of the quarter from the order dates.
Explanation: The
What’s next?We’ve covered the basics of how you can use Excel Power Query to get, transform, and load data in Excel. We hope this tutorial has given you a great starting point working with Excel Power Query. Be sure to continue learning about Excel’s Data Model and Power Pivot if you want to master Business Intelligence using Excel. In addition to importing your data into Excel, take a look at Coupler.io. This excellent integration tool may be a great solution you need if your data source is not among those currently available in Power Query. With this tool, you can import data from different apps into Excel — no coding required. You can also automate the import process on the schedule you want! Back to Blog Focus on your business goals while we take care of your data!Try Coupler.io Can you link an Access query to Excel?Linking Excel to an Access table. It is quite simple to link an Access database table or a select type query to an Excel worksheet. Once the link has been defined, the data is saved on the worksheet and can be refreshed periodically or on demand.
How do I link an Excel table to an Access query?Create the link. The location of the import/link wizard differs slightly depending upon your version of Access. ... . In the Get External Data - Excel Spreadsheet dialog box, in the File name box, specify the name of the Excel source file.. Select Link to the data source by creating a linked table, and then click OK.. How do I create a link to Access in Excel?On a worksheet, select the cell where you want to create a link. On the Insert tab, select Hyperlink. You can also right-click the cell and then select Hyperlink... on the shortcut menu, or you can press Ctrl+K.
Can you link queries in Access?You can link only to tables in another Access database. You cannot link to queries, forms, reports, macros, or modules. When you link to a table in an Access database, Access creates a new table, called a linked table, which maintains a link to the source records and fields.
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