Power Query in Excel: A

Complete Guide
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tutorials/excel-tutorial/power-
query-in-excel

see also
https://www.ablebits.com/office-
addins-blog/excel-join-tables-
power-query/
https://www.ablebits.com/office-
addins-blog/excel-merge-tables-
matching-columns/#Combine-
Sheets-Wizard
https://www.ablebits.com/office-
addins-blog/compare-two-excel-
files-sheets/
By Shruti M
Share This Article:
Last updated on Feb 16, 2024287153
 How to join tables in Excel: Power Query
vs. Merge Tables Wizard
https://www.ablebits.com/office-addins-blog/excel-join-tables-power-query/#import-merged-table-
to-Excel

How to use Power Query in Excel –

practical examples
https://www.ablebits.com/office-addins-blog/how-to-use-power-query-excel/

pitia pia

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(drop-down and printable)
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Reviewed and fact-checked by Sayantoni Das

Power Query makes solving common data tasks easy. A lot of precious
time is usually spent on repetitive manual work such as cut & paste tasks
or combining columns and applying filters. The Power Query tool makes it
a whole lot easier to perform such tasks.

An added benefit here is that Power Query is easy to use when compared
to other BI tools. The Power Query interface is user-friendly. Since it is
very similar to the Excel interface, many users will find it comfortable.

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What is Power Query?

Power Query is an application for transforming and preparing data. With
Power Query you can get data from sources using a graphical interface
and apply transformations using a Power Query Editor. Using Power
Query, a business intelligence tool offered by Microsoft Excel, you can
import data from any number of sources, clean it, transform it, then
reshape it according to your needs. In this way, you can set up a query
only once, re-use it later by simply refreshing.

As the name suggests, Power Query is the most powerful data automation
tool found in Excel 2010 and later. Power Query allows a user to import
data into Excel through external sources, such as Text files, CSV files,
Web, or Excel workbooks, to list a few. The data can then be cleaned and
prepared for our requirements.

Power Query has several useful features embedded in it, such as the
appending of data and creating relationships between different data sets.
This is called the merging of the data sets. We can also group and
summarize data with the help of the tool. Needless to say, it is a very
useful tool.

How Do You Enable Power Query?

Power Query is available as a free add-in on Excel 2010 and 2013, which
you can download from Microsoft's website. The link is available here.

On clicking the Download button, a dialog box opens where you can
choose the appropriate download option that suits your OS. Power Query
will then be downloaded on your system.

It is a built-in tool starting with Excel 2016 and is available in the Get &
Transforms Data Section under Data Tab.

The Four Phases of Power Query

Power Query allows users to extract, transform, and load (ETL) data from
various sources into Excel or Power BI. The four phases of Power Query
are:

1. Connect

In this phase, users connect to the data source(s) from which they want to
extract data. Power Query supports many data sources, including
databases, files, web pages, and more. Users can also specify any
required authentication or authorization details during this phase.

2. Transform

Once the data is loaded into Power Query, users can use various data
transformation tools to clean, reshape, and transform the data to meet
their specific needs. Common data transformation tasks include removing
duplicates, filtering data, merging data, splitting columns, and pivoting
data.

3. Combine

Power Query also allows users to combine data from multiple sources
using various techniques. Users can merge tables, append, or join data
using a common key. This phase is beneficial for integrating data from
different sources into a single, unified view.

4. Load

Finally, in the Load phase, users specify where to load the transformed
data. They can load the data into an Excel worksheet or a Power BI report
or create a connection to the data source so that the data is automatically
refreshed whenever the source data changes.

Let’s move forward and understand the concept of Power Query.

What is a Query List?

A query list refers to a collection or set of queries within a database or
data management system. It represents a group of predefined queries
that are saved and organized for easy access and execution. A query list
typically includes a series of query statements or commands that retrieve,
filter, sort, or manipulate data from one or multiple tables or data sources.
Query lists provide a convenient way to store and manage frequently used
or complex queries, allowing users to quickly execute them without the
need to recreate or modify the queries each time. They enhance
efficiency, consistency, and reusability in data querying and analysis
processes.

Data Preview:

Data Preview in Power Query refers to the visual representation of the

imported data within the Power Query Editor window. It allows users to
see a sample of the data before applying any transformations, providing a
quick overview of the dataset's structure and contents. The Data Preview
section displays the first few rows of the imported data, along with the
column headers, enabling users to assess the quality and suitability of the
data for further analysis or manipulation.

Applied Steps

Applied Steps in Power Query are the sequence of actions or

transformations that have been applied to the imported data. Each step
represents a specific operation, such as filtering, sorting, renaming
columns, or merging queries. The Applied Steps section in the Power
Query Editor displays a list of these transformations in the order they
were applied. Users can review, modify, or remove individual steps to
refine the data preparation process and achieve the desired output.
Applied Steps provide transparency and reproducibility, allowing users to
track and reproduce data transformations easily.

Formula Bar

The Formula Bar in Power Query is a section within the Power Query Editor
that allows users to view and edit the formulas associated with each step
or transformation. It provides a text-based representation of the applied
transformations, enabling users to manually input or modify the
underlying M language code that defines the data transformations. The
Formula Bar offers a more advanced and precise way to manipulate data
by leveraging the full capabilities of the M language. It is particularly
useful for complex or custom transformations that cannot be achieved
through the graphical user interface alone.

What Can You Do With Power Query?

Power Query is a widely used ETL(Extract, Transform, Load) tool. Let’s
look at the three basic steps.

1. Get Data

Importing data is easy with the help of the Get & Transform Data section
of the Data tab in Excel.

You can import data from several different sources.

 From Files: Excel files(Workbook), Text or CSV files, XML files, and
JSON files.
 From Databases: SQL Server, Microsoft Access, SQL Server Analysis
Services.
 From Other Sources: Excel Tables/ Ranges, Web, Microsoft Query,
OData feeds.
2. Transform Data

After importing the data, we can transform it with the help of Power
Query. The Power Query Editor helps you transform data based on your
needs.

Let’s take a look at the editor and understand its different components.

The Power Query Editor Interface

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The six main sections of the Power Query Editor are as follows:

 Query Editor Ribbon: This ribbon is similar to the one on the Excel
interface. Various commands are organized in separate tabs.
  Query List: This section lets you browse through a list of all queries
in your current workbook.
 Formula Bar: The current transformation’s formula will be specified
here in the M language.
 Data Preview: You can see the preview of your data based on the
current transformation step. You can access various transformation
commands by right-clicking on the column header or by clicking on
the respective column header's filter option.
 Properties: This section consists of a list of query steps. Here, you
will be able to name your query. Naming a query is an important
step to identify a query easily.
 Applied steps: Each transformation step you take will be recorded
here in chronological order. You can add, remove, edit, or reorder
the steps if required.

This was all about the editor interface. Now, let’s proceed by
understanding a simple transformation example on the Editor.

Follow the steps below to learn how to sort a table based on a single
column.

 First, load the data onto the Editor.

 Then, select the column you want to sort.
 Click on the filter icon, as shown in the image.
  Now, you can sort the data based on Ascending or Descending order
from the drop-down menu.

 On clicking OK, the table gets sorted based on the ‘Name’ column
alphabetically.

You will see the M code in the formula bar. This is used to record the steps
applied.
  The applied transformations will reflect in the ‘Applied Steps’
section.

Numerous other transformations can be performed on the Editor. After

this step, we need to load the data onto our Excel spreadsheet.

3. Output to Excel

After performing all the operations on the editor, we will have to output it
to our Excel sheet. To do this, click on the Close and Load option on the
Ribbon section of the Power Query Editor.
On clicking this option, the Editor closes and loads the result to your
worksheet.

In the next section, we will look at different ways by which we can Import
Data to our Excel sheet.

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Different Ways to Import Data to the Excel

Sheet
Listed below is a detailed tutorial of importing data from various data
sources.

1. Importing Data from a Text File

Follow the steps to import a text file using Power query:

 Click on the Data tab --> Text/CSV File.

 Once we have selected the “Text/CSV file” option, an ‘Import data’
dialog box is opened.
 Select the desired text file and click on Import.
 A dialog box is opened, which shows a preview of the data
contained.
 Finally, click on Load to import the data.

2. Importing Data From a CSV File

You can use Power Query to import from CSV files by following the steps
below:

 Click on the Data tab --> Text/CSV File.

 Once we have selected the “Text/CSV file” option, an “Import data”
dialog box is opened.
 Select the desired CSV file and click on import.
 A dialog box is opened, which shows a preview of the data
contained.
 Finally, click on Load to import the data.

3. Importing a Single Data Source From an Excel

Workbook

To import a Single Data Source, follow these steps:

 Click on the Data tab --> Get Data command. This opens up a drop-
down menu. The drop-down menu offers different options for us to
import our data. To import from the Excel workbook, we select the
option ‘From File’ and then ‘From Workbook’.
 Excel opens up a dialog box that helps us navigate and select the
workbook.
 Once we have navigated to the workbook location, we can click on it
and then click ‘Open’.
 This opens up the navigation dialog box. The navigation dialog box
gives you a set of data sources.
 From here, we can select the data on which we want to work.
 Finally, click on ‘Load’ to import the data.

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4. Importing a Multiple Data Source From an Excel

Workbook
The following steps will help you import multiple data source from the
Excel workbook:

 Click on the Data tab, followed by Get data command. On clicking

this, a drop-down menu opens up. The drop-down menu offers
different options for us to import our data. To import from an Excel
workbook, we select the option ‘From File’ and then ‘From
Workbook’.
 Excel opens up a dialog box that helps us navigate and select the
workbook.
 Once we have navigated to the workbook location, we can click on it
and then click ‘Open’.
 This opens up the navigation dialog box. The navigation dialog box
gives you a set of data sources.
 In the navigation dialog box, there is an option to ‘Select Multiple
Items’. Upon selecting this option, we can choose more than one
item.
 From here, we can select the multiple data sources on which we
want to work.
 Finally, click on Load to import the data.

So, these were a few techniques by which you can import data to Excel.
Going ahead, let’s look at a simple demo on how you can Import Data
from a CSV file.

A Demo to Get Data From CSV File

We will be explaining how to import data from a CSV file. This process is
simple and consists of a few steps.

Importing Data From a CSV File

 Click on the Data tab, followed by which a Text/CSV file command is

found.
 Once we have selected the “Text/CSV file” option, an ‘Import data’
dialog box is opened.

 Select the desired CSV file and click on import.

 A dialog box named after the CSV file is opened. It shows a preview
of the data contained.
 Finally, click on ‘Load’ to import the data.
As you can notice, 14 rows are loaded onto the Excel sheet.
Now, let’s move forward and understand various tasks and
transformations that can be performed using Power Query.

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What Basic Transformations Can You

Perform Using Power Query?
In this section, let’s look at various transformation functions that can be
performed easily with the help of a few mouse clicks.

1. Text Formatting Functions

In this section, you will learn how to format text in Uppercase, Lowercase,
and understand how to use the Trim operation.

UPPERCASE

Step 1: Load the required data onto the Power Query Editor. This can be
done by selecting the respective data source from the Get & Transform
Data section of the Excel Data tab. This will open up the Editor, which
allows us to edit the data.

Step 2: Click on the column name and then go to the “Transform” tab,
which will display a variety of options. Clicking on the option to Format
text will open up a drop-down menu with a text edit option of
‘UPPERCASE’.

Step 3: Finally, on selecting the UPPERCASE edit option, all the text in the
given column will be converted to uppercase.

LOWERCASE

Step 1: Load the required data onto the Power Query Editor. This can be
done by selecting the respective data source from the Get & Transform
Data section of the Excel data tab. This will open up the Editor, which
allows us to edit the data.
Step 2: Click on the column name and then go to the ‘Transform’ tab,
which will display a variety of options. Clicking on the option to Format
text will open up a drop-down menu with a text edit option of
‘LOWERCASE’.

Step 3: As you can see, all the text from the selected column will be
converted to lowercase.

TRIM

Step 1: Load the required data onto the Power Query Editor. This can be
done by selecting the respective data source from the Get & Transform
Data section of the Excel data tab. This will open up the Power Query
Editor, which allows us to edit the data.
Step 2:To remove all the extra white spaces from the data, click on the
column name, and then select the ‘Transform’ tab, displaying various
options. Clicking on the ‘Format’ option will display a drop-down menu
with a text edit option called ‘Trim’.

Step 3: Finally, on selecting the Trim edit option, all the extra white
spaces in the given column will be removed.

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2. Splitting a Column Using Delimiters

Step 1: Load the required data onto the Power Query Editor. This can be
done by selecting the respective data source from the Get & Transform
Data section of the Excel data tab. This will open up the Editor, which
allows us to edit the data.

Step 2: To split the column with the help of a delimiter from the data, click
on the ‘Transform’ tab followed by the ‘Split column’ option. This will
display a drop-down menu with an option to split the data By Delimiter.

Step 3: A dialog box appears where you can select a delimiter. Then click
on OK.

Step 4: Now, we can see that the data is split into two columns concerning
the delimiter.
3. Transpose a Data Table

Step 1: Load the required data onto the Power Query Editor. This can be
done by selecting the respective data source from the Get & Transform
Data section of the Excel data tab. This will open up the Editor, which
allows us to edit the data.

Step 2: Since we want to rotate the rows to columns, we have to navigate

to the Transform tab. Upon selecting, it will show us an option to
Transpose the data.

Step 3: On clicking the transpose option, the rows will be converted to

columns. To load the changes into a new worksheet, go to the Home tab
and click on ‘Close and load’.
4. Removing Duplicates Using Power Query

Step 1: Load the required data onto the Power Query Editor. This can be
done by selecting the respective data source from the Get & Transform
Data section of the Excel data tab. This will open up the Editor, which
allows us to edit the data.

Look at the duplicate data highlighted in the image below.

Step 2: Now, we need to navigate to the Home tab → Remove rows option,
which will open up a drop-down menu. Click on the ‘Remove Duplicates’
option.

Step 3: As you can notice, the data is now free from duplicates. To save
the updated table without duplicate rows, go to the Home tab and click on
‘Close and Load’.

Combine Queries
Power Query has two different options that help us combine different
datasets. The two options are:
  Append
 Merge

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APPEND

In Power Query, the append operation creates a new table by joining all
the rows from the first query, followed by all rows from the second query.
Follow the steps below to understand how to perform an Append
operation.

Step 1:

 Firstly, we have to load the data into the Excel workbook. In this
demonstration, you will learn how to Append data from a CSV file.
 This can be done by selecting the Data tab, followed by the
‘Text/CSV File’ command.
 Once we have selected the option, an Import Data dialog box opens.
Select the desired CSV file and click on import.
 A dialog box opens, which shows a preview of the data contained.
Clicking on ‘Load’ will enter the data in a new sheet.
 Continue this step to add the required data into new sheets.

Step 2: Now, to append the data available on different sheets, we can

navigate to the Data Tab. Here we can find an option called Get data,
clicking on which will open up a drop-down menu. You will find an option
called Combine Queries. On selecting it, you will find the ‘Append’ option.
Step 3: Clicking on ‘Append’ will open up a window with different options
where we can choose to append two tables or more than three. Next, we
have to select the sheets that have to be appended. When done, we can
click on OK.
Step 4: The Power Query editor opens up, and the data has now been
appended. We can click on ‘Close and Load’ to save these changes, which
loads the updated data to an Excel spreadsheet.

MERGE

The Merge option is similar to the JOIN function in SQL. Merge is a way of
combining two existing queries and creating a new query.

Step 1:

 Firstly, we have to load the data into the Excel workbook. In this
example, we will demonstrate how to Merge data from a CSV file.
 This can be done by clicking on the Data tab, followed by the
‘Text/CSV File’ command.
 Once we have selected the option, an Import Data dialog box
opens.
 Select the desired CSV file and click on import.
 A dialog box opens, which shows a preview of the data contained.
Clicking on ‘Load’ will enter the data in a new sheet.
 Continue this step to add all the required datasets to be merged into
different sheets.

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Step 2: Now, to Merge the data available in different sheets, we have to

navigate to the Data tab. Here we can find an option called Get Data. On
clicking it, a drop-down menu will be displayed, which has the option to
Combine Queries. On selecting this, click on ‘Merge’.
Step 3: A window will be displayed where we can select the sheets that we
want to merge. Now, choose the two columns by clicking on the column
header based on which we want to connect both the sheets. Then, click on
OK.
Step 4: Once that is done, the Power Query editor opens up with a new
column in the end that holds the merge result. To save the changes made,
we click on “Close and Load”.

Step 5: The merged data is now loaded onto our Excel worksheet.

This was all about combining the queries using Merge and Append
operations.

Key Pointers
The Queries & Connections Window:

The Queries & Connections window is a central hub in Power Query where
you manage and interact with your data queries and connections. It
provides a clear overview of all the queries in your workbook, allowing you
to navigate, edit, and refresh them easily. Additionally, the window
displays the connections to external data sources, enabling you to modify
connection properties, update credentials, or create new connections. The
Queries & Connections window is a powerful tool for organizing and
controlling your data connections and queries in Excel.

Difference Between the Transform and Add Column Tabs:

In Power Query, the Transform and Add Column tabs are two key sections
that facilitate data manipulation. The Transform tab offers a wide range of
data transformation options, allowing you to perform actions such as
filtering rows, sorting data, removing duplicates, and splitting columns. On
the other hand, the Add Column tab focuses specifically on adding new
calculated columns to your data. It provides access to various functions,
operators, and formulas that can be used to create custom columns based
on existing data. Understanding the distinction between these two tabs
helps you effectively manipulate and enhance your data in Power Query.

The Transform Tab:

The Transform tab in Power Query houses an array of data transformation

features. It enables you to perform essential operations like changing data
types, replacing values, aggregating data, pivoting columns, and merging
queries. This tab also offers advanced transformation capabilities, such as
applying conditional logic, invoking custom functions, unpivoting data,
and splitting columns based on delimiters. The Transform tab empowers
you to cleanse and reshape your data, ensuring it is in the desired format
for further analysis.

The File Tab:

The File tab in Power Query provides options for managing queries and
connections at the workbook level. From this tab, you can create new
queries, import data from external sources, export queries to other
workbooks, or load queries from a query repository. Additionally, the File
tab allows you to access the Options menu, where you can configure
various Power Query settings, such as privacy levels, global query
settings, and regional preferences. The File tab serves as a gateway to
essential file and configuration-related functionalities in Power Query.

The Home Tab:

The Home tab in Power Query is the central hub for common data
manipulation tasks. It offers a set of frequently used operations, including
filtering, sorting, grouping, removing columns, and transforming data
types. This tab also provides options to manage query settings, such as
refreshing queries, viewing query dependencies, and accessing query
properties. The Home tab serves as a convenient starting point for most
data transformation activities, allowing you to quickly perform common
tasks and navigate to other sections of Power Query.

The Add Column Tab:

The Add Column tab in Power Query is dedicated to enhancing your data
by creating new calculated columns. It offers a variety of functions,
operators, and formulas that you can use to define custom calculations
based on existing data. From basic arithmetic operations to advanced text
manipulation, date calculations, and conditional logic, the Add Column tab
provides a wide range of tools to transform your data and derive
additional insights. This tab enables you to extend the capabilities of your
data model and tailor it to your specific analysis requirements.

The View Tab:

The View tab in Power Query provides options to customize the visual
appearance and layout of the Power Query Editor window. It allows you to
change the zoom level, toggle the Formula Bar display, show or hide
gridlines, and adjust the column widths. The View tab also offers options
to enable or disable the Formula Bar autocomplete feature and configure
the display of formula errors. These customization options help improve
the overall user experience and make working with Power Query more
efficient.

How to Load Data Back to the Worksheet:

After performing the necessary data transformations in Power Query, you

can easily load the data back to the worksheet in Excel. In the Power
Query Editor window, you have the option to choose how you want to load
the data. You can either load the data to a new worksheet or append it to
an existing worksheet. Additionally, you can specify the destination range
for the loaded data. By selecting the appropriate options, you can
seamlessly transfer the transformed data from Power Query back to the
worksheet, where you can further analyze and visualize it using Excel's
powerful tools and features.

Auto Refresh a Query:

Power Query provides the functionality to automate the refresh of data

queries. This feature is especially useful when dealing with dynamic data
sources or when you need to keep your data up to date without manual
intervention. To enable auto-refresh, you can specify the refresh settings
for a query in the Query Properties window. You can choose to refresh the
query upon opening the workbook, at regular intervals, or based on
specific triggers like workbook changes or data source availability. By
setting up auto-refresh, you ensure that your data is always current,
eliminating the need to manually refresh the queries each time.
Export Connections:

In Power Query, you have the ability to export connections, which allows
you to share or reuse them across multiple workbooks. Exporting
connections enables you to package the connection details, including the
data source, authentication credentials, and connection settings, into a
file that can be imported into another workbook. This feature is
particularly valuable when you want to replicate the same connections in
different workbooks or when you need to share connections with
colleagues or clients. By exporting connections, you simplify the process
of establishing data connections and ensure consistency across your data
analysis projects.

Conclusion
In this article, you have learned how to load data using Power Query,
perform transformations, and output the data back to your Excel
worksheet. Using the Power Query tool, you are saving loads of time by
performing numerous functions just with the help of a few clicks!

Whether you are interested in learning the basics of Excel or want to

develop more advanced Excel skills, Simplilearn has a Post Graduate
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If you have any questions for us, please feel free to mention them in the
comments section of this Power Query article, and we’ll have our experts
answer it for you right away.

FAQs
1. What is an Excel Power Query?

Excel Power Query is a data transformation and preparation tool

developed by Microsoft. It allows users to extract, transform, and load
data from various sources into Excel or Power BI using a visual interface. It
is a powerful tool for data preparation and analysis tasks.

2. How do you get Power Query in Excel?

Power Query is built into Excel 2016 and later versions but may need to
be activated sometimes. To activate it, users can go to the "File" menu,
select "Options," and then choose "Add-ins." They can then select "COM
Add-ins" and enable "Microsoft Power Query for Excel."

3. Is Power Query free with Excel?

Yes, Power Query is a free add-in for Excel 2016 and later versions and is
also available as a built-in feature in Excel for Microsoft 365. It can be
downloaded and installed for free on older versions of Excel.

4. What are the basics of Power Query?

The basics of Power Query involve importing, transforming, and combining

data from various sources in Excel, allowing users to clean, reshape, and
analyze data without complex formulas.

5. What is Power Query Excel used for?

Power Query in Excel is used for importing, transforming, and cleaning

data from multiple sources, enabling users to perform advanced data
analysis and create unified views of their data.

6. How do you create a Power Query in Excel?

To create a Power Query in Excel, go to the Data tab, click on the Get
Data button, select the data source, specify import options, apply
transformations in the Power Query Editor, and load the data back to the
worksheet.

7. What are the benefits of Power Query?

The benefits of Power Query include streamlined data preparation,

automated data refresh, easy data transformation, support for various
data sources, improved data analysis capabilities, and the ability to repeat
and modify data transformations with a single click.

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