MS Excel - Power Query Basics

Power Query is a built-in tool that gathers data from different sources and prepares it for analysis inside Excel. Instead of cleaning or restructuring information by hand, Power Query applies steps that transform the data automatically every time the source updates. This makes reporting faster, more repeatable, and less error-prone than manual editing.

Importing Data from Multiple Places

Power Query can pull information from Excel files, CSVs, databases, websites, and cloud sources. You choose the source once, and Power Query retrieves the content into a preview window. From there, you select the data you need and shape it before loading it into a table or the data model. This turns scattered information into a single organized source.

Cleaning and Shaping Data with Steps

Instead of manually deleting rows, trimming spaces, or fixing column headers, Power Query applies transformation steps that are recorded in sequence. Actions like removing duplicates, splitting text, converting types, and filtering rows become reusable rules. The next time new data arrives, Power Query repeats every step automatically, producing the same clean output.

Refreshing to Keep Reports Updated

Once a query is created, pressing Refresh updates the connected table with the latest source data, applying all stored transformations. There’s no need to rebuild formulas, re-paste values, or repeat cleanup tasks. This makes Power Query ideal for weekly reports, monthly downloads, or ongoing imports from shared systems.

Saving Workflows for Long-Term Use

Every action in Power Query is stored safely in the background, creating a repeatable processing pipeline. Different queries can combine into one final result, merge datasets from multiple worksheets, or append monthly files automatically. Over time, this transforms Excel from a manual tool into a lightweight data automation system built around reliable rules.