Combine Files from a Folder with Power Query the RIGHT WAY!

Introduction

In this tutorial, you'll learn how to effectively combine multiple Excel files from a folder using Power Query. Many users struggle with this process due to misunderstandings about the queries generated by Power Query. By following the steps outlined here, you will understand the correct usage of the sample file query and the final query, allowing you to streamline your data analysis process.

Step 1: Save Your Data Files

• Ensure all Excel files you want to combine are saved in a single folder.
• Keep your naming conventions consistent to avoid confusion later on.
• It’s a good practice to close all Excel files before starting the Power Query process.

Step 2: Get Data from the Folder

• Open Excel and go to the Data tab.
• Click on Get Data.
• Navigate to From File and select From Folder.
• Browse to the folder where your Excel files are stored and click OK.
• Power Query will show you a preview of the files in that folder.

Step 3: Understand the Important Queries

• Power Query automatically creates two key queries:
  1. Sample File Query: This is used to define the structure and transformations necessary for your data.
  2. Final Query: This is where the combined data from all files is compiled.

Step 4: Using the Sample File Query

• Select the Sample File Query to make any transformations you need.
• Common transformations include:
  • Filtering rows
  • Changing data types
  • Renaming columns
• Once you make the necessary changes, these transformations will apply to all files combined later.

Step 5: Load the Data

• After setting up your transformations in the Sample File Query, go to the Home tab in Power Query.
• Click on Close & Load to load the transformed data into Excel.
• This will create a new worksheet with your combined data.

Step 6: Refreshing the Data with New Files

• To include new files added to the folder:
  • Simply select the Final Query in Power Query.
  • Click on Refresh to pull in the latest data from the folder.
• Ensure that new files follow the same structure as the original files to avoid errors.

Conclusion

By following these steps, you can effectively combine multiple Excel files from a folder using Power Query. Remember to use the Sample File Query for transformations and the Final Query to view your combined data. With this understanding, you can confidently manage and analyze your data more efficiently. For further learning, consider exploring advanced features of Power Query or additional Excel courses.