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Fix Excel Dataflow Refresh Error: Key Did Not Match Any Rows
Question details
A shared Excel workbook fails to refresh data for specific users, displaying an 'Expression.Error: The key didn't match any rows in the table' message.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- A user attempts to refresh an Excel workbook connected to a dataflow that was shared via Microsoft Teams.
- Observed behavior
- The file owner can refresh the workbook successfully, but other users receive a key matching error when triggering a refresh in their local Excel client.
Ensure that the affected user is logged into the local Excel client with the exact same Microsoft 365 account credentials they use to access the shared file in Microsoft Teams.
Verify Dataflow Permissions and Refresh Status in Power BI
Check the Power BI service to ensure the data source is updated and the affected user has the correct read permissions to access the dataflow.
Often, a workbook shared via Teams allows users to open the file, but it does not automatically grant them access to the underlying Power BI dataflow. The user must have explicit read permissions on the dataflow itself.
Log in to the Power BI online service using an administrator or dataflow owner account.
Navigate to the specific workspace containing the dataflow and verify that its most recent data refresh was completed successfully without errors.
Go to the workspace or dataflow settings and check the permissions. Ensure the user experiencing the Excel error has at least 'Viewer' or 'Read' access to the underlying dataset.
Once permissions are granted, have the affected user close and reopen their local Excel client, go to the 'Data' tab, and click 'Refresh All'.
Contact Microsoft Support for Service Issues
If permissions are configured correctly but the error persists, it may be a backend Microsoft service issue requiring administrator intervention.
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Frequently Asked Questions
What does 'The key didn't match any rows in the table' mean in Excel?
This Expression.Error typically occurs in Power Query when a step in your query refers to a specific table name, column, or dataflow that no longer exists, has been renamed, or cannot be accessed due to missing credentials or permissions.
Why can the workbook owner refresh the data but I cannot?
This usually happens because the owner has the correct active credentials for the underlying data source (like a Power BI dataflow), while the other user lacks direct access rights to the source service, even though they have access to the shared Excel file.
How do I check my data source settings in Excel?
Go to the 'Data' tab on the Excel ribbon, click 'Get Data', and select 'Data Source Settings'. From there, you can view, edit, or clear the credentials being used to connect to your dataflows and external sources.
Can clearing the Power Query cache fix refresh errors?
Yes, sometimes outdated cached data or expired credentials cause conflicts. You can clear the cache by going to Data > Get Data > Query Options, selecting 'Data Load' in the left pane, and clicking 'Clear Cache' under the Data Cache Management section.
