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Fix Excel Power Query Folder Data Not Updating After Refresh
Question details
The user needs to troubleshoot a Power Query connected to a source folder where updated data from existing files is not reflecting in the query or PivotTable after a refresh.
- Product
- Excel
- Device & OS
- not provided
- Scenario
- Updating existing files within a source folder and refreshing the connected Excel Power Query to fetch the latest data.
- Observed behavior
- New changes made to existing files in the source folder are not loaded into the query or the associated PivotTable after executing a refresh operation.
Ensure that the source files in the folder have been completely saved and closed, as open files may be locked by another process and prevent Power Query from reading the latest data.
Review Query Logic in the Advanced Editor
Inspect the full M code to identify if folder connections, sample-file logic, or transformation steps are unintentionally filtering out the updated values.
When dealing with folder connections, Power Query automatically generates sample-file logic. If the structure of your files changes slightly or if specific filters were applied during setup, the query might silently skip updated files.
Go to the 'Data' tab on the Excel ribbon, click on 'Get Data', and select 'Launch Power Query Editor'.
In the Power Query Editor, select the problematic folder query from the left pane. On the 'Home' tab, click 'Advanced Editor'.
Review the complete M code. Check the source folder path and ensure there are no steps strictly filtering by specific modification dates, exact file sizes, or hardcoded attributes that would exclude the newly updated file.
Once any restrictive filters are removed or corrected, click 'Done', then click 'Close & Load' on the Home tab to apply the changes to your worksheet.
Disable Background Refresh for Queries
Prevent synchronization issues where a PivotTable refreshes before the underlying Power Query finishes downloading the new folder data.
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Frequently Asked Questions
Why does my Power Query not update when I change a file in the source folder?
This can happen if the query has hardcoded file names, filtered out modified dates inadvertently during the initial setup, or if Excel's background refresh setting prevents the PivotTable from catching up with the query's data load.
How do I access the Advanced Editor in Excel Power Query?
Open the Power Query Editor from the Data tab by clicking 'Get Data' > 'Launch Power Query Editor'. Select your query on the left panel, and click 'Advanced Editor' in the Home tab to view the underlying M code.
Does refreshing a PivotTable automatically refresh its underlying Power Query?
Not always synchronously. If 'Enable background refresh' is checked in the query properties, the PivotTable might finish refreshing before the query finishes downloading new data. Disabling this setting ensures data updates sequentially.
How can I ensure all files in a folder are combined correctly without skipping updates?
When using 'Get Data from Folder', ensure your filtering steps in Power Query only rely on stable attributes like file extensions (e.g., .xlsx) and not specific file names or transient metadata that might change when files are saved and updated.
