Fix Power Query Loading Only the First Row from an Excel Database
Question details
The user needs to troubleshoot why Power Query imports only one row from an Excel worksheet exported from another system, even though the source contains multiple records.
- Product
- Microsoft Excel Power Query
- Device & OS
- not provided
- Scenario
- The user is importing an exported Excel worksheet into Power Query and expects all records to load.
- Observed behavior
- Power Query loads only the first row instead of all rows from the source range.
Before editing the query, open the exported workbook directly in Excel and confirm that the worksheet contains multiple visible rows and no row limit or corruption. Also make sure the correct worksheet or named table is selected in Power Query.
Remove unintended filters or row-limiting steps in Power Query Editor
Use this when the query has an applied step that keeps only the first row or filters the source early.
In Excel, go to the Data tab and click Queries & Connections, right-click the relevant query, and choose Edit. If you are using Get & Transform, open Power Query Editor from the Data tab.
In the Query Settings pane on the right, review the Applied Steps list. Look for steps named 'Keep Top Rows', 'Keep Rows', 'Filter Rows', 'Remove Other Rows', or any step with a row-count condition.
Select the step that reduces the result to a single row and click the X or Delete icon beside it. Alternatively, edit the step settings so it no longer keeps only the first row.
Check the data preview to confirm multiple rows appear, then click Close & Load on the Home tab to load the complete query result into the worksheet.
Check the source worksheet, named table, range, and exported file integrity
Use this if no limiting step is present or if the source file may be damaged or pointing to only a small range.
Use WPS Office Spreadsheets as a Free Alternative for Exported Excel Database Files
If Power Query keeps misreading an exported Excel workbook, WPS Office Spreadsheets provides a free, lightweight Microsoft Office alternative that opens .xlsx files with a familiar interface, so you can inspect, filter, and manage multi-row data without relying on Power Query.
Frequently Asked Questions
Why does Power Query show only one row when the Excel file has many rows?
Usually an applied step such as 'Keep Top Rows' or a filter is limiting the query result. Open Power Query Editor, review the Applied Steps list, and remove or edit the limiting step.
How do I remove a row limit step in Power Query?
In Power Query Editor, select the limiting step under Applied Steps and click the X or Delete icon beside it. Confirm the preview shows all rows, then click Close & Load.
Can a corrupted exported Excel file cause Power Query to load only one row?
Yes. Open the file directly in Excel to see if it displays all rows. If it does not, save the file as a new .xlsx workbook or export it again from the source system, then refresh the query.
What should I check in the Source step if Power Query references the wrong range?
Select the Source step in Power Query Editor and check the formula bar. Confirm that it points to the correct workbook path, worksheet, table, or range, and update the source if needed.
