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How to Fix Power Query Not Refreshing New Excel Files from a Folder
Question details
The user needs to resolve an issue where Power Query does not pull in newly added Excel files from a folder after a refresh.
- Product
- Microsoft Excel (Power Query)
- Device & OS
- not provided
- Scenario
- Attempting to update a data model with new monthly timesheet data by refreshing a Power Query that is linked to a local or network folder.
- Observed behavior
- Power Query completes the refresh process without showing any error messages, but it fails to display or append the data from the newly added files.
Ensure that the newly added Excel files are not currently open in another program and that you have the correct file permissions to read the source folder.
Verify Source Path, Filters, and File Consistency
Check if the query is pointing to the correct folder and ensure that the new files match the expected format and naming conventions.
Power Query relies on consistent file structures. If the newly added files have different sheet names, column headers, or table structures, the Combine Files step will silently fail to append their data.
Additionally, any filtering steps applied early in the query might accidentally exclude new files based on their file extension (e.g., .xlsm instead of .xlsx) or naming patterns.
In Excel, navigate to the 'Data' tab, click on 'Get Data', and select 'Launch Power Query Editor'.
In the 'Applied Steps' pane on the right side, click the gear icon next to 'Source' to verify that the folder path is correctly pointing to where the new files are stored.
Click through the 'Filtered Hidden Files' or any other filtering step in the Applied Steps list. Ensure your new files aren't being excluded by extension filters or naming convention filters.
Open one of the new XLSM files manually and confirm it has the exact same column headers, table names, and sheet names as the original files used to build the query.
Once verified, click 'Close & Load' in the top-left corner, and then click 'Refresh All' on the Data tab to test if the new data appears.
Rebuild the Combine Files Step
If the helper queries or file combination settings are corrupted, deleting and recreating the combination step can resolve the refresh issue.
Try WPS Office for Seamless Data Management
If you frequently encounter complex Power Query errors or performance issues in Excel, consider using WPS Office. It provides a highly compatible spreadsheet environment that easily handles multiple data sources, data consolidation, and PivotTables without the heavy processing overhead.
- 1. Download WPS Office: Visit the official WPS website and download the free version of WPS Office.
- 2. Open Your Workbooks: Launch WPS Spreadsheet and open your existing Excel workbooks to experience seamless compatibility.
- 3. Consolidate Data Easily: Use the built-in Data Consolidation features under the Data tab to merge multiple worksheets without writing complex queries.
Frequently Asked Questions
Why are some files ignored when combining files in Power Query?
Power Query may ignore files if there is a filter step applied to the folder contents. This commonly happens if temporary files (files starting with '~') are filtered out, or if the query is specifically filtering to only include '.xlsx' extensions, causing it to ignore new '.xlsm' files.
Do all Excel files in the folder need the exact same structure?
Yes, for the 'Combine Files' feature to work seamlessly, all files in the source folder must have identical column names, data types, and ideally the exact same sheet name or table name. Variations will cause columns to be misaligned or dropped.
How do I force Power Query to completely refresh the folder contents?
In Excel, navigate to the 'Data' tab and click 'Refresh All'. Alternatively, you can open the Power Query Editor, click the 'Refresh Preview' dropdown on the Home tab, and select 'Refresh All' to clear and update the local cache.
Does moving the source folder break the Power Query refresh?
Yes. Power Query hardcodes the folder path in the 'Source' step. If the folder is renamed or moved to a different network drive, you must open the Power Query Editor and manually update the file path in the Source settings.
