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How to Refresh Excel Data Imported from a SharePoint Workbook
Question details
The user needs to update data in an Excel workbook that is connected to a SharePoint file via an external data connection.
- Product
- Excel
- Device & OS
- not provided
- Scenario
- Working with an Excel workbook that imports data from an external SharePoint file.
- Observed behavior
- The external data connection does not update in real time, requiring the user to configure a manual or scheduled data refresh.
Ensure you have the appropriate read permissions for the source SharePoint file and that you are currently signed into your Microsoft Office account.
Configure Automatic Data Refresh Settings
Set the external data connection to update automatically when the workbook opens or at specified time intervals.
Since real-time synchronization is not natively supported for external SharePoint data, scheduling automatic intervals ensures your workbook continuously retrieves the latest data without manual intervention.
Navigate to the 'Data' tab on the Excel ribbon and click on 'Queries & Connections'.
In the side pane, right-click your specific SharePoint data connection and select 'Properties'.
Under the 'Usage' tab, check the box for 'Refresh every [X] minutes' and specify your desired time interval.
Optionally, check the box for 'Refresh data when opening the file' so the workbook immediately updates upon launch, then click 'OK'.
Manually Refresh the External Data Connection
Manually trigger a data pull to instantly update your workbook with the most recent SharePoint data.
Try WPS Office for Seamless Spreadsheet Management
While external data connections to SharePoint rely heavily on the Microsoft ecosystem, WPS Office Spreadsheets offers a free, robust alternative for everyday data analysis, formatting, and offline file management with high compatibility.
- 1. Download WPS Office: Visit the official WPS website to download the free installation package for your device.
- 2. Install the Application: Run the installer and follow the on-screen prompts to set up WPS Spreadsheets.
- 3. Open Your Workbooks: Launch the application and seamlessly open your existing .xlsx files to continue working.
Frequently Asked Questions
Why won't my Excel data connection to SharePoint update in real time?
External data connections fetch data sequentially rather than maintaining a live, real-time sync. You must rely on configured automatic intervals or manual refreshes to pull the latest updates.
Can I refresh SharePoint external data in Excel for the Web?
Excel for the Web has limited support for refreshing certain external data connections and Power Query. For complex SharePoint connections, it is recommended to open the file in the Excel desktop application to ensure successful updates.
Why do I get a permission error when trying to refresh my data?
This error occurs if your account lacks read access to the source SharePoint file, or if your stored credentials have expired. You can update your credentials by going to Data > Get Data > Data Source Settings.
