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How to refresh data for an Excel file stored in SharePoint

Learn how to get the latest data in your Excel file stored in SharePoint

Alice Foglino avatar
Written by Alice Foglino
Updated over 2 months ago

When storing an Excel file with connector-based data (like Power Query connections) on SharePoint, the refresh process isn't handled automatically just by storing the file there.

Here's a breakdown of how to refresh and ensure you always have the latest data:

1. Open the File from SharePoint in Excel Desktop. There are two ways:

  • From SharePoint in your browser: Click the three-dot menu next to the file → Open in app

  • From OneDrive/SharePoint synced folder in File Explorer (if using OneDrive sync): Open the file directly

This ensures the file stays connected to SharePoint and auto-saves after edits

2. Once the file is open in Excel, click the Data tab

3. Click Refresh All (in the ‘Queries & Connections’ section)

  • This runs all Power Query connectors and external data pulls

  • You might be prompted to sign in to services (e.g. SharePoint, SQL, APIs) depending on the source

Note: If you want to refresh a specific connection, click the drop-down arrow on "Refresh All" → choose the connection

4. Check for Errors. After refreshing, go to Queries & Connections (also in the Data tab) to see:

  • Status of each query (success or failure)

  • How many rows were loaded

  • Any error messages

If a query fails, it may be due to:

  • Permission/authentication issues

  • File paths being invalid

  • The data source being moved or renamed

5. Save the File

  • Changes (including refreshed data) will auto-save if opened via SharePoint or OneDrive

  • You can also manually save the file in Excel and upload it back to SharePoint. Don't forget to delete the old version of the file already stored in SharePoint once you're done, to avoid any confusion

The file remains stored on SharePoint and anyone opening it after you will see the updated data

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