How to use Power Query in Excel

Power Query can effectively improve data sorting efficiency and solve common data problems through visual operations. 1. Data cleaning: It can quickly delete empty rows, replace empty values, unified format, and classify by symbols, and automatically identify and standardize date formats; 2. Merge and append: It supports merging different tables through common fields, or appending multi-table data with the same structure, and refreshing can be updated; 3. Automated processing: record each step of operation, and only refreshing after the data source is updated can be automatically redone, supporting path modification, timed refreshing and deleting unnecessary steps to achieve efficient reuse.

Power Query can really save a lot of trouble by using Excel for data sorting. It is not as error-prone as a function, nor is it as time-consuming as manual sorting. The key is to know how to use it to deal with common data problems.

Data cleaning: make messy data neat

Many times the data is exported directly from the system and the format is messy, such as blank rows, redundant columns, and inconsistent formats. Power Query can help you clean up quickly.

• Null value processing: Select a column and right-click to delete the empty row or replace the empty value.
• Format uniform: For example, if the "Amount" column has text and numbers, click the icon next to the column title, and you can convert it into a unified format with one click.
• Column processing: For example, "Province-City" is in a column, you can use the "Split Column" function to separate it according to the symbol.

For example, if you have a column of dates written in a mixed manner "2024/01/01" and "2024-01-01", Power Query will automatically recognize and unify it into a standard date format, so that there will be no errors in subsequent filtering and calculations.

Merge and append: integrate multiple tables into one

If you have multiple tables, such as monthly sales records, Power Query can easily combine them into a total table.

• Merge query: Suitable for two tables to have common fields, such as customer ID, and data can be merged like Excel's VLOOKUP.
• Append query: Suitable for multiple tables with the same structure, and directly "append as new query" can automatically merge all data.

Operation steps:

• Import the first table to Power Query
• Import the second table
• Right-click to select "Add Query"
• Select the source table and click OK

In this way, even if you add a new table later, just refresh it and the data will be automatically updated.

Automation processing: do it once, it can be used later

The power of Power Query is that it will remember every step you do, and after that, as long as the data source is updated, click "Refresh", it will automatically redo the processing process.

• Modify the data source path: For example, if you change the folder, you can change the path in the "Source" step.
• Timed refresh: Set timed updates with Excel's data refresh function.
• Unnecessary steps to delete: If a step is useless, just delete it directly, and it will not affect subsequent operations.

For example, you have to organize customer orders every week, and the structure is similar every time. As long as the conversion steps are set for the first time, every time you import new data and click refresh, the data will be automatically sorted out.

In general, the core advantage of Power Query is "visual operation automation process." You don’t need to write code, just click to select and complete complex data sorting tasks. Basically all that, if you use it well, you will find that it is easier than functions.

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