How to Use Excel Power Query for Smarter Visual Insights

How do you use Excel Power Query to simplify data work?

Power Query is a game-changer for managing large datasets. It makes tasks efficient and straightforward, from cleaning messy spreadsheets to combining datasets.

With data growing fast, tools like Power Query are essential. It automates repetitive steps, saving hours of manual effort. While many use it for calculations, fewer explore its potential for tasks like creating data for Excel charts or improving information design.

Have you spent hours cleaning messy data? Power Query eliminates that frustration. Filter, sort, and format data consistently with just a few clicks. It ensures accuracy and reduces human error, opening doors to graph design ideas and impactful insights.

Businesses need quick, actionable insights. Power Query helps professionals work smarter, not harder. It’s perfect for anyone seeking results without extra complications.

By mastering Power Query, you unlock a tool that enhances productivity. Whether for careers or businesses, it’s invaluable.

Are you ready to simplify your workflows and improve your data analytics? Let’s dive in.

First…

What is Power Query in Excel?

Definition: Power Query in Excel is a powerful tool for transforming data. It connects, cleans, and shapes data from various sources. Its visual analytics capabilities make data interpretation faster and more accurate.

The tool automates repetitive tasks like filtering and merging data. It supports connections to databases, files, and online sources. Its user-friendly interface lets you refine queries or dive deeper with M code.

Power Query is ideal for managing large or complex datasets. It tackles information overload, simplifying workflows for better decision-making.

Key features of Power Query include:

• Data extraction: Power Query connects to various data sources. It easily pulls data from files, databases, or online platforms, eliminating the need for manual imports.
• Data transformation: Power Query cleans and shapes data; you can remove duplicates, split columns, and apply filters.
• Automated refresh: Power Query refreshes source data instantly, eliminating the need to redo work. Then, you can use an Excel charts add-in to create impactful visuals from your updated data.
• User-friendly interface: No coding is required. Power Query’s interface is intuitive. You can drag, drop, and customize steps to fit your needs.
• Integration with Excel: Power Query seamlessly integrates with Excel. You can load transformed data directly into your worksheets or pivot tables, keeping everything streamlined.

What are the Phases of Power Query in Excel?

Power Query in Excel is your assistant for working with messy data. It streamlines the process of preparing information for analysis. The process is simple but powerful, involving four main phases.

• Connect (Extract): Start by connecting Power Query to your data source. It could be a file, database, or an online feed. You can pull in raw data to get started.
• Transform (Clean and Shape): You can clean messy data, remove duplicates, and format columns. You can also rearrange, split, or combine data until it’s exactly how you need it. Power Query does the hard work, so you don’t have to.
• Load (Load Data into Excel): Load your prepared data into Excel. It’s seamless, organized, and perfect for data storytelling.
• Refresh (Update Data): Data constantly changes, and Power Query makes updates easy. With one click, refresh your queries to pull in new or updated information. It saves time and keeps your reports accurate.

What Can You Do With Excel Power Query?

Power Query is like having a data superhero in Excel. It simplifies tasks, saves time, and makes managing data fun.

Let’s explore the use of PowerQuery in Excel.

• Import data: Power Query simplifies data integration for business analytics. It effortlessly connects to Excel files, databases, web pages, and cloud services.
• Clean and transform data: Power Query is your tidy-up tool. In seconds, you can remove duplicates, split columns, format data, or replace errors.
• Combine data: Merge tables or append files with ease. Whether joining sales data from multiple regions or combining monthly reports, Power Query handles it like a pro.
• Automate processes: Why repeat tasks when you can automate them? Set it up once, and Power Query will remember. Refresh your data anytime, and it updates everything for you.
• Load data: When your data is polished, load it where you need it—Excel tables, pivot tables, or straight into Power BI for advanced analysis.
• Custom calculations: Create custom columns, apply logic, and craft formulas tailored to your needs. It even helps prepare data for custom Excel charts, making analysis seamless.

How to Import Data with Power Query in Excel?

Power Query makes importing data a breeze. Whether from a file, a database, or the web, it’s all about a few clicks and some magic behind the scenes:

1. Open Power Query: First, fire up Excel. Head to the Data tab and click Get Data. You’ll see a menu with many options—it’s your gateway to importing data.
2. Select data source: Where’s your data? Is it an Excel file? A CSV? Maybe a database? Pick the proper source from the menu. Power Query can connect to just about anything!
3. Browse and select file: If your data is in a file, browse your folders and select it. It’s as easy as picking a photo for your profile picture.
4. Preview data: Power Query shows you a sneak peek of your data. This preview helps you spot any issues or see if you picked the correct file.
5. Load or transform: If your data looks good, hit Load to send it to Excel. Choose Transform Data and unleash Power Query’s editing tools if cleanup is needed.
6. Finish: Once you’re happy, click Close & Load. Your data is ready to shine in Excel, perfectly imported, and ready to use.

What are the Benefits of Adding Power Query to Excel?

Power Query isn’t just an add-on—it’s a game changer for Excel users. Whether you deal with small datasets or complex reports, it simplifies and supercharges your workflow. Here’s why you’ll love adding PowerQuery to Excel:

• Streamlined data management: Power Query lets you connect, organize, and manage data from multiple sources in one place. It’s like having a central control hub for your data.
• Automated data refresh: Are you tired of manual updates? Power Query automates the process. Once set up, it refreshes your data with a single click—no re-importing or re-cleaning required.
• Data transformation and cleaning: Power Query is a cleaning wizard. It can fix formatting, remove duplicates, split columns, or even filter out unwanted rows. In minutes, it can transform raw data into something usable.
• Enhanced reporting: Clean data means better reports. Combine Power Query with Excel’s PivotTables or charts for dynamic reporting tools. When deciding between table vs. charts consider your audience—tables excel at detailed data, while charts highlight trends and insights.
• Efficiency and consistency: Say goodbye to repetitive tasks. Power Query standardizes your data processes, ensuring accuracy and saving you hours. Focus on analysis, not tedious data prep.

What are the Limitations of Microsoft Power Query for Excel?

Microsoft Power Query for Excel is a fantastic tool, but it’s not perfect. Like any superhero, it has its kryptonite. Let’s explore some of its limitations so you know what to expect.

• Complexity for advanced users: While it’s easy for beginners, advanced tasks can get tricky. Writing complex M-code or handling intricate data models might feel overwhelming without extra learning.
• Memory usage: Working with massive datasets? Power Query relies on your computer’s memory, which can cause slowdowns or crashes if the data gets too large.
• Limited support for real-time data: Power Query works well with static data sources but struggles with real-time updates. If you need live-streaming data, this might not be your best option.
• Limited data sources: Although it supports many data types, some niche or proprietary systems aren’t compatible. You might need workarounds to access less familiar sources.
• No In-place editing: Power Query doesn’t let you edit data directly in the source. You’ll need to make changes within the tool, which can feel restrictive for some workflows.

How to Analyze Data Using Power Query in Excel?

Data analysis is visual storytelling—all about making numbers speak. Excel’s Power Query is a powerful tool for wrangling data, but when it comes to visuals, Excel can be a disaster.

What’s the fuss about visuals? Data visualizations are the key to unlocking insights, yet Excel’s charts often feel limited and uninspiring.

That’s where ChartExpo steps in. It’s your secret weapon for transforming raw Excel data to graph. ChartExpo’s advanced Excel charts are stunning, actionable, and insightful.

Let’s dive into how to create a graph from a table and elevate your game with better visuals!

Let’s learn how to install ChartExpo in Excel.

1. Open your Excel application.
2. Open the worksheet and click the “Insert” menu.
3. You’ll see the “My Apps” option.
4. In the Office Add-ins window, click “Store” and search for ChartExpo on my Apps Store.
5. Click the “Add” button to install ChartExpo in your Excel.

ChartExpo charts are available both in Google Sheets and Microsoft Excel. Please use the following CTAs to install the tool of your choice and create beautiful visualizations with a few clicks in your favorite tool.

Example

Are you wondering how to create a dashboard using Excel? Let’s use this sample data and ChartExpo to make it a breeze.

Months	Orders	Sales	Profit Margin
Jan	713	23695	19
Feb	504	17457	21
Mar	507	23771	27
Apr	634	16936	19
May	538	19181	29
Jun	842	21755	28
Jul	497	19406	29
Aug	562	21689	21
Sep	769	23370	27
Oct	874	20006	26
Nov	661	22677	21
Dec	591	23229	25

• To get started with ChartExpo, install ChartExpo in Excel.
• Now Click on My Apps from the INSERT menu.

• Choose ChartExpo from My Apps, then click Insert.

• Once it loads, scroll through the charts list to locate and choose the “Multi Axis Line Chart”.

• You will see a Multi Axis Line Chart on the screen.

• Click the “Create Chart From Selection” button after selecting the data from the sheet, as shown.

• If you want to add anything to the chart, click the Edit Chart button:

• Click the pencil icon next to the Chart Header to change the title.
• It will open the properties dialog. Under the Text section, you can add a heading in Line 1 and enable Show.
• Give the appropriate title of your chart and click the Apply button.

• You can add the dollar sign with discounted cash flow value as follows:

• You can change the precision value to zero of “Orders” as follows:

• You can add the percentage sign with “Profit Margin” and change the precision value to zero as follows:

• You can change the Data Representation by clicking on Settings as follows:

• Change the Legend shape of “Sales” into a Line and Circle.

• Change the shape of “Orders” into a Column as follows:

• Click the “Save Changes” button to persist the changes made to the chart.

• Your final Multi Axis Line Chart will look like the one below.

Insights

• October: Highest orders (874).
• March: Highest sales ($23,771).
• May & July: Peak profit margins (29%).
• Overall: Stable demand with consistent sales and profits.
• Key Insight: High margins in select months show effective cost management despite order fluctuations.

Enhancing Chart Accuracy with Microsoft Excel Power Query:

1. Open your Excel Application.
2. Install ChartExpo Add-in for Excel from Microsoft AppSource to create interactive visualizations.
3. Select the Multi-Axis Line Chart from the list of charts.
4. Select your data
5. Click on the “Create Chart from Selection” button.
6. Customize your chart properties to add header, axis, legends, and other required information.

The following video will help you to create a Multi-Axis Line Chart in Microsoft Excel.

FAQs

How do I use the Power Query tool in Excel?

To use Power Query in Excel:

1. Go to the “Data” tab.
2. Click “Get Data” to import data.
3. Transform data using its editor.
4. Apply filters, merge tables, or reshape data.
5. Load the results.

Where do I put Power Query in Excel?

Power Query is in Excel’s “Data” tab under the “Get & Transform Data” section. Use it to import, clean, and transform data. You’ll find options like “Get Data,” “Queries & Connections,” and “Edit Queries” there.

Wrap Up

Excel Power Query is a must-have for managing data. It simplifies cleaning, shaping, and Transforming information. Moreover, it saves time and effort, making it a game-changer for handling large datasets or combining files.

Power Query for Excel connects to multiple sources, from databases to online feeds. This flexibility ensures you can effectively manage any data challenge. Its intuitive features simplify tasks like removing duplicates, splitting columns, and applying custom formatting.

Power Query streamlines workflows, empowering data-driven decision-making. It ensures your data is clean, organized, and ready for actionable insights, no matter the size or complexity.

A standout feature is automated refresh. It updates data, reduces manual steps, and ensures reports reflect the latest information. This reliability enhances the analyzing and interpreting of data seamlessly.

Power Query’s integration with Excel boosts productivity. You can effortlessly load prepared data into sheets, pivot tables, or dashboards. Pair it with data visualization tools like ChartExpo to create stunning charts and graphs for impactful insights.

Mastering Power Query and installing add-ins for Excel Mac, like ChartExpo, unlock powerful solutions. Together, they simplify data preparation and visualization, empowering you to handle data with confidence and clarity.