How to Import Data into Power BI from Excel

Data import is the foundation of every Power BI report. Whether you're working with Excel files, cloud storage, or enterprise systems, knowing how to correctly connect and load data ensures your reports are accurate, scalable, and easy to maintain.

This guide walks you through importing data from common sources like Excel, OneDrive, and other platforms used in real business scenarios.

Step 1: Open the Get Data Option

Start inside Power BI Desktop:

1. Open your .pbix file or launch Power BI

2. Click Home → Get Data

You’ll see a list of available data sources such as:

• Excel Workbook

• Text/CSV

• Folder

• Web

• SQL Server

• Online Services

Step 2: Import Data from Excel

Excel is the most commonly used data source.

Steps:

1. Click Get Data → Excel Workbook

2. Browse and select your file

3. The Navigator window will appear

4. Choose:

   • Tables (recommended)

   • Sheets (if tables are not available)

5. Click:

   • Load (quick import)

   • Transform Data (for cleaning and shaping)

Using Excel tables instead of raw sheets reduces data issues and improves performance.

Step 3: Import Data from OneDrive (Cloud Source)

OneDrive allows centralized and shared access to files.

Why use OneDrive:

• Multiple users can access the same file

• Data updates automatically

• No need to re-upload files manually

Steps:

1. Click Get Data → Web

2. Paste the file URL from OneDrive

3. Authenticate if required

4. Select the dataset and load it

Cloud-based sources are preferred in organizations because they support real-time collaboration and updates.

Step 4: Import Data from a Folder (Multiple Files Automation)

This is one of the most powerful features in Power BI.

Use case: Weekly reports, timesheets, or recurring Excel files

Steps:

1. Click Get Data → Folder

2. Select the folder containing your files

3. Click Combine & Transform Data

4. Power BI will:

   • Read all files

   • Apply a template structure

   • Combine them into one dataset

This eliminates the need to manually append files every week.

Step 5: Import Data from Databases

For enterprise-level reporting, databases are the preferred source.

Common options:

• SQL Server

• Oracle

• Azure Data Services

Steps:

1. Click Get Data → SQL Server

2. Enter:

   • Server name

   • Database name

3. Choose:

   • Import mode (static data)

   • DirectQuery (real-time data)

4. Load or transform data

Database connections provide better performance and scalability compared to Excel files.

Step 6: Import Data from Online Services

Power BI can connect directly to services like:

• Microsoft Exchange (Emails)

• SharePoint

• CRM/ERP systems

Example use case:

• Extracting report attachments from emails

• Connecting to shared organizational data

This enables automation where data is collected without manual intervention.

Step 7: Choose the Right Load Option

After selecting your data source, always decide between:

• Load

  • Quick and direct

  • No changes applied

• Transform Data

  • Opens Power Query

  • Allows cleaning, filtering, and restructuring

For most real-world scenarios, Transform Data is the better choice.

Common Mistakes to Avoid

• Importing raw Excel sheets instead of formatted tables

• Manually uploading files repeatedly instead of using folder connections

• Ignoring data cleaning before loading

• Using outdated file versions

Best Practices

• Prefer cloud or database sources over local files

• Maintain consistent column names across files

• Use folders for recurring data (automation)

• Always validate data before building reports