How to View and Manage Workbook Queries (Power Query)

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  • Applies to: Excel for Microsoft 365, Excel 2019, Excel 2016, Excel 2013, Excel 2010.

This post will teach you more about how to view and manage workbook queries, specifically for Power Query. There is also a link at the end of this about Power BI administration if you’re interested in learning more about the inner operations of Power BI.

Note: Power Query is synonymous with Get & Transform in Excel 2016. Information given in this post relates to both. To learn more, see Get & Transform in Excel 2016.

The Excel Workbook Queries pane allows you to manage your Power Query queries.

Getting Started

This is particularly useful if you are overloaded with excessive queries in your Excel workbook. It also offers you a convenience instead of having to scan through the workbook sheets to locate the essential query. The Workbook Queries pane even allows you to conduct other actions on the workbook queries like edit, duplicate, reference, merge, append, share, and delete a query.

The process for how to view and manage your workbook queries

Listed below is the process for viewing and managing your workbook queries:

  1. Access the Excel workbook including your queries.
  2. Sign in to Power BI on the condition that you seek to share any of your queries in the workbook. Conversely, ignore this step, and proceed to the following step. To sign in to Power BI, select Sign In on the POWER QUERY tab. In the Sign In dialogue box, press Sign In, and then type your organisational account credentials that was confirmed for signing up for Power BI.
  3. Choose Workbook in the Manage Queries section of the POWER QUERY tab.
  4. The Workbook Queries pane presents every single query in the workbook. The queries are arranged by the date and time when they were shared or last edited. The most recent one appears at the top of the list.
  5. Moreover, select a query name to view the data referenced by the appropriate query in the workbook.
  6. You can run several actions on a query in the Workbook Queries pane in either of the following two ways:

Workbook Queries Pane – view and manage you workbook queries

a. In the Workbook Queries pane, right-click a query, and then pick the pertinent option from the context menu. With the context menu, you can do any of the following:

Workbook Queries Context

b. Aim your mouse at a query name in the Workbook Queries pane then choose the relevant option in the preview fly-out screen. Please note that the DuplicateReferenceMergeAppend, and Properties options are will appear in a pop-up menu that displays once you select the ellipsis (). This is beside the SEND TO DATA CATALOGUE option in the preview fly-out screen.Manage workbook queries

Actions you can perform on your workbook queries

  1. You can perform the following actions on your workbook queries:
  • Edit: Modify the query in the Query Editor.
  • Duplicate: Generates a point-in-time copy of the query. Automatically, the new query’s name is the first query name adjoins with an integer value in the parenthesis. This increases by one pre-emptively every time you duplicate the initial query. For instance, if you duplicate Query1, a new query with the same query steps will generate with the name Query1 (2). You can amend the title of the new query to easily identify it. Following changes to the original query will have no direct impact on the new query.
  • Reference: Creates a new query that references the output of the original query. The new query follows a similar naming convention as query duplication. You can change the name of the new query to identify it easily. Subsequent changes to the original query will affect the new query if the output is changed.
  • Delete: Erase a query.
  • Merge and Append: Merge and append columns in a query with corresponding columns in different queries in the workbook. For further information about merging and appending queries in Power Query, read Combine multiple queries.

Send to Data Catalogue: Share a query. For more details, see Share Queries. This option is exclusively available provided that you are signed in to Power BI.

Move To Group: Form a new group or relocate a query to a group.

Properties: Change name and description.

Related Topics

What is Power BI administration?

Other Links

Back to Software Bytes – Official Website

Back to Excel Tutorial

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