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anmolmalviya05
Super User
Wednesday

How to Change Data Source from One Excel File to Another in Power BI

Introduction

 

Hello Everyone! 👋 Today, I’ll walk you through the process of changing the data source from one Excel file to another in Power BI. Additionally, I’ll cover some key considerations to keep in mind before making this change. Let’s dive in! 😀

 

Steps to Change the Data Source

 

Step 1: Open Power BI and Access the Existing Data Source

Ensure that you are connected to your current Excel file in Power BI. Then, navigate to the Edit Queries option.

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Step 2: Open Data Source Settings

 

Click on Transform Data drop down..

anmolmalviya05_1-1742204496153.png

 

Step 3: Change the Data Source

 

  1. In the Data Source Settings window, select your existing Excel data source.
  2. Click on Change Source…
  3. Browse and select the new Excel file.
  4. Click OK to confirm the change.

anmolmalviya05_2-1742204551391.png

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Step 4: Apply Changes

 

  • After selecting the new file, close the Data Source Settings window.
  • Power BI will prompt you with a message indicating that there are pending changes.
  • Click on Apply Changes to refresh the data model.
  • Wait for the data refresh to complete.
  • Once the refresh is done, you’ll see that the visuals in your report update based on the new Excel file’s data.

anmolmalviya05_4-1742204630967.png

 

Considerations Before Changing the Data Source

Before switching to a new Excel file, keep the following in mind:

  • Column Headers Must Match: Ensure that the column names in the new file are identical to those in the original file.
  • Number of Columns Should Be the Same: The structure of both files must be identical to avoid errors.
  • File Location Consistency: If your Excel files are stored in different locations, ensure that Power BI has access to them.

 

Conclusion

Changing the data source in Power BI from one Excel file to another is a straightforward process if you maintain consistency in your data structure. Following these steps will help you seamlessly switch data sources while keeping your reports intact.

 

Give it a try, and let me know if you have any questions! 🚀

 

Best Regards

Anmol Malviya 

Sr. Data Analyst | Addend Analytics

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