Appending queries in Excel - Step-by-Step Guide

Introduction

Appending queries lets you combine data from two or more tables into one list. This helps when you have similar data in different sheets or files and want to see it all together without copying and pasting.

When you have monthly sales data in separate tables and want to see the full year in one table.

When you collect survey responses from different groups and want to analyze all answers together.

When you get product lists from different suppliers and want to merge them into one list.

When you want to combine customer data from two different regions into a single report.

When you have data split by department and want to create a company-wide summary.

Steps

Step 1: Open

- Excel workbook with your data tables

You see the sheets with the tables you want to combine

Step 2: Click

- Data tab on the ribbon

Data tools and queries options appear

Step 3: Click

- Get Data > Combine Queries > Append Queries

The Append dialog box opens

Step 4: Select

- Tables or queries to append in the dialog box

Chosen tables appear listed for appending

Step 5: Click

- OK button in the Append dialog

Power Query Editor opens showing combined data from selected tables

Step 6: Click

- Close & Load button on the Home tab in Power Query Editor

Combined data loads into a new worksheet as a table

Before vs After

Before

Sheet1 has 100 rows of sales data for January, Sheet2 has 120 rows for February

After

A new sheet shows 220 rows combining January and February sales data in one table

Settings Reference

Append Queries

📍 Data tab > Get Data > Combine Queries > Append Queries

Choose how many tables you want to combine

Default: Two tables

Close & Load

📍 Power Query Editor Home tab

Decide how and where to load the combined data back into Excel

Default: Close & Load

Common Mistakes

Trying to append tables with different column names or order

Columns may not match correctly, causing missing or misplaced data

Make sure tables have the same columns with matching names before appending

Appending queries without loading the result

You won't see the combined data in Excel until you load it

Always click Close & Load to bring the appended data into a worksheet

Summary

Appending queries combines data from multiple tables into one list.

Use the Data tab and Power Query to append tables easily.

Ensure tables have matching columns for best results.

Practice

1. What does appending queries do in Excel Power Query?

easy

A. Filters rows based on conditions

B. Joins tables side-by-side to combine columns

C. Stacks tables vertically to combine rows

D. Sorts data alphabetically

Solution

1. Step 1: Understand appending queries

   Appending means stacking tables one on top of another, combining rows from each table.

2. Step 2: Differentiate from other operations

   Joining combines columns side-by-side, filtering removes rows, sorting arranges data. Only appending stacks rows.

3. Final Answer:

   Stacks tables vertically to combine rows -> Option C

4. Quick Check:

   Appending = stacking rows [OK]

Hint: Appending stacks rows; joining stacks columns [OK]

Common Mistakes:

• Confusing appending with joining tables
• Thinking appending filters or sorts data
• Assuming appending merges columns

2. Which of these is the correct way to append two queries named Sales2023 and Sales2024 in Power Query formula language?

easy

A. Table.Combine({Sales2023, Sales2024})

B. Table.Append(Sales2023, Sales2024)

C. Append.Tables(Sales2023, Sales2024)

D. Combine.Tables(Sales2023, Sales2024)

Solution

1. Step 1: Recall Power Query append syntax

   The correct function to append tables is Table.Combine which takes a list of tables.

2. Step 2: Check each option

   Table.Combine({Sales2023, Sales2024}) uses Table.Combine({Sales2023, Sales2024}) which is correct syntax. Others use incorrect function names or argument formats.

3. Final Answer:

   Table.Combine({Sales2023, Sales2024}) -> Option A

4. Quick Check:

   Use Table.Combine with list of tables [OK]

Hint: Use Table.Combine with curly braces for multiple tables [OK]

Common Mistakes:

• Using Table.Append which is not a valid function
• Missing curly braces around tables list
• Confusing function names like Append.Tables

3. Given two tables in Power Query:
Table1 = Table.FromRecords({[ID=1, Name="Anna"], [ID=2, Name="Ben"]})
Table2 = Table.FromRecords({[ID=3, Name="Cara"], [ID=4, Name="Dan"]})
What is the result of Table.Combine({Table1, Table2})?

medium

A. A table with 2 rows: Anna, Ben

B. An error because tables have different rows

C. A table with 2 rows: Cara, Dan

D. A table with 4 rows: Anna, Ben, Cara, Dan

Solution

1. Step 1: Understand Table.Combine behavior

   Table.Combine stacks rows from both tables into one table.

2. Step 2: Count rows after combining

   Table1 has 2 rows (Anna, Ben), Table2 has 2 rows (Cara, Dan). Combined table has 4 rows total.

3. Final Answer:

   A table with 4 rows: Anna, Ben, Cara, Dan -> Option D

4. Quick Check:

   Appending stacks all rows [OK]

Hint: Appending adds all rows from both tables [OK]

Common Mistakes:

• Thinking only first table rows remain
• Expecting error due to different data
• Confusing append with join

4. You wrote this Power Query formula to append two tables:
Table.Combine(SalesJan, SalesFeb)
But it gives an error. What is the problem?

medium

A. Missing curly braces around tables list

B. Table.Combine cannot append tables

C. Table names must be in quotes

D. Function name should be Append.Tables

Solution

1. Step 1: Check Table.Combine syntax

   Table.Combine expects a list of tables inside curly braces, like {SalesJan, SalesFeb}.

2. Step 2: Identify missing syntax

   The formula lacks curly braces, so it passes two arguments instead of one list, causing error.

3. Final Answer:

   Missing curly braces around tables list -> Option A

4. Quick Check:

   Use curly braces for list input [OK]

Hint: Always wrap tables in curly braces for Table.Combine [OK]

Common Mistakes:

• Omitting curly braces around tables
• Using wrong function names
• Putting table names in quotes

5. You have three monthly sales tables: SalesJan, SalesFeb, and SalesMar. Each has columns Product and Amount. You want a single table with all rows combined. Which Power Query formula correctly appends all three tables?

hard

A. Table.Combine(SalesJan, SalesFeb, SalesMar)

B. Table.Combine({SalesJan, SalesFeb, SalesMar})

C. Table.Append({SalesJan, SalesFeb, SalesMar})

D. Append.Tables(SalesJan, SalesFeb, SalesMar)

Solution

1. Step 1: Recall correct syntax for appending multiple tables

   Table.Combine takes a single argument: a list of tables inside curly braces.

2. Step 2: Evaluate options

   Table.Combine({SalesJan, SalesFeb, SalesMar}) correctly uses Table.Combine({SalesJan, SalesFeb, SalesMar}). Options B, C, and D use wrong syntax or function names.

3. Final Answer:

   Table.Combine({SalesJan, SalesFeb, SalesMar}) -> Option B

4. Quick Check:

   Use Table.Combine with list of tables [OK]

Hint: Use Table.Combine with curly braces for multiple tables [OK]

Common Mistakes:

• Passing tables as separate arguments instead of list
• Using non-existent functions like Table.Append
• Forgetting curly braces