Getting data from sources in Excel - Step-by-Step Guide

Introduction

Getting data from sources lets you bring information from outside files or databases into Excel. This helps you work with up-to-date data without typing it all manually.

When you want to import sales data from a CSV file into your workbook

When you need to connect Excel to an online database to analyze live data

When you want to combine data from multiple Excel files into one sheet

When you receive monthly reports in different formats and want to update your dashboard automatically

When you want to pull data from a website or online service into Excel

Steps

Step 1: Click

- Data tab on the ribbon

The Data tools and options appear below the ribbon

Step 2: Click

- Get Data button in the Get & Transform Data group

A menu with different data source options appears

Step 3: Select

- From File > From Workbook (or From Text/CSV, From Web, etc.)

A file picker window opens to choose the source file

Step 4: Choose

- The file you want to import and click Import

The Navigator window shows available tables or sheets in the file

Step 5: Select

- The table or sheet you want to load

A preview of the data appears on the right side

Step 6: Click

- Load button

The data is imported into a new worksheet in your workbook

Before vs After

Before

Workbook has no external data; all data is typed manually

After

Workbook contains a new worksheet with data imported from an external file or source

Settings Reference

Data Source Type

📍 Get Data menu under Data tab

Choose the type of external data you want to import

Default: None

Load To

📍 Load button dropdown in Navigator window

Decide how the imported data will appear in your workbook

Default: Table

Data Refresh

📍 Queries & Connections pane > Properties

Control when Excel updates the imported data from the source

Default: Manual refresh

Common Mistakes

Selecting the wrong file type in Get Data menu

Excel cannot import data if the source type does not match the actual file

Always choose the correct source type like From Text/CSV for CSV files or From Workbook for Excel files

Not clicking Load after previewing data

Data will not appear in the workbook until you confirm loading

After previewing, always click Load to import the data

Forgetting to refresh data after source changes

Imported data stays the same unless refreshed manually or automatically

Use the Refresh button or set automatic refresh options to keep data updated

Summary

Getting data from sources imports external information into Excel automatically.

Use the Data tab and Get Data menu to select and load your source file or database.

Remember to refresh imported data to keep it current with the source.

Practice

1. Which Excel feature allows you to import data from an external file like a CSV or another workbook?

easy

A. Create a Pivot Table

B. Use the SUM function

C. Apply Conditional Formatting

D. Get Data from the Data tab

Solution

1. Step 1: Identify the feature for importing data

   Excel's Data tab includes a 'Get Data' option specifically for importing external data files.

2. Step 2: Understand other options

   SUM adds numbers, Conditional Formatting changes cell colors, and Pivot Tables summarize data, none import files.

3. Final Answer:

   Get Data from the Data tab -> Option D

4. Quick Check:

   Import external data = Get Data [OK]

Hint: Look for 'Get Data' under the Data tab to import files [OK]

Common Mistakes:

• Confusing SUM with data import
• Thinking Pivot Tables import data
• Using Conditional Formatting for importing

2. Which of these is the correct way to refresh imported data in Excel to get the latest updates?

easy

A. Press Ctrl + C to copy the data

B. Use the CONCATENATE function

C. Right-click the imported table and select Refresh

D. Delete and re-import the file manually

Solution

1. Step 1: Identify how to update imported data

   Right-clicking the imported data and choosing Refresh updates it with the latest source changes.

2. Step 2: Understand other options

   Ctrl + C copies data, CONCATENATE joins text, and deleting then re-importing is inefficient and unnecessary.

3. Final Answer:

   Right-click the imported table and select Refresh -> Option C

4. Quick Check:

   Refresh data = Right-click and Refresh [OK]

Hint: Right-click imported data and pick Refresh to update [OK]

Common Mistakes:

• Trying to copy data to refresh
• Using text functions like CONCATENATE
• Deleting data instead of refreshing

3. You imported a table from a web page using Get Data. After refreshing, which of these will happen if the web page data changed?

medium

A. The Excel table updates to show the new data

B. Excel shows an error and deletes the table

C. The table stays the same and does not change

D. Excel automatically saves a backup copy

Solution

1. Step 1: Understand the refresh behavior

   Refreshing imported data updates the Excel table to match the current source data, including any changes.

2. Step 2: Consider other options

   Excel does not delete the table or show errors just because data changed; it also does not auto-save backups on refresh.

3. Final Answer:

   The Excel table updates to show the new data -> Option A

4. Quick Check:

   Refresh updates data = Table changes [OK]

Hint: Refresh updates your table with new source data [OK]

Common Mistakes:

• Thinking refresh deletes data
• Assuming no change after refresh
• Expecting automatic backups on refresh

4. You tried to import data from a CSV file using Get Data, but the data looks wrong with extra columns. What is the likely cause?

medium

A. The delimiter setting is incorrect during import

B. The CSV file is empty

C. You forgot to save the Excel workbook

D. The SUM function was applied to the data

Solution

1. Step 1: Identify cause of extra columns

   CSV files use delimiters like commas or semicolons; if the wrong delimiter is chosen, data splits incorrectly into extra columns.

2. Step 2: Rule out other causes

   An empty CSV shows no data, saving Excel doesn't affect import, and SUM function does not change import layout.

3. Final Answer:

   The delimiter setting is incorrect during import -> Option A

4. Quick Check:

   Wrong delimiter = extra columns [OK]

Hint: Check delimiter settings if columns split oddly [OK]

Common Mistakes:

• Assuming file is empty without checking
• Confusing saving workbook with import issues
• Applying functions before fixing import

5. You want to combine data from two different Excel workbooks into one table that updates automatically when either source changes. Which method should you use?

hard

A. Copy and paste data manually from both workbooks

B. Use Get Data to import both tables and create a query to merge them

C. Use VLOOKUP with hardcoded file paths

D. Save both files as CSV and open them separately

Solution

1. Step 1: Identify method for combining and auto-updating data

   Get Data allows importing tables and merging them with queries that refresh automatically when sources change.

2. Step 2: Evaluate other options

   Copy-paste is manual and not automatic; VLOOKUP with hardcoded paths is fragile and not ideal; saving as CSV and opening separately does not combine data.

3. Final Answer:

   Use Get Data to import both tables and create a query to merge them -> Option B

4. Quick Check:

   Combine and auto-update = Get Data with merge query [OK]

Hint: Merge tables with Get Data queries for auto updates [OK]

Common Mistakes:

• Relying on manual copy-paste
• Using fragile VLOOKUP with file paths
• Opening CSVs separately without merging