Loading to worksheet or data model in Excel - Step-by-Step Guide

Introduction

When you import data into Excel, you can choose to load it directly into a worksheet or into the data model. Loading to a worksheet shows the data as a table you can see and edit. Loading to the data model stores the data behind the scenes for advanced analysis without cluttering your sheet.

When you want to see and work with imported data directly in your Excel sheet.

When you plan to create PivotTables or reports using multiple tables without showing all data on sheets.

When your data is large and you want to keep your worksheet clean and fast.

When you want to combine data from different sources using relationships in Excel.

When you want to use Power Pivot features for advanced data analysis.

Steps

Step 1: Click

- Data tab on the Ribbon

The Data tab options appear below the Ribbon

Step 2: Click

- Get Data button in the Get & Transform Data group

A menu with data source options appears

Step 3: Select

- Your data source type (e.g., From File > From Excel Workbook)

A file picker dialog opens to choose your data file

Step 4: Choose

- Your file and click Import

The Navigator window opens showing available tables or sheets

Step 5: Select

- The table or sheet you want to load

A preview of the data appears in the Navigator window

Step 6: Click

- Load dropdown button at the bottom right

Load options appear

Step 7: Choose

- Load To...

The Import Data dialog box opens

Step 8: Select

- Either Table to load data into a worksheet or Only Create Connection to load into the data model

Your choice is set for loading the data

Step 9: If loading to worksheet, select

- Existing worksheet or New worksheet option

The location for the data table is set

Step 10: Click

- OK button

Data loads either as a table on the worksheet or into the data model without showing on the sheet

Before vs After

Before

You have selected data to import but not chosen where to load it

After

Data appears as a table on the worksheet or is stored in the data model without showing on the sheet

Settings Reference

Load To

📍 Import Data dialog box after clicking Load To...

Choose where and how to load imported data

Default: Table (worksheet)

Existing worksheet

📍 Import Data dialog box when loading to worksheet

Set the location where the data table will appear

Default: First cell of the worksheet

New worksheet

📍 Import Data dialog box when loading to worksheet

Load data into a new blank worksheet

Default: Not selected

Common Mistakes

Loading large data sets directly into a worksheet

This can slow down Excel and clutter your workbook with too many rows

Load large data into the data model to keep the worksheet clean and improve performance

Choosing Only Create Connection without understanding it

Data will not appear on any worksheet and may confuse users expecting to see it

Use Only Create Connection when you plan to use the data in PivotTables or Power Pivot, not for direct viewing

Summary

You can load imported data either as a visible table on a worksheet or into Excel's data model for behind-the-scenes use.

Loading to the data model helps manage large or multiple data sources without cluttering sheets.

Always choose the loading option that fits your need: viewing data directly or using it for advanced analysis.

Practice

1. What is the main difference between loading data to a worksheet and loading data to the data model in Excel?

easy

A. Loading to worksheet displays data as a visible table; loading to data model keeps data hidden but usable for analysis.

B. Loading to worksheet compresses data; loading to data model duplicates data.

C. Loading to worksheet only works with text data; loading to data model only works with numbers.

D. Loading to worksheet automatically creates charts; loading to data model creates pivot tables.

Solution

1. Step 1: Understand worksheet loading

   Loading data to a worksheet shows the data as a visible table you can directly see and use.

2. Step 2: Understand data model loading

   Loading data to the data model keeps the data hidden but ready for advanced analysis like relationships and pivot tables.

3. Final Answer:

   Loading to worksheet displays data as a visible table; loading to data model keeps data hidden but usable for analysis. -> Option A

4. Quick Check:

   Visible table vs hidden model = C [OK]

Hint: Worksheet shows data; data model hides it for analysis [OK]

Common Mistakes:

• Thinking data model shows data as a table
• Confusing data compression with loading method
• Assuming worksheet loading only works with text

2. Which of the following is the correct way to load data into Excel's data model using Power Query?

easy

A. Click 'Close & Load To...' and select 'New Worksheet'.

B. Click 'Close & Load To...' and select 'Table'.

C. Click 'Close & Load To...' and select 'Only Create Connection'.

D. Click 'Close & Load To...' and select 'Pivot Table'.

Solution

1. Step 1: Identify loading to data model option

   Choosing 'Only Create Connection' loads data to the data model without showing it in a worksheet.

2. Step 2: Differentiate from worksheet loading

   Selecting 'Table' or 'New Worksheet' loads data visibly; 'Pivot Table' creates a report but not data model loading.

3. Final Answer:

   Click 'Close & Load To...' and select 'Only Create Connection'. -> Option C

4. Quick Check:

   'Only Create Connection' = data model load [OK]

Hint: Use 'Only Create Connection' to load data model [OK]

Common Mistakes:

• Choosing 'Table' which loads data to worksheet
• Selecting 'Pivot Table' which creates report, not data model
• Confusing 'New Worksheet' with data model loading

3. You load a large sales dataset into Excel using Power Query. You choose 'Only Create Connection' and add it to the data model. What is the expected behavior when you create a PivotTable from this data?

medium

A. PivotTable will fail because data is not loaded into any worksheet.

B. PivotTable will automatically load data into a new worksheet.

C. PivotTable will show an empty table because data is hidden.

D. PivotTable will be created using the data model without loading data into a worksheet.

Solution

1. Step 1: Understand data model loading effect

   Loading data as 'Only Create Connection' adds data to the data model but does not show it in worksheets.

2. Step 2: PivotTable behavior with data model

   PivotTables can use data from the data model directly, so it will create a report without needing worksheet data.

3. Final Answer:

   PivotTable will be created using the data model without loading data into a worksheet. -> Option D

4. Quick Check:

   PivotTable uses data model directly = B [OK]

Hint: PivotTables can use data model without worksheet data [OK]

Common Mistakes:

• Assuming PivotTable needs visible worksheet data
• Thinking PivotTable will fail without worksheet table
• Believing PivotTable auto loads data to worksheet

4. You tried to load data to the data model but accidentally selected 'Table' instead of 'Only Create Connection'. What problem might occur?

medium

A. Data will load to worksheet, increasing file size and slowing performance.

B. Data will not load anywhere and cause an error.

C. Data will load only to the data model but not visible in worksheet.

D. Excel will automatically fix the loading method without user action.

Solution

1. Step 1: Identify effect of loading as 'Table'

   Loading as 'Table' loads data visibly into a worksheet, which can increase file size and slow Excel if data is large.

2. Step 2: Contrast with data model loading

   'Only Create Connection' loads data hidden in data model, avoiding worksheet clutter and performance issues.

3. Final Answer:

   Data will load to worksheet, increasing file size and slowing performance. -> Option A

4. Quick Check:

   Loading as Table = visible data, bigger file [OK]

Hint: Loading as Table shows data, may slow large files [OK]

Common Mistakes:

• Thinking Excel auto fixes loading method
• Believing data won't load if wrong option chosen
• Confusing data model loading with worksheet loading

5. You have multiple large tables to analyze with relationships in Excel. Which loading method should you choose to optimize performance and enable advanced analysis?

hard

A. Load all tables as visible tables in separate worksheets.

B. Load all tables as connections only and add them to the data model.

C. Load half the tables to worksheets and half to data model randomly.

D. Load tables as CSV files outside Excel for analysis.

Solution

1. Step 1: Consider performance with large tables

   Loading large tables as visible worksheets increases file size and slows Excel.

2. Step 2: Use data model for relationships and analysis

   Loading tables as connections only and adding to data model keeps data hidden, improves performance, and allows creating relationships for advanced analysis.

3. Step 3: Avoid random or external loading

   Random loading causes confusion; external CSVs are outside Excel and not integrated.

4. Final Answer:

   Load all tables as connections only and add them to the data model. -> Option B

5. Quick Check:

   Data model + connections = best for large related tables [OK]

Hint: Use data model for large related tables to boost speed [OK]

Common Mistakes:

• Loading all data visibly causing slow Excel
• Mixing loading methods without plan
• Using external files instead of Excel data model