Using Power Query in Excel: Simplify Data Cleaning and Transformation
Power Query is a powerful data transformation tool in Excel that simplifies data cleaning, merging, and preparation. Whether you’re consolidating data from multiple sources or cleaning up messy datasets, Power Query automates the process, saving you time and effort. This guide will walk you through the basics of using Power Query to streamline your data tasks.
1. What Is Power Query?
Power Query is a tool for importing, transforming, and combining data. Available in Excel 2016 and later, Power Query automates repetitive data tasks, allowing you to clean and reshape data without complex formulas.
Key Benefits of Power Query
- Automates Data Cleaning
- Combines Data Sources
- Simplifies Complex Data Tasks
🧰 Power Query is one of the core technologies behind spreadsheet-based tools like MyBudgetSystem and the financial logic that powers BridgeBudget. Both use similar data transformation concepts, just tailored to personal finance.
Related Guide: Start with Excel Basics for Data Entry.
2. Accessing Power Query
Power Query is located under the Data tab in Excel. Here’s how to access it:
- Go to Data > Get & Transform Data.
- Choose a source: From Table/Range, From File, or From Web.
3. Importing Data into Power Query
Importing a Table from Excel
- Select a cell in your dataset.
- Go to Data > From Table/Range.
- Confirm the range, then click OK to open Query Editor.
Pro Tip: Use tables for structured data to improve compatibility with Power Query.
4. Basic Data Transformations
Power Query offers a range of transformations for cleaning and organizing data:
Removing Columns
Right-click a column → Remove
Replacing Values
Right-click → Replace Values
Splitting Columns
Transform > Split Column → Choose delimiter
✅ In MyBudgetSystem, I use these exact Power Query tools to split combined fields like "MED-Healthcare" into categories and subcategories automatically—turning messy inputs into clean data streams.
5. Filtering and Sorting Data
- Click the filter icon in a column header.
- Filter by condition (e.g., no blanks, only values > 1000).
- Sorting works the same as Excel—ascending/descending.
Explore More: Efficient Filtering Techniques
6. Merging and Appending Queries
Merge Example:
- Home > Merge Queries
- Choose common columns and merge type (e.g., inner join)
Append Example:
- Home > Append Queries
- Choose which tables to stack vertically
7. Removing Duplicates and Blanks
- Remove Duplicates: Home > Remove Rows > Remove Duplicates
- Remove Blanks: Use filter icon or remove empty rows via UI
8. Transforming Data Types
- Click column header → Data Type
- Choose: Text, Whole Number, Decimal, Date, etc.
9. Creating Custom Columns
- Add Column > Custom Column
- Write a formula using Power Query M-code
Example: Create a column that calculates variance from a baseline or tags transactions over a limit.
Related: Basic Excel Formulas
10. Loading Data Back to Excel
After you’re done transforming:
- Click Close & Load
- Choose sheet and location
- Refresh when data changes
Best Practices for Using Power Query
- Use Descriptive Query Names
- Avoid Overcomplicating with M-code
- Refresh Regularly
Related: Excel Saving Best Practices
Conclusion
Power Query in Excel streamlines data cleaning, transformation, and consolidation. With just a few clicks, you can reshape complex datasets, automate your workflows, and simplify your reporting process.
🎯 Curious how this looks outside Excel? BridgeBudget applies similar transformation logic in-app—letting users organize expenses, clean transactions, and track goals on the fly. Inspired by Excel, built for mobile.
Next Steps: Dive deeper with our Guide to Advanced Data Analysis with PivotTables and Power Query
