This guide explains how to refresh data in an Excel file stored in SharePoint. When using connector-based data such as Power Query, simply storing the file in SharePoint does not automatically refresh the data. This process ensures your Excel file pulls the latest data from connected sources like Flowsite, APIs, or databases.
Prerequisites
Before you begin make sure you have the following:
Plan: All Plan Types
Permission: Dashpivot Contributor
Skills Required: Excel-based Data Querying
Device Type: Computer/Browser
Subscription: Microsoft Excel, SharePoint
Step-by-Step Instructions
Open the file from SharePoint in Excel Desktop:
From SharePoint in your browser: Click the three-dot menu next to the file → Open in app.
From a synced OneDrive/SharePoint folder in File Explorer: Open the file directly.
In Excel, click the Data tab.
Click Refresh All in the Queries & Connections section.
(Optional) To refresh a specific connection, click the dropdown on Refresh All and select the connection.
Check for errors by opening Queries & Connections in the Data tab to review:
Query status (success or failure)
Number of rows loaded
Any error messages
Save the file.
How Flowsite Connects to SharePoint
Flowsite uses a User (Delegated) Consent flow to connect to SharePoint. This approach:
Requires a user login, and
Ties consent to the specific user who authorises the connection
You may choose to create a dedicated Entra ID user account with the minimal required permissions to authorise the connection and utilise the integration. This may include only granting this user access to the specific SharePoint sites that will be used with the Flowsite integration.
Please note that Flowsite does not currently support the Admin (App-Only) Consent flow to connect to SharePoint.
Notes
When prompted to sign in during refresh, this sign-in is tied to your individual user credentials (not an admin or app-level connection). If you are using a dedicated Entra ID account for the Flowsite–SharePoint connection, ensure that account is used to authenticate.
Common causes of refresh errors include permission issues, invalid file paths, or moved/renamed data sources.
Files opened via SharePoint or OneDrive will auto-save after refresh.
If manually uploading a refreshed file back to SharePoint, remove older versions to avoid confusion.
If your data is not refreshing even after clicking Refresh All and verifying credentials, you may need to reconnect the Flow in Flowsite to reset the credentials. See Troubleshoot: Data Not Updating in Excel or Power BI for guidance.