Power Query Convert to Range: What happens if skipped for Excel data import?

If you skip the action of “Convert to Range” after successfully importing data from an Access database into an Excel workbook using Power Query, which is also known as Get & Transform Data, the imported data will by default remain as a structured Excel Table. Power Query loads data into an Excel Table as its standard output format. This means “Convert to Range” is not a step you skip during the initial Power Query data import process itself, but rather a subsequent choice you might make on the loaded data in Excel.

When the imported data remains as a connected Excel Table, it retains a dynamic link to your original Access database through the Power Query query. This is a significant advantage for data management and regular reporting. The primary benefit is the ability to easily refresh the data. If the source data in the Access database is updated, new records are added, or existing records are modified, you can simply click the “Refresh” button on the Data tab in Excel. Power Query will then re-execute your query, retrieve the latest information from the Access database, and seamlessly update your Excel Table, ensuring your workbook always displays the most current dataset. This dynamic data update capability is crucial for accurate analytics and up-to-date reports.

Additionally, keeping the data as an Excel Table provides all the inherent functionalities of structured tables within Excel. These include structured references in formulas, automatic expansion or contraction of the table when new or fewer rows are loaded during a refresh, and access to the Table Design contextual tab for various styling and summarization options. This structured approach simplifies future data analysis, integration with PivotTables, and the overall management of your imported information.

Conversely, if you were to convert the Excel Table created by Power Query into a simple range, you would effectively break this live connection. The data would become static, losing its ability to be easily refreshed from the Access database. Any subsequent changes in the Access source data would then require a complete re-import process, or manual recreation of the query and its output, making your data management much less efficient. Therefore, for most educational and professional scenarios requiring dynamic data updates and robust data handling, allowing Power Query to maintain its output as a connected Excel Table is the preferred and most powerful option.