How to Fix Power Query Not Showing New Files in SharePoint

Power Query is widely used to connect and import data from sources like Microsoft SharePoint. However, users sometimes face an issue where new files or folders added to SharePoint do not appear in Power Query, even after refreshing the query.

This problem is usually caused by caching, incorrect connection settings, permission issues, or delays in SharePoint indexing. Since Power Query often caches data for performance, it may not immediately reflect newly added content.

In this guide, we’ll walk you through detailed methods to fix Power Query not showing new files or folders in SharePoint.

How to Fix Power Query Not Showing New Files in SharePoint

Before applying the fixes below, make sure the files are actually uploaded and visible in SharePoint through your browser. If they appear there but not in Power Query, the issue is likely with caching or connection settings.

1. Refresh the Query Properly

Sometimes a simple refresh isn’t enough.

1. Open Excel or Power BI.
2. Go to Data > Queries & Connections.
3. Right-click your query.
4. Select Refresh or Refresh All.

Ensure the query fully reloads data from SharePoint.

2. Clear Power Query Cache

Cached data can prevent new files from appearing.

1. Open Excel.
2. Go to File > Options.
3. Click Data.
4. Under Data Cache Management, click Clear All.
5. Restart Excel and refresh the query.

Clearing cache forces Power Query to fetch fresh data.

3. Verify SharePoint Folder Path

Incorrect paths may exclude new files.

1. Open Power Query Editor.
2. Check the Source step in Applied Steps.
3. Ensure the SharePoint URL points to the correct folder/library.

If the path is wrong, Power Query won’t detect new items.

4. Check Filters in Power Query

Filters may hide new files.

1. Open Power Query Editor.
2. Review all Applied Steps.
3. Look for filters on file name, extension, or date.
4. Remove or adjust filters.

Filters can unintentionally exclude new content.

5. Reconnect to SharePoint Source

Connection issues may prevent updates.

1. Go to Data > Data Source Settings.
2. Select your SharePoint connection.
3. Click Clear Permissions.
4. Reconnect and sign in again.

This refreshes authentication and access.

6. Use Correct SharePoint Connector

Different connectors behave differently.

• Use SharePoint Folder connector (recommended)
• Avoid using static file links

The SharePoint Folder connector dynamically lists files.

7. Check Permissions on New Files

If you don’t have access, files won’t appear.

1. Open SharePoint in your browser.
2. Check permissions for the new files/folders.
3. Ensure your account has access.

Permission issues can hide files from Power Query.

8. Wait for SharePoint Indexing

Sometimes there is a delay in indexing.

• Wait a few minutes after uploading files
• Then refresh Power Query again

SharePoint may take time to update metadata.

9. Recreate the Query (If Needed)

If the issue persists, rebuild the connection.

1. Delete the existing query.
2. Go to Data > Get Data > From SharePoint Folder.
3. Reconnect and load data again.

This ensures a fresh configuration.

Conclusion

Power Query not showing new files or folders in SharePoint is usually caused by caching, filters, or connection issues. While it may seem like a serious problem, it can often be resolved by refreshing the query, clearing cache, or adjusting settings.

By following the steps in this guide, you can ensure Power Query always reflects the latest data from SharePoint and maintains a smooth workflow.