How to Refresh Excel

Welcome to today’s blog, where we will discuss how to refresh Microsoft Excel. As you might have noticed, data within an Excel sheet is constantly changing, and it can sometimes be challenging to keep track of changes, especially when working with large data sets. Refreshing Excel allows you to update your data so that you can maintain current information. In this guide, we will explore how to refresh Excel and the different ways you can do so. Whether you are a beginner or an advanced user, this guide will provide you with quick and straightforward steps to refresh Excel with ease.

Understanding the need to refresh Excel

Before we dive into the steps of refreshing Excel, it’s vital to understand why refreshing is necessary. Excel retrieves data from external sources, such as web pages and databases, which can change frequently. If we don’t refresh the data, it will remain the same as the previous time we retrieved it, even if there have been significant changes in between.

The different ways to refresh Excel

Now that we understand the importance of refreshing Excel, let’s explore the different ways you can do so.

Manual Refresh

The first method of refreshing your data set is manually. To do this, select the range or table you wish to refresh, then click ‘Data’ on the ribbon, followed by ‘Refresh All.’ Alternatively, press ‘CTRL + ALT + F5’ to refresh the current sheet manually. This process is relatively simple for small data sets but can be time-consuming for more extensive ones.

Automatic Refresh

If you’d rather not refresh your data manually, you can choose to refresh it automatically. To do this, click ‘Data’ on the ribbon and select ‘Queries & Connections.’ Right-click on the connection name and select ‘Properties.’ From there, you can edit the connection properties and select ‘Refresh Data’ to update the data automatically when changes occur.

Refresh based on time interval

You can also set your data to refresh based on a time interval. Click ‘Data’ on the ribbon, select ‘Queries & Connections,’ and right-click on the desired connection name. Choose ‘Connection Properties’ and select the ‘Usage’ tab. Tick the box labeled ‘Refresh every’ and then enter the desired time interval in minutes. Click ‘OK’ to save the change.

In conclusion

And there you have it, three simple ways to refresh Excel to ensure you maintain updated information. Whether you select to refresh manually, automatically, or by time interval, the key is to stay on top of changes to your data sets. Refreshing Excel ensures your data is accurate, making it easier for you to use and identify significant data trends

The benefits of refreshing Excel

Refreshing Excel has many benefits. It’s necessary to keep your data current and enables you to make informed decisions based on up-to-date information. Updated information is critical when working with large data sets, especially when presenting data to others. Refreshing data ensures that when you are working on your files, you’re always on the same page as your colleagues.

Refreshing data in a PivotTable

If you have PivotTables set up in your Excel sheets, refreshing your data is just as important. To do this, right-click the PivotTable and select ‘Refresh.’ Alternatively, go to the ‘Options’ tab on the PivotTable ribbon and click ‘Refresh’ under the ‘Data’ section. Keeping your PivotTable data current can help you identify important trends and insights that can drive decision-making processes.

Refreshing data in Charts

Refreshing data in charts is another integral part of keeping your work up-to-date. To refresh a chart, click on the chart, then go to the ‘Design’ tab on the chart ribbon and click ‘Refresh Data.’ This will ensure that any new data is updated in the chart, allowing you to present accurate and engaging data insights to others.

Conclusion

Overall, refreshing Excel is critical to keep your data current, accurate, and insightful. Whether you choose to refresh manually, automatically, or by time interval, it is essential to stay on top of changes to your data. By utilizing the different ways to refresh Excel, you can save time and improve your decision-making process based on the latest data trends.

FAQs

Here are some frequently asked questions related to refreshing Excel that you might find helpful:

Q: What is the difference between manual and automatic refresh in Excel?

A: Manual refresh requires the user to refresh each time they need an update on the data, while automatic refresh updates the data at set intervals, eliminating the need for manual refreshing.

Q: Can I refresh data from an external data source in Excel?

A: Yes, through a process called “refreshing external data,” Excel can retrieve the most current information from external data sources and update your Excel worksheets.

Q: How often should I refresh my Excel data?

A: The frequency of data refreshing depends on the data’s criticality and the frequency of updates to the data source. If you’re working with real-time data, you should update more frequently than if you were working with data that is updated once a day.

Q: How do I refresh data in multiple worksheets at once?

A: To refresh data in multiple worksheets at once, you can right-click the PivotTable, select ‘PivotTable options,’ then select ‘Data’ and tick the ‘refresh data when opening the file’ option. This will refresh the data whenever the file is opened.

Q: How do I automate data refreshing if I am not familiar with VBA macros?

A: You can automate data refreshing without using VBA macros by using Power Query. Power Query is a powerful tool that enables you to extract, transform, and load data from different sources. You can create queries that refresh data at set intervals by following simple steps in Power Query.