How to Combine Excel Files from SharePoint Online Folder and Automatically Include New Files
You are using Power Query to combine data from multiple Excel files stored in a SharePoint Online document library. Each file has the same structure. You need to ensure that the query automatically includes new files added to the library without manual updates. Which approach should you use?
Quick Answer
The correct approach is to use 'Get Data from SharePoint Online Folder' and then combine files using 'Combine & Transform Data'. This works because the SharePoint Online Folder connector in Power Query retrieves metadata for all files in the folder dynamically, and the 'Combine & Transform Data' action applies a sample file transformation to every file with the same structure. When you refresh the query, Power Query re-reads the folder contents, automatically including any new files added to the library without requiring manual updates. On the PL-300 exam, this scenario tests your understanding of dynamic data sources versus static imports—a common trap is selecting 'Get Data from SharePoint Online List' or manually combining files, which would not auto-include new files. Remember the key distinction: folder-level connectors treat the source as a live directory, while file-level connectors lock you into a static set. Memory tip: think "Folder = Future files" to recall that folder-based queries automatically expand with new additions.
⚠ Common exam trap
Many candidates confuse 'SharePoint Online Folder' with 'SharePoint Online List', thinking that a list can also combine files, but lists store metadata and require additional expansion steps that do not automatically handle new files with the same structure.
Answer choices
Why each option matters
Answer the question above first, then reveal the full breakdown to understand why each option is right or wrong.
Correct answer & explanation
✓
Use 'Get Data from SharePoint Online Folder' and then combine files using 'Combine & Transform Data'.
The 'Get Data from SharePoint Online Folder' connector in Power Query retrieves metadata for all files in the folder, and the 'Combine & Transform Data' action automatically applies a sample file transformation to all files. When new files are added to the library, refreshing the query will include them without manual intervention, as the connector dynamically reads the folder contents.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✗
Use 'Get Data from Excel' and specify each file path manually.
Why it's wrong here
Manual specification does not automatically include new files.
- ✗
Use 'Get Data from SQL Server' and write a query to read files.
Why it's wrong here
SQL Server cannot directly read Excel files from SharePoint.
- ✓
Use 'Get Data from SharePoint Online Folder' and then combine files using 'Combine & Transform Data'.
Why this is correct
This approach dynamically lists all files and can be refreshed to include new files.
- ✗
Use 'Get Data from SharePoint Online List' and then expand the file content.
Why it's wrong here
SharePoint Online List connector is for list data, not files.
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Variation 1. You are combining data from multiple Excel files stored in SharePoint Online. Each file has the same structure but different data. You need to create a solution that automatically includes new files added to the SharePoint folder without manual intervention. What should you use?
easy- A.Use Power Automate to copy new files to a blob storage, then import from there.
- B.Use 'Merge queries' to append each new file manually.
- ✓ C.Use 'Get Data from SharePoint Online Folder' and then 'Combine files' transform.
- D.Use 'Get Data from SharePoint Online List' and load each file separately.
Why C: The 'Get Data from SharePoint Online Folder' option in Power Query retrieves all files in the folder, and the 'Combine files' transform automatically merges files with the same structure into a single table. When the query is refreshed, any new files added to the folder are automatically included without manual intervention. Option A is incorrect because Power Automate requires additional setup and is not a native Power Query solution. Option B is incorrect because 'Merge queries' requires manual steps each time a new file is added. Option D is incorrect because 'Get Data from SharePoint Online List' does not combine files; it imports list data, not file contents.
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Written by Johnson Ajibi, MSc IT Security
Senior Network & Security Engineer · founder of Courseiva
This PL-300 practice question is part of Courseiva's free Microsoft certification practice question bank. Courseiva provides original exam-style practice questions with explanations, topic-based practice, mock exams, readiness tracking, and study analytics to help learners prepare for the PL-300 exam.