Get Data from SharePoint Folder in Excel missing some files

Question

Hi, 

I'm trying to create a query in Excel to return specific files from a SharePoint Site. My approach is to use the Get Data -> From File -> From Sharepoint Folder option. I would then filter from the full list of documents on the site.

Most files are returned however some are missing (the list is incomplete), specifically some that I have recently uploaded to the sharepoint site and can see are present in the browser. I have tried to upload a single Excel file to multiple locations in the document library but in all cases it is not returned in the original query. 

I have tested this process on another sharepoint site and it looks to work without problem. 

I thought there could be a delay in refreshing the sharepoint site before files are available to query but it has been at least 2 days since I uploaded. 

Is there any process to make files available to query in Excel?

Thank you for any help. 

David

Answer 1

Hi David,

Thanks for sharing your experience with us.

To troubleshoot the issue, we'd like to confirm the following information:

1.Regardign Get Data>From File>From SharePoint Folder, after you type the SharePoint folder's site collection URL and click OK, which option do you choose next?

Anonymous/Windows/Microsoft account?

2.For "Most files are returned however some are missing (the list is incomplete), specifically some that I have recently uploaded to the sharepoint site and can see are present in the browser. "

Please provide some related screenshots.

3.Regarding "I have tested this process on another sharepoint site and it looks to work without problem. "

It seems that the issue only happens to this specific site.

Please create a new document library, then check the result.

4.Detailed Office version.  

Please go to File>Account> then capture a screenshot of Product Information as below:

Regards,

Tina

[Updated by Tina Chen MSFT, September 14th, 9:32AM (UTC)]

Answer 2

Hi David,

Feel free to post back with the requested information when you have time.

Regards,

Tina

Answer 3

Hi Tina, 

Thanks for your response.

1. Microsoft account - I'm using my organizational account 
2. I'm unsure about providing screenshots due to the sensitivity of the project. 
3. I've tried creating a new document library, there are no problems with this and it works as expected. As soon as a new file is uploaded to sharepoint and the query is refreshed the file will come through to the query results.
4. Version 1707 (Build 8326.2070 Click-to-Run)

Are you able to help without screenshots?

Many Thanks,

David

Answer 4

Hi David,

Thanks for your updates and detailed information.

As the version of your Office is out of date, we would suggest you update Office to the latest version[1707(8326.2107)] and check if the issue persists.

Please go to File>Account>Product Information>Update Options>Update Now

If the issue persists, we’d like to confirm the following information for further troubleshooting:

1.Based on your description, the issue happens in a specific site.

Could you clarify the detailed location in it? A specific document library or the shared document (Document in the left navigation pane in the site)?

You can also provide a sample URL of the location.

2.For the affected files which are not queried in Excel workbook, what is the file type of them? (.xlsx/.docx/.png/.txt)

3.If the issue only happens to specific files, please provide the affected files in private message I sent to you.

You can check it via the link https://answers.microsoft.com/en-us/privatemessage/inbox

4.Please also provide some related screenshots in private message which can describe the difference between online files situation and files in the workbook.

5.Regarding "I have tried to upload a single Excel file to multiple locations in the document library but in all cases it is not returned in the original query. " in your initial post, do you meant that any new uploaded file cannot be queried in the original Excel workbook since you found the issue?

What about if you create a new file directly in the online location?

Thanks,

Tina