"COULDN’T REFRESH DATA This workbook contains Power Query queries using data sources that can't be refreshed in Excel for the Web."

Question

We have a user who is experiencing issues with excel on the web & power query, that other users are not experiencing. Can you please assist us in understanding one why one individual is having an issue refreshing a power query, but others are not? Error Attached.  "COULDN’T REFRESH DATA This workbook contains Power Query queries using data sources that can't be refreshed in Excel for the Web."

Answer 1

Hi Heather,

Just checking in to see if the above information was helpful. If you have any further updates on this issue, please feel free to post back. If you think my reply is helpful to you, please remember to mark it as an answer. Warm thanks.

Best regards

Kristen - L - MSFT | Microsoft Community Support Specialist.

Answer 2

Hi Heather,

Thank you for your valuable response.

Recommended Actions

1. Have the affected user open the file in the desktop version of Excel and try refreshing there.
2. Check the Power Query source: If it’s not a table/range or OData feed, it won’t refresh in Excel for the Web.
3. Compare user permissions on the data source (e.g., SharePoint folder).
4. Split the workbook: Use one file for Power Query refresh (desktop only), and link another workbook to it for shared web access.

If these recommended actions in the previous post didn’t resolve the issue, please try the following steps:

**Recommended Troubleshooting Steps (Scoped to the User Only)**1. Clear Cache & Cookies in Browser

• Sign out of Office 365 / SharePoint / Excel Online
• Clear cache & cookies
• Restart the browser
• Sign back in, then re-open the file from SharePoint or Excel Online

2. Try a Different Browser or InPrivate/Incognito Window

• Use Chrome, Edge, or Firefox (whichever they weren’t using)
• Or open an Incognito/Private window, sign into 365, and try again
• This will bypass extensions and cached session data

3. Check for Multiple Microsoft Accounts

• Go to https://portal.office.com/account
• Make sure they’re signed in with the correct account only
• Remove or sign out of other connected accounts if any
• This avoids token confusion, especially with cloud-based refreshes

4. Re-authenticate the Salesforce Data Connector

• Open the workbook in Excel Online
• Try editing the Power Query connection or trigger a manual refresh
• If prompted to authenticate to Salesforce, re-enter credentials

5. Microsoft 365 Session Expiration

• Since this broke over a weekend, it’s possible the auth token expired and didn’t refresh properly for this user.
• Signing out and back in (fully) to Excel Online should resolve this.

Bonus: Use Excel Desktop as a Temporary Fallback

• Even if the root cause is in the web version, the user should still be able to refresh successfully from Excel desktop as a workaround until the Online environment is cleared up.

We hope this information is helpful to you. If you have any other concern about this or need further assistance, please don't hesitate to reach out to us so we can take a look and keep supporting you. 

Kind regards, 

Kristen - L - MSFT | Microsoft Community Support Specialist

Answer 3

Unfortunately we have tried everything below and are still experiencing an issue with just the one user.

Why It Affects Only One User

If others can refresh the same file without issue, here are possible explanations:

1. They’re using the desktop version of Excel, which supports a broader range of Power Query sources. Affected user was successfully able to update online on Friday Excel Online then after the weekend received the error. All other users are successful at both Excel Online & Desktop.
2. They have different permissions or access levels to the data source (e.g., SharePoint list or folder). Everyone has same access to the SharePoint point it is stored in and same permissions to the report we are pulling from salesforce.
3. **The workbook was opened from different locations:**Excel Online vs. synced OneDrive folder. Was only opened on excel online.
4. Workbook trust settings or data refresh settings may differ per user. Data refresh settings appear to be same for all users and do our trust settings.

Answer 4

Hi Heather,

Thank you for reaching out to Microsoft Community. We're happy to support you with your concern. 

You're investigating why one user is encountering the error:

“COULDN’T REFRESH DATA. This workbook contains Power Query queries using data sources that can't be refreshed in Excel for the Web.”

while others are not. Here’s a breakdown of what’s likely happening and how to troubleshoot it.

Root Cause: Excel for the Web Limitations

Excel for the Web currently supports refreshing Power Query data only from a limited set of sources, primarily tables/ranges and OData feeds with anonymous access. If the Power Query is pulling from sources like:

• SharePoint folders
• Public folders
• External CSVs
• Files stored in third-party cloud locations

…it will fail to refresh in Excel for the Web.

This is a platform limitation, not a user-specific bug.

Why It Affects Only One User

If others can refresh the same file without issue, here are possible explanations:

1. They’re using the desktop version of Excel, which supports a broader range of Power Query sources.
2. They have different permissions or access levels to the data source (e.g., SharePoint list or folder).
3. The workbook was opened from different locations: Excel Online vs. synced OneDrive folder.
4. Workbook trust settings or data refresh settings may differ per user.

Recommended Actions

1. Have the affected user open the file in the desktop version of Excel and try refreshing there.
2. Check the Power Query source: If it’s not a table/range or OData feed, it won’t refresh in Excel for the Web.
3. Compare user permissions on the data source (e.g., SharePoint folder).
4. Split the workbook: Use one file for Power Query refresh (desktop only), and link another workbook to it for shared web access.

We hope this information is helpful to you. If you have any other concern about this or need further assistance, please don't hesitate to reach out to us so we can take a look and keep supporting you. 

Kind regards, 

Kristen - L - MSFT | Microsoft Community Support Specialist