Open entity data in Excel

By opening entity data in Microsoft Excel, you can quickly and easily view and edit data by using the Microsoft PowerApps Excel Add-in. The PowerApps Excel Add-in requires Microsoft Excel 2016.

Excel Add-in

Open entity data in Excel

  1. On powerapps.com, expand the Data section and click or tap Entities in the left navigation pane. All the entities are shown.
  2. Click the ellipsis (...) to the right of the entity that you're interested in.
  3. Click Open in Excel, and then open the workbook that is generated. This workbook has binding information for the entity, a pointer to your environment, and a pointer to the PowerApps Excel Add-in.
  4. In Excel, click Enable editing to enable the PowerApps Excel Add-in to run. The Excel Add-in runs in a pane on the right side of the Excel window.
  5. If this is the first time that you've run the PowerApps Excel Add-in, click Trust this Add-in to allow the Excel Add-in to run.
  6. If you're prompted to sign in, click Sign in, and then sign in by using the same credentials that you used on powerapps.com. The Excel Add-in will use a previous sign-in context and automatically sign you in if it can. Therefore, verify the user name in the upper right of the Excel Add-in.

The Excel Add-in automatically reads the data for the entity that you selected. Note that there will be no data in the workbook until the Excel Add-in reads it in.

View and refresh data in Excel

After the Excel Add-in reads entity data into the workbook, you can update the data at any time by clicking Refresh in the Excel Add-in.

Edit data in Excel

You can change entity data as you require and then publish it back by clicking Publish in the Excel Add-in.

To edit a record, select a cell in the worksheet, and then change the cell value.

To add a new record, follow one of these steps:

  • Click anywhere in the worksheet, and then click New in the Excel Add-in.
  • Click in the last row of the worksheet, and then press the Tab key until the cursor moves out of the last column of that row, and a new row is created.
  • Click in the row immediately below the worksheet and start to enter data in a cell. When you move the focus out of that cell, the worksheet expands to include the new row.

To delete a record, follow one of these steps:

  • Right-click the row number next to the worksheet row to delete, and then click Delete.
  • Right-click in the worksheet row to delete, and then click Delete > Table Rows.

Add or remove columns

You can use the designer to adjust the columns and entities that are automatically added to the worksheet.

  1. Enable the data source designer of the Excel Add-in by clicking the Options button (the gear symbol) and then selecting the Enable design check box.
  2. Click Design in the Excel Add-in. All the data sources are listed.
  3. Next to the data source, click the Edit button (the pencil symbol).
  4. Adjust the list in the Selected fields field as you require:
    • To add a field from the Available fields field to the Selected fields field, click the field, and then click Add. Alternatively, double-click the field.
    • To remove a field from the Selected fields field, click the field, and then click Remove. Alternatively, double-click the field.
    • To change the order of fields, click the field in the Selected fields field, and then click Up or Down.
  5. Apply your changes to the data source by clicking Update, and then click Done to exit the designer. If you added a field (column), click Refresh to pull in an updated set of data.

Note

Make sure to always include the ID and required fields in your workbook, as you may receive errors when publishing.

Note

When adding look up fields, make sure to add both the ID and the Display fields.

Troubleshooting

There are a few issues that can be resolved through some easy steps.

  • Not all entities support editing and creation of new records, these entities will open in Excel and allow you to view data but publishing will be disabled.
  • Look up fields must be edited using the add-in to ensure the correct record is referenced, updating these fields via copy and past or typing directly into the field is not supported.

If you encounter an issue that isn't described here, contact us via the support pages.

Next steps