Update Multiple Files for YOUR Reports EASILY | The Local From Folder Power BI Connector

   Updating reports in Power BI doesn’t have to be a hassle—especially when you’re dealing with multiple Excel or CSV files that keep changing over time. In this video tutorial, Microsoft Certified Trainer Allison Gonzalez from Pragmatic Works walks through how to use the From Folder connector in Power BI to automate data updates efficiently. If you frequently handle recurring reports, this method could save you hours of repetitive work.

What is the From Folder Connector?

The From Folder connector allows users to pull data from all files within a specific folder and automatically append new data as files are added. This is ideal for scenarios like daily, weekly, or monthly reporting.

Why Use It?

• Minimizes manual file loading and cleaning
• Ensures consistency in data transformation
• Simplifies updates when new data is available

Setting Up the Process in Power BI

1. Open Power BI Desktop.
2. Prepare a folder with your data files (e.g., multiple CSVs with identical structure).
3. Click Get Data > More > Search for “Folder” and select it.
4. Choose your local folder and connect to it.
5. Click Combine & Transform Data to open Power Query Editor and combine your files.

Important Considerations

• Make sure all files have identical column structures (same names, order, and formatting).
• Close all files before importing to avoid file access issues.
• Use filters in Power Query to exclude unwanted files by type, folder path, or date.

Inside Power Query: Combining Files

Alison shows how Power Query uses a sample file (usually the first one) to determine the structure. A function and a parameter are created to automate the append process. You also get a Source.Name column, which identifies the origin file of each row—optional to keep or delete.

Example: Adding a New File

To demonstrate automation, Alison duplicates an existing file, edits it to include her name, and drops it into the folder. After refreshing the report in Power BI, her data appears instantly in the visual—proving that the From Folder connector automatically detects and appends new content.

Testing the Workflow

To ensure everything works:

1. Add a new file to the source folder.
2. Edit it slightly (e.g., add a new name).
3. Save and close the file.
4. Click Refresh in Power BI Desktop.
5. Check your visuals to confirm the new data is included.

Publishing and Scheduling

If you're using local files, you’ll need a data gateway to keep your Power BI Service report updated. Alison links to a separate video that covers gateway setup. Alternatively, her next video covers connecting to SharePoint, which doesn’t require a gateway.

Final Thoughts

This process is perfect for recurring reporting needs. Once set up, it requires minimal maintenance. Just add files and refresh. Alison wraps up by inviting viewers to explore more in-depth Power BI training on the Pragmatic Works On-Demand platform, with a discount link provided.

Don't forget to check out the Pragmatic Works' on-demand learning platform for more insightful content and training sessions on Power BI and other Microsoft applications. Be sure to subscribe to the Pragmatic Works YouTube channel to stay up-to-date on the latest tips and tricks.