In today’s digital era, efficient file management is essential for productivity and organization. Whether you’re handling work documents or personal files, mastering effective file organization techniques can save you time and effort. In this step-by-step guide, we’ll walk you through the process of using Power Query in Excel to extract a list of file names from folders and subfolders.

Step 1: Access Power Query

Open Microsoft Excel and create a new file.

Get List of File Names using Power Query

Navigate to the “Data” tab in the Excel ribbon and click on “Get Data” and select “From File.”

Get List of File Names using Power Query

Choose “From Folder” to initiate the process of accessing your folder containing the files.

Get List of File Names using Power Query

Step 2: Select the Folder

Browse and select the base folder that contains the files you want to list.

Get List of File Names using Power Query

Preview the files and their details to ensure you’ve selected the correct folder.

Get List of File Names using Power Query

Step 3: Customize Your Query

Click on “Transform Data” to enter the query editor.

Get List of File Names using Power Query

Customize the query to fit your requirements:

  • Remove unnecessary columns, such as content.
Get List of File Names using Power Query
  • Add additional details like file size from Attributes.
Get List of File Names using Power Query
  • Rename the column for clarity.
Get List of File Names using Power Query

Step 4: Load the Data

Once you’ve customized the query to your satisfaction, click on “Close and Load.”

Get List of File Names using Power Query

A table containing the list of files and their details will be generated in Excel.

Get List of File Names using Power Query

Step 5: Filter the Results (Optional)

Return to the query editor using Query > Edit if you wish to filter the results.

Get List of File Names using Power Query

Apply filters based on file extensions to include only specific types of files, such as Excel files.

Get List of File Names using Power Query
Get List of File Names using Power Query

Step 6: Refresh the Data

To ensure your list stays up-to-date, right click on the result and click on “Refresh.

Get List of File Names using Power Query

The list will update automatically, reflecting any changes made to the folder contents.

Conclusion

By following these step-by-step instructions, you can effectively use Power Query to extract a list of file names from folders and subfolders in Excel. This streamlined approach to file organization can help you stay organized and productive in managing your digital assets.

Download Practice File

You can also practice this through our practice files. Click on the below link to download the practice file.

Thank you for following along with this guide. We hope it helps you optimize your file management process and enhance your workflow efficiency.

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