Case Study: Folder Automation – Non-Standardized Files in Power BI (Controlled Chaos)

Overview

You’ve received a folder full of Excel files. Simple enough, right?

But each file is built differently — different columns, sheet names, structures.

If you try to connect them manually, welcome to chaos.

Case: Multiple Excel Files, All Non-Standardized

Folder: DepartmentReports/

Files:

- Finance_Report.xlsx

- HR_Metrics.xlsx

- IT_Inventory.xlsx

- Sales_Q1.xlsx

- Operations_Tracking.xlsx

Each file has its own logic. No consistency. No mercy.

What Most People Do (Noob Method):

- Click Get Data → Excel → Load each file manually

- Build separate queries from scratch for each

- Rename and clean each individually

- Repeat when files change

Problem: It’s unscalable. You’ll be duplicating effort forever.

And when folder path changes?

Everything breaks.

The Smart Way (Recommended):

- Step 1: Put all files in one folder (example: DepartmentReports)

- Step 2: Click Get Data → Folder → Choose the folder

- Step 3: In Power Query, delete all steps except the first one (Source)

Dont Click on Combine or Load right away. Click on Transform Data

- Step 4: Rename the query to Z Source

- Step 5: Right-click Z Source → Reference → rename to Z Source - Finance

- Step 6: In Z Source - Finance, filter to 'Finance_Report.xlsx'

Select Table or Sheet in the New Reference Queries to load those table's data.

- Step 7: Repeat for HR, IT, Sales, Ops — each one as a new Reference from Z Source

- Step 8: Apply custom cleaning steps

- Step 9: Disable load for Z Source and all intermediate helpers

-Close and Apply if all is good.

Final Word

Don’t fight complexity with more complexity.

Non-standard files need structure. Build one Z Source and branch from there.

It keeps everything modular, easier to debug, and much simpler to maintain.

Save time. Look like a pro. :)