Power Query: Home Tab – Query Section Explained

When working in Power Query, most users focus on the transformation steps and data loading options. However, one area that deserves special attention is the Query section in the Home Tab. This section gives you control over how your queries are named, duplicated, managed, and referenced. In other words, it helps you build a structured and efficient data model inside Power Query.

The Query section is located in the Home Tab of the Power Query Editor. While it may look simple at first, it actually provides important functions for managing queries efficiently. Instead of just focusing on data transformations, you also need to think about how your queries are structured.

For example, if you are pulling sales data from multiple sources and building reports for different regions, you may quickly end up with 10 or more queries. Without proper organization, this can become messy. The Query section solves this by allowing you to duplicate, reference, and manage your queries effectively.

Power Query editor displaying a data transformation process with countries and forecast data for the year 2025, showcasing various applied steps such as removing duplicates and filling down in Microsoft Excel.

Operations in the Query Section

Here are the key operations available in the Query section of the Home Tab:

1. Manage Queries Dropdown

This dropdown contains options such as New Query, Duplicate, Reference, and Delete. Let’s explore each:

a) New Query

• Allows you to create a new query from scratch.

• You can choose a new data source (Excel, CSV, SQL database, etc.) or start with a blank query for advanced M-code editing.

• Useful when you want to bring in another dataset without affecting your existing queries.

b) Duplicate Query

• Creates a complete copy of an existing query, including all its applied steps.

• The duplicate is independent—changes in one do not affect the other.

• Perfect for experimenting: you can test a new transformation without worrying about breaking the original query.

c) Reference Query

• Creates a new query that references another query.

• Unlike duplication, this query is linked to the original. Any change in the source query will automatically flow into the referenced query.

• Ideal for building layered queries—for example, one base query with cleaned data and multiple referenced queries for different types of analysis.

d) Delete Query

• Removes a query entirely from your workbook.

• A warning: if the deleted query is referenced by others, they may break. Always double-check dependencies before deleting.

Configuring query properties in Power Query Editor, highlighting applied steps and options for renaming and editing in the interface.

2. Rename Query

• You can easily rename a query to make it meaningful.

• Instead of leaving queries as Query1, Query2, always use descriptive names such as Customer_List or Sales_2024.

• This simple habit saves huge amounts of time when working on larger projects.

3. Properties

• Lets you adjust the name and description of a query.

• The description field is often ignored, but it is a great place to add notes about the query’s purpose, source, or logic.

• For example: “This query cleans raw sales data by removing nulls and fixing date formats.”

Duplicate vs. Reference: What’s the Difference?

One of the most common beginner questions is:

Should I duplicate a query or reference it?

Here’s the answer:

• Duplicate → Creates an independent copy. Changes in the original will not affect the duplicate. Use this when you need two different transformation paths that do not depend on each other.

• Reference → Creates a linked query. If the original changes, the reference updates too. Use this when you want to build multiple layers on top of one clean base.

Pro Tip: Always build a clean base query (with corrected data types, removed nulls, etc.), and then create references for further analysis. This keeps your model efficient and easier to maintain.

Practical Example: Using the Query Section

Imagine you are preparing a sales report for different regions:

1. You import raw sales data into a query called Sales_Raw.

2. You clean and transform it (remove errors, change formats) and rename it Sales_Cleaned.

3. From Sales_Cleaned, you create reference queries:

   • Sales_Europe

   • Sales_Asia

   • Sales_America

4. You then apply region-specific filters to each referenced query.

5. Finally, you load them into Excel for analysis or into the Data Model for Power BI dashboards.

This layered approach avoids repeating cleaning steps and ensures all regional queries update automatically when the source data changes.

Power Query Interface: Organizing data with the "Move To Group" option, allowing users to manage and structure queries effectively within the GDP group.

Best Practices for Working with the Query Section

• Always Rename Queries: Clear names save time and reduce confusion.

• Use Reference for Efficiency: Build one clean base query and reference it for variations.

• Keep Notes in Properties: Document your queries so others can understand them easily.

• Group Queries: Use folders to organize queries into categories like “Source,” “Cleaned,” and “Final Output.”

• Be Careful with Deletion: Check if other queries depend on the one you’re about to delete.

FAQ: Query Section in Power Query

1. What is the difference between Duplicate and Reference in Power Query?

• Duplicate creates a separate copy, while Reference creates a linked query that updates with the source.

2. Can I rename a query after loading it into Excel?

• Yes, you can rename it anytime in the Power Query Editor. However, if you’ve built formulas linked to the old name, update them accordingly.

3. Is it better to use Duplicate or Reference for performance?

• Reference is generally more efficient because it avoids repeating transformations. Duplicate may cause unnecessary duplication of steps.

4. What happens if I delete a query that is being referenced?

• The referenced queries will break. Always check dependencies before deleting.

5. How do I organize queries in a large workbook?

• Use clear names, descriptions, and folders (Groups). Grouping is especially helpful when working with more than 10 queries.

Final Thoughts

The Query section in the Home Tab may look small, but it is essential for managing queries effectively. It gives you the ability to duplicate, reference, rename, and organize queries, which directly impacts how scalable and efficient your models become.

By following best practices—like using references instead of duplicates, renaming queries meaningfully, and documenting their purpose—you will make your Power Query projects not only easier for yourself but also understandable for others who might use them in the future.

Mastering the Query section is a small step that leads to big improvements in your workflow.