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Power Query

This document provides a step-by-step guide for dynamically filtering supplier names based on category selection in Power Query and Excel. It covers loading raw data, removing empty entries, creating a dynamic supplier list, setting up a drop-down for category selection, and extracting supplier names using different methods depending on the Excel version. The final outcome is an automatically updating dashboard that displays supplier names based on the selected category.

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Branden Isadia
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4 views3 pages

Power Query

This document provides a step-by-step guide for dynamically filtering supplier names based on category selection in Power Query and Excel. It covers loading raw data, removing empty entries, creating a dynamic supplier list, setting up a drop-down for category selection, and extracting supplier names using different methods depending on the Excel version. The final outcome is an automatically updating dashboard that displays supplier names based on the selected category.

Uploaded by

Branden Isadia
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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You can achieve this dynamic filtering of supplier names based on category selection in

Power Query and Excel by using Data Validation, Power Query, and a Dynamic
Named Range. Here’s a detailed step-by-step guide to make this work seamlessly.

Step 1: Load Your Raw Data into Power Query


1. Ensure your data is structured as a table (Press Ctrl + T to convert it to a table).
2. Select the table and go to Data → Get & Transform → From Table/Range (this
opens Power Query Editor).

Step 2: Remove Empty Sales Entries


1. Click on the Sales Value column.
2. Click the Filter Dropdown and uncheck (Blank) and 0 values.
3. Click OK to apply the filter.

Step 3: Create a Dynamic Supplier List for Each


Category
1. Click on the Category column.
2. Go to Transform → Group By and configure:
o Group By: Category
o New Column Name: Supplier List
o Operation: All Rows

3. Click the Expand Icon ( ) next to Supplier List, keeping only the Supplier
Name column.

Step 4: Load Data Back to Excel


1. Click Close & Load To…
2. Select Only Create Connection (this avoids creating a full table and keeps it
efficient).
Step 5: Create a Drop-down to Select Category
1. Go to your Dashboard Sheet.
2. Select a cell (e.g., B1) where users will pick a category.
3. Go to Data → Data Validation.
4. Choose List and set the source to the unique Category list (from Power Query
results).

Step 6: Extract Supplier Names Dynamically


Using FILTER Function (Excel 365/Excel 2019)

If using Excel 365 or later, use this formula in the dashboard


(Assuming A2:A100 contains supplier names and B2:B100 contains categories):

excel
CopyEdit
=FILTER(A2:A100, B2:B100=B1, "No suppliers found")

This will display only the supplier names based on the selected category.

Using INDEX & MATCH (Older Excel Versions)

For older versions without FILTER, use Helper Columns and the following array
formula:

1. In a helper column (e.g., C2), use:

excel
CopyEdit
=IF(B2=$B$1, A2, "")

2. To extract unique values, use:

excel
CopyEdit
=INDEX(A:A, SMALL(IF(C:C<>"", ROW(A:A)), ROWS($D$2:D2)))

(Press Ctrl + Shift + Enter if using an older Excel version).


Step 7: Auto-Update on Data Refresh
1. Right-click your Power Query Table → Click Refresh.
2. Alternatively, click Data → Refresh All to update.

Final Outcome
 When you select a category in B1, the supplier names update dynamically.
 If no suppliers exist in a category, "No suppliers found" appears.
 The dashboard updates automatically when new data is added.

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