How to scrape data from website into excel using Power Query?

Are you tired of manually copying and pasting data from websites? Learn how to scrape data from website into Excel using Power Query, a powerful tool built into Excel. By following this guide, you’ll automate your data collection process, saving time and avoiding errors.

This step-by-step tutorial will show you how to use Power Query to fetch dynamic web data into Excel. Whether you need to monitor prices, analyze trends, or generate reports, this method will revolutionize the way you handle data.

Why Scrape Data from Website into Excel?

Scraping data into Excel is an essential skill for anyone working with dynamic or large datasets. Here’s why:

• Automation Saves Time: Instead of copying data manually, automate the process to retrieve real-time information.
• Error-Free Reporting: Minimize human error and ensure accurate data collection.
• Effortless Data Analysis: Gather data from multiple sources directly into a structured format.

Common Use Cases

• Tracking Market Trends: Monitor stock prices, exchange rates, or product costs.
• Custom Dashboards: Build personalized reports with live data feeds.
• Data Consolidation: Combine data from several websites or APIs for seamless analysis.

Step-by-Step Guide: How to Scrape Data from Website into Excel

Assumption

• For demonstration purpose I am using the following API
• Input the API URL: http://localhost:3000/test
• Here is the output of the API request

{
    "list": [
        {
            "Column1": 98,
            "Column2": 46,
            "Column3": 38,
            "Column4": 97
        },
        {
            "Column1": 67,
            "Column2": 36,
            "Column3": 21,
            "Column4": 68
        }
    ]
}

1: Setting Up Power Query

• Open Excel and go to the Data tab.
• Select Get Data → From Other Sources → From Blank Query.

2: Writing and Integrating Code

1. Open the Advanced Editor in Power Query (found in the Home tab of the Power Query editor).
2. Replace the existing code with followingcode

let
    // Step 1: Define the URL of the API endpoint
    Source = Json.Document(Web.Contents("http://localhost:3000/test")),
    // Step 2: Navigate to the "list" object in the JSON response
    Data = Source[list],
    // Step 3: Convert the list of records into a table
    TableData = Table.FromList(Data, Splitter.SplitByNothing(), null, null, ExtraValues.Error),
    // Step 4: Expand the table columns
    ExpandedTable = Table.ExpandRecordColumn(TableData, "Column1", {"Column1", "Column2", "Column3","Column4"})
in
    ExpandedTable

Click on “Done” the Power Query will display a preview of the JSON data as table.

1. How It Works:
   • Retrieves JSON data from the API.
   • Extracts the list object containing the records.
   • Converts this object into a structured table with the columns Column1, Column2,Column3 and Column4.
2. Click Close & Load to import the table into Excel.

3: Automating Updates

Power Query supports dynamic data refreshes:

• Automate updates by going to Data → Queries and Connections → Properties and enabling Refresh Every [X minutes].

Your table will now update automatically, keeping your data current.

Best Practices for Scraping Data into Excel

Respect API Usage Guidelines

• Always check the API’s terms of service and rate limits. Excessive requests may result in blocks.

Optimize Performance

• Avoid retrieving unnecessary fields from the API to keep your Excel file fast and responsive.

Add Error Handling

• Use Power Query’s built-in error-checking features to manage API downtime or invalid data.

Link Data to Dashboards

• Enhance your analysis by linking scraped data to pivot tables, charts, or Power BI for real-time visualizations.

FAQ:

Q1: Can I scrape data from any website into Excel?
A: Excel can connect to many websites. However, for dynamic sites using JavaScript, you may need advanced tools like Selenium. Using APIs is also an option for reliable scraping.

Q2: Is web scraping legal?
A: It depends on the website. Always review the terms of service to ensure compliance and avoid unauthorized data extraction.

Q3: How often can I refresh the data?
A: Power Query allows updates as frequently as every minute, but respect API rate limits to avoid overloading the server.

Q4: Can I scrape data without coding?
A: Yes! Power Query can extract data from simple HTML tables without code. For more complex cases like APIs, some coding is required.

Key Takeaways

Scraping data from websites into Excel using Power Query is a game-changer for automating data collection and analysis. By following this guide, you can:

• Import data from JSON APIs into Excel.
• Automate updates to keep your data fresh.
• Save time and reduce errors in your workflow.

Want to get started? Try the steps above and take control of your data like never before!

Resources and Further Reading

• Microsoft Power Query Documentation
• Understanding JSON for Beginners