Building Excel Reports from Database Data: Best Practices

Separate Data from Presentation

Use different sheets for different purposes:

• Data sheets: Raw data from queries, no formatting
• Calculation sheets: Intermediate formulas if needed
• Report sheets: Formatted output users actually see

When data refreshes, only the data sheet changes. Report layout stays intact.

Use Tables, Not Raw Ranges

Convert imported data to Excel Tables (Ctrl+T):

• Tables auto-expand when data grows
• Formulas referencing tables update automatically
• Structured references (TableName[Column]) are self-documenting

Named Ranges for Parameters

If your report has filter parameters (date range, region, etc.), put them in named cells:

Create cells named “StartDate”, “EndDate”, “Region” that users can modify. Reference these in your queries or filter logic.

This makes parameters visible and changeable without editing formulas.

Document Your Queries

In Power Query, rename steps descriptively. “Filtered Rows” is better than “Step 3”.

Add a “Documentation” sheet to the workbook explaining:

• What database/server is the source
• What the key queries do
• How to refresh
• Who to contact for database issues

Test After Changes

Before distributing an updated report:

• Refresh all data connections
• Verify totals match expected values
• Check that formatting survived the refresh
• Test on someone else's machine if possible

Official Resources

• Create PivotTables — analyze database data
• External data source — connecting to databases