Refresh Data in Excel: Shortcuts, Pivot Tables, and Power Query

Pivot tables, Power Query results, and external data connections do not update on their own. They show a snapshot from the last refresh. When the underlying data changes, you refresh to pull the new numbers. This guide covers the exact refresh shortcuts on Windows, the ribbon method that works everywhere including Mac, and how to fix a refresh that fails.

What "Refresh" Actually Does

A pivot table or query stores its result in the workbook and remembers where the data came from. Refresh re-runs that connection and replaces the stored result with current data. It does not touch your formulas, which recalculate on their own; refresh is specifically for pivot tables, Power Query, and external connections.

This is why a pivot table can show last week's totals even after you have added new rows: the pivot cache is still holding the old snapshot until you refresh it.

Refresh Shortcuts on Windows

Excel has two documented refresh shortcuts on Windows:

Ctrl+Alt+F5 refreshes all data in the workbook (every pivot table, query, and connection). This is the "Refresh All" command.
Ctrl+F5 refreshes the data in the current worksheet only.
Esc stops a refresh that is running, which is useful when a large query is taking too long.

Ctrl+Alt+F5 is the one to remember. It is the keyboard equivalent of the Refresh All button and updates everything at once.

Refresh on Mac

Excel for Mac does not have a documented keyboard shortcut for refreshing data. Use the ribbon instead, which works identically on Windows and Mac:

Data tab → Refresh All updates every connection in the workbook.
The small dropdown under Refresh All offers Refresh for just the selected item.

For a pivot table, you can also right-click anywhere inside it and choose Refresh. That right-click method is the most reliable cross-platform way to refresh a single pivot table.

Refresh a Pivot Table

A pivot table caches its source data, so adding rows to the source does nothing until you refresh.

Click any cell inside the pivot table.
PivotTable Analyze tab → Refresh (or right-click → Refresh).

If you added new rows below the original range, refresh alone will not include them unless the source is a Table or a dynamic range. Convert the source to a Table first (Ctrl+T), point the pivot at the Table name, and every future refresh picks up new rows automatically.

Refresh Power Query and External Data

Power Query results and connections to files or databases refresh the same way.

Data → Refresh All re-runs every query.
Data → Queries & Connections opens the side pane, where you can refresh a single query with the refresh icon next to its name.

If the query points at a file that has moved, the refresh fails with a "file not found" error. Fix the path in Data → Queries & Connections, right-click the query, choose Edit, and update the Source step.

Refresh Automatically

You do not have to refresh by hand every time.

On open: right-click a pivot table → PivotTable Options → Data → tick Refresh data when opening the file. For queries, use Data → Queries & Connections, right-click the query → Properties → Refresh data when opening the file.
On a timer: in the same query Properties dialog, tick Refresh every N minutes for connections that should stay live.
Background refresh: the Enable background refresh option lets you keep working while a slow query updates.

Common Refresh Problems

New rows are missing after refresh. The source is a fixed range, not a Table. Convert it with Ctrl+T and repoint the pivot or query.
Refresh does nothing. You refreshed the pivot but not the query that feeds it. Use Refresh All to update the whole chain in order.
"File not found" on refresh. The source moved or was renamed. Update the Source step in the query.
Refresh is slow and freezes Excel. Turn on Enable background refresh in the connection properties, or press Esc to cancel and refine the query to return less data.

Frequently Asked Questions

What is the shortcut to refresh all data in Excel?

On Windows, Ctrl+Alt+F5 refreshes all data in the workbook, and Ctrl+F5 refreshes only the current worksheet. Excel for Mac has no refresh shortcut; use Data → Refresh All on the ribbon instead.

Why doesn't my pivot table update when I add new data?

A pivot table reads from a cached snapshot and a fixed source range. New rows added below that range are outside it. Convert the source to a Table (Ctrl+T) and point the pivot at the Table, then refresh, and new rows are included every time.

What is the difference between Refresh and Refresh All?

Refresh updates the single selected pivot table or query. Refresh All updates every pivot table, query, and external connection in the workbook, in dependency order.

Does refreshing recalculate my formulas?

No. Formulas recalculate automatically whenever their inputs change (or on F9). Refresh is only for pivot tables, Power Query, and external data connections, which hold a stored snapshot rather than a live formula.

How do I refresh data automatically when I open the file?

For a pivot table: right-click it → PivotTable Options → Data → tick Refresh data when opening the file. For a query: Data → Queries & Connections, right-click → Properties → Refresh data when opening the file.

How do I stop a refresh that is taking too long?

Press Esc to cancel it. To avoid the freeze next time, enable background refresh in the connection properties so Excel stays responsive while the query runs.