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Group by examples in Power Query

Learn practical Power Query Group by examples with M code, UI steps, common mistakes, FAQs and copy-ready transformation patterns.

Updated 2026-06-125 practical examplesCopy-ready M code

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When to use this Power Query pattern

Use this pattern when the same data preparation step needs to happen every time a file, table or report refreshes.

Syntax or pattern

Table.Group(Source, {"Region"}, {{"Total Sales", each List.Sum([Sales]), type number}})

Typical UI steps

  1. Select the grouping column.
  2. Choose Group By.
  3. Add aggregations such as Count Rows or Sum.
  4. Rename summary columns.
  5. Check totals before loading.
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5 practical examples

1

Use Group by in a sales report

This example shows how to use Group by when preparing a sales report.

Table.Group(Source, {"Region"}, {{"Total Sales", each List.Sum([Sales]), type number}})

Use this pattern when the sales report needs a repeatable transformation instead of manual cleanup.

2

Use Group by in a customer list

This example shows how to use Group by when preparing a customer list.

Table.Group(CleanSource, {"Department"}, {{"Total Amount", each List.Sum([Amount]), type number}})

Use this pattern when the customer list needs a repeatable transformation instead of manual cleanup.

3

Use Group by in a inventory export

This example shows how to use Group by when preparing a inventory export.

Table.Group(Inventory, {"Region"}, {{"Total Units", each List.Sum([Units]), type number}})

Use this pattern when the inventory export needs a repeatable transformation instead of manual cleanup.

4

Use Group by in a monthly dashboard

This example shows how to use Group by when preparing a monthly dashboard.

Table.Group(ReportData, {"Region"}, {{"Total Revenue", each List.Sum([Revenue]), type number}})

Use this pattern when the monthly dashboard needs a repeatable transformation instead of manual cleanup.

5

Use Group by in a operations tracker

This example shows how to use Group by when preparing a operations tracker.

Table.Group(Tracker, {"Region"}, {{"Total Hours", each List.Sum([Hours]), type number}})

Use this pattern when the operations tracker needs a repeatable transformation instead of manual cleanup.

Common mistakes to avoid

  • Applying steps in an order that makes later cleaning harder.
  • Forgetting that step names are referenced by later M code.
  • Not checking row counts before and after transformations.

Related Power Query examples

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FAQ

When should I use Group by in Power Query?

Use Group by when the transformation should be repeatable every time the data refreshes.

Can I do Group by from the Power Query interface?

Usually yes. The interface creates the M code for many common transformations, and you can adjust it in the formula bar or Advanced Editor.

Should I edit the M code manually?

Edit M manually when the interface cannot express the pattern clearly, or when you need reusable logic, parameters or cleaner step names.