Categories: Practice Assessment for Exam PL-300
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PL-300 Practice Question Explained – Importing Excel Files from OneDrive for Business in Power BI

If you’re preparing for the PL-300: Microsoft Power BI Data Analyst certification, you’ll need to master not just creating visualizations but also connecting to and managing your data sources. Data connectivity and refresh strategy questions are very common on the exam, because they test your ability to design reliable, scalable solutions.

Let’s explore one such practice assessment question that highlights how Power BI interacts with OneDrive for Business and why choosing the right connector matters.

📝 The Question

Practice Assessment for Exam PL-300: Microsoft Power BI Data Analyst
Question 4 of 50

You have multiple Excel files stored in a folder synced with OneDrive for Business.

You need to import data from the files. The solution must NOT use a data gateway.

Which type of connector should you use?
Select only one answer.

  • Excel workbook
  • Folder
  • SharePoint folder
  • SharePoint list

✅ The Correct Answer: SharePoint Folder

When working with OneDrive for Business, the correct connector to use in Power BI Desktop is SharePoint Folder.

Here’s why:

  • OneDrive for Business is built on top of SharePoint Online. Even though your files appear to be in OneDrive, they are technically stored in a SharePoint document library.
  • The SharePoint Folder connector is designed to connect to such locations and can handle scenarios where multiple files are stored in the same directory.
  • Because the data resides in the cloud (Office 365 / SharePoint Online), no on-premises data gateway is required for scheduled refreshes.

❌ Why not the other options?

Let’s break down why the other connectors listed in the question are not correct in this scenario:

  1. Excel workbook
    • This connector is suitable if you want to connect directly to a single Excel file.
    • However, the question clearly states that you have multiple Excel files stored in a folder.
    • The Excel connector cannot handle folder-level imports — you’d have to connect file by file, which is inefficient.
  2. Folder
    • This connector works perfectly for local or network file system folders (like C:\Data\ExcelFiles).
    • But in this case, the folder is stored in OneDrive for Business, which is a cloud service.
    • Using Folder connector here would require a data gateway, which the question specifically says must not be used.
  3. SharePoint list
    • A SharePoint list is a structured data table stored within SharePoint, somewhat like a database table.
    • But in this question, you’re dealing with Excel files stored in a SharePoint/OneDrive folder, not a SharePoint list.
    • Therefore, this option does not apply.

🔎 Deep Dive: Why SharePoint Folder Works Best

1. OneDrive for Business = SharePoint Online

Behind the scenes, OneDrive for Business is just your personal document library hosted on SharePoint Online. So when Power BI connects to OneDrive for Business, it’s really connecting to a SharePoint site.

2. Handling Multiple Files

The SharePoint Folder connector allows you to connect at the folder level. After connecting, you can apply Power Query transformations like:

  • Filtering files by name, extension, or last modified date.
  • Expanding the file content into tables.
  • Appending multiple Excel files together into a single dataset.

This makes it the most efficient way to consolidate data stored in multiple Excel files.

3. Scheduled Refresh Without Gateway

One of the requirements in the question is that the solution must not use a data gateway.

  • If the data is stored on-premises (local folders, SQL Server without a cloud connection, etc.), you would need an on-premises data gateway for Power BI Service to refresh it.
  • But because SharePoint Online is a cloud service, Power BI can refresh the dataset directly, without needing a gateway.

This eliminates the complexity of maintaining a gateway and ensures smooth automated refreshes.

🎯 Real-World Scenario

Imagine you’re an analyst for a retail chain. Every regional manager uploads their monthly sales report as an Excel file into a shared OneDrive for Business folder.

You’ve been tasked with creating a Power BI report that combines all these Excel files into a single dataset and refreshes automatically.

Here’s how you’d solve it:

  1. In Power BI Desktop, use the SharePoint Folder connector.
  2. Enter the SharePoint site URL (not the file path).
  3. Filter for the correct folder and file type (Excel).
  4. Use Power Query to transform and combine the data.
  5. Publish the report to Power BI Service.
  6. Set up automatic refresh — no gateway required.

Result: A consolidated, always up-to-date sales report, powered by cloud-native connectivity.

📌 Key Takeaways

  • Excel workbook connector → Single Excel file only.
  • Folder connector → Local or network folders, requires gateway for refresh.
  • SharePoint list connector → Only for structured SharePoint lists, not files.
  • SharePoint Folder connector → Best choice for multiple Excel files stored in OneDrive for Business.

✅ Conclusion

For PL-300 exam preparation, remember this rule of thumb:

When working with multiple files stored in OneDrive for Business (or SharePoint Online) and you want to avoid using a gateway, always use the SharePoint Folder connector.

This choice leverages the underlying SharePoint Online infrastructure, supports combining multiple files, and ensures smooth refresh in Power BI Service.

So, the correct answer to this practice question is: SharePoint Folder.

Would you like me to also create a 16:9 visual diagram (showing each connector, its use case, and why only SharePoint Folder fits here) so you can include it in your blog? That way your readers get both text and visual clarity.