The #DATA! error in Excel occurs when a cell connected to an organizational Power BI linked data type fails to retrieve, authenticate, or parse information from the underlying Power BI semantic model. Power BI linked data types allow Excel to pull rich, relational entities directly from cloud-hosted corporate datasets. When you see #DATA!, the link between your local cell and the Power BI service has broken due to missing model permissions, a renamed or deleted semantic model, an unauthenticated cloud token, or row-level security (RLS) restrictions.
Fast Fix
Refresh your authentication tokens by signing out and back into Excel via File > Account. If the error remains, verify in the Power BI Service that your account still has Build permissions for the target semantic model and that the dataset’s scheduled cloud refresh has not failed.
Diagnostic Snapshot
| Indicator | Detail |
|---|---|
| Visible Error | #DATA! |
| Feature Category | Organizational Linked Data Types (Power BI / Microsoft Fabric) |
| Primary Root Cause | Lost Build/Read permissions on the Power BI semantic model |
| Secondary Root Cause | Power BI dataset schema change (table, column, or entity renamed/deleted) |
| Tertiary Root Cause | Row-Level Security (RLS) blocking access to the specific record |
| Transient Status vs Error | If the cell displays #GETTING_DATA, the request is pending; #DATA! means the request explicitly failed |
Understanding the Power BI Linked Data Type Architecture
When an administrator or dataset owner certifies a table in a Power BI semantic model for organizational use, Excel can consume that entity as an active object.
Unlike static numbers or text, a linked data type cell stores an internal enterprise identifier:
[Excel Cell: "Account-1049"]
│
▼ (HTTPS / XMLA Protocol)
Microsoft Entra ID Authentication Token
│
▼
Power BI Service (Fabric Capacity or Premium/Pro Workspace)
│
├──> Checks User Workspace Access & Build Permissions
├──> Applies Row-Level Security (RLS) Roles
└──> Queries Semantic Model
│
▼
[Result: Schema match succeeds] ──> Extracts record fields
[Result: Failure / Blocked] ──> Displays #DATA!
If any link in this identity and data-retrieval chain is severed, Excel cannot render the card or return property values (such as =A2.Revenue), displaying #DATA! instead.
Step-by-Step Diagnostic and Resolution Steps
1. Clear and Refresh Expired Office Authentication Tokens
Power BI data connections rely on seamless single sign-on (SSO) through Microsoft Entra ID (formerly Azure AD). If your cloud session token expires or falls out of sync with your desktop credentials:
- In Excel, go to File > Account.
- If an alert states “Account Error: There are problems with your account,” click Fix Me.
- If no warning appears, manually sign out of all accounts listed under User Information.
- Restart Excel and sign back in using the commercial account that holds access to your organization’s Power BI workspace.
If your Microsoft 365 profile continues to lose sign-in state across desktop reboots, refer to How to Resolve “Credential persistence” Errors in M365 Excel. If your account shows subscription licensing issues, see “Account Unlicensed” Error despite active M365 Subscription.
2. Audit Workspace Access and Build Permissions
To use a Power BI dataset as an organizational data type, viewing access alone is often insufficient. Your account requires explicit Build permissions on the underlying semantic model.
Permission Requirements:
┌─────────────────────────┬─────────────────────────┬────────────────────────┐
│ Permission Level │ Can View Reports │ Can Use as Linked Type │
├─────────────────────────┼─────────────────────────┼────────────────────────┤
│ Viewer Role │ YES │ NO (Throws #DATA!) │
│ Build Permission │ YES │ YES │
│ Contributor / Admin │ YES │ YES │
└─────────────────────────┴─────────────────────────┴────────────────────────┘
- Open the Power BI Service (
app.powerbi.com) in your web browser. - Locate the workspace housing the semantic model.
- If you can no longer see the workspace or dataset, your access was revoked or the dataset was moved to a new workspace. Contact the workspace administrator to restore Build access.
3. Check for Schema Changes in the Semantic Model
If the author of the Power BI semantic model modified the primary key, renamed the featured table, or changed the designated row label:
- The original entity identifier stored in your workbook can no longer find its match.
- Formulas extracting properties (such as
=A2.[Product Name]) will return#DATA!or#FIELD!.
To test for schema breaks:
- In Excel, select an empty cell.
- Go to the Data tab on the ribbon and locate the Data Types gallery.
- Click the organizational data type from the list and search for the record manually.
- If the search returns no records or fails to connect, the featured table configuration has been altered or disabled in Power BI.
If the entity resolves but specific column properties fail to populate, review #FIELD! Error in Rich Data Types.
4. Rule Out Row-Level Security (RLS) Triggers
If other users in your organization can view the data type in the exact same sheet, but your machine returns #DATA!:
- The dataset author likely enabled Row-Level Security (RLS) roles.
- If your user identity is not mapped to an active security role—or if the role restricts access to that specific division, department, or geographic region—Power BI returns an empty or unauthorized response payload.
- Ask the dataset owner to verify your role assignment in the dataset’s Security tab in Power BI.
5. Verify Semantic Model Refresh Status
If the cloud model encounters a gateway failure, credential drop, or pipeline error during scheduled refresh, the data type engine may enter an invalid state:
- Check the dataset’s refresh history in Power BI.
- If the underlying Analysis Services database is offline, unreachable, or in a failed refresh state, see “We couldn’t connect to the Analysis Services server”.
- If the cell remains indefinitely pending rather than returning
#DATA!, check #GETTING_DATA Stuck in Dynamic Data Types (Stocks/Geography).