How do you open an excel file with more than 1 million rows?
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1. The Problem
If you usually load a very large CSV (comma-separated values) file or text file into Excel, you might run into the dreaded “File not loaded completely” message:
As the message explains, the file you are trying to load is too large for Excel
to handle. For me, it typically happens with large log files with more than 1 million rows (technically more than 1,048,576 rows). The proposed workarounds involve breaking the file into smaller chunks or using another application to process the data (Access or Power BI can handle this kind of stuff). I ran into this in Excel so many times that I ended up posting a blog on how to break these files up. I called the post
“Splitting logs with PowerShell“. That was still a pain and I could never create a nice summary of the entire dataset in a single PivotTable.
2. The Solution
Well, it turns out there is a way to handle this situation using only Excel, if what you’re trying to do in the end is use Pivot Tables to process the information. Excel has a way to import data from a text file
without actually loading the file into a sheet (which still won’t take more than a million rows).
You basically load the data into what Excel calls a Data Model, keeping just a link to the original CSV file. After that, you can create a Pivot Table directly from the Data Model. With that method, you will be able to load millions of rows. So far I have used this with up to 8.5 million rows with no problem at all.
You might be thinking that this whole business of creating Data
Models is hard, but it’s surprisingly simple.
3. The Steps
Let’s go over the process for loading the CSV into the Data Model. My screenshots use Excel 2016 and that’s the only one I actually tested myself. I did hear that this functionality is also available in Excel 2013 and Excel 2010, but that you will have to test that yourself. If it works for you with these older versions, please post a comment.
To start, you will want to open Excel with a blank spreadsheet and look at
the “Data” tab. Here’s what it looks like for me:
The command we will use is the second on that tab, called “New Query”. In some recent pre-release versions of Excel that might show up as “Get
As shown above, you want to select “New Query”, then “From File”, then “From CSV”. After that, you will be prompted for the file in the usual
Once the file is opened, you will land in a preview of the file, as shown below.
There is an “Edit” option that allows you to do some filtering and editing before loading the data, but we will take the simplest route and use
the “Load To…” option.
IMPORTANT: The simpler “Load” option will not work here. You have to click on the small down arrow next to load and select “Load To…”.
Now here is the key step in the whole process. In the “Load To” dialog, you must select “Add this data to the Data Model”, which will allow you to select the option “Only Create Connection” option. This means we’re not loading the data to an Excel sheet/table. This is crucial, since the sheet has the 1-million-row limit, but the Data Model doesn’t. After that, click “Load”.
And with that, you will start to load the whole large file. In my case, I had 2 million rows. This might take a while, so please be patient as Excel loads the data.
One thing you will notice is that your newly loaded data does not show anywhere in the spreadsheet itself. You have to remember that you data lives in the Data Model, which is separate from the regular data sheets. However, if you save the XLSX file, you will notice the
file will be large, so you know that there’s something there.
So, how do you see the data? You have to use the option to Manage the Data Model. You see that as the first option in the Power Pivot tab. See below.
When you click on Manage, you will be taken to the Data Model as shown below:
In this special window, called “Power Pivot for Excel”, you will see the data in the Data Model. You will also be able to add calculated
columns, filter the data, format the columns and perform all kinds of management activities. This is not a regular Excel data sheet, so you can’t simply create Excel formulas here. However, all you millions of rows will be here, as you can see below. That’s something you don’t usually see in Excel…
OK. But we loaded the millions of rows to create a PivotTable, right? So you probably already noticed that right there in the Home tab of the
Power Pivot window, there is a PivotTable button. You just have to click on it.
The PivotTable option from the Data Model does not even ask for the data source. It rightly assumes that the Data Model is the source
and all you have to do is provide the location where you want to create the PivotTable. You can use the empty Sheet1 that came with your empty spreadsheet.
At this point, if you used Pivot Tables before, you should be in familiar territory. The columns coming from the Data Model will be available to
use as Columns, Rows, Values or Filters in the Pivot Table. Here’s a sample:
I hope you enjoyed the tour of the Data Model and the Excel Power Pivot. Next time you’re hit with the “File not loaded completely” message, you will have a new way to work around it.
Note that this is the same mechanism that Excel uses to load data from databases like SQL Server or other data sources like Active Directory. So you have a lot more to explore…
P.S.: In case you need a test CSV file with over 1
million rows to experiment with this, you might to read this other blog post about Using PowerShell to generate a large test CSV file with random data.
How do I open millions of rows in Excel?
So, how do you open large CSV files in Excel? Essentially, there are two options: Split the CSV file into multiple smaller files that do fit within the 1,048,576 row limit; or, Find an Excel add-in that supports CSV files with a higher number of rows.
How do I get Excel to open more than 1 million rows?
Excel contains over one million rows – 1,048,576 to be exact..
Navigate to Data >> Get & Transform Data >> From File >> From Text/CSV and import the CSV file..
After a while, you are going to get a window with the file preview..
Click the little triangle next to the load button..
How do I open an Excel file that limits exceeds row?
How to open a data set that exceeds Excel’s grid limits.
Open a blank workbook in Excel..
Go to the Data tab > From Text/CSV > find the file and select Import. … .
Once loaded, Use the Field List to arrange fields in a PivotTable. … .
You can also Sort data in a PivotTable or Filter data in a PivotTable..
How do I open a large Excel spreadsheet?
Open up Excel and navigate to Data > Get & Transform Data > From Text/CSV. This will open up a file browser where you can select your source file. Click Import. Here’s the first important bit: once a data preview window opens up, click on the small arrow besides Load to open a dropdown menu and click on Load To…