Power Query vs. Dynamic Array Functions in Excel | Xyclos
- Carlos Altamirano
- 6 days ago
- 5 min read
Executive Summary: Power Query vs. Functions in Excel: When to Use Each?
Power Query and Excel functions don't compete: they solve different problems.
Dynamic array functions like FILTER or SELECTCOLS work in real time within cells, ideal for fast and flexible analysis.
Power Query, on the other hand, transforms data as a process: it loads, cleans, and structures information without relying on constant recalculation.
In simple scenarios, both work equally well. But when data volume or complexity increases, Power Query offers greater control, scalability, and efficiency.
The difference isn't which one is better, but knowing when to use each one.
Let's see what I did with Power Query vs Excel functions
The other day I came across an interesting question on Reddit: how to create a summary using functions like FILTER and CHOOSECOLS.
Instead of staying in theory, I decided to put it into practice.
I opened a blank Excel file and went straight to Claude for Excel. I asked it to create a sales database for food products with multiple columns. In about four minutes, I already had a dataset with 200 records.
The dataset looked good, but it was missing something important: the total sales.
I asked Claude to add it, and the structure was now complete and ready to work with.
Then I asked Claude to create a new simple table (selection and organization of key columns), using modern dynamic array functions, specifically FILTER and CHOOSECOLS.
The result was perfect. It worked.
=CHOOSECOLS(FILTER(Base!A2:U201,Base!A2:A201<>""),2,10,12,15,14,19)
But it wasn’t immediate.
Writing the prompt, defining what I needed to do, which functions to use, and which columns to select took a few minutes. It’s not complicated, but it does require time to interact with Claude while it generates the result. Doing it manually would probably have taken me slightly less time.
So I asked myself:
How fast can I do this with Power Query?
In the same book, I went to the Data tab → Get data → From table/range.
I entered the Power Query Editor.
I simply did this:
I duplicated the query, on the Home tab in the Manage Columns group, I selected Choose columns → I chose the ones I needed (category, product, unit price, quantity and total) → Close and load.
And that's it.
New sheet.
Summary created.
Without writing a single function.
This was definitely faster than doing it with Claude or manually.
That's where the perception changes.
So I decided to delve deeper.
I asked Claude to investigate both approaches and give me an analysis.
He gave it to me, and both my conclusion and Claude's are clear:
Both options are excellent.
But they are not the same.
Dynamic array functions like FILTER work within Excel's calculation engine, automatically expanding results. This means everything is constantly recalculated based on the dependencies of the formulas or functions used in the table or database. It's powerful, yes, but it comes at a cost in terms of recalculation and complexity as the file grows in data volume or complexity.
Power Query works differently.
Don't think in terms of cells, think in terms of processes. You transform data and update it when needed.
And that, in practice, makes a big difference.
I also confirmed something I already suspected:
When working with few columns, both options work perfectly.
But when you start having many columns or more complex logic, the story changes.
With functions you have to do more work in this case: managing references, counting columns, and maintaining long functions.
With Power Query you simply select and move forward.
So, which one is better?
None.
Both are exceptional tools.
But each one has its place.
Dynamic array functions are fast, flexible, and work in real time.
Power Query is structured, scalable, and more efficient for repetitive processes.
And here's the important part.
Beyond the tool itself, the key is this:
Knowing that both exist and knowing when to use each one.
That's what really makes the difference.
Power Query vs. Functions in Excel: Key Questions You Should Understand (FAQ)
Which is better, Power Query or functions in Excel?
There's no single best option. Excel functions are ideal for quick calculations and real-time analysis, while Power Query is more efficient for transforming and structuring data before analysis. The choice depends on the problem you need to solve.
When should you use dynamic array functions like FILTER or CHOOSEWORDS?
When you need immediate results within the spreadsheet, with the flexibility to change conditions in real time. They are especially useful in exploratory analysis or small to medium-sized files.
When is it appropriate to use Power Query in Excel?
When working with large volumes of data, multiple sources, or repetitive processes, Power Query lets you clean, transform, and consolidate information without relying on complex formulas.
Does Power Query replace Excel functions?
No. Power Query and functions serve different roles. Power Query prepares the data; functions analyze it. Using them together is a best practice in professional environments.
Which is faster: Power Query or functions in Excel?
It depends on the context. For simple tasks, functions can be faster to implement. But for more complex or repetitive processes, Power Query is usually more efficient and scalable.
Tip Pro Xyclos:
If you repeat the same process more than twice, you should probably already be using Power Query.
What does it mean that Excel functions work with dynamic arrays (spill)?
This means that a single formula can return multiple results that automatically expand across multiple cells. This allows for more flexible analyses without manually copying formulas.
Do dynamic arrays affect performance in Excel?
Yes. Because they rely on the calculation engine, dynamic arrays can increase recalculation time, especially in large files or files with many dependencies.
Does Excel automatically recalculate all formulas with every change?
No. Excel uses a dependency system to recalculate only the affected cells. However, when there are many interconnected formulas, the performance impact can be significant.
Why does performance drop in large models with Excel functions?
Because as data and relationships between formulas grow, the calculation engine needs to process more dependencies. In complex models with dynamic arrays, this cost scales rapidly.
What advantage does Power Query have over formulas in complex processes?
Power Query lets you prepare data before analysis: load, clean, and transform information into a structured flow. This reduces the need for long formulas and improves efficiency in repetitive processes.
Does Power Query replace the use of formulas in Excel?
No. Power Query focuses on preparing data, while formulas are used to analyze it. Combining both approaches is a best practice in professional environments.
What are array functions or dynamic functions in Excel?
These are functions that can return multiple results from a single formula, automatically expanding across multiple cells (spill). This allows you to work with entire datasets without having to manually copy formulas.
Common examples with practical use and formula:
FILTER :
Extract data that meets a condition.
Example: Show only sales from the "Drinks" category.
Formula:
=FILTER(A2:D100, B2:B100="Drinks")
SORT :
Organizes data automatically.
Example: order products by price from lowest to highest.
Formula:
=SORT(A2:D100, 3, 1)
(Sort by column 3 in ascending order)
UNIQUE :
Returns values without duplicates.
Example: Obtain a unique list of customers.
Formula:
=UNIQUE(A2:A100)
Learn Excel to solve problems better and faster at work
In real work, knowing a function or a button is not enough.
What truly sets you up is understanding the process, knowing how to choose the right tool, and being able to solve problems with sound judgment.
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