Refreshing Tables in the Board M365 Excel Add-in allows users to retrieve the latest data from the underlying Data Source and update the corresponding Excel Tables. A refresh ensures that the data displayed in Excel remains aligned with the current selection, Layout configuration, and Data Model.
This article explains how refresh actions work for Board Tables, including the available refresh scopes and behavior, execution visibility, and performance considerations. It also describes how Board preserves Table structure and Excel features during refresh, and how conflicts are handled when a Table needs to expand.
Refresh levels
Users can update data at two different levels:
Refresh Sheet. Updates all Board Tables on the active worksheet.
Refresh Workbook. Updates all Board Tables across the entire workbook.
Individual Tables cannot be refreshed independently.
Performance considerations
Efficient refresh management is critical in large workbooks containing multiple Board Tables or high volumes of data. To optimize performance, select the appropriate refresh level. Use Refresh Sheet when you only need to update the active worksheet, as this reduces server load and refresh time compared to refreshing the entire workbook.
How to refresh Tables
When logging in to the Board Excel Add-in and open a workbook that already contains active Board Tables or formulas, the system automatically detects those elements. If they are present, a message prompts users to refresh the workbook to retrieve the latest data. Users can proceed with the suggested workbook refresh or choose to cancel and manually refresh the data later using the Refresh Sheet or Refresh Workbook options.
To manually refresh Tables:
Navigate to the Refresh data section in the Board ribbon and select one of the following options:
Refresh Sheet. Select any cell within the Table and click Refresh Sheet. A confirmation message appears: "Worksheet refreshed successfully!"
Refresh Workbook. Select any cell within the Table and click Refresh Workbook. A confirmation message appears: "Workbook refreshed successfully!"
Refresh behavior
During refresh, Board Tables expand or contract based on the returned data. The Table structure and core Excel features—such as formulas, structured references, sorting, and filtering—are preserved to ensure consistent behavior regardless of the result set size.
To protect worksheet integrity, the Add-in prevents Tables from overwriting existing content during expansion.
Overlapping Tables
A Board Table cannot expand into cells already occupied by other Board Tables or standard Excel content, such as text, charts, or PivotTables. If a refresh requires the Table to expand and the surrounding space is not available, the Add-in automatically detects the conflict and stops the refresh. This prevents existing data or objects from being overwritten.
For example, if two Tables are positioned close to each other and a selection is reset, the resulting expansion may increase the range of cells covered by both Tables. If the expanded ranges overlap or extend into cells that already contain data, a warning message is displayed and the refresh is interrupted. To resolve the conflict, increase the space between the Tables before refreshing again. See Overlapping Tables for more information.
Refresh limitations
The Board for M365 Excel operates within specific technical boundaries. Understanding these limits helps in designing efficient workbooks and troubleshooting refresh issues.
System and execution limitations
Refresh Sheet
The Refresh Sheet action updates all Board Tables and formulas on the active worksheet. During the refresh, data is retrieved from the Board Engine and written into the worksheet. The following limits apply:
Each Table can return up to 2.5 million rows and 160 columns (Board Engine limitation).
A worksheet can contain up to 5 million cells in total (Excel limitation).
Refresh Workbook
The Refresh Workbook action applies the same data retrieval and rendering logic to all Board Tables and formulas across the entire workbook. In this case, the maximum limit is 10 million cells for the entire workbook.
If a Table exceeds the standard Excel row and column limits, or if a refresh exceeds the supported cell count, the operation will fail. An error message will prompt users to reduce the data selection before retrying.
Connectivity issues during refresh
If the connection to Board becomes unavailable during a sheet or workbook refresh, the refresh operation fails and cannot be completed. The user is notified through the notification panel and is prompted to reconnect to Board before attempting the refresh again.
This behavior applies consistently to Refresh Sheet and Refresh Workbook actions.
Refresh best practices
Following these practices ensures reliable behavior, predictable layouts, and faster processing times:
Workbook design
Manage file size. When possible, avoid creating excessively large workbooks (e.g. files exceeding 20-30 MB). Workbooks should be focused on a specific task or reporting scope.
Table volume. Keep the number of Tables per sheet to a minimum, ideally one. This improves refresh control and reduces the risk of overlap conflicts.
Manage Table spacing. Leave sufficient empty space around Board Tables. Do not place populated cells or defined ranges directly adjacent to Tables, as this can block dynamic expansion.
Avoid hiding/grouping. It is recommended not to use Excel’s hide or group functionality on rows and columns containing Board Tables or formulas. This can complicate Table objects and make resolving overlap conflicts more difficult.
Use native Board tools. Use the Board side panel to copy or paste Layouts rather than standard Excel commands to preserve Table integrity.
Operational efficiency
Optimize scope. Choose the smallest refresh scope (sheet vs. workbook) that meets your current needs to reduce server load.
Verify connectivity. If a refresh fails, confirm your connection to Board before retrying.