Error issues when sharing an excel spreadsheet created with a query.

Hi @Jane Appleby,

Based on your sharing, in Power Query, protected error means that Excel is blocking the query from accessing/refreshing the data source because of security/trust/credentials/policy.

So, to trace exactly which step and which security gate is causing it, you can try these steps:

• Open the workbook > Data tab > Click Queries & Connections
• In the pane, refresh the specific query (right‑click > Refresh) or Refresh All
• Note which query fails (and whether it fails only on the recipient’s machine)
• Right‑click the failing query > Edit > in Power Query Editor, look at Applied Steps
• The step that errors will show a yellow warning / red error indicator > Click that step > the preview will show an error > click “Details” (or something similar) to see the exact cause.

For further assistance, could you provide more detailed information about this situation? I appreciate your understanding and cooperation. 

• Please share the full error message in the Details
• What is the data source type: SharePoint / Web / SQL / Folder / Excel workbook / ODBC?
• Does it fail for you or only for recipients?
• How did you share the file (email attachment or OneDrive/SharePoint link, etc.)?

Please understand that my initial response may not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution. 

Thank you for your understanding and cooperation. I look forward to hearing from you. 

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Use Power Query’s error details and then verify the external data source and permissions.

1. Identify the exact error in Power Query
   • In Excel, go to Data > Queries & Connections.
   • In the Queries & Connections pane, select the query that fails and open its flyout.
   • Review the detailed error text shown there for that query.
   • Double‑click the query to open the Power Query Editor and step through each Applied Step on the right. The step where the error appears will be highlighted with a yellow background. Capture the full error message (screenshot or copy text).
2. Check whether the issue is local or remote
   • If the error appears only when connecting/refreshing from an external source (database, web, file on a share, etc.), treat it as a remote error.
   • Typical remote issues include:
     • Couldn’t connect to a service or resource.
     • File not found or moved.
     • Server not responding or under maintenance.
3. Verify data source availability and location
   • Confirm that the underlying file or database still exists at the same path/URL used in the query.
   • Check whether the file has been moved, renamed, corrupted, or taken offline.
   • If the source is a workbook/text/CSV, make sure it is not locked by another user or application; if it is open, ensure it is saved and then closed before refreshing.
4. Check authentication and privacy settings
   • If the source is protected (e.g., requires credentials, or is behind a service that changed permissions):
     • Confirm with the data source owner/admin that the account used still has access.
     • In Excel, review and, if needed, update the stored credentials and privacy levels for that data source (see Manage data source settings and permissions and Set privacy levels in the referenced articles).
5. If the problem persists
   • Save the detailed error information from Power Query (from the step with the yellow error) and share it with an administrator or support so they can see exactly which source or permission is being blocked.
   • If needed, use Office Help, community forums, or Microsoft Support once the specific error text is known.

References:

• Handling data source errors (Power Query)