App who update Excel data without sharing the excel file with users

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Posted on by Florence_M

Dear all,

I was wondering if someone here could help me with this issue.

I have done an application using powerApp, where users should enter information (name, number of kids etc.). The App is linked to an excel file where the data are automatically added.

When I try to share the app, Users can not use it without having access to the excel file. The thing is that I do not want the users having access to the excel file, as I do not want them to see the data from other users.

So, I was wondering if there is a way to share an App with users where the information that they will provide will be updated on an excel file accessible only for me?

Thank you very much!

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Building Power Apps

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eka24 20,923 on at

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Kindly read these:

https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/share-app-data

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Florence_M 7 on at

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Thank you for the link.
I have seen it already but the thing is that here you need to share the Excel file with the users and what I'm looking at is a way to not give this access to the users.

Maybe this is not possible to do it.
Thank you anyway 😃

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eka24 20,923 on at

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I think you have to be clearer.

Do you want to prevent user seeing other people data but their own?

Or don't want them to see any record at all but can update record.

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Florence_M 7 on at

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Yes, sorry.
I would like prevent user seeing other people data but their own.
I will try to give more background:
- In my OneDrive I have created an excel file with a table containing different columns: Name, Age, # of kids.
- In Powerapp I have created an app that used this excel file to ask to users to fill their information
- When I'm using it on my own computer with my own session this is working perfectly, meaning that I enter information in the app that are then added to the excel file.
- What I would like now is to share the app with users to allow them to fill their information and that these information will be then added to my excel file.
- What I understood is that to do this I need to share also with the users the Excel file. But if I do this then they could open the excel file and also see the data that other users entered.

But maybe I did not get it and there is an other easy way to have an update of the excel file without having to share it.
I hope this is clearer.

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eka24 20,923 on at

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I think is clear.

If you want users only to their own records, you must have a column that contain either their username or mail address.

Assuming you have usernamecolumn, filter the Gallery on the Items property as;

If(User().FullName ="YourName",

YourTable,

Filter(YourTable,usernamecolumn = User(). FullName))

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timl 36,740 Super User 2026 Season 1 on at

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Hi @Florence_M

To clarify the answer to this, it is unfortunately not possible to protect an Excel data source in the way that you require. There is no way to work around for this.

If you want to restrict users to seeing only their own data at a data source level, the only way to achieve this is to use a different data source, such as the CDS or SharePoint. With SharePoint, you can apply this rule thorugh the "item level permissions" settings.

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