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vba – Split file into multiple files in Excel

Posted by: admin May 14, 2020 Leave a comment

Questions:

I have the following file in Excel:

NAME VALUE
ABC 10
ABC 11
ABC 12
DEF 20
DEF 21
DEF 22
GHI 30
GHI 31
GHI 32

I’d like to split it into files by the ‘Name’ column (3 files for the example above) as following:

File: ABC.xsl

NAME VALUE
ABC 10
ABC 11
ABC 12

File: DEF.xsl

NAME VALUE
DEF 20
DEF 21
DEF 22

File: GHI.xsl

NAME VALUE
GHI 30
GHI 31
GHI 32

So far, tried the following macro:
https://sites.google.com/a/madrocketscientist.com/jerrybeaucaires-excelassistant/parse-functions/sheet1-to-wbs

Got runtime errors on this line ws.Range(vTitles).AutoFilter
And after commenting it out the error moved to ws.Range(vTitles).AutoFilter Field:=vCol, Criteria1:=MyArr(Itm) when vCol‘s value became empty.

What am I doing wrong please? (as VBA isn’t my strongest point atm). Any advise regarding the snippet above or an alternative code that works would be a viable solution for me.

How to&Answers:

I think this ought to get you where you’re going. The code below saves each group as a workbook (.xls format) in the same directory as the workbook that houses the VBA (i.e. ThisWorkbook):

Option Explicit
Sub SplitIntoSeperateFiles()

Dim OutBook As Workbook
Dim DataSheet As Worksheet, OutSheet As Worksheet
Dim FilterRange As Range
Dim UniqueNames As New Collection
Dim LastRow As Long, LastCol As Long, _
    NameCol As Long, Index As Long
Dim OutName As String

'set references and variables up-front for ease-of-use
Set DataSheet = ThisWorkbook.Worksheets("Sheet1")
NameCol = 1
LastRow = DataSheet.Cells.Find("*", SearchOrder:=xlByRows, SearchDirection:=xlPrevious).Row
LastCol = DataSheet.Cells.Find("*", SearchOrder:=xlByColumns, SearchDirection:=xlPrevious).Column
Set FilterRange = Range(DataSheet.Cells(1, NameCol), DataSheet.Cells(LastRow, LastCol))

'loop through the name column and store unique names in a collection
For Index = 2 To LastRow
    On Error Resume Next
        UniqueNames.Add Item:=DataSheet.Cells(Index, NameCol), Key:=DataSheet.Cells(Index, NameCol)
    On Error GoTo 0
Next Index

'iterate through the unique names collection, writing 
'to new workbooks and saving as the group name .xls
Application.DisplayAlerts = False
For Index = 1 To UniqueNames.Count
    Set OutBook = Workbooks.Add
    Set OutSheet = OutBook.Sheets(1)
    With FilterRange
        .AutoFilter Field:=NameCol, Criteria1:=UniqueNames(Index)
        .SpecialCells(xlCellTypeVisible).Copy OutSheet.Range("A1")
    End With
    OutName = ThisWorkbook.FullName
    OutName = Left(OutName, InStrRev(OutName, "\"))
    OutName = OutName & UniqueNames(Index)
    OutBook.SaveAs Filename:=OutName, FileFormat:=xlExcel8
    OutBook.Close SaveChanges:=False
    Call ClearAllFilters(DataSheet)
Next Index
Application.DisplayAlerts = True

End Sub

'safely clear all the filters on data sheet
Sub ClearAllFilters(TargetSheet As Worksheet)
    With TargetSheet
        TargetSheet.AutoFilterMode = False
        If .FilterMode Then
            .ShowAllData
        End If
    End With
End Sub

Answer:

Just for the record, this code worked for me on Windows (but for some reason not on Mac):

Option Explicit
Sub SplitIntoSeparateFiles()

Dim OutBook, MyWorkbook As Workbook
Dim DataSheet As Worksheet, OutSheet As Worksheet
Dim FilterRange As Range
Dim UniqueNames As New Collection
Dim LastRow As Long, LastCol As Long, _
    NameCol As Long, Index As Long
Dim OutName As String

'set references and variables up-front for ease-of-use
'the current workbook is the one with the primary data, more workbooks will be created later
Set MyWorkbook = ActiveWorkbook 
Set DataSheet = ActiveSheet 'was ThisWorkbook.Worksheets("Sheet1"), now works for every sheet

NameCol = 1
LastRow = DataSheet.Cells.Find("*", SearchOrder:=xlByRows, SearchDirection:=xlPrevious).Row
'LastRow = DataSheet.Cells.Find("*", [A1], , , xlByRows, xlPrevious).Row

LastCol = DataSheet.Cells.Find("*", SearchOrder:=xlByColumns, SearchDirection:=xlPrevious).Column
Set FilterRange = Range(DataSheet.Cells(1, NameCol), DataSheet.Cells(LastRow, LastCol))

'loop through the name column and store unique names in a collection
For Index = 2 To LastRow
    On Error Resume Next
        UniqueNames.Add Item:=DataSheet.Cells(Index, NameCol), Key:=DataSheet.Cells(Index, NameCol)
    On Error GoTo 0
Next Index

'iterate through the unique names collection, writing
'to new workbooks and saving as the group name .xls
Application.DisplayAlerts = False
For Index = 1 To UniqueNames.Count
    Set OutBook = Workbooks.Add
    Set OutSheet = OutBook.Sheets(1)
    With FilterRange
        .AutoFilter Field:=NameCol, Criteria1:=UniqueNames(Index)
        .SpecialCells(xlCellTypeVisible).Copy OutSheet.Range("A1")
    End With
    OutName = MyWorkbook.Path + "\" 'was OutName = Left(OutName, InStrRev(OutName, "\"))
                                    'the question here would be to modify the separator for every platform

    OutName = OutName & UniqueNames(Index)
    OutBook.SaveAs Filename:=OutName, FileFormat:=xlExcel8
    OutBook.Close SaveChanges:=False
    Call ClearAllFilters(DataSheet)
Next Index
Application.DisplayAlerts = True

End Sub

'safely clear all the filters on data sheet
Sub ClearAllFilters(TargetSheet As Worksheet)
    With TargetSheet
        TargetSheet.AutoFilterMode = False
        If .FilterMode Then
            .ShowAllData
        End If
    End With
End Sub