Forum Discussion

VinayKumar_B's avatar
VinayKumar_B
Copper Contributor
Sep 20, 2023

How to create a macro that allows to automatically send a specific sheet in excel workbook as email?

Hello everyone,

Could you please help me with the steps to create a macro that allows to automatically send a specific sheet in excel workbook as email.

  • VinayKumar_B 

    You can create a macro in Excel to automatically send a specific sheet as an email attachment. Here are the steps to create such a macro:

    Step 1: Open Excel and Enable Developer Tab

    If you don't already have the Developer tab visible in your Excel ribbon, you need to enable it. Here's how:

    1. Go to "File" > "Options."
    2. In the Excel Options window, select "Customize Ribbon."
    3. In the right-hand column ("Main Tabs"), check the box next to "Developer."
    4. Click "OK" to enable the Developer tab.

    Step 2: Open the Visual Basic for Applications (VBA) Editor

    1. Click on the "Developer" tab in the Excel ribbon.
    2. Click on the "Visual Basic" button to open the VBA Editor.

    Step 3: Create a New Macro

    1. In the VBA Editor, right-click on "VBAProject (Your Workbook Name)" in the Project Explorer on the left side.
    2. Select "Insert" > "Module" to insert a new module.

    Step 4: Write the Macro Code

    You can use the following example VBA code as a starting point and customize it to fit your specific needs. This code will send the active sheet as an email attachment using Outlook. Make sure you have Outlook configured and running on your computer.

    vba code:

    Sub EmailActiveSheet()
        Dim OutApp As Object
        Dim OutMail As Object
        Dim wb As Workbook
        Dim ws As Worksheet
        
        ' Set the workbook and worksheet you want to send
        Set wb = ThisWorkbook ' The current workbook
        Set ws = ThisWorkbook.Sheets("SheetName") ' Replace "SheetName" with your sheet's name
        
        ' Create a new Outlook instance
        Set OutApp = CreateObject("Outlook.Application")
        Set OutMail = OutApp.CreateItem(0) ' 0 represents a mail item
        
        ' Compose the email
        With OutMail
            .To = "email address removed for privacy reasons" ' Replace with the recipient's email address
            .Subject = "Your Subject Here" ' Replace with your email subject
            .Body = "Hello, please find the attached sheet." ' Replace with your email body
            .Attachments.Add wb.FullName ' Attach the entire workbook
            ' .Attachments.Add ws.UsedRange.Address ' Attach only the used range of the worksheet
            .Send ' Uncomment this line to send the email immediately
        End With
        
        ' Clean up
        Set OutMail = Nothing
        Set OutApp = Nothing
    End Sub

    Step 5: Customize the Macro Code

    • Replace "SheetName" with the name of the sheet you want to send.
    • Replace "email address removed for privacy reasons" with the recipient's email address.
    • Customize the email subject and body as needed.
    • Decide whether you want to send the entire workbook or just a specific range from the worksheet (uncomment the appropriate line).
    • You can choose to send the email immediately by removing the comment from the .Send line.

    Step 6: Run the Macro

    Close the VBA Editor, return to your Excel workbook, and run the macro:

    1. Press "Alt" + "F8" to open the "Macro" dialog.
    2. Select the "EmailActiveSheet" macro and click "Run."

    The macro will send the specified sheet as an email attachment using Outlook.

    Please note that this example uses Outlook for sending emails. If you are using a different email client or have specific email server settings, you may need to modify the code accordingly.

    The text, the code and steps were edited with the help of AI.

     

    Add. Info: Mail more then one sheet

     

    My answers are voluntary and without guarantee!

     

    Hope this will help you.

    Was the answer useful? Mark them as helpful and like it!

    This will help all forum participants.

  • NikolinoDE's avatar
    NikolinoDE
    Gold Contributor

    VinayKumar_B 

    You can create a macro in Excel to automatically send a specific sheet as an email attachment. Here are the steps to create such a macro:

    Step 1: Open Excel and Enable Developer Tab

    If you don't already have the Developer tab visible in your Excel ribbon, you need to enable it. Here's how:

    1. Go to "File" > "Options."
    2. In the Excel Options window, select "Customize Ribbon."
    3. In the right-hand column ("Main Tabs"), check the box next to "Developer."
    4. Click "OK" to enable the Developer tab.

    Step 2: Open the Visual Basic for Applications (VBA) Editor

    1. Click on the "Developer" tab in the Excel ribbon.
    2. Click on the "Visual Basic" button to open the VBA Editor.

    Step 3: Create a New Macro

    1. In the VBA Editor, right-click on "VBAProject (Your Workbook Name)" in the Project Explorer on the left side.
    2. Select "Insert" > "Module" to insert a new module.

    Step 4: Write the Macro Code

    You can use the following example VBA code as a starting point and customize it to fit your specific needs. This code will send the active sheet as an email attachment using Outlook. Make sure you have Outlook configured and running on your computer.

    vba code:

    Sub EmailActiveSheet()
        Dim OutApp As Object
        Dim OutMail As Object
        Dim wb As Workbook
        Dim ws As Worksheet
        
        ' Set the workbook and worksheet you want to send
        Set wb = ThisWorkbook ' The current workbook
        Set ws = ThisWorkbook.Sheets("SheetName") ' Replace "SheetName" with your sheet's name
        
        ' Create a new Outlook instance
        Set OutApp = CreateObject("Outlook.Application")
        Set OutMail = OutApp.CreateItem(0) ' 0 represents a mail item
        
        ' Compose the email
        With OutMail
            .To = "email address removed for privacy reasons" ' Replace with the recipient's email address
            .Subject = "Your Subject Here" ' Replace with your email subject
            .Body = "Hello, please find the attached sheet." ' Replace with your email body
            .Attachments.Add wb.FullName ' Attach the entire workbook
            ' .Attachments.Add ws.UsedRange.Address ' Attach only the used range of the worksheet
            .Send ' Uncomment this line to send the email immediately
        End With
        
        ' Clean up
        Set OutMail = Nothing
        Set OutApp = Nothing
    End Sub

    Step 5: Customize the Macro Code

    • Replace "SheetName" with the name of the sheet you want to send.
    • Replace "email address removed for privacy reasons" with the recipient's email address.
    • Customize the email subject and body as needed.
    • Decide whether you want to send the entire workbook or just a specific range from the worksheet (uncomment the appropriate line).
    • You can choose to send the email immediately by removing the comment from the .Send line.

    Step 6: Run the Macro

    Close the VBA Editor, return to your Excel workbook, and run the macro:

    1. Press "Alt" + "F8" to open the "Macro" dialog.
    2. Select the "EmailActiveSheet" macro and click "Run."

    The macro will send the specified sheet as an email attachment using Outlook.

    Please note that this example uses Outlook for sending emails. If you are using a different email client or have specific email server settings, you may need to modify the code accordingly.

    The text, the code and steps were edited with the help of AI.

     

    Add. Info: Mail more then one sheet

     

    My answers are voluntary and without guarantee!

     

    Hope this will help you.

    Was the answer useful? Mark them as helpful and like it!

    This will help all forum participants.

    • VinayKumar_B's avatar
      VinayKumar_B
      Copper Contributor

      NikolinoDE 

      Thank you nikolinoDE, it worked.

      But, I'm unable to save the above mentioned steps as macro. please guide me with the steps to save as macro, so that it will reflect in each workbook.

      • NikolinoDE's avatar
        NikolinoDE
        Gold Contributor

        VinayKumar_B 

        Save a macro

        (in the upper link you will find more informations)

         

        I am glad to hear that it worked for you! If you want to save the macro so that it is available in all workbooks, you can do so by saving it in your Excel Personal Macro Workbook. Here are the steps:

        1. Open Your Personal Macro Workbook:
          • Press Alt + F11 to open the VBA editor.
          • In the Project Explorer window (usually on the left), you should see "VBAProject (Personal.xlsb)" or a similar name.
          • If you do not see it, you can create it by going to "File" > "New" > "Personal Macro Workbook."
          • First, you need to open your Personal Macro Workbook if it is not already open. The Personal Macro Workbook is a hidden workbook that automatically loads when Excel starts.
          • To open it, you can either: a. Record a dummy macro by going to the "Developer" tab, clicking "Record Macro," and choosing to save it in "Personal Macro Workbook." b. Manually open your Personal Macro Workbook:
        2. Save Your Macro in the Personal Macro Workbook:
          • In the VBA editor, find the Personal Macro Workbook project.
          • Right-click on it and select "Insert" > "Module" to insert a new module.
          • Copy and paste your macro code into this module.
        3. Save and Close the Personal Macro Workbook:
          • Close the Personal Macro Workbook and save any changes when prompted.
        4. Test the Macro in Any Workbook:
          • Now, your macro will be available in all Excel workbooks.
          • You can test it by opening any workbook, pressing Alt + F8 to open the "Macro" dialog box, and running the macro you just added to the Personal Macro Workbook.

        The macro will be available for use in any workbook you open in Excel. You can add other macros to the Personal Macro Workbook in the same way, making them easily accessible across all your Excel files.

    • M_Allgor983's avatar
      M_Allgor983
      Copper Contributor
      I tried this and everything looks good, but, I'm getting a "File name or directory name is not valid" error. When i click the debug it is highlighting the " .Attachments.Add ws.UsedRange.Address " which tells me that is where my problem is. I don't understand why it doesn't work, the address is good. Can you help me?
    • M_Allgor983's avatar
      M_Allgor983
      Copper Contributor
      I also commented out the worksheet line and ran it with the entire workbook and that worked, but I want to send just one particular worksheet, not the entire workbook. Thanks.
      • NikolinoDE's avatar
        NikolinoDE
        Gold Contributor
        If you see these characters ' in the VBA code I sent, it means that it is a comment or prompt for the user and has no impact on the flow of the code.
  • sri20695's avatar
    sri20695
    Copper Contributor

    VinayKumar_B 

     

    Creating an Excel macro to send emails requires using VBA (Visual Basic for Applications). The example below shows a simple VBA code to send 150 emails with a custom subject. Please note that to use this code, you need to have Outlook installed, and you may need to adjust security settings to allow programmatic access.

     

    1. Open Excel and press `ALT + F11` to open the VBA editor.

    2. Insert a new module by right-clicking on "VBAProject (Your Workbook Name)" > `Insert` > `Module`.

    3. Copy and paste the following code into the module:

     

    ```vba

    Sub SendCustomEmails()

        Dim OutlookApp As Object

        Dim OutlookMail As Object

        Dim i As Integer

        Dim EmailSubject As String

        Dim EmailBody As String

        

        ' Set up Outlook

        Set OutlookApp = CreateObject("Outlook.Application")

     

        ' Loop to send 150 emails

        For i = 1 To 150

            ' Customize subject and body for each email

            EmailSubject = "Custom Subject " & i

            EmailBody = "Hello, this is the body of email " & i

            

            ' Create a new mail item

            Set OutlookMail = OutlookApp.CreateItem(0)

            

            ' Set email properties

            With OutlookMail

                .Subject = EmailSubject

                .Body = EmailBody

                ' Add recipient email address

                .To = "email address removed for privacy reasons"

                ' Uncomment the line below if you want to send carbon copies (CC)

                '.CC = "email address removed for privacy reasons"

                ' Uncomment the line below if you want to send blind carbon copies (BCC)

                '.BCC = "email address removed for privacy reasons"

                

                ' Uncomment and customize the line below if you want to attach files

                '.Attachments.Add "C:\Path\To\Your\File.txt"

                

                ' Uncomment the line below to display the email before sending (for testing)

                '.Display

                ' Uncomment the line below to send the email without displaying

                '.Send

            End With

            

            ' Release the mail item object

            Set OutlookMail = Nothing

        Next i

        

        ' Release the Outlook application object

        Set OutlookApp = Nothing

    End Sub

    ```

     

    4. Customize the email subject, body, and recipient email address.

    5. Uncomment lines as needed (e.g., for attaching files or displaying the email before sending).

    6. Run the macro by pressing `F5` or choosing `Run` > `Run Sub/UserForm` from the menu.

     

    Remember to thoroughly test the code with a small number of emails first, especially if sending emails automatically can have significant consequences.

  • sri20695's avatar
    sri20695
    Copper Contributor

    Certainly! Below is an example VBA code for Excel that reads email addresses, names, companies, and custom subjects from specific columns and sends 150 emails using Outlook.

    https://1drv.ms/i/s!Asyl-Lql_WUNiS_JaLcIQwnCCQJ8

    ```vba
    Sub SendCustomEmails()
    Dim OutlookApp As Object

    Dim OutlookMail As Object
    Dim ws As Worksheet
    Dim LastRow As Long
    Dim i As Long

    ' Set up Outlook
    Set OutlookApp = CreateObject("Outlook.Application")

    ' Set the worksheet containing the email data (adjust the sheet name)
    Set ws = ThisWorkbook.Sheets("Sheet1") ' Change "Sheet1" to your actual sheet name

    ' Find the last row with data in column A
    LastRow = ws.Cells(ws.Rows.Count, "A").End(xlUp).Row

    ' Loop to send emails
    For i = 2 To WorksheetFunction.Min(LastRow, 151) ' Assuming data starts from row 2
    ' Read data from columns
    Dim EmailAddress As String
    Dim Name As String
    Dim Company As String
    Dim Subject As String

    EmailAddress = ws.Cells(i, 1).Value ' Assuming email address is in column A
    Name = ws.Cells(i, 2).Value ' Assuming name is in column B
    Company = ws.Cells(i, 3).Value ' Assuming company is in column C
    Subject = ws.Cells(i, 4).Value ' Assuming custom subject is in column D

    ' Create a new mail item
    Set OutlookMail = OutlookApp.CreateItem(0)

    ' Set email properties
    With OutlookMail
    .Subject = Subject
    .Body = "Hello " & Name & "," & vbCrLf & vbCrLf & "This is a custom email for " & Company & "."
    .To = EmailAddress
    ' Uncomment the line below if you want to send carbon copies (CC)
    '.CC = "email address removed for privacy reasons"
    ' Uncomment the line below if you want to send blind carbon copies (BCC)
    '.BCC = "email address removed for privacy reasons"

    ' Uncomment and customize the line below if you want to attach files
    '.Attachments.Add "C:\Path\To\Your\File.txt"

    ' Uncomment the line below to display the email before sending (for testing)
    '.Display
    ' Uncomment the line below to send the email without displaying
    '.Send
    End With

    ' Release the mail item object
    Set OutlookMail = Nothing
    Next i

    ' Release the Outlook application object
    Set OutlookApp = Nothing
    End Sub
    ```

    Make sure to adjust the sheet name and column references according to your actual data structure in Excel. Also, test the code with a small number of emails before running it for the entire dataset.

  • bersches's avatar
    bersches
    Copper Contributor

    VinayKumar_B is there a way to send specific data from the sheet instead of the entire sheet?

    Similar to mail merge but an automatic email instead?

Resources