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BillZab's avatar
BillZab
Copper Contributor
Feb 21, 2023
Solved

save file without overwriting existing file in VB Macro

Hi Guys. I have the following code to save a file in a spreadsheet macro. If the file exists, this will overwrite the existing file. How do I check to see if the file exists and if so add (1) to the end of the file? TIA

 

My Current code:

Dim MyFileName As String
MyFileName = "Week " + MyWeekNo & Format(Range("A2").Value, "-yyyy ")

ChDir "C:\Users\" + strUser + "\OneDrive\Documents"
ActiveSheet.ExportAsFixedFormat Type:=xlTypePDF, Filename:= _
MyFileName, Quality:= _
xlQualityStandard, IncludeDocProperties:=True, IgnorePrintAreas:=False, _
OpenAfterPublish:=True

  • Hi BillZab ,

     

    I added some comments to the code to make it easy to find where to edit it.

     

    Option Explicit
    Dim HasWeekFile As Boolean 'Variable to check if the file name exists
    Sub SavePDF()
        
        Dim MyDir As String
        Dim MyFileName As String
        Dim MyWeekNo As String
        HasWeekFile = False 'The standard value of this variable should be False
        
        MyWeekNo = "4" 'Fake value assigned here. You probably extract it dynamically in your code. Make sure to edit it when importing.
        MyFileName = "Week " + MyWeekNo & Format(Range("A2").Value, "-yyyy ") 'Build the file name with "Week " (constant), MyWeekNo (variable) and the year value from cell A2 from current Sheet
    
        MyDir = "C:\Users\" + strUser + "\OneDrive\Documents" 'Define the dir where the file will be saved (and where the existent files will be searched)
        ChDir MyDir
        Call GetFilesInFolder(MyDir, MyFileName) 'Call GetFilesInFolder method
        
        If HasWeekFile = True Then 'In case of HasWeekFile be assigned as True, file name will receive the "(1)". It is possible to edit it to create a (2), (3) and so on dynamically
            MyFileName = MyFileName & "(1)"
        End If
        ActiveSheet.ExportAsFixedFormat Type:=xlTypePDF, FileName:= _
            MyFileName, Quality:= _
            xlQualityStandard, IncludeDocProperties:=True, IgnorePrintAreas:=False, _
            OpenAfterPublish:=True
        
    End Sub
    
    Sub GetFilesInFolder(FolderPath As String, FileName As String)
        Dim oFSO As Object 'Variable to run the File System
        Dim oFolder As Object 'Variable to access the folder (MyDir, in this code)
        Dim oFile As Object 'Variable to run each file inside MyDir
        Dim i As Integer 'Index for iteration. You can remove it, as it won't be used in this code.
        Dim PdfToFind As String 'Name of the file with .pdf extension
        
        PdfToFind = Trim(FileName) & ".pdf" 'Remove the empty spaces in start/end of file name (MyFileName) and add extension .pdf
        
        Set oFSO = CreateObject("Scripting.FileSystemObject") 'Initialize File System
        
        Set oFolder = oFSO.GetFolder(FolderPath) 'Set MyDir as path to search the files
        
       For Each oFile In oFolder.Files 'Loop that iterate all files inside MyDir
        
            If oFile.Name = PdfToFind Then 'Check if the current file name is the same of MyFileName plus .pdf and, if yes, assign variable HasWeekFile as true
                HasWeekFile = True
            End If
        
            i = i + 1 'You can remove it, as it won't be used in this code.
        
        Next oFile 'Jump to the next file. 
    End Sub

     

    Just to confirm: your expected output is something similar to the image below, where your current sheet will be stored as "MyFileName (1)", right?

     

     

     

    Let me know if you need any additional help.

Resources

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Hi Guys. I have the following code to save a file in a spreadsheet macro. If the file exists, this will overwrite the existing file. How do I check to see if the file exists and if so add (1) to the end of the file? TIA

 

My Current code:

Dim MyFileName As String
MyFileName = \"Week \" + MyWeekNo & Format(Range(\"A2\").Value, \"-yyyy \")

ChDir \"C:\\Users\\\" + strUser + \"\\OneDrive\\Documents\"
ActiveSheet.ExportAsFixedFormat Type:=xlTypePDF, Filename:= _
MyFileName, Quality:= _
xlQualityStandard, IncludeDocProperties:=True, IgnorePrintAreas:=False, _
OpenAfterPublish:=True

","body@stringLength":"638","rawBody":"

Hi Guys. I have the following code to save a file in a spreadsheet macro. If the file exists, this will overwrite the existing file. How do I check to see if the file exists and if so add (1) to the end of the file? TIA

 

My Current code:

Dim MyFileName As String
MyFileName = \"Week \" + MyWeekNo & Format(Range(\"A2\").Value, \"-yyyy \")

ChDir \"C:\\Users\\\" + strUser + \"\\OneDrive\\Documents\"
ActiveSheet.ExportAsFixedFormat Type:=xlTypePDF, Filename:= _
MyFileName, Quality:= _
xlQualityStandard, IncludeDocProperties:=True, IgnorePrintAreas:=False, _
OpenAfterPublish:=True

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Contributor","color":"333333","icon":null,"rankStyle":"TEXT"},"User:user:1697120":{"__typename":"User","id":"user:1697120","uid":1697120,"login":"rzaneti","biography":null,"registrationData":{"__typename":"RegistrationData","status":null,"registrationTime":"2023-01-19T15:20:41.537-08:00"},"deleted":false,"email":"","avatar":{"__typename":"UserAvatar","url":"https://techcommunity.microsoft.com/t5/s/gxcuf89792/m_assets/avatars/default/avatar-1.svg?time=0"},"rank":{"__ref":"Rank:rank:35"},"entityType":"USER","eventPath":"community:gxcuf89792/user:1697120"},"ModerationData:moderation_data:3749075":{"__typename":"ModerationData","id":"moderation_data:3749075","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"ForumReplyMessage:message:3749075":{"__typename":"ForumReplyMessage","uid":3749075,"id":"message:3749075","revisionNum":1,"author":{"__ref":"User:user:1697120"},"readOnly":false,"repliesCount":3,"depth":1,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:ExcelGeneral"},"parent":{"__ref":"ForumTopicMessage:message:3748536"},"conversation":{"__ref":"Conversation:conversation:3748536"},"subject":"Re: save file without overwriting existing file in VB Macro","moderationData":{"__ref":"ModerationData:moderation_data:3749075"},"body":"

Hi BillZab ,

 

I ran some tests here and I think that I found a solution. It includes a new method (Sub GetFilesInFolder, in code belo) and a global variable (HasWeekFile), but you can keep the whole code in a single Sub if you prefer. It basically check all of the files existent inside a folder and, if it finds a match with your MyFileName variable concatenated with \".pdf\", it will assign HasWeekFile as True and add the \"(1)\" to MyFileName.

 

Option Explicit\nDim HasWeekFile As Boolean\nSub SavePDF()\n    \n    Dim MyDir As String\n    Dim MyFileName As String\n    Dim MyWeekNo As String\n    HasWeekFile = False\n    \n    MyWeekNo = \"4\"\n    MyFileName = \"Week \" + MyWeekNo & Format(Range(\"A2\").Value, \"-yyyy \")\n\n    MyDir = \"C:\\Users\\\" + strUser + \"\\OneDrive\\Documents\"\n    ChDir MyDir\n    Call GetFilesInFolder(MyDir, MyFileName)\n    \n    If HasWeekFile = True Then\n        MyFileName = MyFileName & \"(1)\"\n    End If\n    ActiveSheet.ExportAsFixedFormat Type:=xlTypePDF, FileName:= _\n        MyFileName, Quality:= _\n        xlQualityStandard, IncludeDocProperties:=True, IgnorePrintAreas:=False, _\n        OpenAfterPublish:=True\n    \nEnd Sub\n\nSub GetFilesInFolder(FolderPath As String, FileName As String)\n    Dim oFSO As Object\n    Dim oFolder As Object\n    Dim oFile As Object\n    Dim i As Integer\n    Dim PdfToFind As String\n    \n    PdfToFind = Trim(FileName) & \".pdf\"\n    \n    Set oFSO = CreateObject(\"Scripting.FileSystemObject\")\n    \n    Set oFolder = oFSO.GetFolder(FolderPath)\n    \n   For Each oFile In oFolder.Files\n    \n        If oFile.Name = PdfToFind Then\n            HasWeekFile = True\n        End If\n    \n        i = i + 1\n    \n    Next oFile\nEnd Sub

 

Let me know if it helps.

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rzaneti Thanks for doing this, however it only produces one copy of the pdf file and does not produce a duplicate renamed file.

I have stepped through the code and done some tests, it would seem that 'HasWeekFile' returns False even when the file exists.

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Hi BillZab ,

 

I added some comments to the code to make it easy to find where to edit it.

 

Option Explicit\nDim HasWeekFile As Boolean 'Variable to check if the file name exists\nSub SavePDF()\n    \n    Dim MyDir As String\n    Dim MyFileName As String\n    Dim MyWeekNo As String\n    HasWeekFile = False 'The standard value of this variable should be False\n    \n    MyWeekNo = \"4\" 'Fake value assigned here. You probably extract it dynamically in your code. Make sure to edit it when importing.\n    MyFileName = \"Week \" + MyWeekNo & Format(Range(\"A2\").Value, \"-yyyy \") 'Build the file name with \"Week \" (constant), MyWeekNo (variable) and the year value from cell A2 from current Sheet\n\n    MyDir = \"C:\\Users\\\" + strUser + \"\\OneDrive\\Documents\" 'Define the dir where the file will be saved (and where the existent files will be searched)\n    ChDir MyDir\n    Call GetFilesInFolder(MyDir, MyFileName) 'Call GetFilesInFolder method\n    \n    If HasWeekFile = True Then 'In case of HasWeekFile be assigned as True, file name will receive the \"(1)\". It is possible to edit it to create a (2), (3) and so on dynamically\n        MyFileName = MyFileName & \"(1)\"\n    End If\n    ActiveSheet.ExportAsFixedFormat Type:=xlTypePDF, FileName:= _\n        MyFileName, Quality:= _\n        xlQualityStandard, IncludeDocProperties:=True, IgnorePrintAreas:=False, _\n        OpenAfterPublish:=True\n    \nEnd Sub\n\nSub GetFilesInFolder(FolderPath As String, FileName As String)\n    Dim oFSO As Object 'Variable to run the File System\n    Dim oFolder As Object 'Variable to access the folder (MyDir, in this code)\n    Dim oFile As Object 'Variable to run each file inside MyDir\n    Dim i As Integer 'Index for iteration. You can remove it, as it won't be used in this code.\n    Dim PdfToFind As String 'Name of the file with .pdf extension\n    \n    PdfToFind = Trim(FileName) & \".pdf\" 'Remove the empty spaces in start/end of file name (MyFileName) and add extension .pdf\n    \n    Set oFSO = CreateObject(\"Scripting.FileSystemObject\") 'Initialize File System\n    \n    Set oFolder = oFSO.GetFolder(FolderPath) 'Set MyDir as path to search the files\n    \n   For Each oFile In oFolder.Files 'Loop that iterate all files inside MyDir\n    \n        If oFile.Name = PdfToFind Then 'Check if the current file name is the same of MyFileName plus .pdf and, if yes, assign variable HasWeekFile as true\n            HasWeekFile = True\n        End If\n    \n        i = i + 1 'You can remove it, as it won't be used in this code.\n    \n    Next oFile 'Jump to the next file. \nEnd Sub

 

Just to confirm: your expected output is something similar to the image below, where your current sheet will be stored as \"MyFileName (1)\", right?

 

 

 

Let me know if you need any additional help.

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