Macro to split excel into separate workbooks

Copper Contributor

Please help.  I am not new to excel but new to macros and VBAs, I have a large spreadsheet that I would like the data to pull out specific date based on a column and then create a separate workbook for each heading.  

Jlee0730_0-1649957337547.png

 

Here is a sample of the workbook.  I would like it to create new workbooks in the same format, with just the individual site information in each workbook.  And the workbooks would be named after the sites.  Any help would be appreciated. 

I found a you tube and worked through it, but it would only create new worksheets within the workbook, with the site names as the sheet names and copy the heading line, but no data and then I kept getting an activesheet.name = cell.value error.    

 

Here are two examples of what I would like it to look like after running the macro on the master data.

 

Jlee0730_0-1649958099321.pngJlee0730_1-1649958117412.png

 

23 Replies

@Jlee0730 

Try this (based on an example by Ron de Bruin):

Sub Copy_To_Workbooks()
    Dim My_Range As Range
    Dim FieldNum As Long
    Dim FileExtStr As String
    Dim FileFormatNum As Long
    Dim CalcMode As Long
    Dim ViewMode As Long
    Dim ws2 As Worksheet
    Dim MyPath As String
    Dim foldername As String
    Dim Lrow As Long
    Dim cell As Range
    Dim CCount As Long
    Dim WSNew As Worksheet
    Dim ErrNum As Long

    Set My_Range = ActiveSheet.UsedRange

    If ActiveWorkbook.ProtectStructure = True Or _
       My_Range.Parent.ProtectContents = True Then
        MsgBox "Sorry, not working when the workbook or worksheet is protected", _
               vbOKOnly, "Copy to new workbook"
        Exit Sub
    End If

    'This example filters on the 7th  column in the range
    FieldNum = 7

    'Turn off AutoFilter
    My_Range.Parent.AutoFilterMode = False

    FileExtStr = ".xlsx"
    FileFormatNum = xlOpenXMLWorkbook

    'Change ScreenUpdating, Calculation, EnableEvents, ....
    With Application
        CalcMode = .Calculation
        .Calculation = xlCalculationManual
        .ScreenUpdating = False
        .EnableEvents = False
    End With
    ViewMode = ActiveWindow.View
    ActiveWindow.View = xlNormalView
    ActiveSheet.DisplayPageBreaks = False

    My_Range.Sort Key1:=Cells(1, FieldNum), Header:=xlYes

    ' Add worksheet to copy/paste the unique list
    Set ws2 = Worksheets.Add(After:=Sheets(Sheets.Count))

    MyPath = ThisWorkbook.Path

    'Add a slash at the end if the user forget it
    If Right(MyPath, 1) <> "\" Then
        MyPath = MyPath & "\"
    End If

    With ws2
        'first we copy the Unique data from the filter field to ws2
        My_Range.Columns(FieldNum).AdvancedFilter _
            Action:=xlFilterCopy, _
            CopyToRange:=.Range("A3"), Unique:=True

        'loop through the unique list in ws2 and filter/copy to a new sheet
        Lrow = .Cells(Rows.Count, "A").End(xlUp).Row
        For Each cell In .Range("A4:A" & Lrow)

            'Filter the range
            My_Range.AutoFilter Field:=FieldNum, Criteria1:="=" & _
             Replace(Replace(Replace(cell.Value, "~", "~~"), "*", "~*"), "?", "~?")

            'Check if there are no more then 8192 areas(limit of areas)
            CCount = 0
            On Error Resume Next
            CCount = My_Range.Columns(1).SpecialCells(xlCellTypeVisible) _
                     .Areas(1).Cells.Count
            On Error GoTo 0
            If CCount = 0 Then
                MsgBox "There are more than 8192 areas for the value : " & cell.Value _
                     & vbNewLine & "It is not possible to copy the visible data." _
                     & vbNewLine & "Tip: Sort your data before you use this macro.", _
                       vbOKOnly, "Split in worksheets"
            Else
                'Add new workbook with one sheet
                Set WSNew = Workbooks.Add(xlWBATWorksheet).Worksheets(1)
                WSNew.Name = cell.Value

                'Copy/paste the visible data to the new workbook
                My_Range.SpecialCells(xlCellTypeVisible).Copy
                With WSNew.Range("A1")
                    .PasteSpecial Paste:=xlPasteColumnWidths
                    .PasteSpecial xlPasteValues
                    .PasteSpecial xlPasteFormats
                    Application.CutCopyMode = False
                    .Select
                End With

                'Save the file in the new folder and close it
                On Error Resume Next
                WSNew.Parent.SaveAs MyPath & cell.Value & FileExtStr, FileFormatNum
                WSNew.Parent.Close False
                On Error GoTo 0
            End If

            'Show all the data in the range
            My_Range.AutoFilter Field:=FieldNum

        Next cell
    End With

    'Turn off AutoFilter
    My_Range.Parent.AutoFilterMode = False

    'Restore ScreenUpdating, Calculation, EnableEvents, ....
    My_Range.Parent.Select
    ActiveWindow.View = ViewMode
    Application.DisplayAlerts = False
    ws2.Delete
    Application.DisplayAlerts = True
    With Application
        .ScreenUpdating = True
        .EnableEvents = True
        .Calculation = CalcMode
    End With
End Sub

@Hans Vogelaar 

I am looking to save the separate files in particular folder. What line would the file location replace?

@Richard_Miller_1985 

Line 51 now says

 

MyPath = ThisWorkbook.Path

 

Change this to

 

MyPath = "..."

 

where ... is the path of the target folder.

@Hans Vogelaar 

 

I am a VBA novice, so any help is appreciated. I have this Macro working, but I'm trying to add another component to the file name. For example, in the new worksheet, I want the value in cell C2 to always be part of the file name. But when I do something like below, the Macro runs with no errors, but doesn't actually produce any files...

 

WSNew.Parent.SaveAs MyPath & Range("C2") & "_" & cell.Value & FileExtStr, FileFormatNum

 

Any ideas?

@adsuarez 

 

Does this work?

 

WSNew.Parent.SaveAs MyPath & WSNew.Range("C2") & "_" & cell.Value & FileExtStr, FileFormatNum

Thank you @Hans Vogelaar for this wonderful piece of information. A question from a vba noob, is there a way we can create these individual files and have their serial numbers starting with 1 by default in all files.
The main file has serial no as the first column, and is there a way to maintain the sequence numbers over there?

@mspratapreddy 

I'm sorry, I don't understand what you want. Can you explain it more clearly, and in detail? Thanks in advance.

@Hans Vogelaar 

 

Thought as well i would have made it complicated. 

Attached image shows the master file which has the serial numbers (identified in BLUE BOX).

The image next to it is one of the split files, but the serial numbers in this file is #VALUE. 

Wanted to check if the split files (second image) can also have serial numbers mentioned. 

 

Check.jpg

@mspratapreddy 

The code that I posted pastes the data as values, i.e. without formulas, so the sequence numbers should be preserved.

Do you want the sequence numbers to start with 1 in each file?

@Hans Vogelaar 

 

Yes, i'd love for them to start the sequence with 1. This would put an end to the little manual intervention required. 

@mspratapreddy 

Immediately above the line

                'Save the file in the new folder and close it

insert

                'Fill column A
                WSNew.Range(WSNew.Range("A2"), WSNew.Range("A1").End(xlDown)).Formula = "=ROW()-1"

 

@Hans Vogelaar This thread has been very helpful.

 

Is it possible when using a macro to separate data into new workbooks, to drop the data into new files that contain formulas?

 

For example, we have sales totals for different areas.  The macro allows us to be able to move those sales by area to a new file which is great, but we would like to have some formulas above the data that sum different columns.  So the data would need to drop in on line row 10, instead of row 1.

@bgehring 

In the long macro that I posted in my first reply, change line 90 to

                With WSNew.Range("A10")

@Hans Vogelaar Is there a way to bring over the formulas that I have in the first 10 rows of my main file to the individual files?  The formulas just sum a few of the columns and calculate a ratio.

@bgehring

Could you attach a small sample workbook so that I can experiment? Thanks in advance.

@Hans Vogelaar Hello Hans. Below is an example.

The macro you provided already did a great job breaking out my report based on region below into individual files.  What I am wanting to do though is include the 3 sample formulas in the individual files.  So each file would contain sales for just 1 region, with a few formulas at top summing the totals, calculating a %, etc.  Thanks!

 

bgehring_0-1718801332910.png

 

@bgehring 

I repeat the request from my previous reply.

@Hans Vogelaar Sorry, but I'm getting an error that the file type (.xlsm, .xlsx and .xls) are not supported, so unable to attach copy.

@bgehring 

You can upload the workbook to a cloud storage such as Google Drive, OneDrive or Dropbox.

Post a link to the uploaded file in a reply.