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.  



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 = cell.value error.    


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




11 Replies


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) _
            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"
                '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
                With WSNew.Range("A1")
                    .PasteSpecial Paste:=xlPasteColumnWidths
                    .PasteSpecial xlPasteValues
                    .PasteSpecial xlPasteFormats
                    Application.CutCopyMode = False
                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, ....
    ActiveWindow.View = ViewMode
    Application.DisplayAlerts = False
    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?


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?



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?


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. 




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. 


Immediately above the line

                'Save the file in the new folder and close it


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