Copilot for Microsoft 365 Tech Accelerator
Feb 28 2024 07:00 AM - Feb 29 2024 10:30 AM (PST)
Microsoft Tech Community
SOLVED

VBA Macro for splitting data is not going well.. Can I tune it ?

Copper Contributor

Dear All

 

I have a code which is filtrering column 1 and then copying each dataset to another workbook and saving with the name of filtering. And it is doing it for the complete file in one go. 

 

The issue is that with around 30.000 columns of data it seems a little hard for the pc to do it. It kind of stalls many times in the process, and also comes with errors and stops. Im guessing its because the memory usage of around 3-400 new workbooks so fast. But the strange thing is, im always managing to get it done in a 2-5times trying. But that is forcing me to check in on it all the time, and I want it to be executed by schedule every week without me worrying about it fails or not.

 

My question is, can I do this split of data in a more clever way which is not so heavy for the pc to handle ?

 

macro.jpg

 

Macro code:

 

Sub SplitDataNEW()
Const lngNameCol = 1 ' names in second column (B)
Const lngFirstRow = 2 ' data start in row 3
Dim wshSource As Worksheet
Dim wbkTarget As Workbook
Dim wshTarget As Worksheet
Dim lngRow As Long
Dim lngLastRow As Long
Dim lngTargetRow As Long
Dim strPath As String
Dim strName As String
Application.ScreenUpdating = False
strPath = ActiveWorkbook.Path & "\"
Set wshSource = ActiveSheet
lngLastRow = wshSource.Cells(wshSource.Rows.Count, lngNameCol).End(xlUp).Row
For lngRow = lngFirstRow To lngLastRow
If wshSource.Cells(lngRow, lngNameCol).Value <> wshSource.Cells(lngRow - 1, lngNameCol).Value Then
If lngRow > lngFirstRow Then
' Save previous new workbook
wbkTarget.SaveAs Filename:=strPath & strName, FileFormat:=xlOpenXMLWorkbook
wbkTarget.Close
End If
' Create new workbook
Set wbkTarget = Workbooks.Add(xlWBATWorksheet)
Set wshTarget = wbkTarget.Worksheets(1)
strName = wshSource.Cells(lngRow, lngNameCol).Value
wshTarget.Name = strName
wshSource.Range("1:2").Copy Destination:=wshTarget.Cells(1, 1)
lngTargetRow = lngFirstRow
End If
' Copy data
wshSource.Rows(lngRow).Copy Destination:=wshTarget.Cells(lngTargetRow, 1)
lngTargetRow = lngTargetRow + 1
Next lngRow
' Save last workbook
wbkTarget.SaveAs Filename:=strPath & strName, FileFormat:=xlOpenXMLWorkbook
wbkTarget.Close
Application.ScreenUpdating = True
End Sub

 

 

Thanks in advance ! 

10 Replies
It gives me a error your code: Red cell: can't use the Unique name as file name

Sub Copy_To_Workbooks()
'Note: This macro use the function LastRow
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 filter range on ActiveSheet: A1 is the top left cell of your filter range
'and the header of the first column, D is the last column in the filter range.
'You can also add the sheet name to the code like this :
'Worksheets("Ark1").Range("A1:D" & LastRow(Worksheets("Ark1")))
'No need that the sheet is active then when you run the macro when you use this.
Set My_Range = Range("A1:S" & LastRow(ActiveSheet))
My_Range.Parent.Select

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 first column in the range(change the field if needed)
'In this case the range starts in A so Field:=1 is column A, 2 = column B, ......
FieldNum = 15

'Turn off AutoFilter
My_Range.Parent.AutoFilterMode = False

'Set the file extension/format
If Val(Application.Version) < 12 Then
'You use Excel 97-2003
FileExtStr = ".xlsx": FileFormatNum = -4143
Else
'You use Excel 2007-2013
If ActiveWorkbook.FileFormat = 56 Then
FileExtStr = ".xlsx": FileFormatNum = 56
Else
FileExtStr = ".xlsxx": FileFormatNum = 51
End If
End If

'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

'Delete the sheet RDBLogSheet if it exists
On Error Resume Next
Application.DisplayAlerts = False
Sheets("RDBLogSheet").Delete
Application.DisplayAlerts = True
On Error GoTo 0

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

'Fill in the path\folder where you want the new folder with the files
'you can use also this "C:\Users\Ron\test"
MyPath = Application.DefaultFilePath

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

'Create folder for the new files
foldername = MyPath & Format(Now, "yyyy-mm-dd hh-mm-ss") & "\"
MkDir foldername

With ws2
'first we copy the Unique data from the filter field to ws2
My_Range.Columns(FieldNum).AdvancedFilter _
Action:=xlFilterCopy, _
CopyToRange:=.Range("O1"), 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("A1:S" & 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)

'Copy/paste the visible data to the new workbook
My_Range.SpecialCells(xlCellTypeVisible).Copy
With WSNew.Range("O1")
' Paste:=8 will copy the columnwidth in Excel 2000 and higher
' Remove this line if you use Excel 97
.PasteSpecial Paste:=8
.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 foldername & _
cell.Value & FileExtStr, FileFormatNum
If Err.Number > 0 Then
Err.Clear
ErrNum = ErrNum + 1

WSNew.Parent.SaveAs foldername & _
"Error_" & Format(ErrNum, "0000") & FileExtStr, FileFormatNum

.Cells(cell.Row, "B").Formula = "=Hyperlink(""" & foldername & _
"Error_" & Format(ErrNum, "0000") & FileExtStr & """)"

.Cells(cell.Row, "A").Interior.Color = vbRed
Else
.Cells(cell.Row, "B").Formula = _
"=Hyperlink(""" & foldername & cell.Value & FileExtStr & """)"
End If

WSNew.Parent.Close False
On Error GoTo 0
End If

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

Next cell
.Cells(1, "A").Value = "Red cell: can't use the Unique name as file name"
.Cells(1, "B").Value = "Created Files (Click on the link to open a file)"
.Cells(3, "A").Value = "Unique Values"
.Cells(3, "B").Value = "Full Path and File name"
.Cells(3, "A").Font.Bold = True
.Cells(3, "B").Font.Bold = True
.Columns("A:B").AutoFit

End With

'Turn off AutoFilter
My_Range.Parent.AutoFilterMode = False

If ErrNum > 0 Then
MsgBox "Rename every WorkSheet name that start with ""Error_"" manually" _
& vbNewLine & "There are characters in the name that are not allowed" _
& vbNewLine & "in a sheet name or the worksheet already exist."
End If

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

End Sub


Function LastRow(sh As Worksheet)
On Error Resume Next
LastRow = sh.Cells.Find(What:="*", _
After:=sh.Range("A1"), _
Lookat:=xlPart, _
LookIn:=xlValues, _
SearchOrder:=xlByRows, _
SearchDirection:=xlPrevious, _
MatchCase:=False).Row
On Error GoTo 0
End Function

@DEJ_JP 

Could you attach a small sample workbook demonstrating the problem (without sensitive data), or if that is not possible, make it available through OneDrive, Google Drive, Dropbox or similar?

@Hans Vogelaar 

 

I found out that it is the saving each pane/tab as seperate file which is some kind to heavy in the way the code is.

 

please find example data here.

 

Coloumn O is the one is being filtred and all data is saved as new workbook with the name of the filtered number.

@DEJ_JP 

> please find example data here.

 

Where?

@DEJ_JP 

Thanks. You didn't adjust the macro quite correctly.

See the attached version. It's now a macro-enabled workbook.

@Hans Vogelaar 

 

Dear Hans

Thank you so much. Can you change the code so it will save the file in the same folder as the mainfile with the name of the filtered item (same name as now) just save the files in same folder as mainfile..

best response confirmed by DEJ_JP (Copper Contributor)
Solution

@DEJ_JP 

Sure:

Sub Copy_To_Workbooks()
    'Note: This macro use the function LastRow
    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 Lrow As Long
    Dim cell As Range
    Dim CCount As Long
    Dim WSNew As Worksheet
    Dim ErrNum As Long

    'Set filter range on ActiveSheet: A1 is the top left cell of your filter range
    'and the header of the first column, D is the last column in the filter range.
    'You can also add the sheet name to the code like this :
    'Worksheets("Ark1").Range("A1:D" & LastRow(Worksheets("Ark1")))
    'No need that the sheet is active then when you run the macro when you use this.
    Set My_Range = Range("A1:S" & LastRow(ActiveSheet))
    My_Range.Parent.Select

    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 first column in the range(change the field if needed)
    'In this case the range starts in A so Field:=1 is column A, 2 = column B, ......
    FieldNum = 15

    'Turn off AutoFilter
    My_Range.Parent.AutoFilterMode = False

    'Set the file extension/format
    If ActiveWorkbook.FileFormat = 56 Then
        FileExtStr = ".xls": FileFormatNum = 56
    Else
        FileExtStr = ".xlsx": FileFormatNum = 51
    End If

    '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

    'Delete the sheet RDBLogSheet if it exists
    On Error Resume Next
    Application.DisplayAlerts = False
    Sheets("RDBLogSheet").Delete
    Application.DisplayAlerts = True
    On Error GoTo 0

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

    'Fill in the path\folder where you want to save the files
    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)

                'Copy/paste the visible data to the new workbook
                My_Range.SpecialCells(xlCellTypeVisible).Copy
                With WSNew.Range("O1")
                    ' Paste:=8 will copy the columnwidth in Excel 2000 and higher
                    ' Remove this line if you use Excel 97
                    .PasteSpecial Paste:=8
                    .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
                If Err.Number > 0 Then
                    Err.Clear
                    ErrNum = ErrNum + 1

                    WSNew.Parent.SaveAs MyPath & _
                        "Error_" & Format(ErrNum, "0000") & FileExtStr, FileFormatNum

                    .Cells(cell.Row, "B").Formula = "=Hyperlink(""" & MyPath & _
                        "Error_" & Format(ErrNum, "0000") & FileExtStr & """)"

                    .Cells(cell.Row, "A").Interior.Color = vbRed
                Else
                    .Cells(cell.Row, "B").Formula = _
                        "=Hyperlink(""" & MyPath & cell.Value & FileExtStr & """)"
                End If

                WSNew.Parent.Close False
                On Error GoTo 0
            End If

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

        .Cells(1, "A").Value = "Red cell: can't use the Unique name as file name"
        .Cells(1, "B").Value = "Created Files (Click on the link to open a file)"
        .Cells(3, "A").Value = "Unique Values"
        .Cells(3, "B").Value = "Full Path and File name"
        .Cells(3, "A").Font.Bold = True
        .Cells(3, "B").Font.Bold = True
        .Columns("A:B").AutoFit
    End With

    'Turn off AutoFilter
    My_Range.Parent.AutoFilterMode = False

    If ErrNum > 0 Then
        MsgBox "Rename every WorkSheet name that start with ""Error_"" manually" _
            & vbNewLine & "There are characters in the name that are not allowed" _
            & vbNewLine & "in a sheet name or the worksheet already exist."
    End If

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

Function LastRow(sh As Worksheet)
    On Error Resume Next
    LastRow = sh.Cells.Find(What:="*", _
        After:=sh.Range("A1"), _
        Lookat:=xlPart, _
        LookIn:=xlValues, _
        SearchOrder:=xlByRows, _
        SearchDirection:=xlPrevious, _
        MatchCase:=False).Row
    On Error GoTo 0
End Function
Hans.. You have been a great help. Works like a charm. THANK U !
1 best response

Accepted Solutions
best response confirmed by DEJ_JP (Copper Contributor)
Solution

@DEJ_JP 

Sure:

Sub Copy_To_Workbooks()
    'Note: This macro use the function LastRow
    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 Lrow As Long
    Dim cell As Range
    Dim CCount As Long
    Dim WSNew As Worksheet
    Dim ErrNum As Long

    'Set filter range on ActiveSheet: A1 is the top left cell of your filter range
    'and the header of the first column, D is the last column in the filter range.
    'You can also add the sheet name to the code like this :
    'Worksheets("Ark1").Range("A1:D" & LastRow(Worksheets("Ark1")))
    'No need that the sheet is active then when you run the macro when you use this.
    Set My_Range = Range("A1:S" & LastRow(ActiveSheet))
    My_Range.Parent.Select

    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 first column in the range(change the field if needed)
    'In this case the range starts in A so Field:=1 is column A, 2 = column B, ......
    FieldNum = 15

    'Turn off AutoFilter
    My_Range.Parent.AutoFilterMode = False

    'Set the file extension/format
    If ActiveWorkbook.FileFormat = 56 Then
        FileExtStr = ".xls": FileFormatNum = 56
    Else
        FileExtStr = ".xlsx": FileFormatNum = 51
    End If

    '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

    'Delete the sheet RDBLogSheet if it exists
    On Error Resume Next
    Application.DisplayAlerts = False
    Sheets("RDBLogSheet").Delete
    Application.DisplayAlerts = True
    On Error GoTo 0

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

    'Fill in the path\folder where you want to save the files
    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)

                'Copy/paste the visible data to the new workbook
                My_Range.SpecialCells(xlCellTypeVisible).Copy
                With WSNew.Range("O1")
                    ' Paste:=8 will copy the columnwidth in Excel 2000 and higher
                    ' Remove this line if you use Excel 97
                    .PasteSpecial Paste:=8
                    .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
                If Err.Number > 0 Then
                    Err.Clear
                    ErrNum = ErrNum + 1

                    WSNew.Parent.SaveAs MyPath & _
                        "Error_" & Format(ErrNum, "0000") & FileExtStr, FileFormatNum

                    .Cells(cell.Row, "B").Formula = "=Hyperlink(""" & MyPath & _
                        "Error_" & Format(ErrNum, "0000") & FileExtStr & """)"

                    .Cells(cell.Row, "A").Interior.Color = vbRed
                Else
                    .Cells(cell.Row, "B").Formula = _
                        "=Hyperlink(""" & MyPath & cell.Value & FileExtStr & """)"
                End If

                WSNew.Parent.Close False
                On Error GoTo 0
            End If

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

        .Cells(1, "A").Value = "Red cell: can't use the Unique name as file name"
        .Cells(1, "B").Value = "Created Files (Click on the link to open a file)"
        .Cells(3, "A").Value = "Unique Values"
        .Cells(3, "B").Value = "Full Path and File name"
        .Cells(3, "A").Font.Bold = True
        .Cells(3, "B").Font.Bold = True
        .Columns("A:B").AutoFit
    End With

    'Turn off AutoFilter
    My_Range.Parent.AutoFilterMode = False

    If ErrNum > 0 Then
        MsgBox "Rename every WorkSheet name that start with ""Error_"" manually" _
            & vbNewLine & "There are characters in the name that are not allowed" _
            & vbNewLine & "in a sheet name or the worksheet already exist."
    End If

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

Function LastRow(sh As Worksheet)
    On Error Resume Next
    LastRow = sh.Cells.Find(What:="*", _
        After:=sh.Range("A1"), _
        Lookat:=xlPart, _
        LookIn:=xlValues, _
        SearchOrder:=xlByRows, _
        SearchDirection:=xlPrevious, _
        MatchCase:=False).Row
    On Error GoTo 0
End Function

View solution in original post