How to split spreadsheet into separate workbooks using Excel VBA?

Earlier we have split our data into separate excel sheet but this time, we will split spreadsheet records into a new workbook. It’s useful and reduces our effort in making different workbook with same data.

Hope you have enjoyed our earlier blogs, revisit “How to split excel data into separate spreadsheets using VBA“.

Here’s how we will split spreadsheet data into new excel workbooks:

First of all, We need to split the records as per state wise. And then save as new workbook with the name of the state.

We take our earlier data which looks like below:

raw-data-of-State-Records-Excel-VBA

Please look at the column state. If you do it manually then you need to apply a filter and then chose one state name. After that, you need to copy the records and press Ctrl + N to create a new workbook and then paste the records. And then you need to save the file in your desired location. After that, you will go to the second state.

Just think how long time will it take?

Not only that if any new records inserted into your raw sheet you need to do the entire stuff once again. But at the same time, a single piece of code will automate the entire process.

If it’s your first time with Macro then Click here to try our free Excel macro tutorial.

Step by Step guide on how to split excel sheet:

  1. Press Alt + F11 to open VBA editor
  2. Insert a Module from Insert module
  3. Copy the below code and Paste in the code window
  4. Press F5 to execute the below VBA code

Use this Macro Code:

Sub ExtractToNewWorkbook()

Dim ws     As Worksheet

Dim wsNew  As Workbook

Dim rData  As Range

Dim rfl    As Range

Dim state  As String

Dim sfilename As String

Set ws = ThisWorkbook.Sheets("emp")

'Apply advance filter in your sheet

With ws

Set rData = .Range(.Cells(1, 1), .Cells(.Rows.Count, 11).End(xlUp))

.Columns(.Columns.Count).Clear

.Range(.Cells(2, 6), .Cells(.Rows.Count, 6).End(xlUp)).AdvancedFilter Action:=xlFilterCopy, CopyToRange:=.Cells(1, .Columns.Count), Unique:=True

 

For Each rfl In .Range(.Cells(1, .Columns.Count), .Cells(.Rows.Count, .Columns.Count).End(xlUp))

state = rfl.Text

 

Set wsNew = Workbooks.Add

sfilename = state & ".xlsx"

'Set the Location

ActiveWorkbook.SaveAs ThisWorkbook.Path & "\" & sfilename

Application.DisplayAlerts = False

ws.Activate

rData.AutoFilter Field:=6, Criteria1:=state

rData.Copy

Windows(state).Activate

ActiveSheet.Paste

ActiveWorkbook.Close SaveChanges:=True

 

Next rfl

Application.DisplayAlerts = True

End With

ws.Columns(Columns.Count).ClearContents

rData.AutoFilter

End Sub

In my case, I have saved all workbooks where this file is located. My file is saved in (“C:\Users\Desktop\State Name Separate in a New workbook “ ) this location.
So all the news files will be created and saved in the same location.  Now my folder looks like below

New-file-created-save-same-location-VBA

Only one file is present there. Now if you run the code then all the new files will be created here and the folder looks like below picture:

Run-code-created-new-files-Excel-VBA

It will take hardly 1 min to complete the task. Isn’t that interesting? Moreover, if you add new records in your raw spreadsheet what will have to do is you need to delete all the files before running the macro code.
You can also add a button in your excel sheet and assign the macro to that button. You have already discussed the same in our earlier blog.

Now I will discuss the macro code part:

First of all, I have applied an advanced filter on States in my raw spreadsheet. Then I have stored the entire state’s name in a variable.
Then I have applied a loop. Every time it will get a new state name it will create a new workbook and save the file in the location and then paste the records in the new workbook. After pasting the data in the new worksheet, it will close the new workbook.
The entire process will go on until it will copy and paste till the last state (Split spreadsheet data).  If you wish you can add a msgbox at the end of your macro code to get the information that it has successfully run the macro code.

Note: Please note that before you run the code please check that there is no other file with the same name. For example, if you run the code for the second time it will give you the following error as the same file already exists in your location. It will look for your confirmation.

Error-file-already-exists-Excel-VBA

Now if you press the cancel button it will give you an error as shown below:

Microsoft-visual-Basic-Error

We can overcome the scenario in two ways:

When you are saving the new workbook, you need to check whether the file name exists or not. If it exists then you need to delete it from the folder or the best option is that when you are saving the file you can save the file with the current date.
To do the same, you need to add or change the below red colour lines.

Code-Excel-VBA

I will suggest to delete the earlier file and re-run the code.

You can also Learn: What is calculate ratio in excel?

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