Friday 2 August 2019

Can I split a spreadsheet into multiple files based on a column in Excel 2007?


Is there a way in Excel to split a large file into a series of smaller ones, based on the contents of a single column?


eg: I have a file of sales data for all sales reps. I need to send them a file to make corrections and send back, but I dont want to send each of them the whole file (because I dont want them changing eachother's data). The file looks something like this:


salesdata.xls


RepName          Customer        ContactEmail
Adam Cust1 admin@cust1.com
Adam Cust2 admin@cust2.com
Bob Cust3 blah@cust3.com
etc...

out of this I need:


salesdata_Adam.xls


RepName          Customer        ContactEmail
Adam Cust1 admin@cust1.com
Adam Cust2 admin@cust2.com

and salesdata_Bob.xls


Bob              Cust3           blah@cust3.com

Is there anything built-in to Excel 2007 to do this automatically, or should I break out the VBA?



Answer



As far as I know there is nothing short of a macro that going to split you data and automatically save it onto a set of files for you. VBA is probably easier.


Update I implemented my suggestion. It loops through all the names defined in the named range 'RepList'. The named range is a dynamic named range of the form =OFFSET(Names!$A$2,0,0,COUNTA(Names!$A:$A)-1,1)


module follows.


Option Explicit

'Split sales data into separate columns baed on the names defined in
'a Sales Rep List on the 'Names' sheet.
Sub SplitSalesData()
Dim wb As Workbook
Dim p As Range

Application.ScreenUpdating = False

For Each p In Sheets("Names").Range("RepList")
Workbooks.Add
Set wb = ActiveWorkbook
ThisWorkbook.Activate

WritePersonToWorkbook wb, p.Value

wb.SaveAs ThisWorkbook.Path & "\salesdata_" & p.Value
wb.Close
Next p
Application.ScreenUpdating = True
Set wb = Nothing
End Sub

'Writes all the sales data rows belonging to a Person
'to the first sheet in the named SalesWB.
Sub WritePersonToWorkbook(ByVal SalesWB As Workbook, _
ByVal Person As String)
Dim rw As Range
Dim personRows As Range 'Stores all of the rows found
'containing Person in column 1
For Each rw In UsedRange.Rows
If Person = rw.Cells(1, 1) Then
If personRows Is Nothing Then
Set personRows = rw
Else
Set personRows = Union(personRows, rw)
End If
End If
Next rw

personRows.Copy SalesWB.Sheets(1).Cells(1, 1)
Ser personRows = Nothing
End Sub

This workbook contains the code and the named range. The code is part of the 'Sales Data' sheet.


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