How to Split a Spreadsheet into Multiple Sheets or Workbooks based on Column Value

Dealing with data (as in statistics, not storage) is a daily job of sysadmins. I love CSV exports but often times I need to separate the data out by a certain column or split into multiple workbooks/files to send to other staff. For instance, there are 22 branch offices where I work and getting the appropriate data to each building from one spreadsheet used to be a daunting task.

The first macro below (SplitToWorksheets) for Microsoft Office Excel allows you to take a worksheet and split it into multiple worksheets based on the column header you define when running it. You can then use the second macro (Split_To_Workbook_and_Email) I have used this macro in Office 2013 and 2016 for many years with great success.

To add the macro to Excel, follow these steps:

  • Make sure you have the developer tab enabled. If not, see here

  • On the developer tab, click the Visual Basic button

  • In the top left pane, expand the VBAProject associated with your workbook. Right click on the Modules folder and insert a new module
    insert new module

  • Copy and paste the following code into the empty module:

Sub SplitToWorksheets()
Dim ColHead As String
Dim ColHeadCell As Range
Dim iCol As Integer
Dim iRow As Long 'row index on Fan Data sheet
Dim Lrow As Integer 'row index on individual destination sheet
Dim Dsheet As Worksheet 'destination worksheet
Dim Fsheet As Worksheet 'fan data worksheet (assumed active)

Again:
ColHead = InputBox("Enter Column Heading", "Identify Column", [c1].Value)
If ColHead = "" Then Exit Sub
Set ColHeadCell = Rows(1).Find(ColHead, LookAt:=xlWhole)
If ColHeadCell Is Nothing Then
MsgBox "Heading not found in row 1"
GoTo Again
End If

Set Fsheet = ActiveSheet

iCol = ColHeadCell.Column
'loop through values in selected column
For iRow = 2 To Fsheet.Cells(65536, iCol).End(xlUp).Row
If Not SheetExists(CStr(Fsheet.Cells(iRow, iCol).Value)) Then
Set Dsheet = Worksheets.Add(after:=Worksheets(Worksheets.Count))
Dsheet.Name = CStr(Fsheet.Cells(iRow, iCol).Value)
Fsheet.Rows(1).Copy Destination:=Dsheet.Rows(1)
Else
Set Dsheet = Worksheets(CStr(Fsheet.Cells(iRow, iCol).Value))
End If
Lrow = Dsheet.Cells(65536, iCol).End(xlUp).Row
Fsheet.Rows(iRow).Copy Destination:=Dsheet.Rows(Lrow + 1)
Next iRow
End Sub

Function SheetExists(SheetId As Variant) As Boolean

' This function checks whether a sheet (can be a worksheet,
' chart sheet, dialog sheet, etc.) exists, and returns
' True if it exists, False otherwise. SheetId can be either
' a sheet name string or an integer number. For example:

' If SheetExists(3) Then Sheets(3).Delete

' deletes the third worksheet in the workbook, if it exists.
' Similarly,

' If SheetExists("Annual Budget") Then Sheets("Annual Budget").Delete

' deletes the sheet named "Annual Budget", if it exists.

Dim sh As Object
On Error GoTo NoSuch
Set sh = Sheets(SheetId)
SheetExists = True
Exit Function
NoSuch:
If Err = 9 Then SheetExists = False Else Stop

End Function

Sub Split_To_Workbook_and_Email()
'Working in 2013/2016
    Dim FileExtStr As String
    Dim FileFormatNum As Long
    Dim Sourcewb As Workbook
    Dim Destwb As Workbook
    Dim sh As Worksheet
    Dim DateString As String
    Dim FolderName As String
    Dim myOutlook As Object
    Dim myMailItem As Object
    Dim mySubject As String
    Dim myPath As String

    With Application
        .ScreenUpdating = False
        .EnableEvents = False
        .Calculation = xlCalculationManual
    End With
    
    'Prompt for Email Subject
    
    Set otlApp = CreateObject("Outlook.Application")
    mySubject = InputBox("Subject for Email")
    
    'Copy every sheet from the workbook with this macro
    Set Sourcewb = ActiveWorkbook

    'Create new folder to save the new files in
    DateString = Format(Now, "yyyy-mm-dd hh-mm-ss")
    FolderName = "C:\Temp\" & Sourcewb.Name & " " & DateString
    MkDir FolderName

    'Copy every visible sheet to a new workbook
    For Each sh In Sourcewb.Worksheets

        'If the sheet is visible then copy it to a new workbook
        If sh.Visible = -1 Then
            sh.Copy

            'Set Destwb to the new workbook
            Set Destwb = ActiveWorkbook

            'Determine the Excel version and file extension/format
            With Destwb
                If Val(Application.Version) < 12 Then
                    'You use Excel 97-2003
                    FileExtStr = ".xls": FileFormatNum = -4143
                Else
                    'You use Excel 2007-2016
                    If Sourcewb.Name = .Name Then
                        MsgBox "Your answer is NO in the security dialog"
                        GoTo GoToNextSheet
                    Else
                        FileExtStr = ".xlsx": FileFormatNum = 51
                    End If
                End If
            End With

            'Change all cells in the worksheet to values if you want
            If Destwb.Sheets(1).ProtectContents = False Then
                With Destwb.Sheets(1).UsedRange
                    .Cells.Copy
                    .Cells.PasteSpecial xlPasteValues
                    .Cells(1).Select
                End With
                Application.CutCopyMode = False
            End If


            'Save the new workbook, email it, and close it
            Set otlNewMail = otlApp.CreateItem(olMailItem)
            With Destwb
                .SaveAs FolderName _
                      & "\" & Destwb.Sheets(1).Name & FileExtStr, _
                        FileFormat:=FileFormatNum
            End With
            myPath = ActiveWorkbook.Path & "\" & ActiveWorkbook.Name
            With Destwb
                .Close False
            End With

            With otlNewMail
                .Subject = mySubject
                .Body = " "
                .Attachments.Add myPath
                .Display
            End With
            
            Set otlNewMail = Nothing

        End If
GoToNextSheet:
    Next sh

    MsgBox "You can find the files in " & FolderName

    With Application
        .ScreenUpdating = True
        .EnableEvents = True
        .Calculation = xlCalculationAutomatic
    End With
End Sub
  • By default, it will save the separated workbooks to the C:\Temp folder. To change that, find the line above FolderName = "C:\Temp\" & Sourcewb.Name & " " & DateString and change c:\Temp\ to wherever you'd like.

  • You are now ready to run the macro. Simply run SplitToWorksheets - it will prompt you to enter the name of the column you'd like to split things up by. Once that finishes, you can run Split_To_Workbook_and_Email - it will prompt you for the email subject line and then proceed to split each sheet into its own workbook and attach it to a new Outlook email.

Run into any issues? Just leave me a comment below!

Source: Based on macro from Ron Debruin

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