Split data across multiple sheets – VBA

1. Split data across multiple sheets - VBA

In this section I am going to show how to create a new sheet for each airplane using vba. The macro copies airplane and model values into each new sheet.

Before:

After:

The Code

Sub Splitdatatosheets()

' Splitdatatosheets Macro
Dim rng As Range
Dim rng1 As Range
Dim vrb As Boolean
Dim sht As Worksheet
Set rng = Sheets("Sheet1").Range("A4")
Set rng1 = Sheets("Sheet1").Range("A4:D4")
vrb = False
Do While rng <> ""
For Each sht In Worksheets
If sht.Name = Left(rng.Value, 31) Then
sht.Select
Range("A2").Select
Do While Selection <> ""
ActiveCell.Offset(1, 0).Activate
Loop
rng1.Copy ActiveCell
ActiveCell.Offset(1, 0).Activate
Set rng1 = rng1.Offset(1, 0)
Set rng = rng.Offset(1, 0)
vrb = True
End If
Next sht
If vrb = False Then
Sheets.Add After:=Sheets(Sheets.Count)
ActiveSheet.Name = Left(rng.Value, 31)
Sheets("Sheet1").Range("A3:B3").Copy ActiveSheet.Range("A1")
Range("A2").Select
Do While Selection <> ""
ActiveCell.Offset(1, 0).Activate
Loop
rng1.Copy ActiveCell
Set rng1 = rng1.Offset(1, 0)
Set rng = rng.Offset(1, 0)
End If
vrb = False
Loop
End Sub

Get excel tutorial file

Remember to enable macros and backup your excel file because you can´t undo macros.

Split-data-across-multiple-sheets.xls
(Excel 97-2003  Workbook *.xls)

Split Data Across Multiple Sheets Add-In

Split data across multiple sheets Add-In for Excel let´s you split/categorize data from a sheet across multiple new sheets.

Features

• Select any single range
• Select specific columns
• Arrange output columns in any order
• Categorize data across sheets in current workbook, new workbook or any open workbook
• Add column headers to each new sheet

What you get

• Split data across multiple sheets add-in for Excel *.xlam file.
• Instructions on how to install.
• Instructions on how to use.
• Excel *.xlsx example file.
• 2 licenses, home and office computer.

Questions:

Is there a money back guarantee?

Sure, you have unconditional money back guarantee for 14 days.

What about working with merged cells?

The add-in won't work with merged cells. Unmerge cells before usage.

I have more questions?

Use this contact form to let me know.

2. Add values to worksheets based on a condition - VBA

This tutorial shows you how to add a record to a particular worksheet based on a condition, the image above shows input fields name, country, company and sheet.

The sheet input field determines which worksheet to add the values to, the add button allows you to run the macro and place the values automatically.

I will also show you the macro code to accomplish this task, what each line does, and where to put the code.

This section is inspired by this question:

The animated image above demonstrates how to type input values and then cut values and paste to the given worksheet.

To make things easier a drop down list lets the user pick worksheet name in cell D2.

How to create a drop down list

1. Select cell E2.
2. Go to tab "Data" on the ribbon.
3. Press with left mouse button on "Data Validation" button.
4. Go to "Settings" tab.
5. Select List
6. Type 2011, 2012 (sheet names) in Source:
7. Press with left mouse button on OK

A black arrow appears next to cell E2, see image above.  Press with left mouse button on the arrow to expand a list that allows you to select a worksheet name.

Where to put the code?

1. Copy code below.
2. Go to Excel and press Alt+ F11 to open the VB Editor (Visual Basic Editor).
3. Select your workbook in the Project Explorer.
4. Press with left mouse button on Insert on the menu.
5. Press with left mouse button on Module to insert a module to the selected workbook.
6. Paste macro code to the code module.
7. Exit VB Editor.

VBA code

'Name macro
Sub AddValues()

'Dimension variable and declare data type
Dim i As Single

'Save row number of cell below last nonempty cell
i = Worksheets("" & Range("E3")).Range("A" & Rows.Count).End(xlUp).Row + 1

'Save input values to selected worksheet
Worksheets("" & Range("E3")).Range("A" & i & ":C" & i) = _
Worksheets("Enter Data").Range("B3:D3").Value

'Clear input cells
Worksheets("Enter Data").Range("A2:C2") = ""

'Stop macro
End Sub

Create a press with left mouse button onable button that runs a macro

1. Go to "Developer" tab on the ribbon.
2. Press with left mouse button on "Insert" button.
3. Press with left mouse button on "Button" (Form Control).
4. Press with left mouse button on and drag on worksheet to create button.
5. Assign macro AddValues
   
6. Press with left mouse button on OK button.

Press with left mouse button on the button to run macro AddValues.

Get the Excel file

Add-values-to-different-sheetsv2.xlsm

3. Basic data entry - VBA

In this small tutorial, I am going to show you how to create basic data entry with a small amount of VBA code.

Cell B3 and C3 are input cells. When you press with left mouse button on button "Add", the data in cell B3 and C3 are copied to the first empty row in the list.

The last step in the code removes the values in cell B3 and C3, see the animated image above.

3.1. Data entry - VBA Macro

'Name macro
Sub AddText()

'Dimension variables and declare data types
Dim Lrow As Single

With Worksheets("Sheet1")
'Find last non-empty cell in column B
Lrow = .Range("B" & Rows.Count).End(xlUp).Row + 1

'Copy values
.Range("B" & Lrow & ":C" & Lrow) = .Range("B3:C3").Value

'Delete values
.Range("B3:C3").Value = ""
End With

End Sub

Back to top

3.2. How to insert the VBA macro to your workbook

1. Press Alt+F11 to open the VB Editor.
2. Press with right mouse button on on your workbook name in the Project Explorer window.
3. Press with left mouse button on "Insert".
4. Press with left mouse button on "Module" to insert a code module to your workbook.
5. Copy macro and paste to code module, see image above.

Back to top

3.4. Simplify VBA code further

Worksheets("Sheet1") is repeated many times. The WITH and WITH END statement allows you to simplify the code.

Sub AddText()
Dim Lrow As Single
With Worksheets("Sheet1")
Lrow = .Range("B" & Rows.Count).End(xlUp).Row + 1
.Range("B" & Lrow & ":C" & Lrow) = .Range("B3:C3").Value
.Range("B3:C3").Value = ""
End With
End Sub

Back to top

3.5. How to insert a button

1. Go to the Developer tab.
2. Press with left mouse button on "Insert" button on the ribbon.
3. Press with left mouse button on "Button" (Form Control).
4. Press and hold with left mouse button on the worksheet.
5. Drag with mouse to create the button then release the mouse button.

Back to top

3.6. How to assign a macro to a button

1. Press with right mouse button on on your new button.
2. Assign a macro.
3. Select "AddText" macro.

Back to top

Final note

There is a data entry form in Excel but it is not on the ribbon.

Back to top

Get the Excel file

Basic-data-entry.xlsm

Back to top

4. Add values to a two-dimensional table based on conditions - VBA

This article demonstrates how to place values automatically to a table based on two conditions using a short macro.

Cell C15 and C16 contain the conditions, they both allow you to select a value using drop down lists. Cell C17 contains the value you want to place, type this value and then press Enter.

The example shown above is based on the question below:

Sub EnterName()

Dim col As Single, Lrow As Single
Dim tmp As String

col = Application.WorksheetFunction.Match(Range("C2"), Range("B4:H4"), 0) - 1
tmp = Range("B" & Rows.Count).Offset(0, col).Address
Lrow = Range(tmp).End(xlUp).Row

Range("B1").Offset(Lrow, col).Value = Range("E2").Value
Range("B1").Offset(Lrow, col + 1).Value = Range("F2").Value
Range("E2").Value = ""
Range("F2").Value = ""

End Sub

The animated image above demonstrates how it works, simply pick values in the drop down lists, enter a value in C17 and then press on the button containing text value "Add".

4.1 Create drop down lists

1. Select cell C15
2. Go to tab "Data"
3. Press with left mouse button on "Data validation" button
4. Select "List" in Allow: field
5. Select cell range B1:H1 in Source: field

Repeat above steps with cell C16 and cell range A2:A13

4.2 How to add macro to your workbook

1. Copy VBA code below.
2. Press Alt+ F11 to open the VBE (Visual Basic Editor).
3. Press with right mouse button on on your workbook in project explorer to open a context menu.
4. Press with left mouse button on Insert on the menu.
5. Press with left mouse button on Module on the menu.
6. Paste VBA code to module window.
7. Return to Excel

4.3 VBA macro

'Name macro
Sub AddValue()

'Dimension variables and declare data types 
Dim column as String, row As String
Dim c As Single, r As Single

'The With - End With allows you write shorter lines of code by referring to an object only once instead of using it with each property.
With Worksheets("Sheet1")

'Stop macro if cell C15 or C16 is empty
If .Range("C15").Value = "" Or .Range("C16").Value = "" Then Exit Sub

'Save value in cell C15 to variable column
column = .Range("C15").Value

Save value in cell C16 to variable row
row = .Range("C16").Value

'Find relative position of value in cell C15 in cell range B1:H1 and save to variable c
c = Application.Match(column, .Range("B1:H1"), 0)

'Find relative position of value in cell C16 in cell range A2:A13 and save to variable r
r = Application.Match(row, .Range("A2:A13"), 0)

'Save value to table using coordinates
.Range("A1").Offset(r, c).Value = .Range("C17").Value

End With

'Stop macro
End Sub

4.4 How to create a press with left mouse button onable button on worksheet and link it to a macro

1. Go to "Developer" tab on the ribbon.
2. Press with left mouse button on "Insert" button.
3. Press with left mouse button on "Button".
4. Press with left mouse button on and drag on worksheet to create a button.
5. Press with right mouse button on on macro to display a context menu, press with left mouse button on "Assign macro".
6. Select macro "Add Value".
7. Press with left mouse button on OK
8. Press with mouse on button text to show prompt, then change button text to "Add".

Get the Excel file

Add-values-to-a-table.xlsm

5. Split values equally into groups

This post shows you two different approaches, an array formula, and a User Defined Function. You will find the UDF later in this post.

The above picture shows you values in column A and they are equally split across 9 columns, column D to M.

Formula in D5:

Now copy cell D5 and paste to cells below and to the right.

5.1 Explaining formula in cell D5

Step - 1 Keep track of lists

The COLUMNS function works just like the ROWS function except it counts columns instead of rows in a cell reference.

Cell E2 contains the number of lists to put the values into.

$E$2>=COLUMNS($A$1:A1) returns TRUE. This makes the formula return blank cells when the number of lists are greater than the value in cell E2.

Step 2 - Return blanks if all lists are populated

The IF function lets you specify a value if the logical expression returns TRUE (argument 2) and another value if FALSE (argument 3).

IF($E$2>=COLUMNS($A$1:A1),INDEX($B$3:$B$102,(ROWS($A$1:A1))*$E$2-($E$2-COLUMNS($A$1:A1))),"")

returns INDEX($B$3:$B$102,(ROWS($A$1:A1))*$E$2-($E$2-COLUMNS($A$1:A1)))

Step 3 - Return number based on an expanding cell reference

The ROWS function returns the number of rows in a cell reference, this cell ref is special. It expands as the formula is copied to cells below.

ROWS($A$1:A1)

returns 1.

Step 4 - Multiply with cell E2

ROWS($A$1:A1)*$E$2 becomes 1*9 equals 9.

Step 5 - Subtract $E$2 with COLUMNS

$E$2-COLUMNS($A$1:A1)) becomes 9-1 equals 8

Step 6 - Calculate row number

ROWS($A$1:A1)*$E$2-($E$2-COLUMNS($A$1:A1)) becomes 9-8 equals 1.

Step 6 - Get value based on row number

The INDEX function returns a value in cell range based on a row and column number. This is a single column cell ref so the column number is not neccessary in this case.

INDEX($B$3:$B$102,(ROWS($A$1:A1))*$E$2-($E$2-COLUMNS($A$1:A1))) returns "YM" in cell D5.

Get the Excel file

split-values-into-groups-using-excel-formulav3.xlsx

5.2 User defined function

You decide how many groups you want by selecting a cell range with as many columns as you want groups and then enter the UDF. It is designed to group values depending on how many columns you have selected before entering it.

The animated picture above shows you a cell range with 5 columns.

5.3 How to enter an array formula

1. Select cell range C2:G11
2. Paste above array formula to your formula bar
   
3. Press and hold CTRL and SHIFT keys simultaneously
4. Press Enter once

The formula in the formula bar now looks like this: {=GroupValues(A2:A24)}
Don't enter these curly parentheses yourself, they appear automatically if you did the above steps correctly.

Recommended articles

A beginners guide to Excel array formulas
Array formulas allows you to do advanced calculations not possible with regular formulas.

5.4 VBA code

Function GroupValues(rng As Range)
Dim result As Variant
c = Application.Caller.Columns.Count
r = Application.Caller.Rows.Count
ReDim result(1 To r, 1 To c)
i = 1
For ro = 1 To r
    For co = 1 To c
        If rng.Cells(i) <> "" Then
            result(ro, co) = rng.Cells(i)
        Else
            result(ro, co) = ""
        End If
        i = i + 1
    Next co
Next ro
GroupValues = result
End Function

5.5 How do I copy the code to my workbook?

1. Open VB editor (Alt+F11)
2. Insert a module to your workbook
3. Paste code to code module
   
4. Go back to Excel

Get the Excel file

Group-values.xlsm

6. Rearrange values based on category - VBA

In this post I am going to rearrange values from a list into unique columns.

Before:

After:

6.1 The code

Sub Categorizedatatocolumns()

Dim rng As Range

Dim dest As Range

Dim vrb As Boolean

Dim i As Integer

Set rng = Sheets("Sheet1").Range("A4")

vrb = False

Do While rng <> ""

Set dest = Sheets("Sheet1").Range("A20")

Do While dest <> ""

If rng.Value = dest.Value Then

vrb = True

End If

Set dest = dest.Offset(0, 1)

Loop

If vrb = False Then

dest.Value = rng.Value

dest.Font.bold = True

End If

vrb = False

Set rng = rng.Offset(1, 0)

Loop

Set rng = Sheets("Sheet1").Range("A4")

Do While rng <> ""

Set dest = Sheets("Sheet1").Range("A20")

Do While dest <> ""

If rng.Value = dest.Value Then

i = 0

Do While dest <> ""

Set dest = dest.Offset(1, 0)

i = i + 1

Loop

Set rng = rng.Offset(0, 1)

dest.Value = rng.Value

Set rng = rng.Offset(0, -1)

Set dest = dest.Offset(-i, 0)

End If

Set dest = dest.Offset(0, 1)

Loop

Set rng = rng.Offset(1, 0)

Loop

End Sub

Get Excel file

Remember to backup your excel workbook, you can't undo macros.
Categorize-data-into-multiple-columns.xls
(Excel 97-2003  Workbook *.xls)

7. How to group items by quarter using formulas

This article demonstrates two formulas, the first formula counts items by quarter and the second formula extracts the corresponding items horizontally.

The image above shows a formula in cell C19 that extracts numbers from column A based on the corresponding date in column D. If the date is in a given year and quarter specified in cell A19 and B19 and cells below the numbers show up in column E and columns to the right as far as needed.

Answer:

Formula in cell C19:

Array formula in cell D19:

How to enter an array formula

1. Double press with left mouse button on cell D19
2. Copy above formula and paste to cell D19
3. Press and hold CTRL + SHIFT simultaneously.
4. Press Enter once.

If you did it right the formula now has curly brackets before and after the formula, like this ={formula}. Don't enter these characters yourself.

Explaining formula in cell C19

I recommend the "Evaluate Formula" tool if you want to understand formulas in greater detail. They let you check each calculation step, simply press with left mouse button on the "Evaluate" button to move to the next calculation step.

Here is how to start it. Select the cell containing a formula you want to check out. Press with left mouse button on "Formulas" on the ribbon and the press with left mouse button on "Evaluate Formulas" tool.

This opens the "Evaluate Formula" dialog box. The evaluation window is populated with the formula of the selected cell.

The underlined expression is what is next to be evaluated and the italicized text is the last evaluation. This allows you to follow the calculations in detail, simply press with left mouse button on the "Evaluate" button to move to the next calculation until the final result is displayed. Press with left mouse button on the "Close" button to dismiss the dialog box.

Step 1 - Calculate start month

The RIGHT function takes the first character from the right. Q1 becomes 1.

RIGHT(B19,1)

becomes

RIGHT("Q1",1)

and returns "1".

The CHOOSE function allows you to get a value based on a number. The number represents the position of the returned value.

CHOOSE(RIGHT(B19,1), 1,4,7,10)

becomes

CHOOSE(1, 1,4,7,10)

and returns 1.

Step 2 - Create the start date

The DATE function creates an Excel date based on a year, month, and day value.

DATE(A19, CHOOSE(RIGHT(B19,1), 1,4,7,10), 1)

becomes

DATE(2011, 1, 1)

and returns 2011-01-01

Step 3- Calculate the end date

DATE($A19, CHOOSE(RIGHT($B19,1), 4,7,10,1), 1)-1

becomes

DATE($A19, 4, 1)-1

becomes

(2011-04-01)-1

returns 2011-03-31.

Step 4 - Count records in the date range

The COUNTIFS function allows you to use multiple conditions. Dates larger than or equal to the start date and dates smaller than or equal to the end date.

COUNTIFS($D$2:$D$16, ">="&DATE(A19, CHOOSE(RIGHT(B19,1), 1,4,7,10), 1), $D$2:$D$16, "<="&DATE(A19, CHOOSE(RIGHT(B19,1), 4,7,10,1), 1)-1)

becomes

COUNTIFS($D$2:$D$16, ">="&2011-01-01, $D$2:$D$16, "<="&"2011-03-31")

and returns 1.

Explaining formula in cell D19

Step 1 - Find out which values are in a quarter and return their row number

I am not going to explain how to calculate the date ranges again, see steps 1 - 3 above.

The IF function returns one value if the logical test is TRUE and another value if the logical test is FALSE. IF(logical_test, [value_if_true], [value_if_false])

In this case, the IF function extracts numbers of those rows that have a date in the date range.

IF(($D$2:$D$16>=(DATE($A19, CHOOSE(RIGHT($B19,1), 1,4,7,10), 1)))*($D$2:$D$16<=(DATE($A19, CHOOSE(RIGHT($B19,1), 4,7,10,1), 1)-1)), MATCH(ROW($D$2:$D$16), ROW($D$2:$D$16)), "")

becomes

IF(($D$2:$D$16>="2011-01-01")*($D$2:$D$16<="2011-03-31", MATCH(ROW($D$2:$D$16), ROW($D$2:$D$16)), "")

becomes

IF(({FALSE; FALSE; FALSE; FALSE; FALSE; FALSE; FALSE;FALSE; FALSE;FALSE; TRUE;FALSE; FALSE;FALSE; FALSE})*({TRUE; TRUE;TRUE;TRUE; TRUE;TRUE; TRUE;TRUE; TRUE;TRUE; TRUE;TRUE; TRUE;TRUE; TRUE}), MATCH(ROW($D$2:$D$16), ROW($D$2:$D$16)), "")

becomes

IF({0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 1; 0}, MATCH(ROW($D$2:$D$16), ROW($D$2:$D$16)), "")

The ROW and MATCH functions creates a sequence from 1 to n where n is the number of rows in cell range $D$2:$D$16. These row numbers allow you to extract the corresponding values from cell range A2:A16 in a later step.

and returns {"";"";"";"";"";"";"";"";"";"";"";"";"";14;""}

Step 2 - Extract row number

SMALL(IF(($D$2:$D$16>=(DATE($A19, CHOOSE(RIGHT($B19, 1), 1, 4, 7, 10), 1)))*($D$2:$D$16<=(DATE($A19, CHOOSE(RIGHT($B19, 1), 4, 7, 10, 1), 1)-1)), MATCH(ROW($D$2:$D$16), ROW($D$2:$D$16)), ""), COLUMN(A1))

becomes

SMALL({"";"";"";"";"";"";"";"";"";"";"";"";"";14;""}, COLUMN(A1)) and returns 14.

Step 3 - Return value

INDEX($A$2:$A$16, SMALL(IF(($D$2:$D$16>=(DATE($A19, CHOOSE(RIGHT($B19,1), 1,4,7,10), 1)))*($D$2:$D$16<=(DATE($A19, CHOOSE(RIGHT($B19,1), 4,7,10,1), 1)-1)), MATCH(ROW($D$2:$D$16), ROW($D$2:$D$16)), ""),COLUMN(A1)))

becomes

INDEX($A$2:$A$16, 14)

becomes

INDEX({77203; 77204; 77697; 77698; 77699; 77700; 77701; 77702; 77703; 77717; 77718; 79224; 79225; 79226; 79227}, 14)

and returns 79226 in cell D19.

Get the Excel file

Categorize-data-by-dates.xlsx

8. Automate data entry - VBA

This article demonstrates how to automatically enter data in cells if an adjacent cell is populated using VBA code.

In some cases, it can be useful and timesaving to automate data entering, the VBA examples here all enter a value or formula in a cell if a value is entered by the user in the adjacent column.

The image above shows a worksheet that enters a timestamp in column B if the corresponding cell in column A is populated.

VBA enters timestamp automatically in the adjacent cell

Enter a name in column A and current date and time is entered automatically in column B. You can also copy a cell range and paste them to column A. Empty cells are not processed.

What makes this work is an event code that catches changes on a worksheet, this makes it possible to populate the adjacent cell with whatever you want. I am in this case entering a time stamp in column B.

VBA code

'Event procedure that is rund if any cell on the worksheet is changed
Private Sub Worksheet_Change(ByVal Target As Range)

'Dimension variable and data type
Dim Value As Variant

'If target cell (the cell that changed) is in column A then do this.
If Not Intersect(Target, Range("A:A")) Is Nothing Then
    
    'Repeat these lines as many times as there were cells that changed
    For Each Value In Target

        'If value is not equalt to nothing then do this.
        If Value <> "" Then

            'Populate adjacent cell in column B based on row number from target cell
            Range("B" & Value.Row).Value = Now
        End If
    Next Value
End If
End Sub

Where to copy code?

1. Press with right mouse button on on the sheet name
2. Press with left mouse button on "View code" to open the VB Editor.
   
3. Copy/Paste vba code to sheet module, see image above.

Populate a cell with a formula using VBA

The following VBA code populates the adjacent cell in column C with a formula if corresponding cell value in column B is populated.

Here is what I did: Enter a price in column B and a formula is instantly entered in column C. Formula in column c: Cell value in column B multiplied by 1.1

VBA code

'Event code that runs if a cell or cell range is changed
Private Sub Worksheet_Change(ByVal Target As Range)

'Dimension variables and declare data types
Dim Lrow As Single
Dim AStr As String
Dim Value As Variant

'Check if cell or cell range that changed is in column B
If Not Intersect(Target, Range("B:B")) Is Nothing Then

    'Repeat the following code as many times as there a cells in the cell range that changed
    For Each Value In Target

        'Check if cell (that changed) is not equal to nothing
        If Value <> "" Then
            
            'Populate adjacent cell in column C with a formula 
            Range("C" & Value.Row).Formula = "=" & Target.Address & "*1.1"
        End If
    Next Value
End If
End Sub

Where to copy code?

1. Press with right mouse button on on current sheet name
2. Press with left mouse button on "View code"
3. Copy/Paste vba code to sheet module.
   
4. Copy/Paste vba code to sheet module, see image above.

Final notes

The techniques demonstrated here in this article should give you a great start in automating data entry in your workbook.

Keep in mind that if you happen to get caught in an endless loop because the code changes a value that then triggers the event code over and over you can prevent this by using the Application.EnableEvents property.

Application.EnableEvents = False

Code

Application.EnableEvents = True

This will stop the event code from triggering while the macro manipulates the worksheet.

The first example above automatically enters the timestamp, however, if want to know how to manually enter a timestamp then use following shortcut keys: CTRL + :

The second example can be done using formulas as well, you can also use a formula that will output nothing if the adjacent value is empty.

Formula in cell C2:

This formula will check if cell B2 is not empty and then multiply that value with 1.1 if TRUE and return a blank if FALSE.

B2<>"" is a logical expression that returns either TRUE or FALSE. If B2 is not empty the logical expression returns TRUE and if it is empty the logical expression returns FALSE.

IF(logical_expression, if_true, if_false)

The IF function then runs the second argument if the logical expression returns TRUE and the third argument if FALSE.

You can read more about this function here: IF function

Get the Excel file

Automate-data-entry.xlsm

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