Question

either linking or a macro for creating a new file based on master list

Asked by: solraccheffy

Is this a mail merge or macro.
I have an excel file with a 'format' of how I want things layed out. I want to create and print a document for each contact I have, each contact
having its own file (print).

In the template file I the first bunch of cells for example are A1-A5 to be populated with customer information.

I have another excel file that has a list of all of the customer, and I dont want to go one by one and copy and paste from the master list and into an excel file and then print out a copy for each contact.

I know there has to be some macro or linking or something I can use within excel I have both 2007 and 2003.

So basically I want to take the value of column H and paste into a1 of the template
the value of G into A2 of the template
the value of I inot A4 of the template.

and a few more, once this is done, I have moved one whole contact from the list to the this template file and now its ready to be printed....
I want this done a numerous times..

Anyone have any suggestions to save me the time of copying and creating a new file for over 130 contacts?

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Asked On
2009-10-22 at 06:02:23ID24834275
Topic

Microsoft Excel Spreadsheet Software

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Answers

 

by: englanddgPosted on 2009-10-22 at 06:33:25ID: 25633930

Few assumptions here...

a)  The column H *always* has data.  This is used to tell the loop when to stop.  If this is not the case, edit the two lines that say z = Sheets("List").Range("H" & x).Value

b)  The data on your list starts on Row 1.  If this is not the case, edit the value of x to the correct row (e.g. if there is a header row you don't want to print)

c)  The list and format sheets are in the same workbook.  The list (where you want the data to come from) is labeled "List" as the sheetname, and the formatted sheet you want to print out is called "Layout"  If they are not in the same workbook, the code will need to be changed, or you can create a new sheet and copy the data over.  It does not matter if there are other sheets in the workbook, as long as these two sheets exist with those exact sheetnames.  If you want to use a different sheetname, search and replace the names from the code below.

d)  I put a message box into the loop.  If you don't want it to appear, either comment it out (put a ' before the line, it should turn green), or delete the line that says  Msgbox "Printing Contact " & H & "."

Simply copy and paste the code snippet into the workbook as a new macro and enjoy!

Hope that helps!  If it doesn't work, let me know and I'll be glad to help figure out why.

Sub FormatandPrint()
 
x = 1
z = Sheets("List").Range("H" & x).Value
 
Do Until z = ""
    Sheets("Layout").Range("A1").Value = Sheets("List").Range("H" & x).Value
    Sheets("Layout").Range("A2").Value = Sheets("List").Range("G" & x).Value
    Sheets("Layout").Range("A4").Value = Sheets("List").Range("I" & x).Value
    Msgbox "Printing Contact " & H & "."
    Sheets("Layout").PrintOut Copies:=1, Collate:=True
    x = x + 1
    z = Sheets("List").Range("H" & x).Value
Loop
End Sub
                                              
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by: solraccheffyPosted on 2009-10-22 at 07:44:06ID: 25634803

Thanks, but I have a question,
where (exactly) which tab and page and how(exactly) do I add in this code...

 

by: englanddgPosted on 2009-10-22 at 16:57:51ID: 25640209

In 2003...

Open the Worksheet

Go to Tools - Macro - Visual Basic Editor

The Project Explorer window should appear on the left side of the screen.  If it doesn't, press CTRL+R to show it.

Double Click on "This Workbook" (you may need to expand the tree to see it)

Paste the code there.

The sheet name (tab) you want the data to come from should be "List" and the sheet name (tab) you want the data to be linked to should be "Layout"

I have attached a sample spreadsheet for you to play with that has a few records.  If Macros are disabled in your Excel 2003 (as they are by default), you will need to lower the security setting.  You do this by Tools - Options - Security Tab - Macro Security Button (towards bottom) and setting it to medium security (prompt)

Any other questions, let me know.

  • Sample.xls
    • 19 KB

    Sample xls with code in VBA Editor and sample data

20120131-EE-VQP-002

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