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Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Putting Addresses on State-Specific Worksheets.
Linda has a worksheet containing 250 addresses from all over the country. She wants to separate the addresses, by state, to different worksheets so that each worksheet contains addresses only from a specific state.
There is no way to do this with any of the built-in Excel functions or wizards. This is probably a reflection of the fact that most people leave the data on a single worksheet, and then use various Excel tools (such as filtering) to display only a subset of the overall data.
If you want to copy state-specific information to separate sheets, however, you can do so manually by using AutoFilter. This works particularly well if you have only a few states in your sources data. Just apply an AutoFilter and display only those rows that are in the state you want to copy. Select the visible rows, copy them, and paste them to a new worksheet. Repeat the process with each of the other states in your original data set.
If you have data for quite a few sheets, you can copy it by automating this process. The following macro will use the AutoFilter capabilities of Excel to copy the information to a new worksheet. It does this for each unique value in the state column, which is specified by the iCol variable. (In this example, iCol is set to 5, which means that the states are in column E.)
Sub NewSheetEachAutofilter() Dim wOri As Worksheet Dim wks As Worksheet Dim wPT As Worksheet Dim bAutoFilter As Boolean Dim PT As PivotTable Dim rPT As Range Dim rCell As Range Dim iCol As Integer Dim sHeader As String On Error GoTo Errhandler Application.ScreenUpdating = False iCol = 5 'Filter all on Col E Set wOri = ActiveSheet With wOri 'Save Autofilter status bAutoFilter = .AutoFilterMode If Not bAutoFilter Then 'turn on autofilter .Range("a1").AutoFilter End If If .FilterMode Then .ShowAllData 'use a PivotTable on a temp 'sheet to get a unique list Set PT = .PivotTableWizard _ (SourceType:=xlDatabase, _ SourceData:=.Range("a1").CurrentRegion, _ TableDestination:="", _ TableName:="PivotTable1") sHeader = .Cells(1, iCol) With PT .AddFields RowFields:=sHeader .PivotFields(sHeader).Orientation = xlDataField .ColumnGrand = False End With Set wPT = ActiveSheet With wPT Set rPT = .Range(.Range("A3"), _ .Cells(.Cells.Rows.Count, 1).End(xlUp)) End With 'loop through unique list For Each rCell In rPT .Range("a1").AutoFilter Field:=iCol, _ Criteria1:=rCell.Value 'create new sheet and name it with the state Set wks = Worksheets.Add wks.Name = rCell.Value .AutoFilter.Range.Copy wks.Range("A1") Next .ShowAllData .Select End With Application.DisplayAlerts = False wPT.Delete ExitHandler: Application.DisplayAlerts = True Application.ScreenUpdating = True 'remove filter if no previous one If Not bAutoFilter Then wOri.AutoFilterMode = False End If Set rCell = Nothing Set rPT = Nothing Set PT = Nothing Set wOri = Nothing Set wks = Nothing Set wPT = Nothing Exit Sub Errhandler: MsgBox Err.Number & ":" & Err.Description Resume ExitHandler End Sub
The code may look complex because of its length, but it isn't particularly difficult. It makes sure that the AutoFilter is turned on, and then it creates a PivotTable based on your original data. This PivotTable is used to gather the list of states from the data. Each state is then used on the original data as a filtering criteria. The filtered information is then copied to a new worksheet that is named using the state.
The macro does not modify the original data. If you prefer to have the original data deleted after it is moved to a worksheet, then all you need to do is add a single line of code. Add this line right after the line that deletes the PivotTable (wPT.Delete):
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3383) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Putting Addresses on State-Specific Worksheets.
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