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Merge Data from Multiple Spreadsheets

Sunday 11 Feb, 2007 - 12:59pm | 0 comments |

I was looking for a quick way to merge the data from multiple workbooks into one worksheet in a new excel workbook.

The process of manually going through 40+ files and manually extracting the data wasn't going to be an effective use of time.

Although I used code before to do it I couldn't lay my hands on it, which hard drive, which file etc. so I had to start again but I needed a fast solution so fired up google.

One of the first links I clicked was for DigDB, an excel add-in which actually could do the job and a lot more besides but I didn't want to pay the licence. I bookmarked the site to return to later.

The solution I found was on Ron de Bruin's Excel Tips page which contains a lot of VBA code examples which you can use for free. The code there solved the problem exactly. It copies all the ranges you specify in the source workbooks and copies them into one master worksheet.

The precise code is reproduced below with some minor additional comments. To use it open an Excel workbook. Click on tools, Macro and Visual Basic Editor. In the VB editor select View and Code. Copy the code below into that page and click save. Save the file as basebook.xls on your C drive.

In the VB editor change the ranges you want to copy as required.

Sub Example1()
Dim basebook As
Workbook
Dim mybook As Workbook
Dim sourceRange As Range
Dim destrange As Range
Dim rnum As Long
Dim SourceRcount As Long
Dim FNames As String
Dim MyPath As String
Dim SaveDriveDir As String

SaveDriveDir = CurDir
MyPath = "C:source_data"
ChDrive MyPath
ChDir MyPath

FNames = Dir("*.xls")
If Len(FNames) = 0 Then
MsgBox "No files in the Directory"
ChDrive SaveDriveDir
ChDir SaveDriveDir
Exit Sub
End If

Application.ScreenUpdating = False
Set basebook = ThisWorkbook
basebook.Worksheets(1).Cells.Clear
'clear all cells on the first sheet
rnum = 1

Do While FNames ""
Set mybook = Workbooks.Open(FNames)
Set sourceRange = mybook.Worksheets(1).Range("A2:E2")

'If the worksheets are named use mybook.Worksheet("NameOfWorksheet")
'Set the range as required

SourceRcount = sourceRange.Rows.Count
Set destrange = basebook.Worksheets(1).Cells(rnum, "B")
' Change the column letter above depending on where you want the data to start on the destination sheet
' Change the column letter in in this section - Cells(rnum, "ColumnLetter")

' basebook.Worksheets(1).Cells(rnum, "F").Value = mybook.Name
' Uncomment the line above if you want to add the workbook name into a column on the destination worksheet
' Change the column letter in in this section - Cells(rnum, "ColumnLetter")

sourceRange.Copy destrange
' Instead of this line you can use the code below to copy only the values

' With sourceRange
' Set destrange = basebook.Worksheets(1).Cells(rnum, "A"). _
' Resize(.Rows.Count, .Columns.Count)

' End With
' destrange.Value = sourceRange.Value

mybook.Close False
rnum = rnum + SourceRcount
FNames = Dir()
Loop
ChDrive SaveDriveDir
ChDir SaveDriveDir
Application.ScreenUpdating = True
End Sub

To use it the source files need to saved into a folder named source_data on the C drive, i.e. C:/source_data

From within basebook.xls select tools and macro. Select the macro to run.

Posted in: Business
Tags: Excel | Macro | VBA | Spreadsheeets

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