Erlandsen Data Consulting

Read information from a closed workbook

2004-10-14 Import & Export 1 417

With the macros below you can read values and text from cells in closed workbooks. The example macros shows how you can read the value from cell A1 in Sheet1 in all workbooks in a given folder.

Sub ReadDataFromAllWorkbooksInFolder()
Dim FolderName As String, wbName As String, r As Long, cValue As Variant
Dim wbList() As String, wbCount As Integer, i As Integer
    FolderName = "C:\Foldername"
    ' create list of workbooks in foldername
    wbCount = 0
    wbName = Dir(FolderName & "\" & "*.xls")
    While wbName <> vbNullString
        wbCount = wbCount + 1
        ReDim Preserve wbList(1 To wbCount)
        wbList(wbCount) = wbName
        wbName = Dir
    Wend
    If wbCount = 0 Then Exit Sub
    ' get values from each workbook
    r = 0
    Workbooks.Add
    For i = 1 To wbCount
        r = r + 1
        cValue = GetInfoFromClosedFile(FolderName, wbList(i), "Sheet1", "A1")
        Cells(r, 1).Formula = wbList(i)
        Cells(r, 2).Formula = cValue
    Next i
End Sub

Private Function GetInfoFromClosedFile(ByVal wbPath As String, wbName As String, wsName As String, cellRef As String) As Variant
Dim arg As String
    GetInfoFromClosedFile = vbNullString
    If Right(wbPath, 1) <> "\" Then wbPath = wbPath & "\"
    If Dir(wbPath & wbName) = vbNullString Then Exit Function
    arg = "'" & wbPath & "[" & wbName & "]" & wsName & "'!" & Range(cellRef).Address(True, True, xlR1C1)
    On Error Resume Next
    GetInfoFromClosedFile = ExecuteExcel4Macro(arg)
End Function

This method has some limitations on how many cells you can return information from since the Excel4-macro creates links to the closed workbook. You can use a similar example using ADO if you need to retrieve a lot of data from a closed workbook.

It is often much easier to open the workbook and get the information from it. If you set the Application.ScreenUpdating to False, the user will probably not notice that the workbook is opened and closed again.

Sub GetDataFromClosedWorkbook()
Dim wb As Workbook
    Application.ScreenUpdating = False ' turn off the screen updating
    Set wb = Workbooks.Open("C:\Foldername\Filename.xls", True, True) 
    ' open the source workbook, read only
    With ThisWorkbook.Worksheets("TargetSheetName")
        ' read data from the source workbook
        .Range("A10").Formula = wb.Worksheets("SourceSheetName").Range("A10").Formula
        .Range("A11").Formula = wb.Worksheets("SourceSheetName").Range("A20").Formula
        .Range("A12").Formula = wb.Worksheets("SourceSheetName").Range("A30").Formula
        .Range("A13").Formula = wb.Worksheets("SourceSheetName").Range("A40").Formula
    End With
    wb.Close False ' close the source workbook without saving any changes
    Set wb = Nothing ' free memory
    Application.ScreenUpdating = True ' turn on the screen updating
End Sub

Here is another alternative:

Sub CopyFromClosedWB(strSourceWB As String, _
    strSourceWS As String, strSourceRange As String, rngTarget As Range)
' copies information from a closed workbook, no input validation!
' use like this to copy information to the active worksheet:
' CopyFromClosedWB "C:\Foldername\Filename.xls", "Sheet1", "A1:D100", Range("A1")
Dim wb As Workbook
    Application.ScreenUpdating = False ' turn off the screen updating
    Application.StatusBar = "Copying data from " & strSourceWB & "..."
    On Error Resume Next ' ignore errors
    ' open the source workbook, read only
    Set wb = Workbooks.Open(strSourceWB, True, True)
    On Error GoTo 0 ' stop when errors occur
    If Not wb Is Nothing Then ' opened the workbook
        On Error Resume Next ' ignore errors
        With wb.Worksheets(strSourceWS).Range(strSourceRange)
            .Copy rngTarget
        End With
        On Error GoTo 0 ' stop when errors occur
        wb.Close False ' close the source workbook without saving changes
        Set wb = Nothing ' free memory
    End If
    Application.StatusBar = False ' reset status bar
    Application.ScreenUpdating = True ' turn on the screen updating
End Sub

Sub TestCopyFromClosedWB()
    CopyFromClosedWB "C:\Foldername\Filename.xls", "SheetName", "A1:D10", Range("A1")
End Sub