This post features code I came up with to copy an xlsm to an xlsx. It has a few characteristics:
- The code lives in the “master” workbook, i.e., the one that’s copied. It’s not in an addin.
- The copy is an xlsx, stripped of any ribbon menus or VBA,
- Tables in the master workbook are disconnected from any external data sources.
- Any pivot tables pointing at tables in the master workbook are now pointing at their newly created copies in the copied workbook.
- The copied workbook and master workbook are both still open after the code runs.
I looked at a few options when designing this system.
Creating a Workbook Copy
The most attractive choice for saving a copy of a workbook would seem to be the nicely named SaveCopyAs function, which keeps the master workbook open while saving a copy where you specify. Unfortunately, it won’t let you save in another format, so can’t be used to save an xlsm as an xlsx.
The second choice would be the SaveAs function, which does allow you to save in different formats. However, when you do the master workbook closes and the VBA stops running. Not impossible to work around, but I don’t like it.
Probably the best choice, at least in theory, is to run the process from an addin. Such an addin has application-level code to check whether you open any master workbooks. When you do, the ribbon menu is activated, with a button for copying the master. Since all the code is in the addin, the master workbook can be an xlsx and you can use SaveCopyAs. I’ve done a number of projects like this and they lend themselves to better coding practices, such as separating the presentation (pivot tables) from the code and the data. However, my project had just one user and the data sources are all external, so it’s simpler and quite maintainable to give them a workbook with both code and pivot tables. I hope.
So, what I’m actually using is ThisWorkbook.Sheets.Copy, which copies all the sheets. It has a few advantages. Since it’s only copying sheets the only code that gets copied would be in the ThisWorkbook or worksheet modules. I don’t have any so it’s not an issue. (The code would also get deleted when the workbook is saved as an xlsx, but I’m not sure if the user would be prompted about that when they close it). Likewise the ribbon tab, which in included in its own folder in the zip file that constitutes an xlsx or xlsm doesn’t get transferred.
There is one big issue with this method: since we’re copying individual sheets, albeit all of them all at once, any references to other worksheets still point at those worksheets in the master workbook. They don’t automatically transfer over to the new copies. In my case the only references to other sheets are pivot table sources – all other data is external. So I needed a way to point the pivot tables at their respective tables in the new workbook.
Fixing Pivot Table Data Sources
Again the the most appealing method, the pivot table’s ChangeConnection property, won’t work. It’s only for external connections, such as to a SQL Server database or web page. It doesn’t work for pivots connected to tables in the workbook.
My next idea was to modify the SourceData property for each PivotCache in the new workbook. According to Excel 2010 help, this is a read/write property, so it seems pretty straightforward to alter. After several attempts and some web searching I discovered it only works for pivot caches used by only one pivot table. If more than one pivot table points at a cache, PivotCache.SourceData isn’t your friend.
Happily, pivot tables also have a SourceData property. But, of course, there’s a catch here too. if you set two pivot tables’ SourceProperty to the exact same range, two pivot caches will be created. I want as few pivot caches as possible in a workbook, one for each distinct range.
So I came up with code that loops through each pivot table in the new workbook. First it calculates the string for the corrected data source, i.e., the external one with the workbook part stripped away. For example, if we remove the workbook part, e.g., “Master.xlsm”, from “Master.xlsm!tblPivotSource”, we get “tblPivotSource” which we can use to point at the correct table in the copied workbook.
As the code loops through the pivot tables it does one of two things:
- It sets the pivot table’s SourceData to the newly calculated NewSourceData variable. It only does this for the first pivot table with that source. Setting the SourceData creates a new pivot cache that uses the same SourceData.
- In each loop it first checks if there’s already a pivot cache with that source, which will be true if step 1 has already happened. If that’s the case, I set the pivot’s CacheIndex property to the index of that cache.
(Note that steps 1 and 2 happen in reverse order in the code, it’s just easier to describe them in this order.)
One very nice thing is that if a pivot cache no longer has any pivot tables pointing at it, that cache is automatically deleted.
The end result is that the copied workbook now has the same number of pivot caches as it started out with, each pointing at a table within the copied workbook. As mentioned earlier the listobjecs are also unhooked from their external connections.
Without further ado:
Dim wbWorkbookCopy As Excel.Workbook
Dim WorkbookCopyName As String
Dim ws As Excel.Worksheet
Dim lo As Excel.ListObject
Dim pvt As Excel.PivotTable
Dim pvtCache As Excel.PivotCache
Dim NewSourceData As String
Const SUBFOLDER_NAME As String = "Copied_Workbooks"
'Copies all worksheets, but not VBA or Ribbon
Set wbWorkbookCopy = ActiveWorkbook
For Each ws In .Worksheets
'Delete all listobject connections
For Each lo In ws.ListObjects
'the pivot table caches are still pointing at ThisWorkbook, so
'point them at wbWorkbookCopy
For Each pvt In ws.PivotTables
'note that the "!" is the delimiter between a workbook and table
NewSourceData = Mid(pvt.SourceData, InStr(pvt.SourceData, "!") + 1)
'if we just set the SourceData property we get a new cache for each sheet
For Each pvtCache In wbWorkbookCopy.PivotCaches
'if a previous loop has already re-pointed a pivot table,
'then a new PivotCache with that SourceData has been created,
'so just set the pivot table's cache to that
If pvtCache.SourceData = NewSourceData Then
pvt.CacheIndex = pvtCache.Index
pvt.SourceData = NewSourceData
'apparently PivotCaches are automatically deleted if no pivot tables are pointing at them
If Not SubFolderExists(ThisWorkbook.Path & Application.PathSeparator & SUBFOLDER_NAME) Then
MakeSubFolder ThisWorkbook.Path & Application.PathSeparator & SUBFOLDER_NAME
WorkbookCopyName = Replace(ThisWorkbook.Name, ".xlsm", "") & "_copy_" & Format(Now(), "yyyy_mm_dd_hh_mm_ss") & ".xlsx"
.SaveAs Filename:=ThisWorkbook.Path & Application.PathSeparator & SUBFOLDER_NAME & _
Application.PathSeparator & WorkbookCopyName, FileFormat:=51
For many useful functions involving pivot caches, please visit this wonderful Contextures page.