Sending Single Worksheets via E-mail

German asked if there is a way to send one worksheet in a workbook as an e-mail attachment without sending the entire workbook. The short answer is that you cannot-a worksheet, by itself, cannot exist as an “entity” that you can attach to an e-mail. You can only send files as attachments to e-mails, which means that you must have a workbook file to send.

Of course, it is easy to make a workbook from a single worksheet. If you only need to do this once in a while, then the easiest way is to follow these steps:

  1. Right-click the tab for the worksheet you want to e-mail.
  2. From the resulting Context menu, choose Move or Copy. Excel displays the Move or Copy dialog box. (See Figure 1.)
  3. Figure 1. The Move or Copy dialog box.

  4. Using the To Book drop-down list, choose New Book.
  5. Make sure the Create a Copy check box is selected.
  6. Click OK.

At this point, you should see a new workbook with a single worksheet in it-a copy of the worksheet you want to send. Save this workbook and e-mail it, and you’ve accomplished what you wanted to do. Once it is e-mailed, you can delete the workbook from your system, as your worksheet is still in the original workbook, as well.

If you need to routinely e-mail the current worksheet to someone else, you may want to create a macro that will do the task for you. The macro you create will vary, depending on the e-mail program you are using. For this reason, it is not possible to provide a comprehensive macro-based answer in this tip. However, it may be instructive to provide an example of a macro that can e-mail a worksheet using Outlook as the mail program.

Sub EmailWithOutlook()
    Dim oApp As Object
    Dim oMail As Object
    Dim WB As Workbook
    Dim FileName As String
    Dim wSht As Worksheet
    Dim shtName As String

    Application.ScreenUpdating = False

    ' Make a copy of the active worksheet
    ' and save it to a temporary file
    ActiveSheet.Copy
    Set WB = ActiveWorkbook

    FileName = WB.Worksheets(1).Name
    On Error Resume Next
    Kill "C:" & FileName
    On Error GoTo 0
    WB.SaveAs FileName:="C:" & FileName

    'Create and show the Outlook mail item
    Set oApp = CreateObject("Outlook.Application")
    Set oMail = oApp.CreateItem(0)
    With oMail
        'Uncomment the line below to hard code a recipient
        '.To = "[email protected]"
        'Uncomment the line below to hard code a subject
        '.Subject = "Subject Line"
        'Uncomment the lines below to hard code a body
        '.body = "Dear John" & vbCrLf & vbCrLf & _
          '"Here is the file you asked for"
        .Attachments.Add WB.FullName
        .Display
    End With

    'Delete the temporary file
    WB.ChangeFileAccess Mode:=xlReadOnly
    Kill WB.FullName
    WB.Close SaveChanges:=False

    'Restore screen updating and release Outlook
    Application.ScreenUpdating = True
    Set oMail = Nothing
    Set oApp = Nothing
End Sub

Note that the macro does effectively what was done in the earlier steps: it copies the worksheet to a new workbook and then e-mails that workbook. It then deletes the workbook and returns you to your normal use of Excel.

The macro saves the temporary workbook (the one being e-mailed) to the C: drive. If you would prefer to have the workbook saved elsewhere (or if your system restrictions stop you from saving files to the root directory of your system), simply change the location in the two lines of code that reference the C: drive.

There is one potential drawback to using the approach detailed in this tip: When you create a copy of the worksheet to a new workbook, Excel can do some funny things with some references that may be in the copied worksheet. For instance, let’s say that you want to copy and e-mail Sheet1 from the original workbook. However, Sheet1 includes some references, in formulas, to cells in Sheet2 and Sheet3. When you make the copy of Sheet1 to the new workbook, Excel maintains those references back to the sheets in the original workbook. While the copied Sheet1 can be e-mailed to someone else, when that person tries to open it, the references will no longer work properly because he or she doesn’t have the original workbook being referenced.

There are three potential solutions to this. The first, obviously, is to make sure you don’t e-mail a single worksheet in the new workbook, but all the worksheets that the recipient may need. The second solution is to use copy and paste techniques to paste values into the new workbook. Finally, you can copy the original worksheet and then, in the copy, search for all the external references and eliminate them.

If you are looking for a more in-depth discussion of how to e-mail a worksheet using various programs, then you will definitely want to visit the following Web page:

http://www.rondebruin.nl/win/section1.htm