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Creating and Sending PDF Files fromExcel 2007 and Excel 2010Office 2010

Summary: PDF files are widespread in business communications. See how to create and send thesefile types as e-mail from Microsoft Office Excel 2007 and Excel 2010. (8 Printed Pages)

Applies to: Microsoft Excel 2007 | Microsoft Excel 2010Published: December 2009

Provided by: Ron de Bruin1, Microsoft Excel MVP | Frank Rice2, Microsoft Corporation

Contents

About Creating and Sending PDF Files

Creating and Sending PDF Files as E-mail

Conclusion

Additional Resources

About Creating and Sending PDF Files

Download the sample code and template3

A feature of Microsoft Excel 2007 (with the 2007 Microsoft Office system Service Pack 2 installed) isthe ability to create and send Acrobat Reader PDF files.

If you have not already done this, you can install the 2007 Microsoft Office system Service Pack24.

If you do not want to install the 2007 Microsoft Office system Service Pack 2, you can install theSave as PDF add-in that enables you to export and save files to the PDF format that is used inmost 2007 Microsoft Office system applications. The add-in also enables you to send files as e-mailattachments in the PDF format in a subset of these applications. Download the Save as PDF add-infor the 2007 Microsoft Office system5.

After you install the feature or the add-in, you can manually save or send a PDF file from the

Microsoft Office button Save As option. To do this, click the Microsoft Office button , clickSave As and then select PDF from the Save as type drop-down list. You can also use the codedemonstrated in this column.

There are several options available when you create PDF files from Excel. You can create a PDF filefrom the following:

The complete workbook.

The active worksheet or a group of worksheets. Note that you can use the

Sheets(“Sheet3”) command instead of the ActiveSheet command to specify a singleworksheet. This lets you create the PDF file from a sheet other than the active sheet.

A selection or range of cells.

Every worksheet with an address in cell A1.

Every worksheet with a sheet-level name (For more information, download the sample file.)

The following prerequisites and limitations apply when you use this feature:

If you already have Acrobat Reader installed, you can set the OpenAfterPublish argument inthe following code examples to True to open the PDF file after you create it.

The code to automatically send e-mail does not work with Microsoft Outlook Express or withMicrosoft Windows Mail.

If you set OpenAfterPublish to True, you can then manually send the PDF file in AcrobatReader, Outlook Express, or Microsoft Windows Mail.

If there is no printer installed on the computer, the Send As PDF add-in will not work. To workaround this, you must install a printer driver for one of the printers in the default printer list.You do not have to be physically connected to a printer to use the add-in.

When you use a hyperlink in the workbook or if you use the Hyperlink worksheet function, thehyperlinks will not work in the PDF file.

Creating and Sending PDF Files as E-mailIn the sample code and workbook mentioned at the beginning of this column, there is code thatcreates the PDF in addition to code that creates and sends the PDF. In this column, I use the codethat creates and sends the PDF. However, the code statement that sends the PDF is included butcommented out.

The following function is called by the other procedures in this column and creates the PDF file. Youmust specify all four arguments when you call the function in the examples that follow.

For example, in the following statement:

Where:

The first argument indicates what you want to publish.

The path and file name of the PDF file. Note that when you use "", the GetSaveAsFilenamedialog box appears where you can enter the file name.

Indicates whether you want to overwrite the file that you chose in the GetSaveAsFilenamedialog, if any exist.

Specifies whether you want to open the file after it is published.

The following example creates the PDF file.

RDB_Create_PDF(ActiveWorkbook, "", True, True)

Function RDB_Create_PDF(Myvar As Object, FixedFilePathName As String, _

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The following example sends the PDF file as an e-mail file. You must fill in all five arguments whenyou call this function.

Where:

1. The first argument is the file name (do not change this).

2. To whom you want to send the e-mail.

3. The subject line of the e-mail.

4. What do you want in the body of the e-mail.

5. Do you want to display the e-mail (set to False) or send it directly (set to True).

OverwriteIfFileExist As Boolean, OpenPDFAfterPublish As Boolean) As String Dim FileFormatstr As String Dim Fname As Variant

'Test to see if the Microsoft Create/Send add-in is installed. If Dir(Environ("commonprogramfiles") & "\Microsoft Shared\OFFICE" _ & Format(Val(Application.Version), "00") & "\EXP_PDF.DLL") <> "" Then

If FixedFilePathName = "" Then 'Open the GetSaveAsFilename dialog to enter a file name for the PDF file. FileFormatstr = "PDF Files (*.pdf), *.pdf" Fname = Application.GetSaveAsFilename("", filefilter:=FileFormatstr, _ Title:="Create PDF")

'If you cancel this dialog, exit the function. If Fname = False Then Exit Function Else Fname = FixedFilePathName End If

'If OverwriteIfFileExist = False then test to see if the PDF 'already exists in the folder and exit the function if it does. If OverwriteIfFileExist = False Then If Dir(Fname) <> "" Then Exit Function End If

'Now export the PDF file. On Error Resume Next Myvar.ExportAsFixedFormat _ Type:=xlTypePDF, _ FileName:=Fname, _ Quality:=xlQualityStandard, _ IncludeDocProperties:=True, _ IgnorePrintAreas:=False, _ OpenAfterPublish:=OpenPDFAfterPublish On Error GoTo 0

'If the export is successful, return the file name. If Dir(Fname) <> "" Then RDB_Create_PDF = Fname End IfEnd Function

RDB_Mail_PDF_Outlook FileName, "ron@debruin.nl", "This is the subject", _ "See the attached PDF file with the last figures" _ & vbNewLine & vbNewLine & "Regards Ron de bruin", False

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The following example sends the PDF file as an e-mail file.

To create a PDF of the complete workbook

The following example creates a PDF file from the workbook. You can also choose to send thefile in an e-mail.

Set the last argument in the RDB_Create_PDF call to False if you want to send the PDFfile.

Function RDB_Mail_PDF_Outlook(FileNamePDF As String, StrTo As String, _ StrSubject As String, StrBody As String, Send As Boolean) Dim OutApp As Object Dim OutMail As Object

Set OutApp = CreateObject("Outlook.Application") Set OutMail = OutApp.CreateItem(0)

On Error Resume Next With OutMail .To = StrTo .CC = "" .BCC = "" .Subject = StrSubject .Body = StrBody .Attachments.Add FileNamePDF If Send = True Then .Send Else .Display End If End With On Error GoTo 0

Set OutMail = Nothing Set OutApp = NothingEnd Function

Sub RDB_Workbook_To_PDF() Dim FileName As String

'Call the function with the correct arguments. FileName = RDB_Create_PDF(ActiveWorkbook, "", True, True)

'For a fixed file name and to overwrite the file each time you run the macro, use the following statement. 'RDB_Create_PDF(ActiveWorkbook, "C:\Users\Ron\Test\YourPdfFile.pdf", True, True)

If FileName <> "" Then 'Uncomment the following statement if you want to send the PDF by mail. 'RDB_Mail_PDF_Outlook FileName, "ron@debruin.nl", "This is the subject", _ "See the attached PDF file with the last figures" _ & vbNewLine & vbNewLine & "Regards Ron de bruin", False Else

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Note:

To create a PDF file of the active sheet or selected worksheets

The following example creates a PDF file from the active worksheet and from the selectedworksheets. You can also decide to send the file in an e-mail.

Set the last argument in the RDB_Create_PDF call to False if you want to send the PDFfile.

To create a PDF file from a selection or range

The following procedure creates a PDF file from a selection of cells or a range. You can alsodecide to send the file in an e-mail.

Set the last argument in the RDB_Create_PDF call to False if you want to send the PDF

MsgBox "It is not possible to create the PDF; possible reasons:" & vbNewLine & _ "Microsoft Add-in is not installed" & vbNewLine & _ "You canceled the GetSaveAsFilename dialog" & vbNewLine & _ "The path to save the file in arg 2 is not correct" & vbNewLine & _ "You didn't want to overwrite the existing PDF if it exists." End IfEnd Sub

Sub RDB_Worksheet_Or_Worksheets_To_PDF() Dim FileName As String

If ActiveWindow.SelectedSheets.Count > 1 Then MsgBox "There is more than one sheet selected," & vbNewLine & _ "and every selected sheet will be published." End If

'Call the function with the correct arguments. 'You can also use Sheets("Sheet3") instead of ActiveSheet in the code(the sheet does not need to be active then). FileName = RDB_Create_PDF(ActiveSheet, "", True, True)

'For a fixed file name and to overwrite it each time you run the macro, use the following statement. 'RDB_Create_PDF(ActiveSheet, "C:\Users\Ron\Test\YourPdfFile.pdf", True, True)

If FileName <> "" Then 'Uncomment the following statement if you want to send the PDF by e-mail. 'RDB_Mail_PDF_Outlook FileName, "ron@debruin.nl", "This is the subject", _ "See the attached PDF file with the last figures" _ & vbNewLine & vbNewLine & "Regards Ron de bruin", False Else MsgBox "It is not possible to create the PDF; possible reasons:" & vbNewLine & _ "Add-in is not installed" & vbNewLine & _ "You canceled the GetSaveAsFilename dialog" & vbNewLine & _ "The path to save the file is not correct" & vbNewLine & _ "PDF file exists and you canceled overwriting it." End IfEnd Sub

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To send all worksheets with an address in cell A1

The following example scans the workbook, and creates and sends each worksheet with avalid e-mail address in cell A1.

Sub RDB_Selection_Range_To_PDF() Dim FileName As String

If ActiveWindow.SelectedSheets.Count > 1 Then MsgBox "There is more than one sheet selected," & vbNewLine & _ "unselect the sheets and try the macro again." Else 'Call the function with the correct arguments.

'For a fixed range use this line. FileName = RDB_Create_PDF(Range("A10:I15"), "", True, True)

'For the selection use this line. 'FileName = RDB_Create_PDF(Selection, "", True, True)

'For a fixed file name and to overwrite it each time you run the macro, use the following statement. 'RDB_Create_PDF(Selection, "C:\Users\Ron\Test\YourPdfFile.pdf", True, True)

If FileName <> "" Then 'Uncomment the following statement if you want to send the PDF by mail. 'RDB_Mail_PDF_Outlook FileName, "ron@debruin.nl", "This is the subject", _ "See the attached PDF file with the last figures" _ & vbNewLine & vbNewLine & "Regards Ron de bruin", False Else MsgBox "It is not possible to create the PDF;, possible reasons:" & vbNewLine & _ "Microsoft Add-in is not installed" & vbNewLine & _ "You canceled the GetSaveAsFilename dialog" & vbNewLine & _ "The path to save the file in arg 2 is not correct" & vbNewLine & _ "You didn't want to overwrite the existing PDF if it exists." End If End IfEnd Sub

Sub Mail_Every_Worksheet_With_Address_In_A1_PDF()'This example works in Excel 2007 and Excel 2010. Dim sh As Worksheet Dim TempFilePath As String Dim TempFileName As String Dim FileName As String

'Set a temporary path to save the PDF files. 'You can also use another folder similar to 'TempFilePath = "C:\Users\Ron\MyFolder\" TempFilePath = Environ$("temp") & "\"

'Loop through each worksheet. For Each sh In ThisWorkbook.Worksheets FileName = ""

'Test A1 for an e-mail address.

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ConclusionThere are several options for creating PDF documents from Excel workbooks and sending them inelectronic mail. For example, you can create a file from the complete workbook, from one or moreworksheets, or from a range of data. PDF files are widespread in business so this flexibility makesyour Excel application or spreadsheets available to a wider audience.

Additional ResourcesDownload the sample code and template3 from MSDN Code Gallery.

For more information about the topics discussed in this column, see Ron de Bruin’s Web site6.You can also download the sample files here.

For more instructions about the worksheet template included in the download see OutlookMailPDF Worksheet Template7.

Special thanks to our editor, Linda Cannon, for her help with this column.

Links Table1http://www.rondebruin.nl/

2http://blogs.msdn.com/user/Profile.aspx?UserID=3233

3https://code.msdn.microsoft.com/Release/ProjectReleases.aspx?

If sh.Range("A1").Value Like "?*@?*.?*" Then

'If there is an e-mail address in A1, create the file name and the PDF. TempFileName = TempFilePath & "Sheet " & sh.Name & " of " _ & ThisWorkbook.Name & " " _ & Format(Now, "dd-mmm-yy h-mm-ss") & ".pdf"

FileName = RDB_Create_PDF(sh, TempFileName, True, False)

'If publishing is set, create the mail. If FileName <> "" Then RDB_Mail_PDF_Outlook FileName, sh.Range("A1").Value, "This is the subject", _ "See the attached PDF file with the last figures" _ & vbNewLine & vbNewLine & "Regards Ron de bruin", False

'After the e-mail is created, delete the PDF file in TempFilePath. If Dir(TempFileName) <> "" Then Kill TempFileName

Else MsgBox "Not possible to create the PDF, possible reasons:" & vbNewLine & _ "Microsoft Add-in is not installed" & vbNewLine & _ "The path to save the file in arg 2 is not correct" & vbNewLine & _ "You didn't want to overwrite the existing PDF if it exist" End If

End If Next shEnd Sub

2/23/2012sam_aus

12/14/2011marmoset

4/26/2011Noctilucent

12/11/2010gideonisrael

3/6/2011dubieus5

ProjectName=odcxl2007h2&ReleaseId=3606

4http://www.microsoft.com/downloads/details.aspx?FamilyId=B444BF18-79EA-46C6-8A81-9DB49B4AB6E5&displaylang=en

5http://www.microsoft.com/downloads/details.aspx?FamilyID=f1fc413c-6d89-4f15-991b-63b07ba5f2e5&DisplayLang=en

6http://www.rondebruin.nl/pdf.htm

7http://www.rondebruin.nl/mail/outlooksheettemplatepdf.htm

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