Macro to Copy Data from One Workbook to Another Based on Criteria

In this article, I’ll show you how to develop and run a Macro to copy data from one workbook to another based on criteria. You’ll learn to copy data based on both single criteria and multiple criteria.


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Excel Macro to Copy Data from One Workbook to Another Based on Criteria

Here I’ve got two workbooks called Workbook1 and Workbook2. In Workbook1, we have the Names, Types, and Prices of some books in a bookshop called Martin Bookstore.

Data Set to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

Today we’ll develop a Macro to copy data from Workbook1 to Workbook2 based on both single and multiple criteria.


1. Develop Macro to Copy Data from one Workbook to Another Based on a Single Criteria in Excel

First of all, let’s try to develop the Macro to copy data from one workbook to another based on a single criterion.

Let’s copy the names and prices of the books with prices greater than $20 from Workbook1 to Workbook2.

You can use the following VBA Code:

VBA Code:

Sub Copy_Data_Based_on_Single_Criteria()

Column_Numbers = InputBox("Enter the Column Numbers of Your Selected Range to Copy [Separated by Commas]: ")

Dim Columns() As String
Columns = Split(Column_Numbers, ",")

Workbook = InputBox("Enter the Name of the Destination Workbook: ")

Sheet = InputBox("Enter the Name of the Worksheet: ")

Criteria_Column = Int(InputBox("Enter the Number of the Column with the Criteria: "))

Criteria = Int(InputBox("Enter the Criteria: " + vbNewLine + "Enter 1 for Greater than a Value. " + vbNewLine + "Enter 2 for Greater than or Equal to a Value. " + vbNewLine + "Enter 3 for Less than a Value. " + vbNewLine + "Enter 4 for Less than or Equal to a Value. " + vbNewLine + "Enter 5 for Equal to a Value. " + vbNewLine + "Enter 6 for Not Equal to a Value. " + vbNewLine + "Enter 7 for a Partial Match. "))

Value = InputBox("Enter the Value to Compare: ")

Condition = 0
Row = 1
Column = 1

For i = 1 To Selection.Rows.Count
    If Criteria = 1 Then
        If Selection.Cells(i, Criteria_Column) > Int(Value) Then
            Condition = 1
        End If
    ElseIf Criteria = 2 Then
        If Selection.Cells(i, Criteria_Column) >= Int(Value) Then
            Condition = 1
        End If
    ElseIf Criteria = 3 Then
        If Selection.Cells(i, Criteria_Column) < Int(Value) Then
            Condition = 1
        End If
    ElseIf Criteria = 4 Then
        If Selection.Cells(i, Criteria_Column) <= Int(Value) Then
            Condition = 1
        End If
    ElseIf Criteria = 5 Then
        If Selection.Cells(i, Criteria_Column) = Value Then
            Condition = 1
        End If
    ElseIf Criteria = 6 Then
        If Selection.Cells(i, Criteria_Column) <> Value Then
            Condition = 1
        End If
    ElseIf Criteria = 7 Then
        If InStr(1, Selection.Cells(i, Criteria_Column), Value) Then
            Condition = 1
        End If
    End If
    If Condition = 1 Then
        For j = 0 To UBound(Columns)
            Workbooks(Workbook).Sheets(Sheet).Range(Selection.Cells(Row, Column).Address).Value = Selection.Cells(i, Int(Columns(j)))
            Column = Column + 1
        Next j
        Row = Row + 1
        Column = 1
    End If
    Condition = 0
Next i

End Sub

Note: This code creates a Macro called Copy_Data_Based_on_Single_Criteria.

VBA Code to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

Output: 

Select the data set from the source workbook and run this Macro. Here I’ve selected range B4:D13 from Workbook1 and run the Macro.

You’ll get a few Input boxes.

The 1st Input Box will ask you to enter the numbers of the columns of the data set that you want to copy (Separated by Commas).

Here I want to copy the Book Names and Prices. So I’ve entered 1,3.

Entering Inputs to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

Click OK. The 2nd Input Box will ask you the name of the destination Workbook.

Here I want to copy data to Workbook2. So I’ve entered Workbook2.

Inserting Input to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

The 3rd Input Box will ask you the worksheet name of the destination workbook where you want to copy data.

I want to copy data to Sheet1 of Workbook2.

So I have entered Sheet1.

The 4th Input Box will ask you to enter the number of the column with the criteria.

Here my criterion is price greater than $20, which lies in column 3 of my selected data set.

So I’ve entered 3.

Entering Input to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

The 5th Input Box will ask you to enter the criterion.

Enter 1 if the criterion is greater than a value.

2 if is greater than or equal to a value.

3 if it is less than a value.

4 for less than or equal to a value.

5 for equal to a value.

6 for not equal to a value.

And finally, 7 for a partial match.

My criterion is prices greater than $20. So I’ve entered 1.

Inserting Input to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

And finally, the 6th and final Input Box will ask you to enter the value to compare.

Here I want books with prices greater than $20. So, I’ve entered $20.

Click OK. And you’ll find the names and prices of the books with prices greater than $20 copied from Workbook1 to Sheet1 of Workbook2.

Output to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel


Similar Readings


2. Run Macro to Copy Data from one Workbook to Another Based on Multiple Criteria in Excel (Both AND and OR Type)

This time we’ll develop another Macro to copy data from one workbook to another based on multiple criteria.

Let’s try to copy the names, types, and prices of the books which are either novels or have prices greater than $20.

You can use the following VBA Code for this purpose.

VBA Code:

Sub Copy_Data_Based_on_Multiple_Criteria()

Column_Numbers = InputBox("Enter the Column Numbers of Your Selected Range to Copy [Separated by Commas]: ")

Dim Columns() As String
Columns = Split(Column_Numbers, ",")

Workbook = InputBox("Enter the Name of the Destination Workbook: ")

Sheet = InputBox("Enter the Name of the Worksheet: ")

Criteria_Column_Numbers = InputBox("Enter the Numbers of the Columns with the Criteria [Separated by Commas]: ")

Dim Criteria_Columns() As String
Criteria_Columns = Split(Criteria_Column_Numbers, ",")

Multiple_Criteria = InputBox("Enter the Criteria: " + vbNewLine + "Enter 1 for Greater than a Value. " + vbNewLine + "Enter 2 for Greater than or Equal to a Value. " + vbNewLine + "Enter 3 for Less than a Value. " + vbNewLine + "Enter 4 for Less than or Equal to a Value. " + vbNewLine + "Enter 5 for Equal to a Value. " + vbNewLine + "Enter 6 for Not Equal to a Value. " + vbNewLine + "Enter 7 for a Partial Match. ")

Dim Criteria() As String
Criteria = Split(Multiple_Criteria, ",")

Criteria_Type = Int(InputBox("Enter 1 for OR Type Criteria: " + vbNewLine + "OR" + vbNewLine + "Enter 2 for AND Type Criteria: "))
Compare_Values = InputBox("Enter the Values to Compare: ")

Dim Values() As String
Values = Split(Compare_Values, ",")

Condition = 0
Conditions = 0
Row = 1
Column = 1

For i = 1 To Selection.Rows.Count
    For j = 0 To UBound(Criteria_Columns)
        If Int(Criteria(j)) = 1 Then
            If Selection.Cells(i, Int(Criteria_Columns(j))) > Int(Values(j)) Then
            Condition = Condition + 1
            End If
        ElseIf Int(Criteria(j)) = 2 Then
            If Selection.Cells(i, Int(Criteria_Columns(j))) >= Int(Values(j)) Then
                Condition = Condition + 1
            End If
        ElseIf Int(Criteria(j)) = 3 Then
            If Selection.Cells(i, Int(Criteria_Columns(j))) < Int(Values(j)) Then
                Condition = Condition + 1
            End If
        ElseIf Int(Criteria(j)) = 4 Then
            If Selection.Cells(i, Int(Criteria_Columns(j))) <= Int(Values(j)) Then
                Condition = Condition + 1
            End If
        ElseIf Int(Criteria(j)) = 5 Then
            If Selection.Cells(i, Int(Criteria_Columns(j))) = Values(j) Then
                Condition = Condition + 1
            End If
        ElseIf Int(Criteria(j)) = 6 Then
            If Selection.Cells(i, Int(Criteria_Columns(j))) <> Values(j) Then
                Condition = Condition + 1
            End If
        ElseIf Int(Criteria(j)) = 7 Then
            If InStr(1, Selection.Cells(i, Criteria_Columns(j)), Values(j)) Then
                Condition = Condition + 1
            End If
        End If
    Next j
    If Criteria_Type = 1 Then
        If Condition >= 1 Then
            Conditions = 1
        End If
    Else
        If Condition = UBound(Criteria) + 1 Then
            Conditions = 1
        End If
    End If
    Condition = 0
    If Conditions = 1 Then
        For j = 0 To UBound(Columns)
            Workbooks(Workbook).Sheets(Sheet).Range(Selection.Cells(Row, Column).Address).Value = Selection.Cells(i, Int(Columns(j)))
            Column = Column + 1
        Next j
        Row = Row + 1
        Column = 1
    End If
    Conditions = 0
Next i

End Sub

Note: This code creates a Macro called Copy_Data_Based_on_Multiple_Criteria.

VBA Code to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

Output: 

Select the data set from the source workbook and run this Macro. Here I’ve selected range B4:D13 from Workbook1 and run the Macro.

You’ll get a few Input boxes.

The 1st Input Box will ask you to enter the numbers of the columns of the data set that you want to copy (Separated by Commas).

Here I want to copy the Book Names, Types, and Prices. So I’ve entered 1,2,3.

Inserting Input to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

Click OK. The 2nd Input Box will ask you the name of the destination Workbook.

Here I want to copy data to Workbook2. So I’ve entered Workbook2.

Inserting Input to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

The 3rd Input Box will ask you the worksheet name of the destination workbook where you want to copy data.

This time I want to copy data to the Sheet2 of Workbook2.

So I have entered Sheet2.

Entering Input to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

The 4th Input Box will ask you to enter the numbers of the columns with the criteria.

Here my criteria are book type novel and price greater than $20, which lies in columns 2 and 3 of my selected data set.

So I’ve entered 2,3.

The 5th Input Box will ask you to enter the criteria.

Enter 1 for greater than a value.

2 for greater than or equal to a value.

3 for less than a value.

4 for less than or equal to a value.

5 for equal to a value.

6 for not equal to a value.

And finally, 7 for a partial match.

My criteria are book type equal to Novel and price greater than $20. So I’ve entered 5,1 (Equal to, Greater than).

Entering Input to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

The 6th Input Box will ask for AND Type or OR Type criteria.

Enter 1 for an OR Type criteria.

2 for AND Type criteria.

I have entered 1.

Entering Input to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel

And finally, the 7th and final Input Box will ask you to enter the values to compare.

Here I want the books with types of Novel or prices greater than $20. So, I’ve entered Novel,20.

Click OK. And you’ll find the names, types, and prices of the books with book type Novel or prices greater than $20 copied from Workbook1 to Sheet1 of Workbook2.

Output to Copy Data from One Workbook to Another Based on Criteria Using Macro in Excel


Things to Remember

  • The source workbook and the destination workbook must be kept in the same folder on your computer. Otherwise, the code won’t work.
  • While copying based on multiple criteria, you can have all the criteria from the same column. For example, you can copy the books with prices greater than $20 and less than $30. In that case, enter 3,3 in the 4th Input Box.
  • Here I’ve shown multiple criteria with 2 criteria. Obviously, you can use it for as many criteria as you like.
  • The equal to, not equal to, and partial match criteria are case-sensitive.

Conclusion

Using the two methods, you can develop the Macro to copy data from one workbook to another based on single and multiple criteria. Do you have any questions? Feel free to ask us.


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Rifat Hassan

Rifat Hassan

Hello! Welcome to my profile. Here I will be posting articles related to Microsoft Excel. I am a passionate Electrical Engineer holding a Bachelor’s degree in Electrical and Electronic Engineering from the Bangladesh University of Engineering and Technology. Besides academic studies, I always love to keep pace with the revolution in technology that the world is rushing towards day by day. I am diligent, career-oriented, and ready to cherish knowledge throughout my life.

2 Comments
  1. Nice job,
    It works fine until the line below, where it stops and show error 9: subscript out of range.

    Workbooks(Workbook).Sheets(Sheet).Range(Selection.Cells(Row, Column).Address).Value = Selection.Cells(i, Int(Columns(j)))

    any idea about the error?

    • Thank you Ana. It’s difficult to give any suggestions without having a glance at the workbook. Would you please kindly share your workbook with me?

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