Selecting a specific range in a worksheet using a recorded macro

[Andy0311]

Hello,

Shown below is a an active range that I have to have to select and cut and paste. There are 30 some ranges that I have to do this for, one of each teacher on our staff. Each range can be different in length because the number of units graded are unique for each teacher. In this example, the teacher graded 11 units (see A10), but each range can vary from 1 unit graded to several hundred. Here is my goal: record a macro (using relative referencing) which starts at the teacher name (A1) and labels B1, "Name"; C1, "Course"; D1 "Unit"; E1 "Date Graded"; and F1 Grade and then automatically selects the range, in this case A1:F10. I would copy and paste this into an email, and move down the sheet to the next teacher and run the macro for the next active range, and so forth. I am trying to avoid selecting each range by moving my cursor down the range, which can go several hundred lines. I have tried to record this macro but have not been successful. If what I am trying to do is possible, any help in recommending a way to accomplish this would be gratefully appreciated.

 

[Micron]

You'd need to post more data and make sure it accurately represents what you're working with (real names are not needed) because 8 rows with one teacher name doesn't give much information. Best to use xl2BB add in (shown on the posting toolbar when you compose a post). If you can't, you can copy and paste from a worksheet. Given what you've shown, my initial questions are,
- is everything blank from A2 to A8?
- does the count have to be there (A9), or could the start of a new range be the name of the next teacher? Total could be in B9 or elsewhere?
- what happens when the next range is selected (because what's the point of populating B1:F1 with those values again)?
- what is the code supposed to do when the range is selected?

If you want to keep it simpler and not bother with those details, you could run code to raise a range input box (it is type 8) and manually select the range. The only way to avoid having to mouse over a hundred rows would be if you started the selection and typed the row/column values into the input box, but you'd have to know what those are.

One last idea might be to have dynamic named ranges, but you'd need one for each teacher. However, if this

Each range can be different in length because the number of units graded are unique for each teacher.

simply means the ranges are different sizes from each other but their size does not change then that's easier. Otherwise you'd need dynamic ranges based on cell values and I've never done that but it seems doable:

Define range based on cell value

To define a range based on a value in another cell, you can use the INDEX function. In the example shown, the formula in J7 is: =SUM(C5:INDEX(data,J5,J6)) where "data" is the named range C5:G9.

exceljet.net

 

[Andy0311]

Let me try and answer your questions first:

- is everything blank from A2 to A8? Yes. The system generates the report in this format, and I ask for the output to be in Excel.
- does the count have to be there (A9), or could the start of a new range be the name of the next teacher? Total could be in B9 or elsewhere? It could be elsewhere, but it has to be there so the teacher knows the number of units he or she graded.
- what happens when the next range is selected (because what's the point of populating B1:F1 with those values again)? The next range begins when the next teacher's name appears. All ranges between each teachers' data have a blank line.
- what is the code supposed to do when the range is selected? The code is supposed to (1)supply the labels described above, and (2) select the range. Then I can copy the range and paste it into an email and send the teacher her data.

Shown below is the report for 4 teachers. The first teacher, Rhonda, is in A1 and her report ends at A3, where her graded units are shown (in this case,1), and so forth. A4 is blank. A5 begins the second teacher, Brian. The formatting is the same for each teacher, except that Brian's total number graded is 263. Each teacher's data may vary significantly.

I hope what I have provided helps. Using xl2BB would have been better but I am not proficient in using that yet, so I had to cut and paste.

Rhonda
	Joan	English 1	Unit 3	11/11/2023​	A
Rhonda: 1 units
Brian
	David	History	Unit 2	11/11/2023​	A
	Donald	Sociology	Unit 3	11/12/2023​	A
	Andrew	Government	Unit 8	11/13/2023​	B
	Joan	Psychology	Unit 2	11/14/2023​	B
Brian: 4 units
Amy
	Art	English 1	Unit 2	11/11/2023​	A
	John	Poetry	Unit 3	11/12/2023​	C
	Sam	Short Stories	Unit 8	11/13/2023​	B
	Joe	English 4	Unit 2	11/14/2023​	B
	Elaine	Grammar	Unit 7	11/15/2023​	D
Amy: 5 units
Dan
	Nick	Biology	Unit 2	11/13/2023​	B
	George	Phys Science	Unit 3	11/14/2023​	B
	Alice	Physics	Unit 8	11/15/2023​	B
	Mike	Chemistry	Unit 2	11/16/2023​	C
	Julie	Forensics	Unit 7	11/17/2023​	D
	Emily	Med Term	Unit 8	11/18/2023​	A
	Jessy	Biology 2	Unit 9	11/19/2023​	A
Dan: 7 units

Thanks for helping me.

 

[Micron]

Taking a break from a job so just a quick review for now.

but it has to be there so the teacher knows the number of units he or she graded.

That depends on how much you want to automate. It's possible have the code do things like create the email & body content, which means that the number could be part of the body text or subject or both rather than in the grid. Like so

You can even send a range as a pdf attachment. However, it might be easier to capture the range if it starts and stops with the same name. I would have to think about that. Perhaps you would prefer not to get too complicated and just copy/paste your range and build your own emails. If you automate the email you would need some kind of flag to denote that this was done (be that for a period of time or whatever) otherwise you'd repeatedly send the same person the same info. A sheet column with the date of the sent email would probably suffice.

The code is supposed to (1)supply the labels described above,

This part is still not clear. You didn't show it in your last post so I still don't know if it's supposed to do that once as you explained, or at the beginning of each range.

 

[Peter_SSs]

I don't deal with pasting into an email, but I think this code has the basis of what you are after.
It copies the block for each name in column A and pastes in columns J:O (but hopefully you can paste as required into your email(s) instead.)
The code does not actually 'select' each range but in general code does not need to select cells/ranges to work with them and selecting slows your code.

Sub Copy_Blocks()
  Dim rA As Range
 
  For Each rA In Range("B1", Range("B" & Rows.Count).End(xlUp)).SpecialCells(xlConstants).Areas
    rA.Offset(-1, -1).Resize(rA.Rows.Count + 2, 6).Copy Destination:=Range("J" & Rows.Count).End(xlUp).Offset(1)
  Next rA
End Sub

My sample data is in columns A:F and the code produced the results shown in columns J:O

Andy0311.xlsm
	A	B	C	D	E	F	G	H	I	J	K	L	M	N	O
1	Rhonda
2		Joan	English 1	Unit 3	11/11/2023	A				Rhonda
3	Rhonda: 1 units										Joan	English 1	Unit 3	11/11/2023	A
4										Rhonda: 1 units
5	Brian									Brian
6		David	History	Unit 2	11/11/2023	A					David	History	Unit 2	11/11/2023	A
7		Donald	Sociology	Unit 3	12/11/2023	A					Donald	Sociology	Unit 3	12/11/2023	A
8		Andrew	Government	Unit 8	13/11/2023	B					Andrew	Government	Unit 8	13/11/2023	B
9		Joan	Psychology	Unit 2	14/11/2023	B					Joan	Psychology	Unit 2	14/11/2023	B
10	Brian: 4 units									Brian: 4 units
11										Amy
12	Amy										Art	English 1	Unit 2	11/11/2023	A
13		Art	English 1	Unit 2	11/11/2023	A					John	Poetry	Unit 3	12/11/2023	C
14		John	Poetry	Unit 3	12/11/2023	C					Sam	Short Stories	Unit 8	13/11/2023	B
15		Sam	Short Stories	Unit 8	13/11/2023	B					Joe	English 4	Unit 2	14/11/2023	B
16		Joe	English 4	Unit 2	14/11/2023	B					Elaine	Grammar	Unit 7	15/11/2023	D
17		Elaine	Grammar	Unit 7	15/11/2023	D				Amy: 5 units
18	Amy: 5 units									Dan
19											Nick	Biology	Unit 2	13/11/2023	B
20	Dan										George	Phys Science	Unit 3	14/11/2023	B
21		Nick	Biology	Unit 2	13/11/2023	B					Alice	Physics	Unit 8	15/11/2023	B
22		George	Phys Science	Unit 3	14/11/2023	B					Mike	Chemistry	Unit 2	16/11/2023	C
23		Alice	Physics	Unit 8	15/11/2023	B					Julie	Forensics	Unit 7	17/11/2023	D
24		Mike	Chemistry	Unit 2	16/11/2023	C					Emily	Med Term	Unit 8	18/11/2023	A
25		Julie	Forensics	Unit 7	17/11/2023	D					Jessy	Biology 2	Unit 9	19/11/2023	A
26		Emily	Med Term	Unit 8	18/11/2023	A				Dan: 7 units
27		Jessy	Biology 2	Unit 9	19/11/2023	A
28	Dan: 7 units
Sheet1