Microsoft Excel

Ron de Bruin
Excel Automation

Microsoft MVP Program

Mail a row to each person in a range

Important read this :

The code on this page is only working when you use Outlook as your mail program.
Copy the code in a Standard module of your workbook, if you just started with VBA see this page.
Where do I paste the code that I find on the internet

Check out this Tip page for changing the code on this page.
Tips for changing the code examples



Important :
1) The code is not working if your data is a List(Excel 2003) or Table(Excel 2007-2016)
2) The first row in the range must have Headers
3) Turn off AutoFilter before you use the code
4) Be sure that the sheet with the data is the active worksheet

In this example I use the range A1:J100
In column A : Names of the students
In column B : E-mail addresses
In column C : yes or no ( if the value is yes it will create a mail)
In column D:J : Grades or other info for the student

How do I Change filter range and filter column? :
In this example I use the filter range A1:J100
You can change the filter range and filter column in this code line in the macro.

Ash.Range("A1:J100").AutoFilter Field:=2, Criteria1:=cell.Value
Field = 2
'Filter column = B because the filter range start in A

Tip : For testing I use .Display, change it to .Send if it is working OK.

Note: This example use the function RangetoHTML, copy this function together
with the macro in a Standard module of your workbook. You can find the
RangetoHTML function below the example macro on this page.

Note: If you have more rows with information for each student try this example

Sub Send_Row()
'For Tips see:
'Don't forget to copy the function RangetoHTML in the module.
'Working in Excel 2000-2016
    Dim OutApp As Object
    Dim OutMail As Object
    Dim cell As Range
    Dim rng As Range
    Dim Ash As Worksheet

    Set Ash = ActiveSheet
    On Error GoTo cleanup
    Set OutApp = CreateObject("Outlook.Application")

    With Application
        .EnableEvents = False
        .ScreenUpdating = False
    End With

    For Each cell In Ash.Columns("B").Cells.SpecialCells(xlCellTypeConstants)
        If cell.Value Like "?*@?*.?*" _
           And LCase(cell.Offset(0, 1).Value) = "yes" Then

            'Change the filter range and filter Field if needed
            'It will filter on Column B now (mail addresses)
            Ash.Range("A1:J100").AutoFilter Field:=2, Criteria1:=cell.Value

            With Ash.AutoFilter.Range
                On Error Resume Next
                Set rng = .SpecialCells(xlCellTypeVisible)
                On Error GoTo 0
            End With

            Set OutMail = OutApp.CreateItem(0)

            On Error Resume Next
            With OutMail
                .To = cell.Value
                .Subject = "Grades Aug"
                .HTMLBody = RangetoHTML(rng)
                .Display  'Or use .Send
            End With
            On Error GoTo 0

            Set OutMail = Nothing
            Ash.AutoFilterMode = False
        End If
    Next cell

    Set OutApp = Nothing
    With Application
        .EnableEvents = True
        .ScreenUpdating = True
    End With
End Sub

Function RangetoHTML(rng As Range)
' Changed by Ron de Bruin 28-Oct-2006
' Working in Office 2000-2016
    Dim fso As Object
    Dim ts As Object
    Dim TempFile As String
    Dim TempWB As Workbook
    TempFile = Environ$("temp") & "/" & Format(Now, "dd-mm-yy h-mm-ss") & ".htm"
    'Copy the range and create a new workbook to past the data in
    Set TempWB = Workbooks.Add(1)
    With TempWB.Sheets(1)
        .Cells(1).PasteSpecial Paste:=8
        .Cells(1).PasteSpecial xlPasteValues, , False, False
        .Cells(1).PasteSpecial xlPasteFormats, , False, False
        Application.CutCopyMode = False
        On Error Resume Next
        .DrawingObjects.Visible = True
        On Error GoTo 0
    End With
    'Publish the sheet to a htm file
    With TempWB.PublishObjects.Add( _
         SourceType:=xlSourceRange, _
         Filename:=TempFile, _
         Sheet:=TempWB.Sheets(1).Name, _
         Source:=TempWB.Sheets(1).UsedRange.Address, _
        .Publish (True)
    End With
    'Read all data from the htm file into RangetoHTML
    Set fso = CreateObject("Scripting.FileSystemObject")
    Set ts = fso.GetFile(TempFile).OpenAsTextStream(1, -2)
    RangetoHTML = ts.ReadAll
    RangetoHTML = Replace(RangetoHTML, "align=center x:publishsource=", _
                          "align=left x:publishsource=")
    'Close TempWB
    TempWB.Close savechanges:=False
    'Delete the htm file we used in this function
    Kill TempFile
    Set ts = Nothing
    Set fso = Nothing
    Set TempWB = Nothing
End Function



If you want to add a few text lines above the HTML body you can add this to the macro. Note: This is not working if Word is your mail editor in Outlook 2000-2003, you can change this setting in Outlook: Tools>Options>…Mail Format tab

Add this Dim line

    Dim StrBody As String

Build the string you want to add

    StrBody = "This is line 1" & "<br>" & _
              "This is line 2" & "<br>" & _
              "This is line 3" & "<br><br><br>"

Or use this for cell values from Sheet2

    StrBody = Sheets("Sheet2").Range("A1").Value & "<br>" & _
              Sheets("Sheet2").Range("A2").Value & "<br>" & _
              Sheets("Sheet2").Range("A3").Value & "<br><br><br>"

And change the HTMLBody line to this

.HTMLBody = StrBody & RangetoHTML(rng)


Early Binding

If you want to use the Intellisense help showing you the properties and methods of the objects as you type you can use Early Binding. Bit faster also when you run your code but you can have problems when you distribute your workbooks. Excel will automatic update the reference number to Outlook when you open your workbook in a higher version of Excel/Outlook but not update it when you open it in a lower version of Excel/Outlook. With Late Binding as I used in the macro examples you not have this problem.

Add a reference to the Microsoft Outlook Library in Excel

1) Go to the VBA editor with the shortcut Alt - F11
2) Click on Tools>References in the Menu bar
3) Place a Checkmark before Microsoft Outlook ? Object Library
    Where ? is the Outlook version number

Then replace this three lines in the code

Dim OutApp As Object
Dim OutMail As Object

Set OutMail = OutApp.CreateItem(0)

With this three lines

Dim OutApp As Outlook.Application
Dim OutMail As Outlook.MailItem

Set OutMail = OutApp.CreateItem(olMailItem)