How to Convert All Files on a Server to Microsoft Excel

• Microsoft Excel 97 for Windows

SUMMARY

The Microsoft Excel 97 File Conversion add-in converts all of the files in one folder. This article describes how to use a Visual Basic for Applications macro to convert the files in a folder and all of its subfolders.

MORE INFORMATION

Microsoft provides examples of Visual Basic for Applications procedures for illustration only, without warranty either expressed or implied, including, but not limited to the implied warranties of merchantability and/or fitness for a particular purpose. The Visual Basic procedures in this article are provided 'as is' and Microsoft does not guarantee that they can be used in all situations. While Microsoft support engineers can help explain the functionality of a particular macro, they will not modify these examples to provide added functionality, nor will they help you construct macros to meet your specific needs. If you have limited programming experience, you may want to consult one of the Microsoft Solution Providers. Solution Providers offer a wide range of fee-based services, including creating custom macros. For more information about Microsoft Solution Providers, call Microsoft Customer Information Service at (800) 426-9400.

In Microsoft Excel 97, the Application object now has FileSearch and FoundFiles properties that return an object containing the list of files found in the search. These properties can be used to open another file type and then save it in Microsoft Excel 97 format.

NOTE: If you do not want to see each workbook that is opened and closed, add the following line to the beginning of the macro:

   Application.ScreenUpdating = False

The following sample Visual Basic for Applications macro converts the files in a folder and its subfolders:

   Sub Converter()
   
   'Turns off alerts, allows duplicate files to be overwritten without
   prompts
   Application.DisplayAlerts = False
   
   'Initializes conversion conditions.
   SearchDir = InputBox("Input name of directory to start in")
   FileExt = InputBox("Input extension of files to convert in the form
   *.xxx")
   SaveDir = InputBox("Input name of directory to save files to")
   SearchSubs = MsgBox(prompt:="Do you want to include files in
   subdirectories?", Buttons:=vbYesNo)
   
   'Initializes the search.
   With Application.FileSearch
       .NewSearch
       .LookIn = SearchDir
   
   'Determines whether to search subdirectories.
   If SearchSubs = 6 Then
       .SearchSubFolders = True
   Else
       .SearchSubFolders = False
   End If
   
   'Determines file type to convert.
       .FileName = FileExt
       .MatchTextExactly = True
   
   'If the search found files, loops again, opens, and then resaves in the
   'Microsoft Excel workbook format
       If .Execute > 0 Then
           counter = 0
           For i = 1 To .FoundFiles.Count
               counter = counter + 1
               Workbooks.Open FileName:=.FoundFiles(i)
   
   'Builds the new name by deleting the previous extension.
               ActiveWorkbook.SaveAs FileName:=SaveDir & "\" & _
                 Left(ActiveWorkbook.Name, Len(ActiveWorkbook.Name) - 4), _
                 FileFormat:=xlWorkbookNormal
               ActiveWorkbook.Close savechanges:=False
           Next i
   
   'Returns how many files were converted.
           MsgBox prompt:=counter & " files were converted"
       ElseIf .Execute = 0 then
           MsgBox "No files were found, no files were converted"
       End If
   
   End With
   End Sub

REFERENCES

For more information about FileSearch, click the Office Assistant, type "FileSearch," click Search, and then click to view "FileSearch Object."

NOTE: If the Assistant is hidden, click the Office Assistant button on the Standard toolbar. If Microsoft Help is not installed on your computer, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID: Q120802
   TITLE     : Office: How to Add/Remove a Single Office
               Program or Component