Excel to PDF or XPS boilerplate routines

Giganews Newsgroups
Subject: Excel to PDF or XPS boilerplate routines
Posted by:  GS (…@somewhere.net)
Date: Sat, 17 May 2014

I just finished writing 2 boilerplate routines (PrintTo_FixedFormat,
SaveAs_FixedFormat) for output to PDF or XPS fixed formats. I'm
cross-posting them to 'misc' & 'programming' because that's where
requests for how to do this task crop up quite often. Both routines do
the same task in the following various ways:

  - print/export selected sheets, 1 file per sheet;
  - OR print/export a From/To range of sheets to 1 file;
  - OR print/export selected sheets (random grouping) to 1 file;
  - OR print/export all sheets to 1 file.

  - optionally specify a different path;
  - optionally time stamp the output file.

Both routines have 'test' routines that demo all the details of how to
use the boilerplate subs, and are constructed in such a way as to allow
you to step through, step over, or comment out unwanted output configs.
The PrintTo_FixedFormat routine works in all versions of Excel, and the
SaveAs_FixedFormat checks version >=12 before it runs.

[General info about output files]
I ran all the tests in XL2010 using the same file with the same sheet
groupings (1,3), so output was always 2 sheets. (From/To setting was
'1,2')

All the XPS files and the PDF file created by PrintTo_FixedFormat were
between 50kb and 53kb in size. The PDF created by SaveAs_FixedFormat
was only 10kb. As I stated, all files were identical. That concludes,
then, that the XPS Document Writer will only create XPS docs regardless
of what file extension you give the file.

Note also that ther are some PDF readers that don't/can't accept XPS
format. If you truly want PDF PrintOuts then modify the code to use a
PDF printer (if you have one) instead of the XPS Document Writer.

Here's the code...

Sub SaveAs_FixedFormat(FileType&, Filename$, Settings, _
                          Optional IsGroup As Boolean = False, _
                          Optional FromToRng, Optional StampIt As
Boolean = True)
' Saves the following via ExportAsFixedFormat:
'  Selected sheets, 1 file per sheet;
'  Or a specified From/To group of sheets to 1 file,
'  Or selected sheets (random grouping) to 1 file;
'  Or an entire workbook to 1 file.
'
' ArgsIn:
'  FileType&  xlTypePDF (0) or xlTypeXSP (1)
'  Filename$  Contains "<path>\<wkbName>" to which each wks.Name is
appended
'  Settings    Array containing the settings for the export params
'  IsGroup    !
'
  Dim wks As Worksheet, sExt$, sFile$, sTS$
  If Application.VERSION < 12 Then Exit Sub

  sExt = IIf(FileType = 0, ".pdf", ".xps") '//always
  sTS = "_" & Format(Now(), "_dd-mm-yyyy_hh-mm_AMPM") '//always

  If Not IsGroup Then '//1 file per sheet
  For Each wks In ActiveWindow.SelectedSheets
    sFile = Filename & "_" & wks.name & IIf(StampIt, sTS & sExt, sExt)
    wks.ExportAsFixedFormat Type:=FileType, Filename:=sFile, _
        Quality:=Settings(0), IncludeDocProperties:=Settings(1), _
        IgnorePrintAreas:=Settings(2), OpenAfterPublish:=Settings(3)
  Next 'wks

  Else '//multiple sheets per file
    sFile = Filename & IIf(StampIt, sTS & sExt, sExt)
    If Not IsMissing(FromToRng) Then '//it's a group
      If Not LBound(FromToRng) = UBound(FromToRng) Then '//it's From/To
        ActiveWorkbook.ExportAsFixedFormat Type:=FileType,
Filename:=sFile, _
        Quality:=Settings(0), IncludeDocProperties:=Settings(1), _
        IgnorePrintAreas:=Settings(2), OpenAfterPublish:=Settings(3), _
        From:=FromToRng(0), To:=FromToRng(1)

      Else '//it's selected sheets (random grouping)
        'ExportAsFixedFormat only works with workbooks/worksheets,
        'so copy selected sheets to a new (temp) workbook,
        'export it, then discard it.
        Application.ScreenUpdating = False '//hide activity
        ActiveWindow.SelectedSheets.Copy
        With ActiveWorkbook
          .ExportAsFixedFormat Type:=FileType, Filename:=sFile, _
            Quality:=Settings(0), IncludeDocProperties:=Settings(1), _
            IgnorePrintAreas:=Settings(2),
OpenAfterPublish:=Settings(3)
          .Close SaveChanges:=False
        End With 'ActiveWorkbook
        Application.ScreenUpdating = True
      End If 'Not LBound(FromToRng) = UBound(FromToRng)

    Else '//all sheets
      ActiveWorkbook.ExportAsFixedFormat Type:=FileType,
Filename:=sFile, _
      Quality:=Settings(0), IncludeDocProperties:=Settings(1), _
      IgnorePrintAreas:=Settings(2), OpenAfterPublish:=Settings(3)
    End If 'Not IsMissing(FromToRng)
  End If 'Not IsGroup
End Sub 'SaveAs_FixedFormat

Sub Test_SaveAs_FixedFormat()
' Shows the various ways to use the SaveAs_FixedFormat routine.
' How the values passed to it are assembled is up to you!
' This example's focus is on how to prep the args only.

  Dim sFile$, rng, vSettings
  Const lTypePDF& = 0: Const lTypeXPS& = 1

  'ExportAsFixedFormat accepts the following ArgsIn:
  ' Quality:                Standard=0, Minimum=1 (file size)
  ' IncludeDocProperties:  False=0, True=1
  ' IgnorePrintAreas:      False=0, True=1
  ' OpenAfterPublish:      False=0, True=1
  'We pass our preferences for these to SaveAs_FixedFormat as a variant
array.
  vSettings = Split("0,0,0,0", ",") '//edit to suit

  '[Construct the Filename according to output path]
  'NOTE: Do not include the filename extension
  'when using the ExportAsFixedFormat feature.

  'If output to ActiveWorkbook.Path, use
  '.....................................
  sFile = Split(ActiveWorkbook.FullName, ".")(0)
    'Edit workbook ref to suit

  'If output to a different path, use
  '..................................
  'Build sFile in logical steps
  sFile = "C:\Users\Garry\Documents\VBA_Stuff\" '//path
  'Append the filename as per your requirements
  sFile = sFile & Split(ActiveWorkbook.name, ".")(0)
    'Edit workbook ref to suit

  '[Specifying a range of sheets, or a selected sheets grouping]
  '.............................................................
  'To Export StartWith/EndWith range of sheets, use
  rng = Split("1,2", ",") '//From=rng(0),To=rng(1)
  'OR
  'To Export a random grouping as selected while pressing 'Ctrl', use
  rng = Split("1", ",") '//makes LBound=UBound

  '[Exporting scenarios]
  'To Export 1 file per selected sheet (random grouping)
  SaveAs_FixedFormat FileType:=lTypeXPS, Filename:=sFile,
Settings:=vSettings
  'OR
  SaveAs_FixedFormat FileType:=lTypePDF, Filename:=sFile,
Settings:=vSettings

  'To Export a From/To range of sheets to 1 file
  rng = Split("1,2", ",")
  SaveAs_FixedFormat FileType:=lTypeXPS, Filename:=sFile, _
                    Settings:=vSettings, IsGroup:=True, FromToRng:=rng
  'OR
  SaveAs_FixedFormat FileType:=lTypePDF, Filename:=sFile, _
                    Settings:=vSettings, IsGroup:=True, FromToRng:=rng

  'To Export selected sheets to 1 file (random grouping)
  rng = Split("1", ",")
  SaveAs_FixedFormat FileType:=lTypeXPS, Filename:=sFile, _
                    Settings:=vSettings, IsGroup:=True, FromToRng:=rng
  'OR
  SaveAs_FixedFormat FileType:=lTypePDF, Filename:=sFile, _
                    Settings:=vSettings, IsGroup:=True, FromToRng:=rng

  'To Export all sheets to 1 file
  SaveAs_FixedFormat FileType:=lTypeXPS, Filename:=sFile, _
                    Settings:=vSettings, IsGroup:=True
  'OR
  SaveAs_FixedFormat FileType:=lTypePDF, Filename:=sFile, _
                    Settings:=vSettings, IsGroup:=True
End Sub 'Test_SaveAs_FixedFormat

Sub PrintTo_FixedFormat(FileType&, Filename$, Optional NumCopies& = 1,
_
                    Optional IsGroup As Boolean = False, Optional
FromToRng)
' Prints the following choices via the XPS Document Writer:
'  Selected sheets, 1 file per sheet;
'  Or a specified From/To range of sheets to 1 file,
'  Or selected sheets (random grouping) to 1 file;
'  Or an entire workbook to 1 file.
'
' ArgsIn:
'  FileType&    lTypePDF=0; lTypeXPS=1
'  Filename      Contains "<path>\<wkbName>"
'  NumCopies    !
'  IsGroup      !
'
  Dim wks As Worksheet, sExt$, sFile$

  'Edit to use your 'actual' port address.
  Const sPrinter$ = "Microsoft XPS Document Writer on NE00:"
  'To quickly find the port your XPS Document Writer uses,
  ' - change the printer in the Print dialog and close without
printing;
  ' - in the VBE Immediate Window type the following, then press
'Enter';
  '  ?activeprinter
  ' - reset the printer in the Print dialog to your default!

  sExt = IIf(FileType = 0, ".pdf", ".xps")
  If Not IsGroup Then '//1 file per sheet
    For Each wks In ActiveWindow.SelectedSheets
      sFile = Filename & "_" & wks.name & Format(Now(),
"_dd-mm-yyyy_hh-mm_AMPM") & sExt
      wks.PrintOut ActivePrinter:=sPrinter, Copies:=NumCopies, _
          PrintToFile:=True, PrToFileName:=sFile
    Next 'wks
  Else
    sFile = Filename & Format(Now(), "_dd-mm-yyyy_hh-mm_AMPM") & sExt
    If Not IsMissing(FromToRng) Then '//it's a range
      If Not LBound(FromToRng) = UBound(FromToRng) Then
        ActiveWorkbook.PrintOut From:=CLng(FromToRng(0)),
To:=CLng(FromToRng(1)), _
          ActivePrinter:=sPrinter, Copies:=NumCopies,
PrintToFile:=True, PrToFileName:=sFile
      Else '//it's a random grouping
        ActiveWindow.SelectedSheets.PrintOut ActivePrinter:=sPrinter, _
          Copies:=NumCopies, PrintToFile:=True, PrToFileName:=sFile
      End If 'Not LBound(FromToRng) = UBound(FromToRng)
    Else
      ActiveWorkbook.PrintOut ActivePrinter:=sPrinter,
Copies:=NumCopies, _
        PrintToFile:=True, PrToFileName:=sFile
    End If 'Not IsMissing(FromToRng)
  End If 'Not IsGroup
End Sub 'PrintTo_FixedFormat

Sub Test_PrintTo_FixedFormat()
' Shows the various ways to use the PrintTo_FixedFormat routine.
' How the values passed to it are assembled is up to you!
' This example's focus is on how to prep the args only.

  Dim sFile$, rng
  Const lTypePDF& = 0: Const lTypeXPS& = 1

  '[Construct the Filename according to output path]
  'NOTE: Do not include the filename extension
  'when using an XPS Document Writer.

  'If output to ActiveWorkbook.Path, use
  '.....................................
  sFile = Split(ActiveWorkbook.FullName, ".")(0)
    'Edit workbook ref to suit

  'If output to a different path, use
  '..................................
  'Build sFile in logical steps
  sFile = "C:\Users\Garry\Documents\VBA_Stuff\" '//path
  'Append the filename as per your requirements
  sFile = sFile & Split(ActiveWorkbook.name, ".")(0)
    'Edit workbook ref to suit

  '[Specifying a range of sheets, or a selected sheets grouping]
  '.............................................................
  'To print StartWith/EndWith range of sheets, use
  rng = Split("1,2", ",") '//From=rng(0),To=rng(1)
  'OR
  'To print a random grouping as selected while pressing 'Ctrl', use
  rng = Split("1", ",") '//makes LBound=UBound

  '[Printing scenarios]
  'To print 1 file per selected sheet (random grouping)
  PrintTo_FixedFormat FileType:=lTypeXPS, Filename:=sFile
  'OR
  PrintTo_FixedFormat FileType:=lTypePDF, Filename:=sFile

  'To print a From/To range of sheets to 1 file
  rng = Split("1,2", ",")
  PrintTo_FixedFormat FileType:=lTypeXPS, Filename:=sFile,
IsGroup:=True, FromToRng:=rng
  'OR
  PrintTo_FixedFormat FileType:=lTypePDF, Filename:=sFile,
IsGroup:=True, FromToRng:=rng

  'To print selected sheets to 1 file (random grouping)
  rng = Split("1", ",")
  PrintTo_FixedFormat FileType:=lTypeXPS, Filename:=sFile,
IsGroup:=True, FromToRng:=rng
  'OR
  PrintTo_FixedFormat FileType:=lTypePDF, Filename:=sFile,
IsGroup:=True, FromToRng:=rng

  'To print all sheets to 1 file
  PrintTo_FixedFormat FileType:=lTypeXPS, Filename:=sFile,
IsGroup:=True
  'OR
  PrintTo_FixedFormat FileType:=lTypePDF, Filename:=sFile,
IsGroup:=True
End Sub 'Test_PrintTo_FixedFormat

--
Garry

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