Using Dialog box for opening and saving the workbook

We already know how to open or save an Excel file in VBA. We simply use the Open and SaveAs method of Workbook object. But that requires hard-coding of the path of the file. But most of the time you will want the end user to select a file using GUI or say File Open or Save As Dialog box that lets the user choose the location of the file visually and easily.

In this article, we cover the code used for displaying workbook open dialog box and save as dialog box.

I have attached a workbook that you can download. Workbook attached to this article contains three macros

VBA Code to Open File Using Open File Dialog

In this code, we will use GetOpenFilename method of Application. The syntax of the GetOpenFilename method is:

Application.GetOpenFilename([FileFilter],[FilterIndex],[Title],[ButtonText],[MultiSelect])

[FileFilter]: You can define to show only one kind of  file in the select folder. If you write "Excel-Files, *.xlsx, *.xls, *.xlsm" etc. then only excel files will be shown from the folder in the file open dialog box.

[FilterIndex]: It is the number of file filters you want to use.

[Title]: The Title of the dialog box.

[ButtonText]: For specifying the button text. Not important.

[MultiSelect]: It is a Boolean variable. If you set it True or 1, you will be able to select more than one file. If you set it false, you can only select only one file.

Enough of the theory. Let's do some spells.

VBA Code To Open One File at a Time

Option Explicit

Sub OpenOneFile()

Dim FileName As Variant

'Displaying the open file dialog box
FileName = Application.GetOpenFilename("Excel-files,*.xls", _
    1, "Select One File To Open", , False)

'User didn't select a file
If TypeName(FileName) = "Boolean" Then Exit Sub

'Open the workbook
Workbooks.Open FileName

End Sub

ArrowOpeningSingle

How does it work?

When you run this segment of code, the GetOpenFilename method for the Application object will open an Open File Dialog box. The title of the dialog box will be "Select One File To Open" as we defined in the code. If you select a file then the Worbook.Open code will run and the file will be opened. If you don't select a file, the sub will exit without running the Workbook.Open code.

VBA Code To Open One or More File at a Time

This segment of code will open the file open dialog box but you will be able to select more than one file at one time.

Sub OpenMultipleFiles()

Dim FileName As Variant, f As Integer

'Displaying the open file dialog box
FileName = Application.GetOpenFilename("Excel-files,*.xlsx", _
    1, "Select One Or More Files To Open", , True)

'User didn't select a file
If TypeName(FileName) = "Boolean" Then Exit Sub

'Open all the workbooks selected by user
For f = 1 To UBound(FileName)
    Workbooks.Open FileName(f)
Next f

End Sub

Note that here we have set the multiselect variable to True. This will enable the multiple selection of the file.

ArrowOpeningMultiple

 

VBA Code to Open Save as Dialog Box

To open a Save As dialog box we will use the GetSaveAsFilename method of the Application object. Syntax of the method is:

Application.GetSaveAsFilename([InitialFileName],[FileFilter],[FilterIndex],[Title],[ButtonText])

[InitialFileName]: The initial file name. If you don't rename the file while saving it, your file will be saved with this name.

[FileFilter]: You can define to show only one kind of  file in the select folder. If you write "Excel-Files, *.xlsx, *.xls, *.xlsm" etc. then only excel files will be shown from the folder in the file open dialog box.

[FilterIndex]: The filter index of the file.

[Title]: The title of the dialog box.

[ButtonText]: This is used in Mac system to change the name of the button.

Please follow below for the code

Sub SaveFile()

Dim FileName As Variant

'Displaying the saveas dialog box
FileName = Application.GetSaveAsFilename("MyFileName.xls", _
    "Excel files,*.xls", 1, "Select your folder and filename")

'User didn't save a file
If TypeName(FileName) = "Boolean" Then Exit Sub

'Save the workbook
ActiveWorkbook.SaveAs FileName

End Sub

SaveFile Macro uses GetSaveAsFilename method of Application object to open save as dialog box, assigning the file name, and selecting the location for saving the workbook.

ArrowSavingWorkbook

 

So yeah guys, this is how you can use dialog box to open and save files using VBA. I hope it was helpful. If you have any doubts regarding this article or any other VBA topic, ask in the comments section below.

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