Email one sheet in workbook?

[Dan O'Brien]

I¹m teaching an online class for a school that¹s very PC-oriented, using
Outlook for its newsgroups. Every week, I have to email each student his/her
current gradesheet, which is maintained in an Excel workbook along with the
rest of the class.

When I try to email a single sheet, I find that the entire workbook goes
(revealing everyone else¹s grades). Not good.

Better idea: copy and paste? When I select the cells on an individual sheet
and paste them into a news message, I lose all the tabular formatting, so
the data is almost undecipherable. On the PC side, this insertion is
apparently a one-step process that retains all the original formatting (at
least in html-enabled mail).

Lame Plan B: Save the workbook as a Web page, then select-all, copy, and
paste into the message. This retains the columns, but it¹s pretty damn ugly.

Is there any way to do what I want in Mac Excel?

Thanks for any ideas!

Dan

 

[Paul Berkowitz]

I¹m teaching an online class for a school that¹s very PC-oriented, using
Outlook for its newsgroups. Every week, I have to email each student his/her
current gradesheet, which is maintained in an Excel workbook along with the
rest of the class.

When I try to email a single sheet, I find that the entire workbook goes
(revealing everyone else¹s grades). Not good.

Better idea: copy and paste? When I select the cells on an individual sheet
and paste them into a news message, I lose all the tabular formatting, so the
data is almost undecipherable. On the PC side, this insertion is apparently a
one-step process that retains all the original formatting (at least in
html-enabled mail).

Lame Plan B: Save the workbook as a Web page, then select-all, copy, and paste
into the message. This retains the columns, but it¹s pretty damn ugly.

Is there any way to do what I want in Mac Excel?

Since you're in 2004 (which you somehow omitted to say), yes.

Select, copy, switch to Word (new Document), paste. File/Send to Mail
Recipient (as HTML).


That's the best and easiest way. Even if some of the text is wider than the
column view in Excel, Word will distribute it correctly. Send to Mail
Recipient as HTML will get it to Entourage perfectly, just like Outlook on
the PC.


--
Paul Berkowitz
MVP MacOffice
Entourage FAQ Page: <http://www.entourage.mvps.org/faq/index.html>
AppleScripts for Entourage: <http://macscripter.net/scriptbuilders/>

Please "Reply To Newsgroup" to reply to this message. Emails will be
ignored.

PLEASE always state which version of Microsoft Office you are using -
**2004**, X or 2001. It's often impossible to answer your questions
otherwise.

 

[Paul Berkowitz]

Since you're in 2004 (which you somehow omitted to say), yes.

Select, copy, switch to Word (new Document), paste. File/Send to Mail
Recipient (as HTML).


That's the best and easiest way. Even if some of the text is wider than the
column view in Excel, Word will distribute it correctly. Send to Mail
Recipient as HTML will get it to Entourage perfectly, just like Outlook on the
PC.

If you want to add any other text to the message, you have to do it while in
Word - which is easy enough. Once you Send to Mail Recipient and get to
Entourage, you can't edit it any further there.

--
Paul Berkowitz
MVP MacOffice
Entourage FAQ Page: <http://www.entourage.mvps.org/faq/index.html>
AppleScripts for Entourage: <http://macscripter.net/scriptbuilders/>

Please "Reply To Newsgroup" to reply to this message. Emails will be
ignored.

PLEASE always state which version of Microsoft Office you are using -
**2004**, X or 2001. It's often impossible to answer your questions
otherwise.

 

[Dan O'Brien]

Thanks, Paul -

This would work (I guess) except for the inevitable fly in the ointment. I¹m
unable to use Entourage as my client because it does such a weak job of
supporting threaded newsgroup messages. I¹ve posted to the Entourage Forum
previously but just received apologies.

When another email program is selected as the default mail handler, Mac
Office X applications (apparently) gray out the File/Send->Email to
recipient menu option, so I can¹t do the final step.

Further thoughts?

Dan

P.S. Yes, I¹m a 2004 user. Sorry.

 

[Paul Berkowitz]

Use Entourage. Stop complaining, and find out how to use it better. It's
true that it's not as sophisticated a news reader as some others, but I
can't imagine why you'd need such terribly sophisticated techniques here.
Anyway, you're not really making sense. We're talking about email here, not
news. You can make Entourage your default mail client (do it in Apple Mail's
preferences) an Send to Mail Recipient will wok just fine form Word. Then
you can use whatever news client you want. Lots of people here do that,
including some of the MVPs (eg. John McGimpsey). There's no problem doing
that. (Although I notice you actually sent this news message from
Entourage.) You can use NewsWatcher, Thoth, MacSoup - whatever you want -
for news. That won't affect email at all. And Entourage is the best mail
client on the Mac, so you're not going to lose anything by doing so.

--
Paul Berkowitz
MVP MacOffice
Entourage FAQ Page: <http://www.entourage.mvps.org/faq/index.html>
AppleScripts for Entourage: <http://macscripter.net/scriptbuilders/>

Please "Reply To Newsgroup" to reply to this message. Emails will be
ignored.

PLEASE always state which version of Microsoft Office you are using -
**2004**, X or 2001. It's often impossible to answer your questions
otherwise.



From: Dan O'Brien <[email protected]>
Newsgroups: microsoft.public.mac.office.excel
Date: Mon, 18 Oct 2004 13:05:07 -0400
Subject: Re: Email one sheet in workbook?

Thanks, Paul -

This would work (I guess) except for the inevitable fly in the ointment. I¹m
unable to use Entourage as my client because it does such a weak job of
supporting threaded newsgroup messages. I¹ve posted to the Entourage Forum
previously but just received apologies.

When another email program is selected as the default mail handler, Mac
Office X applications (apparently) gray out the File/Send->Email to
recipient menu option, so I can¹t do the final step.

Further thoughts?

Dan

P.S. Yes, I¹m a 2004 user. Sorry.

 

[Dan O'Brien]

Don¹t get snippy now ;-)

You¹re right; I can separate email from news, but I wanted to view my school
emails in the same app as the class newsgroups. Makes life easier. Oh well.

About those ³terribly sophisticated techniques,² I just want to create a
hierarchical (indented/outdented) view of threaded conversations, regardless
of how students relabel their subject lines. In that way, I can see who¹s
responding to whom about what topics. That¹s a pretty basic newsreader
capability, as well as the way Outlook Express works. Maybe that¹s
complaining to you, but it¹s a strange omission to me.

Thanks for your help, Paul.

 

[Peo Sjoblom]

Re: Email one sheet in workbook?Here's a thread that might be of help

http://tinyurl.com/4sa8w


Regards,

Peo Sjoblom

Don't get snippy now ;-)

You're right; I can separate email from news, but I wanted to view my school emails in the same app as the class newsgroups. Makes life easier. Oh well.

About those "terribly sophisticated techniques," I just want to create a hierarchical (indented/outdented) view of threaded conversations, regardless of how students relabel their subject lines. In that way, I can see who's responding to whom about what topics. That's a pretty basic newsreader capability, as well as the way Outlook Express works. Maybe that's complaining to you, but it's a strange omission to me.

Thanks for your help, Paul.




Use Entourage. Stop complaining, and find out how to use it better. It's true that it's not as sophisticated a news reader as some others, but I can't imagine why you'd need such terribly sophisticated techniques here. Anyway, you're not really making sense. We're talking about email here, not news. You can make Entourage your default mail client (do it in Apple Mail's preferences) an Send to Mail Recipient will wok just fine form Word. Then you can use whatever news client you want. Lots of people here do that, including some of the MVPs (eg. John McGimpsey). There's no problem doing that. (Although I notice you actually sent this news message from Entourage.) You can use NewsWatcher, Thoth, MacSoup - whatever you want - for news. That won't affect email at all. And Entourage is the best mail client on the Mac, so you're not going to lose anything by doing so.

 

[Paul Berkowitz]

Don¹t get snippy now ;-)
Sorry about the tone.

You¹re right; I can separate email from news, but I wanted to view my school
emails in the same app as the class newsgroups. Makes life easier. Oh well.

I do understand that desire to have mail and news in the same app. That's
the reason I've not been tempted into using a separate newsreader in spite
of the paucity of news features in Entourage. For me, the convenience of
having both in the same app outweighs the lack of indentation in threads and
thread-by-Message-ID. Especially in 2004, where I find the flexibility of
the new Groupings, and the ability to make custom Groupings is really good
enough for me. I usually view newsgroups in a custom grouping by Subject,
sorted by Sent within and without, and usually view Unread Only except when
I need to go back to check an older message in the thread and can do a quick
shift-cmd-O.

I'm not very knowledgeable about other newsreaders - in fact not
knowledgeable at all - but as far as I can recall, every recommendation I've
seen for a better newsreader has always been for one of the dedicated
news-only clients like NewsWatcher, etc. Are you saying that you use a Mac
client that does both mail and news and which has hierarchal indented
threading? Which client do you use?

About those ³terribly sophisticated techniques,² I just want to create a
hierarchical (indented/outdented) view of threaded conversations, regardless
of how students relabel their subject lines. In that way, I can see who¹s
responding to whom about what topics. That¹s a pretty basic newsreader
capability, as well as the way Outlook Express works. Maybe that¹s complaining
to you, but it¹s a strange omission to me.

You must mean Outlook Express Windows. OE Mac is like Entourage (in fact
Entourage was built on top of OE Mac) but less good: sorting by subject is
alphabetical only, no custom groupings, no groupings at all in fact, and
within threads by Sent in the "wrong" direction.

Thanks for your help, Paul.

OK. I hope you work this out to your satisfaction. If you really don't want
to use Entourage for mail (but I urge you to at least give it a try since
it's the best), you could always do a new copy from Word and paste into an
email message which you open manually in your other email & news client.

--
Paul Berkowitz
MVP MacOffice
Entourage FAQ Page: <http://www.entourage.mvps.org/faq/index.html>
AppleScripts for Entourage: <http://macscripter.net/scriptbuilders/>

Please "Reply To Newsgroup" to reply to this message. Emails will be
ignored.

PLEASE always state which version of Microsoft Office you are using -
**2004**, X or 2001. It's often impossible to answer your questions
otherwise.

 

[JE McGimpsey]

Re: Email one sheet in workbook?Here's a thread that might be of help

http://tinyurl.com/4sa8w

This may be a little clearer (but it's essentially the same approach):

http://www.mcgimpsey.com/macoffice/excel/sendmail.html

 

[Paul Berkowitz]

This may be a little clearer (but it's essentially the same approach):

http://www.mcgimpsey.com/macoffice/excel/sendmail.html

Hmmm. These look very good as ways of sending workbooks from Excel X and
earlier.

But the original poster's question specifically said that he wanted to send
only the active worksheet - NOT the whole workbook file - and also that he
was in 2004. He also added that on Windows he could copy/paste directly from
an Excel range to Outlook, and that he couldn't do that directly from Excel
Mac to Entourage. (The reason is that Entourage's native HTML can't do
tables, BTW.)

That's why I suggested pasting into Word, which re-assembles the data very
nicely as tabbed (or maybe columnized) text. From there it's easy to get to
email, particularly in 2004 with Send To Mail Recipient (As HTML) if
Entourage is your email client - which started a sprawling OT discussion of
its own. But that's the best way to do it.

--
Paul Berkowitz
MVP MacOffice
Entourage FAQ Page: <http://www.entourage.mvps.org/faq/index.html>
AppleScripts for Entourage: <http://macscripter.net/scriptbuilders/>

Please "Reply To Newsgroup" to reply to this message. Emails will be
ignored.

PLEASE always state which version of Microsoft Office you are using -
**2004**, X or 2001. It's often impossible to answer your questions
otherwise.

 

[Paul Berkowitz]

If you really don't want to use Entourage for mail (but I urge you to at least
give it a try since it's the best), you could always do a new copy from Word
and paste into an email message which you open manually in your other email &
news client.

But (I forgot to note pasting as text to email clients might throw the
alignments out if some of the text is long. If that is the case (although it
sounds as if you will only be entering letter grades, so it's probably not
going to be a problem), you'd be best off using Table/Convert Text to Table
in Word (Tab/Return) before Send to Mail Recipient. This will work OK in
Entourage. I'm not sure about pasting tables into other email clients:
they'd have to be able to do tables in HTML.

--
Paul Berkowitz
MVP MacOffice
Entourage FAQ Page: <http://www.entourage.mvps.org/faq/index.html>
AppleScripts for Entourage: <http://macscripter.net/scriptbuilders/>

Please "Reply To Newsgroup" to reply to this message. Emails will be
ignored.

PLEASE always state which version of Microsoft Office you are using -
**2004**, X or 2001. It's often impossible to answer your questions
otherwise.

 

[JE McGimpsey]

Hmmm. These look very good as ways of sending workbooks from Excel X and
earlier.

But the original poster's question specifically said that he wanted to send
only the active worksheet - NOT the whole workbook file - and also that he
was in 2004. He also added that on Windows he could copy/paste directly from
an Excel range to Outlook, and that he couldn't do that directly from Excel
Mac to Entourage. (The reason is that Entourage's native HTML can't do
tables, BTW.)

Quite right - I focused on the thread reference. Adapting the macros to
send an individual worksheet would be pretty easy, tho':

Public Sub SendOneWorksheeetInMyMail()
Dim sKillPath As String
Application.ScreenUpdating = False
ActiveSheet.Copy
With ActiveWorkbook
On Error Resume Next
.SaveAs Filename:=.Sheets(1).Name & ".xls"
On Error GoTo 0
sKillPath = .FullName
With Application.CommandBars.Add
.Visible = False
.Controls.Add(Type:=msoControlButton, Id:=2188).Execute
.Delete
End With
.Close SaveChanges:=False
If .Name <> sKillPath Then Kill sKillPath
End With
Application.ScreenUpdating = True
End Sub

The saving/deleting is apparently necessary. In my tests, if that isn't
done, then Entourage loses the file handle and sends the original file.

That's why I suggested pasting into Word, which re-assembles the data very
nicely as tabbed (or maybe columnized) text. From there it's easy to get to
email, particularly in 2004 with Send To Mail Recipient (As HTML) if
Entourage is your email client - which started a sprawling OT discussion of
its own. But that's the best way to do it.

Don't know about "best", since it's absolutely garbage,
non-standards-compliant HTML, and can't be easily imported back into XL,
but it's certainly easily automated:

Public Sub SendActiveSheetInHTMLMail()
Dim oWordApp As Object
On Error Resume Next
Application.ScreenUpdating = False
Set oWordApp = GetObject(, "Word.Application")
If oWordApp Is Nothing Then _
Set oWordApp = CreateObject("Word.Application")
On Error GoTo 0
ActiveSheet.UsedRange.Copy
With oWordApp
.Documents.Add
.Selection.Paste
.WordBasic.FileSendMailBody
.ActiveDocument.Close SaveChanges:=False
End With
Application.ScreenUpdating = True
End Sub

 

[Dan O'Brien]

Paul, thanks for your thoughtful response. I have a few FYI¹s to add, but I
don¹t expect you to continue the thread. - Dan

 

[JE McGimpsey]

These scripts (AppleScripts) seem to be a powerful alternative workaround.
Can you point a non-programmer toward a resource (tutorial/book/app) that
would help get me up to speed?

They're actually Office's scripting language, Visual Basic for
Applications, or VBA (though with XL04 you can do most things via
Applescript, too).

The best way to learn, in my opinion, is to start recording actions
(Tools/Macro/Record New Macro), then switching to the Visual Basic
Editor (VBE) by typing OPT-F11 and examining/modifying the recorded
macros.

Post back here with questions (especially Mac-specific ones), or go to
the

microsoft.public.excel.programming

newsgroup. Just lurking there will give you access to a wealth of
knowledge. Most posts may seem over your head at first, but you'll
quickly catch on.

Couple of on-line sites:

David McRitchie's "Getting Started with Macros"
http://www.mvps.org/dmcritchie/excel/getstarted.htm

Chip Pearson's pages:
http://cpearson.com/excel/topic.htm

John Walkenbach's site:
http://www.j-walk.com/ss/excel/index.htm

Microsoft: MacXL: Resources That Offer Information About
Programming in Visual Basic
http://support.microsoft.com/default.aspx?scid=kb;en-us;310330

Print:

John Walkenbach's "Excel 200x Power Programming with VBA", where x =
2 or 3, whichever you can find cheaper. 90% is applicable to MacXL.

 

[DanOB]

I appreciate all the tips, JE. Watch out, scripting!

- Dan

 

[Paul Berkowitz]

They're actually Office's scripting language, Visual Basic for
Applications, or VBA (though with XL04 you can do most things via
Applescript, too).

JE is having a hard time accepting that AppleScript is now one of Office
Macs's scripting languages too, I think. ;-) The examples he gave were VBA
but could, as JE says, be done in AppleScript too.

If you've never used either, you should probably consider which you want to
use. If there's some chance you might want your code to work also on Excel
Windows, and if you don't foresee much likelihood that you'll ever want to
script any non-Office applications on the Mac, then VBA would be the right
choice. If you don't foresee ever wanting it to run on Windows but think
that you might like to script other applications on the Mac (most
applications are AppleScriptable, including Entourage (no VBA there), then
it would make more sense to learn AppleScript. In Excel, AppleScript
recording no longer works in 2004, whereas VBA recording still does, so that
may be a consideration too.

--
Paul Berkowitz
MVP MacOffice
Entourage FAQ Page: <http://www.entourage.mvps.org/faq/index.html>
AppleScripts for Entourage: <http://macscripter.net/scriptbuilders/>

Please "Reply To Newsgroup" to reply to this message. Emails will be
ignored.

PLEASE always state which version of Microsoft Office you are using -
**2004**, X or 2001. It's often impossible to answer your questions
otherwise.

 

[JE McGimpsey]

JE is having a hard time accepting that AppleScript is now one of Office
Macs's scripting languages too, I think. ;-)

On the contrary, Paul, I'm becoming increasingly accepting. I just

In Excel, AppleScript recording no longer works in 2004, whereas VBA
recording still does

To me, this is easily the biggest impediment to using Applescript.
Recording macros and then editing them is the way most people get
started with VBA. I still find occasional use for recording when I'm not
sure what approach to use. Applescript has a pretty steep learning
curve, especially if one has prior programming experience. Even now, I
often don't know whether my scripts will even compile, much less work,
until I try it.

Once you're familiar with Applescript, using VBA Help to find the right
method or property is pretty easy. Trying to learn both at the same time
is rather daunting.

 

[Rob]

I’m teaching an online class for a school that’s very PC-oriented, using
Outlook for its newsgroups. Every week, I have to email each student
his/her current gradesheet, which is maintained in an Excel workbook
along with the rest of the class.

When I try to email a single sheet, I find that the entire workbook goes
(revealing everyone else’s grades). Not good.

Better idea: copy and paste? When I select the cells on an individual
sheet and paste them into a news message, I lose all the tabular
formatting, so the data is almost undecipherable. On the PC side, this
insertion is apparently a one-step process that retains all the original
formatting (at least in html-enabled mail).

Lame Plan B: Save the workbook as a Web page, then select-all, copy, and
paste into the message. This retains the columns, but it’s pretty damn ugly.

Is there any way to do what I want in Mac Excel?

Thanks for any ideas!

Dan

1) File > Print > Save As PDF (in Mac OS X)
2) e-mail PDF file

Rob