How to Insert Blank Rows in Excel Based on Column Condition with VBA

Discover how to effectively `manage data` in Excel by using VBA to insert blank rows based on a column condition, ensuring adequate task allocation for managers.
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This video is based on the question https://stackoverflow.com/q/73821564/ asked by the user 'guest' ( https://stackoverflow.com/u/19215298/ ) and on the answer https://stackoverflow.com/a/73823108/ provided by the user 'Sachin Kohli' ( https://stackoverflow.com/u/20040720/ ) at 'Stack Overflow' website. Thanks to these great users and Stackexchange community for their contributions.

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Introduction

Managing tasks and assigning them efficiently is critical in any organization. If you are using Excel to manage task allocations for managers, you might run into a problem where some managers may have fewer tasks assigned. To ensure that every manager has at least four tasks, you need an efficient way to insert blank rows.

In this guide, we will explore a VBA solution to automatically check each manager and insert blank rows as necessary to achieve the desired task allocation.

The Problem

Imagine you have a task allocation sheet like the one below:

[[See Video to Reveal this Text or Code Snippet]]

In this scenario, Jerry only has two tasks, and Tom has one. To comply with your organization’s requirements, each manager should have at least four rows.

Your final sheet should look like this:

[[See Video to Reveal this Text or Code Snippet]]

In this guide, we will walk through how to create a macro that fulfills this requirement.

Solution Overview

To achieve the desired outcome of inserting blank rows when managers have fewer than four tasks, we can utilize a VBA macro. Here’s a step-by-step breakdown of the solution.

Step 1: Copy Manager Data

The first step is to prepare the data for analysis. We want to copy the unique manager names and their department counts into another area to work with:

Sample Code:

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Step 2: Count Existing Tasks for Each Manager

Next, we will count how many tasks are currently assigned to each manager using the COUNTIFS function:

Sample Code:

[[See Video to Reveal this Text or Code Snippet]]

Step 3: Insert Rows If Necessary

Now it's time to check if the existing task count is less than four; if so, we will insert blank rows accordingly:

Sample Code:

[[See Video to Reveal this Text or Code Snippet]]

Step 4: Sort Data

Lastly, after inserting the blank rows, we want to sort the data by manager for a better overview:

Sample Code:

[[See Video to Reveal this Text or Code Snippet]]

Conclusion

Implementing this VBA macro can significantly simplify the task management process by ensuring that every manager has the required number of rows for task assignment. This not only streamlines operations but also helps in maintaining clear expectations for task allocation within your team.

Feel free to adapt the code for your specific needs, and remember, effective data management leads to efficient workflows.

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