How to Fix Your Nested VBA Loop for Email and PDF Export in Excel

Learn how to streamline your VBA code for sending multiple emails with PDF attachments by fixing nested loops in Excel.
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This video is based on the question https://stackoverflow.com/q/71428544/ asked by the user 'Ted_K' ( https://stackoverflow.com/u/18431517/ ) and on the answer https://stackoverflow.com/a/71428728/ provided by the user 'DavidTomahawk' ( https://stackoverflow.com/u/8116926/ ) at 'Stack Overflow' website. Thanks to these great users and Stackexchange community for their contributions.

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Introduction

If you're working with Excel VBA and have been attempting to automate the emailing of reports with PDF attachments, you might encounter a common problem: sending multiple emails to multiple recipients in a loop efficiently. This issue arises when your code generates more emails than expected, causing confusion and wasted effort. In this guide, we'll address a specific scenario where a user is trying to send four emails, each with corresponding attachments from four Excel worksheets, but ends up with multiple repetitions of the same email address in the recipient field.

Understanding the Problem

In the given scenario, the requirement is to:

Export four specific worksheets as PDF files.

Attach each PDF file to an email.

Address each email to the correct recipient from a predefined list.

Allow users to review the email before sending.

However, the initial approach used nested loops, which resulted in incorrectly assigning the first email address to all PDF attachments, leading to the creation of 16 emails instead of the intended 4.

Dissecting the Code

Here's a closer look at the problematic code structure and how we can enhance it.

The Original Loop Structure

Initially, the code structure involves two loops:

An outer loop that iterates through the email addresses (For i).

An inner loop that goes through the specified worksheets (For Each sh).

Because both loops iterate four times, this results in multiple emails being sent to the first email address until all worksheets are processed.

Suggested Fix

To resolve this, we will modify the code. Here's how:

Remove the Outer Loop: The outer loop (For i) is unnecessary. Instead, we will use a counter to track which recipient should receive the generated PDF attachment.

Use a Single Loop: Keep only one loop to iterate over the worksheets and send emails sequentially by leveraging the counter to ensure that each recipient gets the correct attachment.

Updated Code

Below is the revised version of the VBA code that ensures that each recipient receives an email with the correct PDF attachment:

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

Summary

By removing the unnecessary outer loop and utilizing a counter, the revised VBA code effectively creates four separate emails—each addressed to the appropriate recipient with their respective PDF attachment. This streamlined approach not only clarifies the logic but also enhances the efficiency of the code.

If you're facing similar issues with your Excel VBA automation, consider revising your loop structures as demonstrated above—making your processes not only more efficient but also vastly reducing the chances of error.

Now you're equipped to automate email reports successfully! Feel free to adapt this code structure for other similar tasks.

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