VBA & Macro Problems

How to Send Separate Outlook Emails to Each Client Using Excel VBA

Maira Mehtab Sep 27, 2026 869 views

Question details

The user needs to ensure an Excel VBA macro sends separate Outlook emails for each client recap, rather than grouping them together when they share a common name prefix.

Product: Excel
Device & OS: not provided
Scenario: Using an Excel VBA macro to generate data recaps and automatically send them to multiple client accounts via Microsoft Outlook.
Observed behavior: The current VBA macro incorrectly combines client accounts into a single email when their account names share a common prefix, instead of sending individual emails to each client.

Before you start

Verify that Microsoft Outlook is open and properly configured with your sender email account before running the adjusted VBA macro script.

Solution 1Recommended

Pass the Selected Client Row to the Email Routine

Modify your macro logic to pass the specific row of the selected client directly into the email sending routine, forcing the code to handle each client separately.

When VBA groups strings based on a partial match (like a prefix), it combines data that should otherwise remain separate. By forcing the email routine to accept the exact row object of the client, you break the grouping loop and trigger a unique email for every distinct account row.

Open the VBA Editor

Press Alt + F11 in your Excel workbook to launch the Visual Basic for Applications editor.

Locate the Client Grouping Logic

Find the module containing your client sorting loop, specifically looking for the 'Case' statement where client accounts are identified.

Modify the Routine Call

Immediately after the appropriate Case statement, add the call to your mailing routine and pass the entire row of the current account. For example, insert: Call SendMail(ThisAccount.EntireRow)

Run and Test

Save your macro code, close the editor, and run a test execution with a small batch of clients to verify that Outlook generates separate emails for accounts with similar prefixes.

Verification Step: You can temporarily change your email routine's .Send command to .Display to safely preview the generated emails in Outlook without actually sending them.

Seamless Macro Execution

Automate Client Emails with WPS Spreadsheet

WPS Office provides excellent support for VBA macros. You can easily manage complex automated tasks, such as generating reports and triggering external email clients like Outlook, directly within WPS Spreadsheet.

1. Open your macro workbook: Launch WPS Spreadsheet and open your existing .xlsm file containing the email macro.
2. Access the Developer tab: Navigate to the 'Developer' tab on the top ribbon and click on 'VBA Editor'.
3. Execute your script: Apply the row-passing logic in the editor and click 'Run' to seamlessly dispatch your separate client emails.

Fully compatible with Microsoft Excel .xlsm and .xlsb macro file formats.Built-in VBA editor ensures smooth script testing and execution.Lightweight, efficient, and free alternative to heavy Office suites.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my VBA macro group clients with similar names together?

This happens when the logic in your macro attempts to group data by matching partial strings or prefixes (e.g., using 'Like' operators or 'Left' functions). If two clients start with 'ABC-', the code assumes they belong to the same group and consolidates their recaps.

What does the EntireRow property do in Excel VBA?

The EntireRow property returns a Range object that represents the complete row containing the specified cell. By passing 'ThisAccount.EntireRow' to a subroutine, you provide the mailing routine with all the specific data confined to that single client's row.

Can I use WPS Office to run macros that interact with Microsoft Outlook?

Yes, WPS Spreadsheet supports VBA and COM automation. If you have the VBA module installed in WPS Office and Outlook configured on your Windows machine, standard Outlook application creation scripts (like CreateObject("Outlook.Application")) will work perfectly.

Excel & Data Problems