Break a presentation up into several smaller presentations

Table of Contents

Problem Statement

In real world scenario, you must have felt or faced this scenario. You have one presentation with N number of slides. Now, you want to break the presentation file into multiple slides with say N-3, N-10 slides or whatever.

Example, if I have a presentation with country wise revenue in each slide, say, 10 countries. Now, I want to seggregate this slide into each slide containing 1 slide. Now, to create 10 different presentation from 1 presentation can be time consuming and hectic.

Exploring Solution via VBA

To tackle this challenge, you’re considering dividing the presentation into multiple smaller segments. One approach would involve manually creating multiple copies of the original presentation, opening each copy individually, removing unwanted slides, and saving them accordingly.

Alternatively, you have the option to leverage the power of VBA (Visual Basic for Applications) to automate this task effortlessly. By exploring this route, you can delegate the job to VBA, allowing it to split the presentation into smaller components automatically. Read further to discover the benefits and simplicity offered by this automated solution…

This VBA routine will ask how many slides you want per presentation, then will split your presentation into several sub-presentations, each with the number of slides you requested, each named to reflect the slide numbers it contains.

For example, if your original file MyReport.PPT contains 55 slides and you ask SplitFile to split it to 25 slides per file, you’ll get:

  • MyReport_1-25.PPT
  • MyReport_26-50.PPT
  • MyReport_51-55.PPT

The new files will be saved to the same folder as the original file. The original file will not be altered.

					Sub SplitFile()

    Dim lSlidesPerFile As Long
    Dim lTotalSlides As Long
    Dim oSourcePres As Presentation
    Dim otargetPres As Presentation
    Dim sFolder As String
    Dim sExt As String
    Dim sBaseName As String
    Dim lCounter As Long
    Dim lPresentationsCount As Long     ' how many will we split it into
    Dim x As Long
    Dim lWindowStart As Long
    Dim lWindowEnd As Long
    Dim sSplitPresName As String

    On Error GoTo ErrorHandler

    Set oSourcePres = ActivePresentation
    If Not oSourcePres.Saved Then
        MsgBox "Please save your presentation then try again"
        Exit Sub
    End If

    lSlidesPerFile = CLng(InputBox("How many slides per file?", "Split Presentation"))
    lTotalSlides = oSourcePres.Slides.Count
    sFolder = ActivePresentation.Path & "\"
    sExt = Mid$(ActivePresentation.Name, InStr(ActivePresentation.Name, ".") + 1)
    sBaseName = Mid$(ActivePresentation.Name, 1, InStr(ActivePresentation.Name, ".") - 1)

    If (lTotalSlides / lSlidesPerFile) - (lTotalSlides \ lSlidesPerFile) > 0 Then
        lPresentationsCount = lTotalSlides \ lSlidesPerFile + 1
        lPresentationsCount = lTotalSlides \ lSlidesPerFile
    End If

    If Not lTotalSlides > lSlidesPerFile Then
        MsgBox "There are fewer than " & CStr(lSlidesPerFile) & " slides in this presentation."
        Exit Sub
    End If

    For lCounter = 1 To lPresentationsCount

        ' which slides will we leave in the presentation?
        lWindowEnd = lSlidesPerFile * lCounter
        If lWindowEnd > oSourcePres.Slides.Count Then
            ' odd number of leftover slides in last presentation
            lWindowEnd = oSourcePres.Slides.Count
            lWindowStart = ((oSourcePres.Slides.Count \ lSlidesPerFile) * lSlidesPerFile) + 1
            lWindowStart = lWindowEnd - lSlidesPerFile + 1
        End If

        ' Make a copy of the presentation and open it
        sSplitPresName = sFolder & sBaseName & _
               "_" & CStr(lWindowStart) & "-" & CStr(lWindowEnd) & "." & sExt
        oSourcePres.SaveCopyAs sSplitPresName, ppSaveAsDefault
        Set otargetPres = Presentations.Open(sSplitPresName, , , True)

        With otargetPres
            For x = .Slides.Count To lWindowEnd + 1 Step -1
            For x = lWindowStart - 1 To 1 Step -1
        End With

    Next    ' lpresentationscount

    Exit Sub
    MsgBox "Error encountered"
    Resume NormalExit
End Sub

Video Tutorial to use VBA code

You can check out the tutorial video below to learn how to use the VBA code provided above in this blogpost.


Now, this tutorial has made you understand how to split a presentation file into multiple presentations and make our work easier. Write us at [email protected] if you have any query. Don’t forget to subscribe us on Youtube.