Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Checking for the Existence of a File.

Checking for the Existence of a File

Written by Allen Wyatt (last updated January 13, 2024)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021


1

John has a column of invoice numbers in a worksheet. He has a directory on the network where staff save a PDF of the actual invoice and name it using the same invoice number that is in the worksheet. Each invoice number in the worksheet should have a correspondingly named PDF in the directory on the network. John is looking for a way, within Excel, to check and verify that a PDF really does exist for each invoice number.

There is no way to do this using built-in Excel commands. You can, however, create a macro that will do the checking for you. For instance, consider the following simple user-defined function:

Function FileExists1(sPath As String)
    FileExists1 = Dir(sPath) <> ""
End Function

The routine simply returns a True or False value, based on whether the specified file exists. The value that is passed to the function needs to include a full path and file name. For example, if the file specification (including the path) were in cell A1, you could use the following in a cell:

=FileExists1(A1)

You may not, however, want to put the full path name into the cell. In that case, you could specify it in the actual formula, in this way:

=FileExists1("c:\your\path\here\" & A1 & ".pdf")

Of course, you could instead specify the path in the user-defined function:

Function FileExists2(sFile As String)
    sPath = "c:\your\path\here\" & sFile & ".pdf"
    FileExists2 = Dir(sPath) <> ""
End Function

With such a function you could easily create a formula in your worksheet that would "flag" any invoices missing from the directory:

=IF(FileExists2(A1),"","Missing Invoice")

Note:

If you would like to know how to use the macros described on this page (or on any other page on the ExcelTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (7402) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021. You can find a version of this tip for the older menu interface of Excel here: Checking for the Existence of a File.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

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What is two more than 7?

2024-01-13 11:47:17

J. Woolley

My Excel Toolbox includes the following function to return the last save date/time for a file or folder:
    =FileLastDate([FilePath])
FilePath is optional; default is the formula cell's workbook. FilePath can be absolute (like "C:\Users\MyName\Documents\MyFile.xlsx") or relative to the workbook's folder (like "MyFile.xlsx" or ".\SubFolder\MyFile.xlsx" or
"..\SiblingFolder\MyFile.xlsx"). FilePath might reference a folder instead of a file (like "." for the workbook's folder or "C:\Users\MyName\Documents"). If the file or folder cannot be found, a #VALUE! error is returned.
See https://sites.google.com/view/MyExcelToolbox


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