Excel VBA Login Form
It is possible to create a login based user form in excel VBA with all the login id drop-down list, and the password will be shared separately. At some point in time, you must have got an idea of creating a password-based login user form, which requires the user to pick their user id and enter the password to access the required worksheet.
In this article, we will show you how to create a login userform using excel VBA.
How to Create a Login User Form?
For example, assume you have region-wise sales numbers in different worksheets. We have 4 different zone names, and each zone worksheet has its related data only. Now the idea is to create a login form where the “East” zone sales head should see only “East” zone data, not any other zones, but as an admin, you should see all the zones worksheets.
First, we need to insert a sheet name called “Admin.” In this admin sheet, we need to create a “Log in Id” and “Password” credentials.
I have named the zone and password the same you can change this later on. For zone names, I have created the name rangeNames, I Have Created The Name RangeName range in Excel is a name given to a range for the future reference. To name a range, first select the range of data and then insert a table to the range, then put a name to the range from the name box on the left-hand side of the window. as “ZoneList.” This “Name Manager” will be used later on this login userform.
When the user opens the file, they should see one dummy sheet in the background, so create a new sheet and name it as “Dummy” Sheet.”
Using these worksheets, we will create a login user form.
Step 1: Insert User Form
Press ALT + F11 key to open the VBA EditorVBA EditorThe Visual Basic for Applications Editor is a scripting interface. These scripts are primarily responsible for the creation and execution of macros in Microsoft software. window.
- From the “Insert” tab, insert “User Form.”
- This will create a new user form like the below one.
- Press the F4 key to see the Properties window. From this properties window, change the name of the user form to “LoginUF”
- Similarly, using this properties window, we can play with the properties of the user form. I have made some of the property changes. You can refer to the below properties window to apply changes to properties of the user form.
- Now my user form looks like this.
Step 2: Design Userform
- From the toolbox of the userform, insert two label boxes and enter the text, as shown below.
- From the toolbox, insert “Combo Box.”
- For this combo box excelCombo Box ExcelCombo Box in Excel is a type of data validation tool that can create a dropdown list for the user to select from the pre-determined list. It is a form control which is available in the insert tab of the developer’s tab., we need to get the zone names from the worksheet “Admin Sheet,” so from the properties window of the “Combo Box,” first give a name to this combo box as “Zone_List_ComboBox” under “Name” property.
- From the “Row Source” property of the combo box, enter the name given to the zone list in the “Admin Sheet.”
- Now our combo box should show zone names in its drop-down list in excel.
- For “Enter You Password,” we need to insert a “Text Box” from the toolbox.
- For this “Text Box,” we need to change the “Name” property and change it as “Password_TB.”
Now in the coding for the VBACoding For The VBAVBA code refers to a set of instructions written by the user in the Visual Basic Applications programming language on a Visual Basic Editor (VBE) to perform a specific task. login form, “Combo Box” will be referred by the name “Zone_List_ComboBox” and “Text Box” will be referred by the name “Password_TB.”
- Insert two “Command Buttons” and enter the text as “Log in” and “Log Out.”
For the “Log In” command button, change the name property to “Login_CommandButton,” and for the “Log Out” command button, change the name property to “LogOut_CommandButton.”
Step 3: Code
We are done with the VBA login user form design part. It’s time to write the code to create a login based user form in excel VBA.
- Double click on the “Log In” Command Button. This will open a blank sub procedure like the below one.
Inside this procedure, we need to write the code about what should happen if the “Log In” button is pressed.
I have already written the code. You can copy and paste the code from below inside the above procedure.
Private Sub Login_CommandButton_Click() If Zone_List_ComboBox.Value = "" Then MsgBox "Zone Cannot be Blank!!!", vbInformation, "Zone Name" Exit Sub End If If Password_TB.Value = "" Then MsgBox "Password Cannot be Blank!!!", vbInformation, "Password" Exit Sub End If If Zone_List_ComboBox.Value = "Admin" And Password_TB.Value = "Admin" Then Unload Me Dim Ws As Worksheet For Each Ws In ActiveWorkbook.Worksheets Ws.Visible = xlSheetVisible Next Ws Sheets("Admin").Select Else Dim ZoneName As String Dim Password As Variant ZoneName = Zone_List_ComboBox.Value Password = Application.WorksheetFunction.VLookup(ZoneName, Sheets("Admin").Range("A:B"), 2, 0) If Password <> Password_TB.Value Then MsgBox "Password is not matching", vbInformation, "Wrong Password" Exit Sub End If If Password = Password_TB.Value Then Unload Me Sheets(ZoneName).Visible = True Sheets(ZoneName).Select ActiveSheet.Range("A1").Select End If End If End Sub
Similarly, double click on the “Log Out” command button and enter the below code.
Private Sub LogOut_CommandButton_Click() ThisWorkbook.Save ThisWorkbook.Close End Sub
Now double click on “User Form” (not on any of the buttons inserted) and add the below code.
Private Sub UserForm_QueryClose(Cancel As Integer, CloseMode As Integer) ' Prevents use of the Close button If CloseMode = vbFormControlMenu Then MsgBox "Clicking the Close button does not work." Cancel = True End If End Sub
- Now double click on the “ThisWorkbookThisWorkbookVBA ThisWorkbook refers to the workbook on which the users currently write the code to execute all of the tasks in the current workbook. In this, it doesn't matter which workbook is active and only requires the reference to the workbook, where the users write the code.” icon. This will open up below the blank code field.
Now add the below code in this blank field.
Private Sub Workbook_Open() Dim Ws As Worksheet Application.DisplayAlerts = False Application.ScreenUpdating = False For Each Ws In ActiveWorkbook.Worksheets If Ws.Name <> "Dummy" Then Ws.Visible = xlSheetVeryHidden End If Next Ws LogInUF.Show End Sub
- We are done with the coding part of the form. Save the workbook as a “Macro-Enabled” workbook and reopen the workbook. Upon reopening the workbook, we should see the below window.
- From this user form, we need to choose the respective zone name and enter the associated password. For example, I will choose the “East” zone from the drop-down and enter the password.
- If I click on “Log In,” we can see only the “East” zone worksheet.
Similarly, if we log in with “Admin,” we can access all the worksheets.
Like this, we can create a login based password protected worksheet access.
Things to Remember
- You need to use the same names that we have given to the user form, text box, and command button, and combo box in the coding.
- You can change the zone name and password according to your wish.
This has been a guide to VBA Login. Here we discuss how to create a login form in excel VBA with the help of an example and downloadable excel sheet. You can learn more about VBA from the following articles –