Excel VBA Login Form

It is possible to create a login-based user form in Excel VBA with all the login ID drop-down lists, and it will share the password separately. However, at some point, you must have 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.

This article will show you how to create a login UserForm using Excel VBA.

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How to Create a Login User Form?

For example, assume you have region-wise sales numbers in different worksheets. We have four 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.” Then, in this admin sheet, we need to create “Login ID” and “Password” credentials.

We have named the zone and password the same. You can change this later. We have created the name rangeWe 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.read more for zone names 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 the “Dummy” sheet.

Using these worksheets, we will create a login UserForm.

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.read more window.

  • From the “Insert” tab, insert “UserForm.”

  • It will create a new UserForm like the below one.

  • Press the F4 key to see the “Properties” window. From this window, change the name of the UserForm to “LogInUF.”

  • Similarly, using this properties window, we can play with the properties of the UserForm. We have made some of the property changes. We can refer to the below properties window to apply changes to the properties of the UserForm.

  • Now, my UserForm 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 ComboBox 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.read more, 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 the “Name” property.

  • From the “RowSource” property of the combo box, enter the name given to the zone list in the “Admin Sheet.”

  • Now, our ComboBox should show zone names in its dropdown list in excelDrop-down List In ExcelA drop-down list in excel is a pre-defined list of inputs that allows users to select an option.read more.

  • For “Enter Your 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.read more login form, “Combo Box” will be referred to by the name “Zone_List_ComboBox,” and “Text Box” will be referred to by the name “Password_TB.”

  • Insert two “CommandButton” 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 completed the VBA login UserForm design part. Next, it is time to write the code to create a login-based UserForm in Excel VBA.

  • Double click on the “Log In” Command Button. It will open a blank sub procedure like the below one.

Inside this procedure, we need to write the code about what should happen if we press the “Log In” button.

We have already written the code. We can copy and paste the code from below inside the above procedure.

Code:

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 “UserForm” (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.read more” icon. It 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 have completed the coding part of the form. Next, save the workbook as a “Macro-Enabled” workbook and reopen the workbook. Upon reopening the workbook, we should see the below window.

  • We must choose the respective zone name from this UserForm and enter the associated password. For example, we will choose the “East” zone from the dropdown and enter the password.

  • If we click “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 login-based password-protected worksheet access.

Things to Remember

  • It would help if we used the same names given to the UserForm, text box, command button, and combo box in the coding.We can change the zone name and password according to your wish.

This article 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 a downloadable Excel sheet. You can learn more about VBA from the following articles: –

  • VBA Object RequiredENVIRON Function in VBAVBA Close UserFormExcel Forms for Data Entry