In this blog, we will try to cover how to password protect Excel Sheet based on the User as part of excel VBA tutorial. For Example, you have a master excel sheet in your centralized location. Now everyone can access the same file and if someone changes something on that it is very difficult or hard to track who has modified the same.
Step by step guide on how to password protect excel sheet shared by multiple users:
We can easily set permission for each user by password protect excel using VBA. Only managers have the access on the manager sheet, Executive has the permission on the Executive sheet and the admin has the control on the excel sheet.
My Dummy data looks like below:From the above pictures, you can understand that there are 4 users can get access to this workbook and Rishabh will have the admin permission. Niladri and Mohit are the executives and they will have the access to “Executive” sheet. Lastly, Manoj is the manager and he will have the access in “Manager” Sheet.
Suggested: Beginner Guide to Excel VBA (Macros)
So to create userform, do the follow steps:
- Create a User Form which will look like below.
- Press Alt + F11 to go the VBA page
- Click on Insert and then UserForm
- Draw 2 Labels and change the caption as UserName and Password
- Draw 1 text box and give name as txtpassword
- Draw 1 combo box and give name as txtusername
- Draw 2 command box and give name as cmdok and cmdcancel
Related article: Excel Password and Security
Your userform should look like below:
One thing you need to set here is the password char properties as *:
To set username wise permission you would need to do the following:
- Double click on OK button and then paste the below macro code.
Private Sub cmdcancel_Click() Application.DisplayAlerts = False ThisWorkbook.Save Unload Me End Sub Private Sub cmdok_Click() On Error Resume Next Dim username As String Dim password As String Dim permission As String username = Me.txtusername.Value permission = Application.WorksheetFunction.VLookup(username, Sheets("Data").Range("A2:C5"), 2, 0) password = Application.WorksheetFunction.VLookup(username, Sheets("Data").Range("A2:C5"), 3, 0) If password <> Me.txtpassword.Value Then MsgBox "Invalid Passord" Exit Sub End If If password = Me.txtpassword.Value And Me.txtusername.Value = "Rishabh" Then Sheets("Manager").Visible = True Sheets("Executive").Visible = True Sheets("Manager").Select Unload Me End If If password = Me.txtpassword.Value And Me.txtusername.Value <> "Rishabh" Then Sheets(permission).Visible = True Sheets(permission).Select End If Unload Me End Sub
You need to fix one more setting also i.e. When someone first opens the file he/she will give the username and give the password and then will press the “OK” button.
- To get the User form when you first open the file
- Go to VBA page (Alt + F11)
- Then Double click on this Workbook and paste the below macro code
Private Sub Workbook_BeforeClose(Cancel As Boolean) Application.DisplayAlerts = False Sheets("Manager").Visible = xlVeryHidden Sheets("Executive").Visible = xlVeryHidden ThisWorkbook.Save ThisWorkbook.Close End Sub Private Sub Workbook_Open() UserForm1.Show End Sub
As you can see I have created only four users right now, Niladri (Executive), Rishabh (Admin), Mohit (Executive) and Manoj (Manager) with password as [email protected]$ in this pattern.
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