How to Update and Delete Using Excel VBA Userform ? | VBA Userform

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How to Update and Delete Using Excel VBA Userform?

It’s useful for making a task easy in business areas like Banking Record, Personal Finance, Stock Reporting, Recordkeeping, Automate Training room booking, Hotel Room booking, Car Booking, booking IT resources and approval of business expenses such as refreshments, conveyance, stationery etc.

This technique will help User access the data in the VBA Userform only and then if he\she wants to update any info, he\she can update the same by pressing “UPDATE” button and the same records will be updated in the sheet (Database). Similarly, User can delete the records if required.

Let’ start with the recordset which contains a lot of info like below.
Picture-1 recordset info

(Picture 1)

First, Create a VBA UserForm like one in below picture.

Picture-2 Update & Delete Box

(Picture 2) – VBA Userform

Steps to create VBA UserForm are mentioned below:

  1. Press Alt + F11.
  2. Click Insert, User form. If the Toolbox does not appear automatically, click View, Toolbox. Your screen should be set up as below.
    UserForm-Creation-1
  3. Add the controls listed in the table below. Once this has been completed, the result should be consistent with the picture of the Userform shown earlier. For example, create a text box control by clicking on TextBox from the Toolbox. Next, you can drag a text box on the Userform.4. Change the names and captions of the controls according to the table above. Names are used in the Excel VBA code. Captions are those that appear on your screen. It is good practice to change the names of controls. This will make your code easier to read. To change the names and captions of the controls, right click on VBA Userform and click on each control.

UserForm-Creation-2

 

Once you are done creating a VBA user form which looks like UserForm shown earlier with another 2 command buttons; “Update” and “Delete”. This VBA Userform will pull up all the information from the sheet when I will choose any value in “SL No” in UserForm.

Every time you choose the “SL No” from the drop down the value for the other fields will be changed. First click on the drop down box in UserForm next to “SL No” to set the row source property, see image below for your reference.UserForm-Creation-3

You should set a name to Object in VBA Userform like I did by naming the “SL No” drop down box as cmbslno.

Picture-3

(Picture 3) – VBA Userform

 

Now if you choose any value from the box then the value of the other boxes will auto populated. To do so I have applied simple Vlookup formula using VBA Code, Please refer the codes.

 

We have already covered how to create userforms and how to set the permission in the sheet using VBA.

 

Now double click on the box (cmbslno) and paste the below code.

Dim SLNo As Integer If Me.cmbslno.Value = "" Then MsgBox "SL No Can Not be Blank!!!", vbExclamation, "SL No" Exit Sub End If SLNo = cmbslno.Value On Error Resume Next Me.txtregion.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 2, 0) Me.txtmarket.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 3, 0) Me.txtbNum.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 4, 0) Me.txtcnum.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 5, 0) Me.txtcity.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 6, 0) Me.txtState.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 7, 0) Me.txtpnum.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 8, 0) Me.txtSdate.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 9, 0) Me.txtInum.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 10, 0) Me.txtIdate.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 11, 0) Me.txtSamount.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 12, 0) Me.txtsp.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 13, 0) Me.txtSR.Value = Application.WorksheetFunction.VLookup(SLNo, Sheets("data").Range("A2:N1087"), 14, 0)

Picture-6

If you look at the code very carefully you will notice that I have applied vlookup formula to  pull up the value for the other boxes. You need to give a proper name for all the text boxes you are going to use in the form.

 

Now you choose any value from the SL No drop down box and you will see the values are coming from the excel sheet as shown in Picture 2.

Now if you want to update any info’s then what are the things need to do.

Whatever value you choose from the drop down it is fetching the value of corresponding columns, Right?

So we need to first select the entire row then we can set the cell value as per our requirement.

 

If you choose 1 from my SL No drop down then it is showing the value from row no 2. Isn’t it? As the first row is the header. Now we need to play with this trick.

 

Create a Command Button and give the name like cmdupdate and change the caption to Update.

Update

 

After setting the above properties double click on the “Update” button and paste the below code between sub and end sub

If Me.cmbslno.Value = "" Then

MsgBox "SL No Can Not be Blank!!!", vbExclamation, "SL No"

Exit Sub

End If

SLNo = Me.cmbslno.Value

Sheets("data").Select

Dim rowselect As Double

rowselect = Me.cmbslno.Value

rowselect = rowselect + 1

Rows(rowselect).Select

Cells(rowselect, 2) = Me.txtregion.Value

Cells(rowselect, 3) = Me.txtmarket.Value

Cells(rowselect, 4) = Me.txtbNum.Value

Cells(rowselect, 5) = Me.txtcnum.Value

Cells(rowselect, 6) = Me.txtcity.Value

Cells(rowselect, 7) = Me.txtState.Value

Cells(rowselect, 8) = Me.txtpnum.Value

Cells(rowselect, 9) = Me.txtSdate.Value

Cells(rowselect, 10) = Me.txtInum.Value

Cells(rowselect, 11) = Me.txtIdate.Value

Cells(rowselect, 12) = Me.txtSamount.Value

Cells(rowselect, 13) = Me.txtsp.Value

Cells(rowselect, 14) = Me.txtSR.Value

Your code will look like below:

Update Delete Form

(Picture 6)

After pasting the above code then run the code and change the value of any field and click on update button. You will see that changes made in value by you in the Userform for that SL No header is reflected in the Sheet’s respective Cell.

We can modify the code a little bit also. After one record is modified if we want to modify another record then….Do we need to start from the scratch once again?

No…what we can do is we simply give a message box which will prompt that records have been modified. Do you wish to continue?

For that, we need to add the below code

rowselect = rowselect - 1

msg = "Sl No " & rowselect & "  Successfully Updated...Continue?"

Unload Me

ans = MsgBox(msg, vbYesNo, "Update")

If ans = vbYes Then

UserForm1.Show

Else

Sheets("Data").Select

Now if you run the code and choose any SL No then you will get all the values for the other boxes. If you change any value of any box and click on “Update” button, you will see the same value is now updated in the sheet and it will give you a message that SL No has been updated and do you want to update other SL No or not.
Picture-7

(Picture 7) – VBA user form

 

If you click on Yes then the same form will be reloaded and by clicking on No you will be redirected to the sheet where you have updated the data.

We will apply the theory in case of delete and then apply the below code

Sheets("Data").Select

Dim msg As String

Dim ans As String

If Me.cmbslno.Value = "" Then

MsgBox "Sl No can not be Blank!!", vbExclamation, "SL No"

Exit Sub

End If

Dim rowselect As Double

rowselect = Me.cmbslno.Value

rowselect = rowselect + 1

Rows(rowselect).EntireRow.Delete

rowselect = rowselect - 1

msg = "Sl No " & rowselect & "  Successfilly Deleted...Continue?"

Unload Me

ans = MsgBox(msg, vbYesNo, "Delete")

If ans = vbYes Then

UserForm1.Show

Else

Sheets("Data").Select

End If

 

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Now if you want you may hide the sheet from the user. So that user will update or delete the data using the userform only. But here is one problem. Every time you need to choose the value from the SL no dropdown button.

Why not such type of userform where I need to choose only 1 time and then I can add, update, delete, previous, next all the button in a single user. We will create the same in the next blog.


Learn more about our Advanced Excel VBA Tutorials and our Free Excel VBA Tutorials