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User Passwords in Excel

1. The document outlines how to set up a workbook with multiple user passwords to access different sheets. 2. It describes creating login, password, and data sheets, then defining a named range on the password sheet to lookup usernames and passwords. 3. A command button is added to the login sheet that uses VBA code to lookup the entered username and password, unhide the data sheet if correct, and hide it if incorrect.

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herumamuda
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© Attribution Non-Commercial (BY-NC)
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Download as DOCX, PDF, TXT or read online on Scribd
109 views

User Passwords in Excel

1. The document outlines how to set up a workbook with multiple user passwords to access different sheets. 2. It describes creating login, password, and data sheets, then defining a named range on the password sheet to lookup usernames and passwords. 3. A command button is added to the login sheet that uses VBA code to lookup the entered username and password, unhide the data sheet if correct, and hide it if incorrect.

Uploaded by

herumamuda
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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User Passwords in Excel - Multiple Passwords

I will outline how to setup a workbook where each user has a different password.

1. Open a new workbook and name one sheet login, one sheet pass and one sheet data.
2. The “pass” worksheet is where the usernames and passwords will be installed. We will put the
username in column a and the password in column b. Enter “testname” in a1 and “testpass” in b2.
3. Next we need to define the range of where the names and passwords are. Choose insert from the
menu then name=>define. In the names in workbook field, enter “Users”. In the “refers to” box at
the bottom, enter =pass!$A$1:$B$100 then select OK.
4. On the login sheet enter “User:” in A2 and ”Password:” in A3. The user will enter their username
in B2 and password in B3. Next we need a command button. On the view=>toolbars menu, make
sure “control toolbox” is selected. On the control toolbox menu select the command button and
then click cell c2, place the command button where you would like.  You can change the text on
the command button to something like “login” or “Go” (right click and choose command button
object=>edit). Note: “Design Mode” on the control toolbox menu must be selected to edit the
command button and must be deselected to run the button.
5. Next we need to enter some code for the button, double click the command button while in design
mode. The VB Editor will open.  In between the Private Sub CommandButton1_Click() line and End
Sub, paste the code in step 6:
6. Dim strUserName As String
   strUserName = ActiveSheet.Range(”B2″)
   If Application.VLookup(strUserName, Sheets(”pass”).Range(”Users”), 2, 0) =
ActiveSheet.Range(”B3″) Then
    ActiveWorkbook.Unprotect Password:=”"
       Sheets(”data”).Visible = True
   Else
       MsgBox “Name and or Password rejected”
   End If
7. On the left in the VBA project window (you may need to select “project explorer” from the menu
to see this) double click on “ThisWorkbook” and paste the code in step 8:
8. Private Sub Workbook_BeforeClose(Cancel As Boolean)
ActiveWorkbook.Unprotect Password:=”"
Worksheets(”data”).Visible = False
    Sheets(”login”).Select
    Range(”b2:b3″).Select
    Selection.ClearContents
ActiveWorkbook.Save
ActiveWorkbook.Protect Password:=”"
End Sub
9. Close the VB Editor.
10. Hide the worksheet “data” (format=>sheet=>hide) and hide the worksheet “pass” then password
protect the workbook tools=>protection=>workbook).  Leave the password field blank when
protecting the workbook.
11. Save the workbook.

You should now have a working password driven workbook for multiple users. To test it out, enter
“testname” in cell B2 of the login page. Enter “testpass” in cell B3. Click the button (must have exited
design mode). The data sheet should unhide. That is it!

Now you just need to make it your own by entering all your users names and passwords. You may also
want to enter an actual password for the protect workbook rather than leaving it blank. If you do this,
you need to change three places in the two sets of code above. Anywhere it says password= “”, change
it to password=”your password”.

One last note. This is a very simple security setup. There are many things that can be done to make
this even more secure such as compiling the VBA code and password protecting as well as securing the
pass sheet better. With the current setup anyone who has a password could unhide the pass sheet and
see the other users passwords. This could be circumvented by hiding the rows on the worksheet and
protecting the individual sheet. So one final warning, anyone with basic VBA knowledge would be able
to gain access if you only use the methods I outline here. This was just an introduction to Excel
security possibilities

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