While working with VBA in Excel, most of us face problems while trying to create a data entry form. In this article, I’ll show you how you can create a data entry form in Excel pretty conveniently and handsomely using VBA.
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3 Simple Steps to Create a Data Entry Form in Excel VBA
Here I’ve got three worksheets called Washington, New York, and California that contain the names, contact numbers, ages, and genders of some customers of these three branches of a bank.
Our objective today is to create a form to enter any data into this database using VBA.
We’ll accomplish our objective in two steps.
- First, we’ll create a data entry UserForm to enter new data;
- Then we’ll add a button on the worksheets to open the form.
Step 1: Developing a UserForm to Create the Data Entry Form Using Excel VBA
This is a long process and may take some time for you to understand completely. Therefore, for an effective outcome, follow the steps mentioned here with utmost care and patience.
- Press ALT + F11 on your keyboard to open the Visual Basic window.
- In the Visual Basic window, go to the Insert > UserForm option in the toolbar. Click on UserForm. A new UserForm called UserForm1 will open.
- First, drag a Label (Label1) from the toolbox to the left-most top corner of the UserForm. Change the display of the Label to Worksheet.
Drag a Listbox (Listbox1) to the right of Label1.
- Then drag a few more Labels equal to the total number of columns of the data set (4 in this example) over the left side of the UserForm. Next to each Label, drag a TextBox.
Change the displays of the Labels to the column headers of your data set (Customer Name, Contact Address, Age, and Gender here).
- Finally, drag a CommandButton to the right-most bottom side of the UserForm. Change the display of the button to Enter Data.
- Double-click on the Listbox. A private subprocedure called ListBox1_Click will open. Enter the following code there.
⧭ VBA Code:
Private Sub ListBox1_Click() For i = 0 To UserForm1.ListBox1.ListCount - 1 If UserForm1.ListBox1.Selected(i) = True Then Worksheets(UserForm1.ListBox1.List(i)).Activate End If Next i End Sub
- Next, double-click on the CommandButton. Another private subprocedure called CommandButton_Click will open. Enter the following code there.
⧭ VBA Code:
Private Sub CommandButton1_Click() Total_Rows = ActiveSheet.UsedRange.Rows.Count Total_Columns = ActiveSheet.UsedRange.Columns.Count Active_Column = 1 For Each Ctrl In UserForm1.Controls If TypeName(Ctrl) = "TextBox" Then ActiveSheet.UsedRange.Cells(Total_Rows + 1, Active_Column) = Ctrl.Text Active_Column = Active_Column + 1 End If Next Ctrl End Sub
- Finally, go to the Insert > Module option in the toolbar, and click on Module.
- A new Module called Module1 will be inserted. Enter the following code there:
⧭ VBA Code:
Sub Run_UserForm() UserForm1.Caption = "Data Entry Form" UserForm1.ListBox1.BorderStyle = fmBorderStyleSingle UserForm1.ListBox1.ListStyle = fmListStyleOption For i = 1 To Sheets.Count UserForm1.ListBox1.AddItem Sheets(i).Name Next i Load UserForm1 UserForm1.Show End Sub
You are done! You’ve successfully created the data entry form to enter any new data into the database.
Read More: Types of Data Entry in Excel (A Quick Overview)
Step 2: Inserting a Button to Open the Data Entry Form
We’ve successfully created the data entry form using a Userform in Excel VBA. Now we’ll add a button to our worksheets to open the form.
Follow the steps mentioned below to attain this.
- Click and open the Developer tab from the Excel Ribbon on the top. The Developer tab is by default hidden in Excel. If you don’t see it in your Excel Ribbon, follow the steps mentioned here to unhide it.
- Under the Developer tab, in the section Controls, click on Insert. You’ll find a handful of tools ready to use. Drag a Button (Form Control) from the topmost left side.
- Drag the button to the desired zone on your worksheet and release it. A dialog box called Assign Macro will open. In the Macro name field, insert Run_UserForm.
Then click OK.
- Now, if you want, you can change the display of the button. I’ve changed it to Enter New Data.
Congratulations! You’ve successfully added the button to open the data entry form.
Now, if you want, you can enter a button in each of our worksheets to add more sophistication to the process.
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Step 3: Final Output to Create Data Entry Form
We’ve successfully created a data entry form using Excel VBA and added a button to open it. To view the output, click on the button Enter New Data on the worksheet.
The data entry form will open. First of all, select the worksheet on which you want to make the new entry.
Here I’ve selected New York. The moment you select a worksheet, it’ll become active.
- Then fill up the rest of the data that you want to enter. Here I’ve put Jennifer Marlo, 444204240, 26, and Female.
- Then click Enter Data.
You’ll find the new data entered into the last row of the database.
Read More: How to Create an Excel Data Entry Form without a UserForm
Things to Remember
- While entering new data, the code follows the sequence of the TextBoxes of the UserForm. Therefore, while adding TextBoxes on the UserForm, maintain the sequence of the columns in your database.
Therefore, this is the process to create a data entry form for your database using Excel VBA. Do you have any questions? Feel free to ask us. And don’t forget to visit our site ExcelDemy for more posts and updates.
Thanx for the very helpfull article !
Is it possible to have the ENTER NEW DATA button to a different worksheet and when we click on the ENTER NEW DATA button and select the worksheet on which we want to make the new entry (New York, Washington,California) the worksheet NOT to become active?
How vba can be modified in order not only to enter new data to one of these three worksheets, but also to search for a name or address in the already added entries?
Hey, YIANNIS ZOUGANELIS!
Thank you for your query. Hope you are doing well. You have asked some thoughtful questions. I am answering all your queries one by one below.
Q1: First of all, you have asked if it is possible to have the ENTER NEW DATA button on a different worksheet.
Yes, this is very much possible. In this regard, you will have to follow the same procedures of the article to create the forms and buttons for everything in the worksheet just where you want the button to appear.
Q2: Second, you want the selected worksheet not to become active. In this regard, you have to change the code a little bit. Say, you have set the button in the MainSheet worksheet. Now, you want to be active in this sheet all along. You don’t want to activate any other selected worksheet.
In this regard, create the button and form in the MainSheet worksheet and then write the code below inside the Code window of the Command_Button1.
Private Sub CommandButton1_Click()
TargetSheet = ListBox1.Value
If TargetSheet = "" Then
lastRow = ActiveSheet.Cells(Rows.Count, 1).End(xlUp).Row
ActiveSheet.Cells(lastRow + 1, 2).Value = TextBox1.Value
ActiveSheet.Cells(lastRow + 1, 3).Value = TextBox2.Value
ActiveSheet.Cells(lastRow + 1, 4).Value = TextBox3.Value
ActiveSheet.Cells(lastRow + 1, 5).Value = TextBox4.Value
Q3: Thirdly, you want to search for present values rather than entering values. This is a different thing. Say, you are given the same dataset as per the article. Now, you want to enter only the customer’s name and want to get the contact address, age, and gender. Go through the steps below to achieve this.
Sub Search_Data() UserForm1.Show End Sub
Dim sh As Worksheet
Set sh = ThisWorkbook.Sheets("Search")
Dim lr As Long
lr = sh.Range("B" & Rows.Count).End(xlUp).Row
Dim i As Long
If Application.WorksheetFunction.CountIf(sh.Range("B:E"), Me.TextBox1.Text) = 0 Then
MsgBox "No match found!", vbOKOnly + vbInformation
For i = 2 To lr
If sh.Cells(i, "B").Value = Me.TextBox1.Text Then
TextBox1 = sh.Cells(i, "B").Value
TextBox2 = sh.Cells(i, "C").Value
TextBox3 = sh.Cells(i, "D").Value
TextBox4 = sh.Cells(i, "E").Value
TextBox1.Value = ""
TextBox2.Value = ""
TextBox3.Value = ""
TextBox4.Value = ""
Finally, you will be able to get your desired automated search result.