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.
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 in Excel VBA to Create the Data Entry Form
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 sub procedure 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 sub procedure called CommandButton_Click will open. Enter the following code there.
⧭ VBA Code:
Private Sub CommandButton1_Click() Total_Rows = ActiveSheet.UsedRange.Rows.Count + 1 Active_Column = 1 Set Top_Cell = ActiveSheet.Range("B2") For i = 1 To Total_Rows If Top_Cell.Cells(i, 1).Value = "" Then For Each Ctrl In UserForm1.Controls If TypeName(Ctrl) = "TextBox" Then Top_Cell.Cells(i, Active_Column).Value = Ctrl.Text Active_Column = Active_Column + 1 End If Next Ctrl Exit For End If Next i 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.
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 display the Developer tab on the ribbon.
- 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: Viewing the Final Output of 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.
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.
Download Practice Workbook
Download this practice workbook to exercise while you are reading this article.
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. Thank you!