Thread: Multiple passwords in single spreadsheet

Hi,
Question: I have one excel workbook (2003) that is accessed by three people. I'd like each person to have a different password to the same sheet.

For example, person 1 can update columns A-D, person 2 can update columns E-G and person 3 can update columns H-J. Is it possible to have three passwords on the same spreadsheet?

This would require VBA. I'm just beginning to learn VBA but here's what I came up with. You will need to secure your VBA code to prevent people from looking at the code where other people's passwords will be seen. One of the VBA gurus here might improve on this code. You''ll need a subroutine that runs on opening the workbook (to unprotect specific columns) and one to work on saving (to reprotect those columns). These routines should be pasted in "Thisworkbook". Right click on a tab and "view code" to open the vba editor and then double click on thisworkbook to open that code window. In my example, I did not protect the code so you can view it.
I chose Jim, Lynn, and Bob with passwords JimsPassword, LynnsPassword and BobsPassword. The sheet password is "test_one"
Routine 1

Code:

Private Sub Workbook_Open()

Dim UserName As String
Dim Pword As String
Dim Qualifier As String

Sheets("Sheet1").Select

Application.ScreenUpdating = False

UserName = InputBox("Enter your name")
Qualifier = InputBox("Enter your password")

Select Case UserName
    Case "Jim"
        If Qualifier = "JimsPassword" Then                  'Replace with Jim's log in password
        ActiveSheet.Unprotect Password:="test_one"           'Replace with the worksheet password
        Columns("A:B").Select
        Selection.Locked = False
        [A1].Select
        ActiveSheet.Protect DrawingObjects:=True, Contents:=True, Scenarios:=True, Password:="test_one" 'Replace with the worksheet password
        Else
        MsgBox ("That is the incorrect password. Close the book and try again")
        End If
        
    Case "Lynn"
        If Qualifier = "LynnsPassword" Then           'Replace with Lynn's log in password
        ActiveSheet.Unprotect Password:="test_one"     'Replace with the worksheet password
        Columns("C:D").Select
        Selection.Locked = False
        [A1].Select
        ActiveSheet.Protect DrawingObjects:=True, Contents:=True, Scenarios:=True, Password:="test_one"
        Else
        MsgBox ("That is the incorrect password. Close the book and try again")
        End If
    Case "Bob"
        If Qualifier = "BobsPassword" Then                'Replace with Bob's log in password
        ActiveSheet.Unprotect Password:="test_one"
        Columns("E:F").Select
        Selection.Locked = False
        [A1].Select
        ActiveSheet.Protect DrawingObjects:=True, Contents:=True, Scenarios:=True, Password:="test_one"
        Else
        MsgBox ("That is the incorrect password. Close the book and try again")
        End If
    Case Else
        MsgBox ("You have view only rights to this spreadsheet")

End Select
Application.ScreenUpdating = True

End Sub

Routine 2 (for saving) much shorter.

Code:

Private Sub Workbook_BeforeSave(ByVal SaveAsUI As Boolean, Cancel As Boolean)
        ActiveSheet.Unprotect Password:="test_one"
        Columns("A:F").Select
        Selection.Locked = True
        [A1].Select
        ActiveSheet.Protect DrawingObjects:=True, Contents:=True, Scenarios:=True, Password:="test_one"

End Sub

Good evening Rachel Thomas

...and welcome to the forum!!

Originally Posted by Rachel Thomas

For example, person 1 can update columns A-D, person 2 can update columns E-G and person 3 can update columns H-J. Is it possible to have three passwords on the same spreadsheet?

You can do this without resorting to VBA by using Tools > Protection > Allow users to edit ranges.
You use this facility to define ranges and secure it with a password. You will need to define user A's ranges, with a password, and user B's ranges with another password, and so on. Then invoke protection (Tools > Protect Sheet, without a password) and the users will not be able to edit each others' ranges (unless they have the other password).

Don't forget the passwords.

HTH

DominicB

:::slapping forehead::: Going from Excel 2000 directly to 2007, I forgot that 2003 had that capability. My bad.

Originally Posted by ChemistB

:::slapping forehead::: Going from Excel 2000 directly to 2007, I forgot that 2003 had that capability. My bad.

You know ChemistB, that really is no excuse. You gave me my 5th ever rep point for this post, back in July last year ...

Take care.

DominicB