This article is primarily focused on developing an Automated Student’s Registration applications using the Visual Basic for Applications (VBA) programming language. With Excel VBA you can create a user form to to automate the data entry task using what is called a macro.
Student’s registration form is just taken as example to develop the data entry form. Once you complete this article, you will be able to develop a data entry application with all required features.
In this article, you will learn:
- Create Home, Database and Support Sheet
- User Interface for Data Entry
- Import Custom Calendar and Icons
- Design Form and assign properties to all controls
- Code to Reset and Initialize the User Form
- Function to Validate Email ID and Other Inputs done by User
- Sub Procedure to Create a folder
- Procedure to upload the Passport Size Photo and Consolidate the pictures in folder
- Assign the path of uploaded pictures to Image Control
- Sub Procedure to Submit or Transfer the Data from user-form to database sheet
- Sub Procedure to Edit and Delete the existing records
- Assign the Macro to run the form
So in this article, a lot to know and a lot to cover. Please read this article carefully and follow the instructions to develop the Data Entry Form with Image.
Step 1 – Creating Excel File
- Open the Excel Application
- Create a New Blank Workbook
- Save the Excel file with the Name ‘Student Registration Form.xlsm’
Step 2 – Creating Home Sheet
- Add three new worksheets in this file
- Rename the first sheet to ‘Home’
- Format the sheets and add a Rounded Rectangle with caption as per below image
Step 3 – Creating Database Sheet and Columns
- Rename the second worksheets to ‘Database’
- Add the required columns in ‘Database’ worksheet
- Do the required formatting as per below image
Step 4 – Creating Support Sheet
- Rename the third worksheets to ‘Support’
- Add the Course details in Column A with column header ‘Courses’
- Apply the formatting as per below image
Step 5 – Design the Data Entry Form in Visual Basic Environment window
- Insert a UserForm
- Design the Data Entry form as per below image
3. Place all the Frames, Controls as per above image. Make sure we have utilized two hidden text-boxes to store row number and image path. Please create both the text box anywhere in the form. Details have been given in below mentioned properties.
Once you create controls with hidden text-boxes, set the Properties of Form and Controls as per below mentioned details.
UserForm Properties
Name: frmDataEntry
BackColor: &H00FFFFFF&
Caption : Student Registration Form
Height: 484
Width: 573
Frame1 – Frame1 and other controls properties
Name: Frame1
BackColor: &H8000000E&
BorderColor: &H00000080&
BorderStyle: 1-frmBorderStyleSingle
Caption: Enter Details
Font: Tahoma, Regular, 12
ForeColor: &H00000080&
Height: 252
Width: 534
Controls in Frame1
Label Caption: Student’s Name
Control Type: TextBox
Name: txtStudentName
BackColor: &H80000005&
BorderColor: &H00000080&
BorderStyle: 1-frmBorderStyleSingle
Font: Tahoma, Regular, 8
ForeColor: &H80000008&
Height: 20
Width: 192
TabIndex: 0
Label Caption: Father’s Name
Control Type: TextBox
Name: txtFatherName
BackColor: &H80000005&
BorderColor: &H00000080&
BorderStyle: 1-frmBorderStyleSingle
Font: Tahoma, Regular, 8
ForeColor: &H80000008&
Height: 20
Width: 192
TabIndex: 1
Label Caption: Date Of Birth
Control Type: TextBox
Name: txtDOB
BackColor: &H80000005&
BorderColor: &H00000080&
BorderStyle: 1-frmBorderStyleSingle
Font: Tahoma, Regular, 8
ForeColor: &H80000008&
Height: 20
Locked:True
Width: 192
TabIndex: 2
Icon for Calendar in Date of Birth Text Box
Control Type: Image
Name: imgCalendar
BackStyle: 0-frmBackStyleTransparent
BorderStyle: 0-frmBorderNone
Height: 20
PictureAlignment: 2-frmPictureAlignmentCenter
PictureSizeMode: 1-frmPictureSizeModeStretch
SpecialEffect: 0-frmSpecialEffectFlat
Width: 20
Label Caption: Gender
1. Control Type: Option Button
Name: optFemale
Caption: Female
Value:False
TabIndex: 3
2. Control Type: Option Button
Name: optMale
Caption: Male
Value:False
TabIndex: 4
Label Caption: Course Applied
Control Type: ComboBox
Name: cmbCourse
BackColor: &H80000005&
BorderColor: &H00000080&
BorderStyle: 1-frmBorderStyleSingle
Font: Tahoma, Regular, 8
ForeColor: &H80000008&
Height: 20
Width: 192
TabIndex: 5
Label Caption: Mobile Number
Control Type: TextBox
Name: txtMobile
BackColor: &H80000005&
BorderColor: &H00000080&
BorderStyle: 1-frmBorderStyleSingle
Font: Tahoma, Regular, 8
ForeColor: &H80000008&
Height: 20
Width: 192
TabIndex: 6
Label Caption: Email ID
Control Type: TextBox
Name: txtEmail
BackColor: &H80000005&
BorderColor: &H00000080&
BorderStyle: 1-frmBorderStyleSingle
Font: Tahoma, Regular, 8
ForeColor: &H80000008&
Height: 20
Width: 192
TabIndex: 7
Hidden TextBox (to store row number – for internal purpose only)
Control Type: TextBox
Name: txtRowNumber
Visible: False
Image Control
Control Type: Image
Name: imgStudent
BackColor: &H80000005&
BorderColor: &H00000080&
BorderStyle: 1-frmBorderStyleSingle
Height: 80
PictureAlignment: 2-frmPictureAlignmentCenter
PictureSizeMode: 1-frmPictureSizeModeStretch
SpecialEffect: 0-frmSpecialEffectFlat
Width: 80
Hidden TextBox (to store image path – for internal purpose only)
Control Type: TextBox
Name: txtImagePath
Visible: False
Command Button – To browse and upload the image
Control Type: CommandButton
Name: cmdLoadImage
BackColor: &H80000005&
Caption: Upload Image…
Font: Tahoma, Regular, 8
TabIndex: 9
Label Caption: Address :
Control Type: TextBox
Name: txtAddress
BackColor: &H80000005&
BorderColor: &H00000080&
BorderStyle: 1-frmBorderStyleSingle
Font: Tahoma, Regular, 8
ForeColor: &H80000008&
Height: 63
MultiLine: True
ScrollBars: 2-frmScrollBarsVertical
TabIndex: 10
Width: 192
Command Button – Submit and Reset
Control Type: CommandButton
Name: cmdSubmit
Accelerator: s
BackColor: &H80000005&
Caption: Submit
Font: Tahoma, Regular, 9
Height: 20
TabIndex: 11
Width:60
Control Type: CommandButton
Name: cmdReset
Accelerator: r
BackColor: &H00FFC0FF&
Caption: Reset
Font: Tahoma, Regular, 9
Height: 20
TabIndex: 12
Width:60
Frame2 – Frame2 and other controls properties
Name: Frame2
BackColor: &H8000000E&
BorderColor: &H00000080&
BorderStyle: 1-frmBorderStyleSingle
Caption: Database
Font: Tahoma, Regular, 12
ForeColor: &H00000080&
Height: 186
Width: 534
Command Button – Edit and Delete
Control Type: CommandButton
Name: cmdEdit
Accelerator: e
BackColor: &H00FFC0C0&
Caption: Edit
Font: Tahoma, Regular, 9
Height: 20
TabIndex: 1
Width:60
Control Type: CommandButton
Name: cmdDelete
Accelerator: d
BackColor: &H00C0E0FF&
Caption: Delete
Font: Tahoma, Regular, 9
Height: 20
TabIndex: 2
Width:60
List-box to Show the Data
Control Type: ListBox
Name: lstDatabase
BorderColor: &H00000080&
BorderStyle: 1-frmBorderStyleSingle
Font: Tahoma, Regular, 8
ForeColor: &H80000008&
Height: 137
TabIndex: 0
Width:517
Now, we have prepare the Form, created required controls and set the properties as given below. Let’s move to the next step.
4. Import the MyCalendar custom calendar control from the Support Folder.
5. Insert a new module. To insert click on Insert Menu – > Module.
6. Change the name of Module1 to mdDataEntry in properties window.
7. Add the below mentioned code on Double Click event of txtDOB to show the Calendar and pick the DOB from custom calendar control.
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Private Sub txtDOB_DblClick(ByVal Cancel As MSForms.ReturnBoolean) Application.ScreenUpdating = False Dim sDate As String On Error Resume Next sDate = MyCalendar.DatePicker(Me.txtDOB) Me.txtDOB.Value = Format(sDate, "dd-mmm-yyyy") On Error GoTo 0 Application.ScreenUpdating = True End Sub |
8. Add the below mentioned code on Click event of imgCalendar to show the Calendar and pick the DOB from custom calendar control.
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Private Sub imgCalendar_Click() Application.ScreenUpdating = False Dim sDate As String On Error Resume Next sDate = MyCalendar.DatePicker(Me.txtDOB) Me.txtDOB.Value = Format(sDate, "dd-mmm-yyyy") On Error GoTo 0 Application.ScreenUpdating = True End Sub |
9. Let’s double click on mdDataEntry module and add the code to perform Reset, Validate, Load Image, Transfer, Edit, Delete and others.
Code to Reset and Initialize the form with default value
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Sub Reset_Form() Dim iRow As Long With frmDataEntry .txtStudentName.Text = "" .txtStudentName.BackColor = vbWhite .txtFatherName.Text = "" .txtFatherName.BackColor = vbWhite .txtDOB.Text = "" .txtDOB.BackColor = vbWhite .optFemale.Value = False .optMale.Value = False .txtMobile.Value = "" .txtMobile.BackColor = vbWhite .txtEmail.Value = "" .txtEmail.BackColor = vbWhite .txtAddress.Value = "" .txtAddress.BackColor = vbWhite .txtRowNumber.Value = "" .txtImagePath.Value = "" .imgStudent.Picture = LoadPicture(vbNullString) .cmdSubmit.Caption = "Submit" '.cmbCourse.Clear .cmbCourse.BackColor = vbWhite 'Dynamic range based on Support Sheet shSupport.Range("A2", shSupport.Range("A" & Rows.Count).End(xlUp)).Name = "Dynamic" .cmbCourse.RowSource = "Dynamic" .cmbCourse.Value = "" .cmbCourse.Value = "" 'Assigning RowSource to lstDatabase .lstDatabase.ColumnCount = 12 .lstDatabase.ColumnHeads = True .lstDatabase.ColumnWidths = "30,70,70,40,45,70,60,60,70,0,0,0" iRow = shDatabase.Range("A" & Rows.Count).End(xlUp).row + 1 ' Identify last blank row If iRow > 1 Then .lstDatabase.RowSource = "Database!A2:L" & iRow Else .lstDatabase.RowSource = "Database!A2:L2" End If End With End Sub |
Code to Validate the structure of email entered by user
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Function ValidEmail(email As String) As Boolean ' A regular expression is a pattern made up of a sequence of characters ' that you can use to find a matching pattern in another string. ' In order to use Regex in VBA you have to use the RegExp object. ' A pattern such as [A-C] can be used to search for and match an ' upper case letter from A to C from a sequence. Dim oRegEx As Object Set oRegEx = CreateObject("VBScript.RegExp") With oRegEx .Pattern = "^[\w-\.]{1,}\@([\da-zA-Z-]{1,}\.){1,}[\da-zA-Z-]{2,3}$" ValidEmail = .Test(email) End With Set oRegEx = Nothing End Function |
Function to Browse and Select the Image
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Function GetImagePath() As String GetImagePath = "" With Application.FileDialog(msoFileDialogFilePicker) ' File Picker Dialog box .AllowMultiSelect = False .Filters.Clear ' Clear the exisiting filters .Filters.Add "Images", "*.gif; *.jpg; *.jpeg" 'Add a filter that includes GIF and JPEG images ' show the file picker dialog box If .Show <> 0 Then GetImagePath = .SelectedItems(1) ' Getting the path of selected file name End If End With End Function |
Sub Procedure to create a folder named ‘Images’ at the same location where Excel Files has been saved.
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Sub CreateFolder() Dim strFolder As String ' To hold the folter path where we need to replicate the image strFolder = ThisWorkbook.Path & Application.PathSeparator & "Images" 'Check Directory exist or not. If not exist then it will return blank If Dir(strFolder, vbDirectory) = "" Then MkDir strFolder ' Make a folder with the name of 'Images' End If End Sub |
Sub Procedure to Save the selected image in Images folder and load it to Image control imgStudent
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Sub LoadImange() Dim imgSourcePath As String ' To store the path of image selected by user Dim imgDestination As String ' To store the path of image selected by user imgSourcePath = Trim(GetImagePath()) ' Call the Function If imgSourcePath = "" Then Exit Sub Call CreateFolder 'Create Image folder if not exist imgDestination = ThisWorkbook.Path & Application.PathSeparator & _ frmDataEntry.txtStudentName & "." & Split(imgSourcePath, ".")(UBound(Split(imgSourcePath, "."))) FileCopy imgSourcePath, imgDestination ' Code to copy image frmDataEntry.imgStudent.PictureSizeMode = fmPictureSizeModeStretch 'Stretch mode frmDataEntry.imgStudent.Picture = LoadPicture(imgDestination) ' Loading picture to imgStudent frmDataEntry.txtImagePath.Value = imgDestination ' Assigning the path to text box End Sub |
Function to Validate data entered by user
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Function ValidEntry() As Boolean ValidEntry = True With frmDataEntry 'Default Color .txtStudentName.BackColor = vbWhite .txtFatherName.BackColor = vbWhite .txtDOB.BackColor = vbWhite .txtMobile.BackColor = vbWhite .txtEmail.BackColor = vbWhite .txtAddress.BackColor = vbWhite .cmbCourse.BackColor = vbWhite 'Validating Student Name If Trim(.txtStudentName.Value) = "" Then MsgBox "Please enter Student's name.", vbOKOnly + vbInformation, "Student Name" .txtStudentName.BackColor = vbRed .txtStudentName.SetFocus ValidEntry = False Exit Function End If 'Validating Father's name If Trim(.txtFatherName.Value) = "" Then MsgBox "Please enter Father's name.", vbOKOnly + vbInformation, "Father Name" .txtFatherName.BackColor = vbRed .txtFatherName.SetFocus ValidEntry = False Exit Function End If 'Validating DOB If Trim(.txtDOB.Value) = "" Then MsgBox "DOB is blank. Please enter DOB.", vbOKOnly + vbInformation, "Invalid Entry" .txtDOB.BackColor = vbRed ValidEntry = False Exit Function End If 'Validating Gender If .optFemale.Value = False And .optMale.Value = False Then MsgBox "Please select gender.", vbOKOnly + vbInformation, "Invalid Entry" ValidEntry = False Exit Function End If 'Validating Course If Trim(.cmbCourse.Value) = "" Then MsgBox "Please select the Course from drop-down.", vbOKOnly + vbInformation, "Course Applied" .cmbCourse.BackColor = vbRed ValidEntry = False Exit Function End If 'Validating Mobile Number If Trim(.txtMobile.Value) = "" Or Len(.txtMobile.Value) < 10 Or Not IsNumeric(.txtMobile.Value) Then MsgBox "Please enter a valid mobile number.", vbOKOnly + vbInformation, "Invalid Entry" .txtMobile.BackColor = vbRed .txtMobile.SetFocus ValidEntry = False Exit Function End If 'Validating Email If ValidEmail(Trim(.txtEmail.Value)) = False Then MsgBox "Please enter a valid email address.", vbOKOnly + vbInformation, "Invalid Entry" .txtEmail.BackColor = vbRed .txtEmail.SetFocus ValidEntry = False Exit Function End If 'Validating Address If Trim(.txtAddress.Value) = "" Then MsgBox "Address is blank. Please enter a valid address.", vbOKOnly + vbInformation, "Invalid Entry" .txtAddress.BackColor = vbRed ValidEntry = False Exit Function End If 'Validating Image If .imgStudent.Picture Is Nothing Then MsgBox "Please upload the PP Size Photo.", vbOKOnly + vbInformation, "Picture" ValidEntry = False Exit Function End If End With End Function |
Sub Procedure to Transfer the Data from Form to Database sheet
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Sub Submit_Data() Dim iRow As Long If frmDataEntry.txtRowNumber.Value = "" Then iRow = shDatabase.Range("A" & Rows.Count).End(xlUp).row + 1 ' Identify last blank row Else iRow = frmDataEntry.txtRowNumber.Value End If With shDatabase.Range("A" & iRow) .Offset(0, 0).Value = "=Row()-1" 'S. No. .Offset(0, 1).Value = frmDataEntry.txtStudentName.Value 'Student's Name .Offset(0, 2).Value = frmDataEntry.txtFatherName.Value 'Father's Name .Offset(0, 3).Value = frmDataEntry.txtDOB.Value 'DOB .Offset(0, 4).Value = IIf(frmDataEntry.optFemale.Value = True, "Female", "Male") 'Gender .Offset(0, 5).Value = frmDataEntry.cmbCourse.Value 'Qualification .Offset(0, 6).Value = frmDataEntry.txtMobile.Value 'Mobile Number .Offset(0, 7).Value = frmDataEntry.txtEmail.Value 'Email .Offset(0, 8).Value = frmDataEntry.txtAddress.Value 'Address .Offset(0, 9).Value = frmDataEntry.txtImagePath.Value 'Photo .Offset(0, 10).Value = Application.UserName 'Submitted By .Offset(0, 11).Value = Format([Now()], "DD-MMM-YYYY HH:MM:SS") 'Submitted On 'Reset the form Call Reset_Form Application.ScreenUpdating = True MsgBox "Data submitted successfully!" End Sub |
Function to find the selection in lstDatabase
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Function Selected_List() As Long Dim i As Long Selected_List = 0 If frmDataEntry.lstDatabase.ListCount = 1 Then Exit Function ' If no items exist in List Box For i = 0 To frmDataEntry.lstDatabase.ListCount - 1 If frmDataEntry.lstDatabase.Selected(i) = True Then Selected_List = i + 1 Exit For End If Next i End Function |
Sub Procedure to Show the Form
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Sub Show_Form() frmDataEntry.Show End Sub |
Now, we have created all the Sub Procedures and Functions. Let’s call these functions and procedures on click events and form intilization.
Go to Form and double click on ‘cmdLoadImage’ command button to call the ‘LoadImage’ sub procedure.
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Private Sub cmdLoadImage_Click() If Me.txtStudentName.Value = "" Then MsgBox "Please enter Student's first.", vbOKOnly + vbCritical, "Error" Exit Sub End If Call LoadImange End Sub |
Call the Reset_Form sub-procedure on Form Initialization
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Private Sub UserForm_Initialize() Call Reset_Form End Sub |
Assign the code on Click event of Submit Button
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Private Sub cmdSubmit_Click() Dim i As VbMsgBoxResult i = MsgBox("Do you want to submit the data?", vbYesNo + vbQuestion, "Submit Data") If i = vbNo Then Exit Sub If ValidEntry Then Call Submit_Data End If End Sub |
Assign the code on Click event of Reset Button
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Private Sub cmdReset_Click() Dim i As VbMsgBoxResult i = MsgBox("Do you want to reset the form?", vbYesNo + vbQuestion, "Reset") If i = vbNo Then Exit Sub Call Reset_Form End Sub |
Add the below code on double click of lstDatabase to edit the record
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Private Sub lstDatabase_DblClick(ByVal Cancel As MSForms.ReturnBoolean) If Selected_List = 0 Then MsgBox "No row is selected.", vbOKOnly + vbInformation, "Edit" Exit Sub End If Dim sGender As String 'Me.txtRowNumber = Selected_List + 1 ' Assigning Selected Row Number of Database Sheet Me.txtRowNumber = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 0) + 1 'Assigning the Selected Reocords to Form controls frmDataEntry.txtStudentName.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 1) frmDataEntry.txtFatherName.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 2) frmDataEntry.txtDOB.Value = Format(Me.lstDatabase.List(Me.lstDatabase.ListIndex, 3), "dd-mmm-yyyy") sGender = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 4) If sGender = "Female" Then frmDataEntry.optFemale.Value = True Else frmDataEntry.optMale.Value = True End If frmDataEntry.cmbCourse.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 5) frmDataEntry.txtMobile.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 6) frmDataEntry.txtEmail.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 7) frmDataEntry.txtAddress.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 8) frmDataEntry.imgStudent.Picture = LoadPicture(Me.lstDatabase.List(Me.lstDatabase.ListIndex, 9)) frmDataEntry.txtImagePath = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 9) Me.cmdSubmit.Caption = "Update" MsgBox "Please make the required changes and Click on Update." End Sub |
Write the below code on click event of cmdDelete command button
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Private Sub cmdDelete_Click() If Selected_List = 0 Then MsgBox "No row is selected.", vbOKOnly + vbInformation, "Delete" Exit Sub End If Dim i As VbMsgBoxResult Dim row As Long row = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 0) + 1 i = MsgBox("Do you want ot delete the selected record?", vbYesNo + vbQuestion, "Delete") If i = vbNo Then Exit Sub ThisWorkbook.Sheets("Database").Rows(row).Delete Call Reset ' Refresh the controls with latest information MsgBox "Selected record has been successfully deleted.", vbOKOnly + vbInformation, "Delete" End Sub |
Write the below code on click event of cmdEdit command button
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Private Sub cmdEdit_Click() If Selected_List = 0 Then MsgBox "No row is selected.", vbOKOnly + vbInformation, "Edit" Exit Sub End If Dim sGender As String Me.txtRowNumber = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 0) + 1 'Assigning the Selected Reocords to Form controls frmDataEntry.txtStudentName.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 1) frmDataEntry.txtFatherName.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 2) frmDataEntry.txtDOB.Value = Format(Me.lstDatabase.List(Me.lstDatabase.ListIndex, 3), "dd-mmm-yyyy") sGender = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 4) If sGender = "Female" Then frmDataEntry.optFemale.Value = True Else frmDataEntry.optMale.Value = True End If frmDataEntry.cmbCourse.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 5) frmDataEntry.txtMobile.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 6) frmDataEntry.txtEmail.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 7) frmDataEntry.txtAddress.Value = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 8) frmDataEntry.imgStudent.Picture = LoadPicture(Me.lstDatabase.List(Me.lstDatabase.ListIndex, 9)) frmDataEntry.txtImagePath = Me.lstDatabase.List(Me.lstDatabase.ListIndex, 9) Me.cmdSubmit.Caption = "Update" MsgBox "Please make the required changes and Click on Update." End Sub |
Now, we have successfully assigned and called all the required functions and procedures on different events. Let’s move ‘Home’ sheet in Excel and assign the macro ‘Show_Form’ on rectangular button so that user can click there to launch the form.
Student’s Registration Form is ready. You can test this form and start using.
Please watch the Step by Step Tutorial on YouTube.
Please download the Support and Excel file used in this tutorial.
Thanks!
