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Excel VBA

Excel UserForm Controls - CheckBox, OptionButton and

ToggleButton

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Category: Excel VBA

UserForm Controls - CheckBox, OptionButton and ToggleButton

Also refer "2. UserForm and Controls - Properties" for properties common to the UserForm and
most Controls
Note: In below given examples, vba codes are required to be entered in the Code Module of the
UserForm, unless specified otherwise.

___________________________________________________________________________

Excel VBA UserForms and Controls

1. UserForms in Excel VBA - UserForm Basics; Add Controls dynamically at run-time using the
Add Method; UserForm Controls (A Snapshot).
2. UserForm and Controls - Properties.
3. UserForm Controls - Label, TextBox and CommandButton.
4. UserForm Controls - ComboBox and ListBox.
5. UserForm Controls - CheckBox, OptionButton and ToggleButton
6. UserForm Controls - Frame, MultiPage and TabStrip.
7. UserForm Controls - ScrollBar and SpinButton.
8. UserForm Controls - Image and RefEdit.
___________________________________________________________________________

CheckBox

The Value property of a CheckBox indicates whether it is selected or not. A True value indicates that the
CheckBox is selected, False indicates that it is cleared; and the Null value indicates that it is neither
selected nor cleared, and the CheckBox will appear shaded in this case. The value of TripleState property
should be set (can be set either in the Properties window or by using a macro or vba code) to True for the
CheckBox to have a Null value.

Example 1: Display value of CheckBox, indicating if it is selected, cleared or in a Null state

Private Sub UserForm_Initialize()

'set CheckBox properties on activation of UserForm

With Me.CheckBox1
.TextAlign = fmTextAlignCenter
'will enable CheckBox to have three possible values, including the Null value

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.TripleState = True
End With

End Sub

Private Sub CheckBox1_Change()

'MsgBox will display value of CheckBox, indicating if it is selected, cleared or in a Null state

If CheckBox1.Value = True Then

MsgBox "True"
ElseIf CheckBox1.Value = False Then
MsgBox "False"
Else
MsgBox "Null"
End If

End Sub

Example 2: User can enter in TextBox only if CheckBox is selected

Private Sub UserForm_Initialize()

'set TextBox properties on activation of UserForm

Me.TextBox1.Enabled = False

End Sub

Private Sub CheckBox1_Click()

'user can enter in TextBox only if CheckBox is selected

If CheckBox1.Value = True Then

TextBox1.Enabled = True
Else
TextBox1.Enabled = False
End If

End Sub

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OptionButton

OptionButton is used to make one selection from multiple options. It is also referred to as a Radio Button,
which chooses one option from a group of mutually exclusive options. If OptionButtons are not grouped,
selecting one OptionButton in a UserForm will de-select all other OptionButtons in the form. All
OptionsButtons within a specific Group become mutually exclusive and self-contained within that group
and do not affect selection of OptionButtons outside that group. Selecting an OptionButton in one group
will de-select all other OptionButtons of only that group.

OptionButtons can be grouped by the following methods: (i) using the GroupName property:
OptionButtons can first be added to a UserForm and then their GroupName property can be set either in
the Properties window or by using a macro or vba code. OptionButtons having the same GroupName
become mutually exclusive and selecting one OptionButton will de-select all other OptionButtons of that

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group; and (ii) using a Frame Control: First add the Frame in a UserForm and then add OptionButtons to
the Frame. A Frame can contain other Controls as well. Each Frame will separately group two or more
OptionButtons, irrespective of whether all OptionButtons across other Frames, also have the same
GroupName. However, it might be preferable to group OptionButtons using the GroupName property
than using a Frame only for this purpose, to save space and reduce the UserForm size. Note: A MultiPage
control is also a container and is used to group or organize related controls within each of its pages. Each
page of a MultiPage control will separately group two or more OptionButtons, irrespective of whether all
OptionButtons (across all pages) have the same GroupName.

The Value property of an OptionButton indicates whether it is selected or not. A True value indicates that
the OptionButton is selected, False is the default value and indicates that it is not selected.

Examples - Determine selected OptionButton or CheckBoxes within a Frame:

Example 3: Determine which controls (CheckBox & OptionButton) within a Frame, are selected:

Private Sub CommandButton1_Click()

'Determine which Controls within a Frame (containing both OptionButton and CheckBoxes), are
selected.

Dim ctrl As Control

For Each ctrl In Frame1.Controls

If ctrl.Value = True Then
MsgBox ctrl.Caption
End If
Next

End Sub

Example 4: Determine which OptionButton within a Frame, is selected:

Private Sub CommandButton1_Click()

'Determine which OptionButton within a Frame (containing both OptionButton and CheckBoxes), is
selected.

Dim ctrl As Control

For Each ctrl In Frame1.Controls

If TypeOf ctrl Is msforms.OptionButton Then
If ctrl.Value = True Then
MsgBox ctrl.Caption & " is selected", vbOKOnly, "Selected OptionButton"
End If
End If
Next ctrl

End Sub

Example 5: Determine which CheckBoxes within a Frame, are selected:

Private Sub CommandButton1_Click()

'Determine which CheckBoxes within a Frame (containing both OptionButton and CheckBoxes), are

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selected.

Dim ctrl As Control

'The test for CheckBoxes (viz. If TypeOf ctrl Is msforms.CheckBox Then) might not be conclusive
- the OptionButton and ToggleButton controls also implement the Checkbox interface and meet
this condition.
For Each ctrl In Frame1.Controls
If TypeOf ctrl Is msforms.CheckBox Then
If Not TypeOf ctrl Is msforms.OptionButton Then
If ctrl.Value = True Then
MsgBox ctrl.Caption & " is selected", vbOKOnly, "Selected CheckBoxes"
End If
End If
End If
Next ctrl

End Sub

Example 6: Determine which OptionButton, in a UserForm, with a particular GroupName, is

selected:

Private Sub CommandButton1_Click()

'Determine which OptionButton, in a UserForm, with a particular GroupName, is selected.

Dim ctrl As Control

For Each ctrl In Me.Controls

If TypeOf ctrl Is msforms.OptionButton Then
If ctrl.GroupName = "GroupA" Then
If ctrl.Value = True Then
MsgBox ctrl.Caption & " is selected", vbOKOnly, "Selected OptionButton"
End If
End If
End If
Next ctrl

End Sub

Difference between CheckBox and OptionButton

With CheckBox, user can select multiple options, by selecting each CheckBox against which an option
is available. OptionButton is used when user is allowed to select only a single option.

CheckBox can be used in a singular manner viz. a single CheckBox can be selected or deselected (by
clicking itself) indicating whether an option is to be exercised or not. OptionButton on the other hand
are used in multiples viz. two or more, to indicate selection of mutually exculsive options.
OptionButton gets deselected only on selection of another OptionButton and not by clicking itself.

Example 7: A Practical Example of creating and using a UserForm with

CheckBox, OptionButtons and other Controls:

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Image 23a

Step 1: refer Image 23a - clicking on Command Button (Get UserForm) runs the following macro in
Sheet4, which Loads the UserForm:

Sub getUserForm()

frmGetData.Show

End Sub

Image 23b

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Step 2: refer Image 23b - UserForm gets Loaded.

Image 23c

Step 3: refer Image 23c - enter UserForm fields for each candidate.

Image 23d

Step 4: refer Image 23d - save UserForm and data gets posted in worksheet, sorted alphabetically, by

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name.

Set of VBA codes/macros entered in the Code Module of the UserForm: VBE editor -> Forms ->
frmGetData (name of the UserForm):

Private Sub UserForm_Initialize()

'Set properties of Controls on initialization of UserForm. The UserForm gets loaded on clicking the
command button on worksheet which uses the UserForm Show method.

Dim i As Integer
Dim myArray As Variant

'to select from a large number of options, use a ListBox or ComboBox; CheckBoxes might
provide better visibility and can be used when selection is to be made from few options, hence
these are used to select user "Interests".
With Me.lstAge
For i = 1 To 100
.AddItem i & " yrs"
Next i
End With

'ComboBox has been preferred over ListBox, for selecting country, for 2 reasons: (i) allow
customized entries from user even if country name not in list; and (ii) to facilitate selection from
list because typing in the first letter(s) in text area of ComboBox will display matching options.
myArray = Array("Argentina", "Australia", "Brazil", "China", "France", "Germany", "Greece",
"HongKong", "India", "Italy", "Japan", "Russia", "Singapore", "Spain", "Switzerland", "UK",
"USA")
Me.cmbCountry.List = myArray

Me.txtSpouse.Enabled = False
Me.txtStartDate.Enabled = False
Me.txtEndDate.Enabled = False

'all OptionsButtons within a specific GroupName become mutually exclusive and self-contained
within that group and do not affect selection of OptionButtons outside that group.
'selecting an OptionButton in one group will de-select all other OptionButtons of only that group.
'if OptionButtons are not grouped (in a container viz. specific GroupName, MultiPage Control or
Frame Control), selecting one OptionButton in a UserForm will de-select all other OptionButtons
in the form.
optMale.GroupName = "Gender"
optFemale.GroupName = "Gender"

optStartDate.GroupName = "Availability"
optEndDate.GroupName = "Availability"

End Sub

Private Sub clearForm()

'clear all fields in UserForm

'TextBox to accept name

txtName.Value = ""
'OptionButton which selects "Male"
optMale.Value = False

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'OptionButton which selects "Female"

optFemale.Value = False
'ListBox to select Age
lstAge.ListIndex = -1
'ComboBox to select Country
cmbCountry.Value = ""
'CheckBox to select "Reading"
chkReading.Value = False
'CheckBox to select "Music"
chkMusic.Value = False
'CheckBox to select "Movies"
chkMovies.Value = False
'CheckBox to select "Sports"
chkSports.Value = False
'CheckBox to select if Married
chkMarried.Value = False
'TextBox to enter Spouse Name
txtSpouse.Value = ""
'TextBox to enter Start Date
txtStartDate.Value = ""
'TextBox to enter End Date
txtEndDate.Value = ""
'OptionButton to select Start Date
optStartDate.Value = False
'OptionButton to select End Date
optEndDate.Value = False

End Sub

Private Sub Calendar1_Click()

'To add Calendar control in a ToolBox and then to UserForm: In the VBE editor -> select ToolBox ->
right-click in ToolBox OR select Tools from top menu bar -> click Additional Controls -> select
Calendar Control ("Calendar Control 10.0", "Calendar Control 12.0")

'manual entry has been disabled in the TextBoxes txtStartDate and txtEndDate. Select relevant
OptionButton and click on calendar to post.
If optStartDate = True Then
txtStartDate.Text = Format(Calendar1.Value, "mm/dd/yyyy")
ElseIf optEndDate = True Then
txtEndDate.Text = Format(Calendar1.Value, "mm/dd/yyyy")
End If

End Sub

Private Sub chkMarried_Click()

'user can enter in TextBox only if CheckBox is selected

If chkMarried.Value = True Then

txtSpouse.Enabled = True
Else
txtSpouse.Enabled = False
End If

End Sub

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Private Sub cmdClear_Click()

clearForm

End Sub

Private Sub cmdClose_Click()

Unload Me

End Sub

Private Sub cmdSave_Click()

'save UserForm data in worksheet

Dim totalRows As Long

Dim str As String
Dim endDate As String, startDate As String

'error check - blank UserForm fields not permitted

If txtName.Text = "" Then
MsgBox "Please Enter Name", vbOKOnly, "Name Error!"
Exit Sub
ElseIf optMale.Value = False And optFemale.Value = False Then
MsgBox "Please Select Gender", vbOKOnly, "Gender Error!"
Exit Sub
ElseIf lstAge.ListIndex = -1 Then
MsgBox "Please Select Age", vbOKOnly, "Age Error!"
Exit Sub
ElseIf cmbCountry.Value = "" Then
MsgBox "Please Select Country", vbOKOnly, "Country Error!"
Exit Sub
ElseIf chkReading.Value = False And chkMusic.Value = False And chkMovies.Value = False And
chkSports.Value = False Then
MsgBox "Please Select atleast one Interest", vbOKOnly, "Interests Error!"
Exit Sub
ElseIf chkMarried.Value = True And txtSpouse.Text = "" Then
MsgBox "Please Enter Spouse Name", vbOKOnly, "Spouse Error!"
Exit Sub
ElseIf txtStartDate.Text = "" Then
MsgBox "Please Enter Start Date", vbOKOnly, "Date Error!"
Exit Sub
ElseIf txtEndDate.Text = "" Then
MsgBox "Please Enter End Date", vbOKOnly, "Date Error!"
Exit Sub
End If

'error check - start date cannot be later than end date

endDate = Right(txtEndDate.Text, 4) & Left(txtEndDate.Text, 2) & Mid(txtEndDate.Text, 4, 2)
startDate = Right(txtStartDate.Text, 4) & Left(txtStartDate.Text, 2) & Mid(txtStartDate.Text, 4,

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2)
If endDate < startDate Then
MsgBox "Start Date cannot be later than End Date!", vbOKOnly, "Date Error!"
Exit Sub
End If

'determine worksheet row to post data

totalRows = Sheet4.Cells(Rows.Count, "A").End(xlUp).Row
If totalRows < 3 Then
totalRows = 3
Else
totalRows = totalRows
End If

'Post Data in worksheet:

Sheet4.Cells(totalRows + 1, 1) = txtName.Text

If optMale.Value = True Then

Sheet4.Cells(totalRows + 1, 2) = "Male"
ElseIf optFemale.Value = True Then
Sheet4.Cells(totalRows + 1, 2) = "Female"
End If

Sheet4.Cells(totalRows + 1, 3) = lstAge.Value

If txtSpouse.Text <> "" Then

Sheet4.Cells(totalRows + 1, 4) = txtSpouse.Text
Else
Sheet4.Cells(totalRows + 1, 4) = "Unmarried"
End If

Sheet4.Cells(totalRows + 1, 5) = cmbCountry.Value

If chkReading.Value = True Then

str = "Reading, "
End If
If chkMusic.Value = True Then
str = str & "Music, "
End If
If chkMovies.Value = True Then
str = str & "Movies, "
End If
If chkSports.Value = True Then
str = str & "Sports, "
End If

'deleting comma and space, the 2 characters at the end of str

str = Left(str, Len(str) - 2)
Sheet4.Cells(totalRows + 1, 6) = str

Sheet4.Cells(totalRows + 1, 7) = txtStartDate.Value
Sheet4.Cells(totalRows + 1, 8) = txtEndDate.Value

'sort the data stored in worksheet, by name

Sheet4.Range("A4:H" & totalRows + 1).Sort Key1:=Sheet4.Range("A4"), Order1:=xlAscending

'run the macro - Private Sub clearForm(), to clear all fields in UserForm
clearForm

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End Sub

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ToggleButton

ToggleButton is a control which executes one action when clicked first and a different action on the
second click. It has two states, On and Off, wherein the button alternates (or toggles) between the two. It
can have a value of True (where it appears as pressed) when the button is selected or the value False
(appears unpressed) when unselected. ToggleButton seems a cross between a CheckBox (toggle
functionality) and a CommandButton (clickable and similar appearance till clicked). You can toggle On and
Off by selecting or deselecting a CheckBox. ToggleButton uses a single button whereas OptionButtons use
two separate buttons to determine an on/off (select/deselect) status. However, most users find CheckBox
or OptionButtons easier to use. Note: ToggleButton can also have a Null value (ie. neither selected nor
unselected) wherein it will appear shaded, if the TripleState property is set to True.

Example 8: Using a ToggleButton control to alternate between sorting as per Ascending order
or Descending order of a worksheet range. Refer Images 24a and 24b:

Image 24a

Image 24b

Private Sub UserForm_Initialize()

'Set properties of Controls on initialization of UserForm.

Dim totalrows As Long

'determine total rows in column A:

totalrows = Sheet7.Cells(Rows.Count, "A").End(xlUp).Row

'ToggleButton is pressed, data in column A & B gets sorted in ascending order and the button
appears in green BackColor and displays the alternate sort option:

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Me.ToggleButton1.Value = True
Me.ToggleButton1.Caption = "Get Descending Order"
Me.ToggleButton1.Font.Bold = True
Me.ToggleButton1.BackColor = RGB(0, 255, 0)

Sheet7.Range("A2:B" & totalrows).Sort Key1:=Sheet7.Range("A2"), Order1:=xlAscending

End Sub

Private Sub ToggleButton1_Click()

Dim totalrows As Long

'determine total rows in column A:

totalrows = Sheet7.Cells(Rows.Count, "A").End(xlUp).Row

'if ToggleButton is pressed, data in column A & B gets sorted in ascending order and the button
appears in green BackColor and displays the alternate sort option:
If Me.ToggleButton1.Value = True Then
Me.ToggleButton1.Caption = "Get Descending Order"
Me.ToggleButton1.BackColor = RGB(0, 255, 0)
Sheet7.Range("A2:B" & totalrows).Sort Key1:=Sheet7.Range("A2"), Order1:=xlAscending
'if ToggleButton value is False (appears unpressed), data in column A & B gets sorted in
descending order and the button appears in red BackColor and displays the alternate sort option:
ElseIf Me.ToggleButton1.Value = False Then
Me.ToggleButton1.Caption = "Get Ascending Order"
Me.ToggleButton1.BackColor = RGB(255, 0, 0)
Sheet7.Range("A2:B" & totalrows).Sort Key1:=Sheet7.Range("A2"), Order1:=xlDescending
End If

End Sub

Example 9: Using ToggleButton to hide or unhide worksheet columns/rows:

Private Sub ToggleButton1_Click()

'hide or unhide columns:

If ToggleButton1.Value = True Then

Sheet7.Columns("B").EntireColumn.Hidden = True
Sheet7.Columns("C").EntireColumn.Hidden = False
Else
Sheet7.Columns("B").EntireColumn.Hidden = False
Sheet7.Columns("C").EntireColumn.Hidden = True
End If

End Sub

Private Sub ToggleButton1_Click()

'hide or unhide rows:

Rows("1:3").Hidden = Not Rows("1:3").Hidden

End Sub

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Note: A CheckBox can also be used to Toggle, just like the ToggleButton above.

Example 10: Using CheckBox to hide or unhide worksheet columns/rows:

Private Sub CheckBox1_Click()

'hide or unhide columns:

If CheckBox1.Value = True Then

Sheet7.Columns("B").EntireColumn.Hidden = True
Sheet7.Columns("C").EntireColumn.Hidden = False
Else
Sheet7.Columns("B").EntireColumn.Hidden = False
Sheet7.Columns("C").EntireColumn.Hidden = True
End If

End Sub

Private Sub CheckBox1_Click()

'hide or unhide rows:

Rows("1:3").Hidden = Not Rows("1:3").Hidden

End Sub

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