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Visually Showing a Protection Status

Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Visually Showing a Protection Status.

Todd has developed a workbook used by others. To prevent data from being ruined, he's protected the worksheet as well as the workbook. The problem is, Todd sometimes forgets to protect the worksheet and workbook after making changes. He is wondering if there is a way to create a visual indicator that shows whether the worksheet/workbook is currently protected or unprotected.

Of course, the easiest way to check to see if something is unprotected is to just start looking at the menu choices available. If the full range of choices is there, then the worksheet and workbook are unprotected. If there are significant parts that are unavailable ("grayed out"), then protection is turned on.

Another easy solution is to create a user-defined function that returns a value indicating whether the workbook or worksheet are protected. The following will do the trick:

Function WksProtected(rng As Range) As String
    Application.Volatile
    If rng.Parent.ProtectContents Then
        WksProtected = "Protected"
    Else
        WksProtected = "Not Protected"
    End If
End Function
Function WkbProtected(rng As Range) As String
    Application.Volatile
    If rng.Parent.Parent.ProtectStructure Then
        WkbProtected = "Protected"
    Else
        WkbProtected = "Not Protected"
    End If
End Function

To use the macros, just include formulas like the following anywhere in the worksheet:

=WksProtected(A1)
=WkbProtected(A1)

The result of the formulas is either "Protected" or "Not Protected," depending on the state of the worksheets and workbook. You could use conditional formatting to highlight the cells based on what is returned by the functions.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3172) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Visually Showing a Protection Status.

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Comments for this tip:

Tom Bates    03 Jul 2015, 11:07
This has happened to me too. What I've done is add code to the BeforeSave Workbook event that runs through all the sheets and ensures that they're protected. If there are any that should be which are not, I pop up a msgbox to remind me.

It's a fair amount of code, but it has gone into my "toolbox" so I can reuse it, which I do frequently.

Tom
 
 

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