Limiting Input by Time of Day

Written by Allen Wyatt (last updated November 12, 2022)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365


Steven needs to ensure that nobody enters information into a worksheet between 4:00 pm and 6:30 pm each day. He wonders if it is possible to use Data Validation to prevent a user from entering information in a worksheet during a particular time each day.

There are two general ways you can go about this. One approach is to use Data Validation to check the time and either allow or disallow data entry.

  1. Select all the cells in the worksheet.
  2. Display the Data tab of the ribbon.
  3. Click the Data Validation tool in the Data Tools group. Excel displays the Data Validation dialog box. (See Figure 1.)
  4. Figure 1. The Data Validation dialog box.

  5. Using the Allow drop-down list, choose Custom.
  6. Enter the following in the Formula box:
  7.        =OR(24*MOD(NOW(),1)<16,24*MOD(NOW(),1)>18.5)
    
  8. Make changes on the Error Alert tab, as desired.
  9. Click OK.

The problem with this approach is in the very first step: You need to select all the cells in the worksheet in order to prevent data being entered in any of them. Plus, if you already are using Data Validation in any of the cells, this approach will overwrite those settings.

For these reasons, it may be better to use a macro-based approach. All such approaches can utilize event handlers to check for any changes. The following relies on the Worksheet_Change event, which means it is triggered only when Excel detects a change in the worksheet.

Private Sub Worksheet_Change(ByVal Target As Range)
    Dim sMsg As String

    sMsg = "No entries allowed between 4:00 pm and 6:30 pm!"
    If Time >= "4:00:00 PM" And Time <= "6:30:00 PM" Then
        MsgBox sMsg, vbCritical
        With Application
            .EnableEvents = False
            .Undo   ' This undoes the change the person made
            .EnableEvents = True
        End With
    End If
End Sub

Essentially, every time there is a change in the worksheet, the handler checks to see if it is between 4:00 pm and 6:30 pm. If it is, then a message box is displayed to indicate the error, and then the .Undo method is used to roll back any change that was attempted.

If you prefer, you could take a different approach and protect the worksheet if it is within the banned time:

Private Sub Worksheet_Activate()
     If Time >= "4:00:00 PM" And Time <= "6:30:00 PM" Then
        ActiveSheet.Protect
        MsgBox "Worksheet is protected."
    Else
        ActiveSheet.Unprotect
        MsgBox "You are free to edit now."
    End If
End Sub

The Worksheet_Activate event handler is invoked every time the worksheet is activated (selected). If the worksheet is activated anytime outside of the banned time, then it is unprotected. Of course, the user could still manually unprotect the worksheet even during the banned time, so it is a good idea to use this approach in conjunction with an approach that is triggered every time a change is attempted, as discussed earlier.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (13503) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Clearing the Undo Stack in a Macro

Excel keeps track of the actions you take so that you can undo those actions if any are taken in error. You may want to ...

Discover More

Turning Off Hyperlink Activation

Does it bother you when you enter a URL and it becomes "active" as soon as you press Enter? Here's how you can turn off ...

Discover More

Mouse Scroll Wheel Doesn't Work when Editing Formulas

Using your mouse to select cells for inclusion in a formula can be an exercise in futility on some systems. Here's why ...

Discover More

Dive Deep into Macros! Make Excel do things you thought were impossible, discover techniques you won't find anywhere else, and create powerful automated reports. Bill Jelen and Tracy Syrstad help you instantly visualize information to make it actionable. You’ll find step-by-step instructions, real-world case studies, and 50 workbooks packed with examples and solutions. Check out Microsoft Excel 2019 VBA and Macros today!

More ExcelTips (ribbon)

Functioning Check Boxes in a Protected Worksheet

Want to protect a worksheet but maintain the ability to make changes to the check boxes you add to the worksheet? Here is ...

Discover More

Protecting a Worksheet's Format

You can protect various parts of your worksheets by using the tools built into Excel. One thing you can protect is the ...

Discover More

Enabling Editing Erases Worksheet

If you receive a protected worksheet that you want to edit, how do you proceed if you try to unprotect the worksheet and ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 0 + 1?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.