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How to create a numerical sequence field in Word?

Posted on 2007-04-05
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Last Modified: 2012-06-21
I need to know if it's possible to create a field in MS Word that will essentially be a number sequence. The idea is to create a work order, with a work order number starting at 1. Then I need to print off about a hundred of these work orders and have each one's work order number field automaticaly propogate starting at 1 and going up to 100. Is this possible? Thanks in advance!
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LVL 7

Expert Comment

by:gbahri
ID: 18862357
This can be done using AUTONUM field:

1. Select "Insert>Field" from Word menu
2. select "Numbering" from Categories
3. choose "Autonum"

You can copy and paste this field in document, wherever sequence number is required.

Hope, this serves your purpose,

thanks,

GBahri

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Author Comment

by:techknowledgesolutions
ID: 18875626
Here's my problem when I try that. I get the field in the doc, no problem and the number starts at #1, ok. Well when I print 5 copies of this doc, all 5 coppies show that work order as #1 whereas I need to print 5 copies and have them numbered as #1, #2, #3, #4, #5.

I did notice with that field, that if I copy and paste this doc as a second page in MS Word that the second page will change to reflect #2. Ok this would work but I need to print off about 500 of these work orders and I dont have time to copy, hit enter 10 times to get to a new page, paste, then rinse and repeat 500 more times.

Your first suggestion was helpful, but is there a way to accomplish exactly what I need to do with Word? Thanks again in advance!
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gbahri earned 1000 total points
ID: 18880505
This can be solved with Word's mail merge option.

1. Open your Word Document and select "Tools>Mail Merge"
2. Click "Main Document" and select "Form Letters"
3. Click "Active Window" button from dialog box
4. Now click "Get Data" and select "Create Data Source"
5. Click "OK" button. This will prompt you to save your database file. Save this file with some name. On Saving another dialog pops up
6. Select "Edit Data Source". This will bring another window with title "Data Form"
7. You need not have to enter any record value here. Simply keep on pressing "Add New" button for number of printouts with sequence number you desire (say, 500). You can see record number increasing with every button click.
8. Click "OK"
9. On close, you are back in your main document,  with one additional toolbar (Mail merge toolbar)
10. Place you cursor in the document where you want page sequence to appear when printed.
11. Select "Insert Word Field" from "Mail merge Toolbar" and choose "Merge sequence"
12. This will add field "«Merge Sequence #»" in your document where cursor was placed
13. Now select "Insert Merge Field" and choose "Title"
14. This will add field "«Title»" in your document.
15. Now click "Merge" button. This will bring another pop up.
16. Select "Print" or "New Document" from combo to redirect your document with merge. Selecting new document will create merge document with number of records present in your data file. Print directs the output to Printer
17. Finally click "Merge" button.

Please see this links to know more on Mail merge:

http://word.mvps.org/FAQS/MailMerge/CreateAMailMerge.htm

Hope, this helps you a bit,

thanks,

GBahri


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LVL 7

Expert Comment

by:gbahri
ID: 18972039
Any update on this?
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