Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Using Unique Document Serial Numbers.

Using Unique Document Serial Numbers

Written by Allen Wyatt (last updated September 28, 2024)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365

There may be times you want to include a unique serial number in your documents, and the serial numbers much be specific and non-sequential. For instance, the first serial number could be X2417, the next one X2428, the third X2435, etc.

Assuming you know what serial numbers you need to use, the quickest way to handle this situation is to use the mail-merge features of Word to create your final documents. To do this, follow these general steps:

Create a document that contains nothing but the serial numbers. Put the serial numbers in a table, one serial number per row. Make sure there is a header on the table, and the header is named something like "Serial Number."
Load your target document, the one you want to contain the serial number.
Display the Mailings tab of the ribbon.
Click the Start Mail Merge tool in the Start Mail Merge group.
Use the on-screen controls to choose the type of merge you want to do.
Go through the steps of specifying your main document (the one you loaded in step 2) and your data source (the one you created in step 1).
In your main document, insert a merge field that indicates where you want the serial number to appear.
Print your mail-merged documents.

The primary advantage of this approach is that you can use non-sequential serial numbers. You can also change the contents of your serial number file whenever you need a new batch of documents, and simply print again.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10808) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Using Unique Document Serial Numbers.

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. Learn more about Allen...

MORE FROM ALLEN

AutoFill with Random Numbers

When entering data into a worksheet, you may have a need to fill a range of cells with a group of random numbers. This ...

Discover More

Finding Text in Text Boxes

Want to search for text that may appear in a text box rather than in a regular worksheet cell? You can only perform the ...

Discover More

Capitals After Colons

Do you want Word to always capitalize the first letter appearing after a colon? The program won't do it by default, but ...

Discover More

Discover the Power of Microsoft Office This beginner-friendly guide reveals the expert tips and strategies you need to skyrocket your productivity and use Office 365 like a pro. Mastering software like Word, Excel, and PowerPoint is essential to be more efficient and advance your career. Simple lessons guide you through every step, providing the knowledge you need to get started. Check out Microsoft Office 365 For Beginners today!

More WordTips (ribbon)

Getting Rid of Blank Labels in a Filtered Merge

If you are filtering a mail merge in Excel, and you get blank labels in the printout in Word, chances are good that ...

Discover More

Merging and Printing a Series of Documents

Do you need to merge and print a number of documents in a particular order? Perhaps the best approach is to record a ...

Discover More

Conditionally Adding a Period in a Mail Merge

When merging data into a Word document, you may want to add information to the document based on an evaluation of what is ...

Discover More

FREE SERVICE: Get tips like this every week in WordTips, 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.

Notify me about new comments ONLY FOR THIS TIP

Notify me about new comments ANYWHERE ON THIS SITE

Hide my email address

What is 3 + 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 Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.