Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021. 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, Word in Microsoft 365, and 2021

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, Word in Microsoft 365, and 2021. 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

Relative References when Recording Macros

When you record a macro, make sure that you know how Excel is recording your cell movements. This tip explains the ...

Discover More

Documenting Changes in VBA Code

Your company may be regulated by requirements that it document any changes to the macros in an Excel worksheet. Your ...

Discover More

Changing Lock Screen Apps

The Lock Screen can show you much more than just a pretty picture. Here's how to display just the information you want on ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (ribbon)

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

Selecting Different Trays in a Mail Merge

When you create a mail-merged document, you might want some pages of the document printed on paper from one printer tray ...

Discover More

Maintaining Leading Zeroes

When merging ZIP Codes from a data source such as Excel, you might find that Word ends up dropping out leading zeroes in ...

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 two more than 7?

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.