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:

  1. 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."
  2. Load your target document, the one you want to contain the serial number.
  3. Display the Mailings tab of the ribbon.
  4. Click the Start Mail Merge tool in the Start Mail Merge group.
  5. Use the on-screen controls to choose the type of merge you want to do.
  6. 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).
  7. In your main document, insert a merge field that indicates where you want the serial number to appear.
  8. 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. ...

MORE FROM ALLEN

Specifying a Browser in a Hyperlink

Excel allows you to easily add hyperlinks to a worksheet. Click on it, and the target of the link is opened in a browser ...

Discover More

Changing Ribbon Tool Defaults

The tools available on the Ribbon allow you to easily format information in a worksheet. If you'd like those tools to ...

Discover More

Forcing Word to Display Spelling and Grammar Errors

If your document has enough spelling errors in it, Word informs you that you have too many and then refuses to display ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2021 or Microsoft 365. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word Step by Step today!

More WordTips (ribbon)

Checkboxes in a Merged Document

When creating a mail-merge document, you may want to include some special characters, such as check-marked boxes, in the ...

Discover More

Beginning a Mail Merge

Performing a mail merge can be intimidating to some people. It needn't be; Word provides a handy step-by-step wizard that ...

Discover More

Controlling Date Formats in a Mail Merge

One of the data sources that Word allows you to use for your mail merges is an Excel worksheet. You may get unexpected ...

Discover More
Subscribe

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.

What is four more than 6?

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.

Videos
Subscribe

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