In a business environment, it is not unusual to print multiple copies of a document. At times, it is beneficial to number the copies. For instance, the first copy would have (perhaps in a header or footer) the text "Copy 1," the second would have "Copy 2," on up to however many copies you have.
One option, of course, is to print the individual copies of the document, making the edits to the copy number between each print. This gets tedious, real fast. You may also want to utilize a sequential numbering field (as discussed in other WordTips) and make the number of copies equal to what you need to print. Thus, if you have to print 25 copies, you could simply copy the entire document (including the sequential numbering field), move to the end of the document, and paste it in another 24 times. This makes for a rather large overall document, however, and there are easier ways to approach the problem.
Perhaps the easiest solution to this problem (short of using a macro) is to simply use the mail-merge capabilities of Word. You would use a simple data source that contained the numbers you want assigned to each copy. Then, place the merge field at the appropriate place in y our document, and run the merge. Each copy will contain the desired copy number. The added benefit of using this approach is that you can use additional information with your merge, as needs dictate. For instance, if each copy of the document was assigned to a particular person, you could simply add another data field to your data source that contained the name of the person to receive the copy. Then, you could print that person's name in each merged document, as well.
If you prefer, you can use a macro to print out your numbered copies. For instance, the following macro asks you how many copies you want to print, along with the starting copy number to use. (This comes in real handy if you print 25 copies, and then someone asks you to print a second batch of 10, numbered 26 through 35.) The macro also stores the last copy number between sessions, so that it is used as the default when you next run the macro.
Public Sub PrintNumberedCopies() Dim varItem As Variable Dim bExists As Boolean Dim lCopiesToPrint As Long Dim lCounter As Long Dim lCopyNumFrom As Long ' ensure our doc variable exists bExists = False For Each varItem In ActiveDocument.Variables If varItem.Name = "CopyNum" Then bExists = True Exit For End If Next varItem ' initialize document variable if doesn't exist If Not bExists Then ActiveDocument.Variables.Add _ Name:="CopyNum", Value:=0 End If ' ask how many to print lCopiesToPrint = InputBox( _ Prompt:="How many copies?", _ Title:="Print And Number Copies", _ Default:="1") ' ask where to start numbering lCopyNumFrom = CLng(InputBox( _ Prompt:="Number at which to start numbering copies?", _ Title:="Print And Number Copies", _ Default:=CStr(ActiveDocument.Variables("CopyNum") + 1))) ' loop through the print-write-print cycle For lCounter = 0 To lCopiesToPrint - 1 ' update the document variable ActiveDocument.Variables("CopyNum") = _ lCopyNumFrom + lCounter ' print this numbered copy ActiveDocument.PrintOut Copies:=1 Next lCounter End Sub
In order to use this macro, there are two other things you need to do. First, you need to indicate in your document where you want the copy number to appear. At the point where it should print, simply insert the following field (remember that you insert the field braces by pressing Ctrl+F9):
{ DOCVARIABLE "CopyNum" }
The second thing you need to do is make sure that Word is configured so that it updates fields when it prints. Now, when you run the macro, you are asked how many copies to print and what starting number to use. The document variable is updated and a single copy of the document is printed. These steps are repeated for the number of times that you chose to print.
Note:
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (13136) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Printing Copy Numbers.
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2018-03-30 13:02:06
Jeff
This does not work. It will update to the last number but only prints what is shown after the refresh.
2018-02-02 07:33:45
Annette
Hi!
This works great! I would like however that it could do 2 more options
1. empty the field again after printing (thus not storing the last copy number)
2. automatically run the macro then the normal print command is used.
Is this possible? and if yes, how?
2017-11-07 16:59:07
This works great but I need it to not only give the page number, I need it to say Page _ of _ and have it update when printing copies. ie Page 1 of 3, Page 2 of 3, Page 3 of 3.
2017-08-11 07:26:55
Olaf
When i run the macro all the numbers in the given range are printed but not in order. Is there a solution?
2017-04-27 19:22:47
Sophie
Is there a way to get the macro to print double sided? So far I'm only able to print single sided.
2016-11-16 16:51:38
Gary Charman
Tried this and the Docproperty version in my document in Word for Mac version 15.28.
Both times all I got was the number 1 on every page. What am I missing?
2016-08-17 05:14:02
Ken Endacott
Follow the instructions given to enter the field braces by pressing Ctrl + F9
It would appear that you have entered them from the keyboard.
2016-08-16 17:54:23
When I run my Micro it only prints { DOCVARIABLE "CopyNum" }
It does not print my numbers on the page , nor does it print the number of copies i indicated
2016-03-11 07:22:47
Maduka
Please, can you explain more the procedure (step by step) create and use this macro.
2016-02-06 10:46:54
Ken Endacott
With a small change to the macro it could print 'Copy n' as a watermark on every page.
2016-02-04 21:51:59
Julie B
When I run this macro, starting at 1, my copies come out as 11, 22 etc. can anyone help? cheers
2015-10-09 13:05:31
AL Carey
Thank you!
This worked perfectly!
2015-06-22 16:28:52
Karen J.
Thanks! This is exactly what I was looking for!
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