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Sequentially Numbered Labels

Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Sequentially Numbered Labels.

If you work in a business where you need to sequentially number items, you might be wondering if there is a way you can use Word to create the labels for you. Word has many ways you can implement some type of numbering in your documents. For instance, you can use different fields for numbering, or use numbered lists, the captioning feature, or you can use mail merging. While all of these features (and more) use some type of numbering in them, they are not all well suited to creating labels.

Perhaps the easiest way to set up labels that have sequential numbers is to use the Envelopes and Labels capability of Word in concert with the SEQ field. Simply follow these steps:

  1. Use the Envelopes and Labels option from the Tools menu to create a sheet of blank labels.
  2. In the top-left label, type the word Exhibit, followed by a space.
  3. Press Ctrl+F9. Word inserts a pair of field braces in the label.
  4. Type SEQ and a space.
  5. Type a name for this sequence of numbers, such as "exhibit" (without the quote marks).
  6. Press F9. The field is collapsed and a number appears in your label.
  7. Format the contents of this first label any way you desire.
  8. Copy the first label by selecting it and pressing Ctrl+C.
  9. Select each of the other labels in the first row in turn, and press Ctrl+V. You should now have a complete row of the labels.
  10. Select the other, blank rows of labels and delete them.
  11. Select the entire first row of labels and press Ctrl+C.
  12. Press the right arrow, which should place your insertion point immediately after (beneath) the first row of labels.
  13. Press Ctrl+V to paste a new row of labels. You should now have two rows of labels, correctly formatted. (Don't worry yet that they have the same numbers on them.)
  14. Press Ctrl+V for each additional row of labels you want. You want enough rows of labels to meet your entire needs. Thus, if you need a total of 125 labels, and you can get 3 labels per line, you should end up with 42 rows of labels.
  15. Press Ctrl+A to select everything in the document.
  16. Press F9. This updates all the fields in what you selected. All your numbering should now be correct.

If you prefer to not use the SEQ field to create the labels, you can also create them doing a mail merge. Conceptually, you only need to do the following:

  1. Create an Excel worksheet that has as many numbers in it as you need. For instance, if you need 175 labels, you would place a title in cell A1 (such as "Number") and the 175 numbers you need in cells A2 through A176. Make sure you save the workbook.
  2. In Word, choose Mail Merge from the Tools menu. This displays the Mail Merge Helper dialog box.
  3. Go through the steps of creating a new document consisting of labels and specifying your data source (the worksheet you created in step 1).
  4. Create the sample label so that it has the word Exhibit followed by a merge field that represents the number being pulled from the Excel worksheet. Make sure the label contents are formatted the way you need them.
  5. Merge the information to a new document. You should now have a document that has all your labels in it, and you can print them as desired.

Of course, there are third-party solutions that are available for creating sequentially numbered labels. One that comes highly recommended by several WordTips subscribers is Bates Labels from Payne Consulting (http://www.payneconsulting.com). This free Word template allows you to easily create as many labels as you need for a specific purpose.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1492) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Sequentially Numbered Labels.

Related Tips:

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

 

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Comments for this tip:

awyatt    17 Mar 2015, 14:00
Keith,

As this tip says (at both the start and end), it is for older versions of Word. If you want one for your version (2010), click the links provided at both the beginning and end of this tip.

And there are images on that one!

-Allen
Keith    17 Mar 2015, 13:50
What about some images. To my recollection, there is no Tools menu item in Word (office) 2010.
Larry    06 Feb 2015, 10:58
To set up sequential numbers other than 1, use seq name \r10 for example, on the first label starting at 10. Then use seq name \n for all subsequent levels to tell it to increment by one after that first label.
qcrank1@aol.com    13 Sep 2014, 10:23
I have the first page of 80, how do I proceed to the next pages? In some instances, I may need as many as 450 labels.
Rick    04 Apr 2014, 11:50
if you select the field and edit field you can change the formatting etc.

\# "000" will format the number to have preceding "0"
\r90 will start the counting from 90

seq serial \# "000" \r90
tina jungling    10 Sep 2013, 08:32
I have the first sheet with numbers up to 80. Now, how do you go from 80 to the next 160 for the next sheet? Once it gets to what should be 90 on the second sheet, it goes to 810 and so on. It adds a "0" to the same numbers.
help...
Danielle    24 Jul 2013, 02:19
Hi,
Is there a way to use the SEQ field for numbering not from 1? I need numbering from 7000.
Thanks!
bryn campbell    11 Jun 2013, 13:52
Thank you. I googled my problem & after one failed attempt I came across this advice http://word.tips.net/T001492_Sequentially_Numbered_Labels.html
It worked great. Thank you.
Pete    25 May 2013, 20:37
My issue is trying to create small dot labels or equivalent to make up sequential alpha numeric labels to identify each individual item that I have in my shop, retrospectively. I have possibly 6-8thousand individual items that need coding for stock take purposes yet I can find no outlet that supply such thing. Do you have any suggestions. My line is antiques/collectables, predominantly china with items ranging in size from 2-3cm to 5/600cm. I would be most grateful for any solutions or suggestions. Best regards. Pete.
Jaimie    14 Mar 2013, 17:53
Great tip! Worked perfectly! Thanks
Queenie    05 Sep 2012, 00:01
Looks like it works only for one line message, and does not work if my label contains 2 lines, e.g. the 1st line says Trade Show items, the 2nd line says carton number 1 of 30; 2 of 30. Also can I centre it vertically?

Thanks, Queenie Sept. 5, 2012
 
 

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