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: Auto-incrementing Form Fields.

Auto-incrementing Form Fields

by Allen Wyatt
(last updated April 18, 2016)

1

When you are working with forms, you save the forms as templates that are used as the basis of new documents in Word. There may be times when you want to add a form field that increments every time you create a new document based on your form template. For instance, you might have a sequence number that you need for a data input form, or you may want to use a form field to indicate an invoice number.

Word does not have any fancy auto-increment fields. However, by combining some of the tools already available in Word, you can create a template and form field to do the trick for you. Start with this macro:

Sub AutoNew()
   ' Exit macro if no fields in document
   If ActiveDocument.FormFields.Count = 0 Then Exit Sub
   ' Create variables.
   Dim OfficeAppName As String
   Dim RegSection As String
   Dim RegKey As String
   Dim FieldObj As Object
   Dim RegValue As Long

   OfficeAppName = "Word 2002"
   RegSection = "UserData"
   RegKey = "Current Counter"
   ' Generate error if form field doesn't exist
   On Error GoTo ErrHandler
   Set FieldObj = ActiveDocument.FormFields("IncField")
   ' Get stored registry value, if any
   RegValue = GetSetting(OfficeAppName, RegSection, RegKey, 0)
   ' If not previously set, set to default
   If RegValue = 0 Then RegValue = 1
   ' Set form field result to stored value
   FieldObj.Result = CStr(RegValue)
   ' Increment and update invoice number
   SaveSetting OfficeAppName, RegSection, RegKey, RegValue + 1
ErrHandler:
   If Err <> 0 Then
      MsgBox Err.Description
   End If
End Sub

This macro should be saved only in the template that you will use to create your forms. The macro must be named AutoNew, so it will run whenever a document is created that is based on the form template. You should also make sure that you have a text form field in your document named IncField, which will display the incremental number. The number is tracked in the Registry so it can be accessed for future forms.

Notice the line in the macro that sets the OfficeAppName variable. In this version of the macro, it is set to the phrase "Word 2002". If you are using a different version of Word, you should modify this line so it refers to your version, such as "Word 2000" or "Word 2003".

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1329) 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: Auto-incrementing Form Fields.

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

Debugging a Macro

Create a macro and you are faced with the (sometimes) challenge of debugging it. Here's how to make that task as simple as ...

Discover More

Adding a Macro to the Quick Access Toolbar

The Quick Access Toolbar is a great place to put anything for which you want quick access. (Duh!) Here's how you can add your ...

Discover More

Full Path to Workbook

Need to get the full path of your current workbook into the Clipboard? Excel doesn't make it quite as easy as it used to be, ...

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

MORE WORDTIPS (MENU)

Inserting the Author Name

Did you know that Word tries to keep track of who the author of a document is? This information can be easily added to the ...

Discover More

Updating a Field in a Text Box

If you put a field into a text box, you might be surprised to find that it doesn't update when you try to update all your ...

Discover More

Using Mandatory Form Fields

When using form fields to gather information from users of your documents, you may want to make sure that some of the fields ...

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 for this tip:

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}] in your comment text. You’ll be prompted to upload your image when you submit the comment. 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 9 - 7?

2014-03-26 11:37:08

MIB037

Allen

Thanks for this but... I notice it uses the Registry to store the value for the IncField. Is there away to do this without using the registry?

I am trying to set up form on a Network share for several Users to use to request jobs.

The form currently 'pushes' data enterred to an Excel spreadsheet as a Log, added as a new row each time used.

So having a unique Serial number would help link the data and form. Iw ould 'push' ther serial number to the spreadhseet too as part of the record.

Mark


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
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.

Links and Sharing