WD: Adding Record Numbers to a Data File Table

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word 97 for Windows

SUMMARY

The Word version 2.0 for Windows DATAFILE template contains a macro to number data file records by adding a new column and filling the column with consecutive numbers.

This template in not included with Word versions 6.x, 7.x, or 97, because the functionality that the macro adds is built in to these versions of Word (in these versions of Word you can use the Bullets And Numbering command).

MORE INFORMATION

To number data file records, the appropriate method for your version of Word.

Word 97

Method 1:

          a. Select the first column in the table.

          b. Click the Table button on the Standard toolbar.

             This places a new column on the left of the table.

          c. Type the field name in the first cell of the column.

          d. Place the insertion point in the second cell of the column.

          e. Press ALT+SHIFT+PAGE DOWN to select the remainder of the
             column.

          f. Click the Numbering button on the Formatting toolbar.

          a. Select the first column in the table.

          b. Click the Table button on the Standard toolbar.

             This places a new column on the left of the table.

          c. Type the field name in the first cell of the column.

          d. Place the insertion point in the second cell of the column.

          e. Press ALT+SHIFT+PAGE DOWN to highlight the remainder of the
             column.

          f. On the Format menu, click Bullets And Numbering.

          g. Select the Numbered tab.

          h. Select the desired style.

          i. Click the Customize button to remove the trailing period in
             the Number Format box or to change other attributes.

          j. Click OK to exit the Customize Numbered List dialog box.

Word 6.x, 7.x

Method 1:

          a. Select the first column in the table.

          b. Click the Table button on the Standard toolbar. This places a
             new  column on the left of the table.

          c. Type the field name in the first cell of the column.

          d. Place the insertion point in the second cell of the column.

          e. Press ALT+SHIFT+PAGE DOWN to highlight the remainder of the
             column.

          f. Click the Numbering button in the Formatting toolbar.

          g. In the Table Numbering dialog box, select Number Down Columns
             and  select Number Each Cell Only Once.)

          h. Choose OK to apply the numbers.

          a. Select the first column in the table.

          b. Click the Table button on the Standard toolbar.

             This places a new column on the left of the table.

          c. Type the field name in the first cell of the column.

          d. Place the insertion point in the second cell of the column.

          e. Press ALT+SHIFT+PAGE DOWN to highlight the remainder of the
             column.

          f. On the Format menu, click Bullets And Numbering.

          g. Select the Numbered tab.

          h. Select the desired style.

          i. Click the Modify button to remove the trailing period in the
             Text After box or to change other attributes.

          j. Click OK to exit the Modify Numbered List dialog box.

          k. Click OK to exit the Bullets And Numbering dialog box.

          l. In the Table Numbering dialog box, select Number Down Columns,
             and select Number Each Cell Only Once.

          m. Click OK to apply the numbers.

MORE INFORMATION

After following the above steps, the numbering will be automatically updated as records are added and removed.

NOTE: The numbers you add using either of the above methods do not appear in your merged documents. If you insert the merge field in your main document, it yields no result in the merged document. If you want to insert the record number in your merged document, choose the Insert Word Field button on the Mail Merge toolbar, and then select Merge Record # from the list that is displayed.

To remove the numbers from the table, select the column and:

• On the Edit menu, and click Cut.

  -or-

• Press CTRL+Q to return to the current style.

  -or-

• Select the numbered cells and click the Numbering button on the Formatting toolbar.

REFERENCES

"Microsoft Word User's Guide," version 6.0, page 300