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Numbering documents for certificates, invoices, order forms etc.

The method below is inspired by code developed by fellow MVP Doug Robbins and reproduced in a web page he developed for the MVP FAQ site. The number sequence is stored in an editable text file called Settings.ini which is stored here in the Word startup folder and displayed by a docvariable field inserted in the header by the macro.

For a multi-user system any folder to which all users have read/write access can be used. Instead of using the Options.DefaultFilePath() you can enter the full path to the file.

The same Settings.ini file can be used to store number sequences for other macros as required.

The macros should be stored in a module in the document template - not in the normal template!

The macro code below will insert an incrementing number and and some fixed text at the right side of the document header thus:

The fixed text and the number format are defined in the two constants at the start of the macro.

Option Explicit
Private CertNo As String
Private oHeader As Range
Private oHead As HeaderFooter
Private oField As Field
Private sName, sPath As String
Private oVars As Variables

Private bProtected As Boolean
Const sFormat As String = "000#"

Const sText As String = "Certificate No. "

Const sPassword As String = "" 'The password to edit the form

Sub AutoNew() 'Add a number when a new document is created
'If the document is a protected form, unprotect it
If ActiveDocument.ProtectionType <> wdNoProtection Then
     bProtected = True
     ActiveDocument.Unprotect _

     Password:=sPassword
End If

sPath = Options.DefaultFilePath(wdStartupPath) & "\Settings.ini"
Set oVars = ActiveDocument.Variables
CertNo = System.PrivateProfileString(sPath, _
"MacroSettings", "CertificateNumber")
If CertNo = "" Then 'The settings file entry does not exist
     CertNo = 1 'So set the start number
Else 'The settings file entry does exist so increment it by 1
     CertNo = CertNo + 1
End If
'Define two document variables of the same initial value
oVars("varCertNo").Value = CertNo
oVars("varSaveNo").Value = CertNo
'The number is to be placed in the header on the first page
'so establish which type of header that is.
If ActiveDocument.Sections(1).Headers(wdHeaderFooterFirstPage).Exists Then
     Set oHeader = ActiveDocument.Sections(1).Headers(wdHeaderFooterFirstPage).Range
Else
     Set oHeader = ActiveDocument.Sections(1).Headers(wdHeaderFooterPrimary).Range
End If
'Setup the format of the header.
'Note that this will remove any existing header content
'So ensure you include anything else required in the header
'Here we have some fixed text, and assorted formatting that should
'be self evident.
With oHeader
     .Text = sText
     .Font.Name = "Times New Roman"
     .Font.Bold = True
     .Font.Italic = False
     .Font.Size = "16"
     .ParagraphFormat.Alignment = wdAlignParagraphRight
     .Collapse wdCollapseEnd
     'Insert a docvariable field to display the formatted number
     .Fields.Add oHeader, wdFieldDocVariable, _
         """varCertNo"" \# " & sFormat, False
     .Fields.Update
End With
'Save the number in the INI file
System.PrivateProfileString(sPath, _
"MacroSettings", "CertificateNumber") = CertNo
'If the document was unprotected initially,

' reprotect the document for forms.
If bProtected = True Then
     ActiveDocument.Protect _
     Type:=wdAllowOnlyFormFields,

     NoReset:=True, _

     Password:=sPassword
End If

End Sub

Sub SaveCertificateAs()
sPath = Options.DefaultFilePath(wdStartupPath) & "\Settings.ini"
Set oVars = ActiveDocument.Variables
CertNo = System.PrivateProfileString(sPath, _
"MacroSettings", "CertificateNumber")
If Not ActiveDocument.Path = "" Then
     'The document has previously been saved, so resave
     ActiveDocument.Save
Else 'The document has not been previously saved, so save it
     'In the current document folder with a name including the number
     With Dialogs(wdDialogFileSaveAs)
          .Name = "Certificate " _
             & Format(oVars("varSaveNo"), _
             sFormat)
          .Show
     End With
End If
'Close the document
ActiveDocument.Close
End Sub

Sub AutoClose() 'Recycles number if the document was unsaved.'
sPath = Options.DefaultFilePath(wdStartupPath) & "\Settings.ini"
Set oVars = ActiveDocument.Variables
CertNo = System.PrivateProfileString(sPath, _
"MacroSettings", "CertificateNumber")
'Check if the document is unsaved
If ActiveDocument.Name Like "Document#*" Then
     'Offer the user the opportunity to save
     If MsgBox("This Certificate has not been saved." & vbCr & _
         "Do you want to save before closing?", _
         vbYesNo, "MacroSettings") = vbYes Then
          With Dialogs(wdDialogFileSaveAs)
               .Name = "Certificate " _
                  & Format(oVars("varSaveNo"), _
                  sFormat)
               .Show
          End With
     Else ' Close the document and recycle the number
          If CertNo = oVars("varCertNo") Then
               MsgBox "The current number " & _
                  "will be recycled.", vbOKCancel, _
                  "Recycle"
               System.PrivateProfileString(sPath, _
                 "MacroSettings", _

If you don't know what to do with macro listings see - Installing Macros From Listings