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    In every family, someone ends up with “the stuff.” It is the goal of The Family Curator to inspire, enlighten, and encourage other family curators in their efforts to preserve and share their own family treasures.

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    « Which Photos to Save? Family Curator Guest Blogger at Photoloom | Main | Whether To Scan or Photograph Old Documents »
    Thursday
    Aug192010

    Tech Tip: How to Auto-Create a List of Sequential Numbers in MS Word

    After spending way too much time manually typing numbers for my genealogy documents and files, I finally found a way to generate an automatic list of nicely formatted sequential numbers. Now I can quickly make:

    • divider tabs for MRIN family numbers
    • file folder tabs
    • sticky labels to correspond with my photo file numbering system

    Many people like to use a “real” filename for their family photos, but because so many of the photos from my grandmother’s collection are “subject unknown,” I decided to use an informative letter-number filename.

    The first two letters indicate the item is from the Arline Kinsel archive; the next letter indicates the Photo collection, the numbers indicate the photograph’s individual file number:

    AK-P001 = Arline Kinsel archive Photo 001

    In the past, I manually prepared a sheet of labels in Microsoft Word, but this was clumsy and time-consuming. Lately, however, I have used a very easy SEQ script that is already available in the program; I just didn’t know it was there.

    I found these easy to follow instructions at Allen Wyatt’s WordTips and adapted them for my own use.

    Here’s what I do to make sequentially numbered photo labels

    1. Open or download a Word Template for the labels I want to use; such as #5422 Multi-Use Labels.
    2. In the first label space, type the recurring prefix: AK-P0 [zero]. (see example 1)
    3. Immediately following the prefix, type Ctrl+F9 and Word inserts a field.
    4. Type SEQ and a space; type a name for the sequence numbers, such as Photo.
    5. Press F9. A number appears in the field.
    6. Format the text with font, size, style.
    7. Copy the first label using Ctrl + C.
    8. Paste the contents to each label in the left column using Ctrl + V.
    9. I now have one column of labels, all the same.
    10. Select and Copy this column (Ctrl + C) and paste into the second column (Ctrl + V).
    11. I now have a full sheet of labels all the same.
    12. Select ALL using Ctrl + A.
    13. Press F9. All fields are updated with sequential numbers.

    Hooray! Do you have another method to create easy sequential numbers?

     

    Steps 1-3, optional add a leading zero

    Step 9 - one column formatted for numbering

    The completed sheet of labels.

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    Reader Comments (1)

    Very Clever!

    August 19, 2010 | Unregistered CommenterMary

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