How to Show the Number of Printed Copies in a Word Document
Question details
The user wants to display the current print date and the specific number of copies printed directly on the pages of a document.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Printing multiple copies of a document and needing a visual record on each printed page indicating the total copy count and date.
- Observed behavior
- Word lacks a built-in feature or field code to automatically track and display the number of printed copies on the document itself.
Ensure you have the Developer tab enabled in your word processor, as you will need to use a short Visual Basic for Applications (VBA) macro to automate the copy count.
Use a DOCVARIABLE Field and a VBA Macro
Since there is no built-in field for print copy counts, creating a document variable and updating it via a macro before printing is the most effective solution.
This method involves inserting a placeholder (DOCVARIABLE) into your document, typically in the header or footer. A VBA macro is then used to prompt the user for the number of copies, update the placeholder with the text, and print the document.
Click where you want the information to appear (like the footer). Press Ctrl+F9 to insert empty field braces { }, and inside them type: DOCVARIABLE DateCopy. It should look like { DOCVARIABLE DateCopy }.
Press Alt+F11 to open the Visual Basic for Applications (VBA) editor. Go to Insert > Module to create a new blank module.
In the module, write a macro script that prompts for the copy count using InputBox, loops through the print command, and updates the 'DateCopy' variable with the current date and the specific copy number for each loop.
Close the VBA editor and run the macro. The script will automatically update the DOCVARIABLE field on your pages and send the customized copies to your printer.
Manage Printing and Macros Seamlessly with WPS Writer
WPS Writer offers robust compatibility with Microsoft Word documents, including advanced field codes. For users with VBA support enabled, you can seamlessly insert DOCVARIABLE fields and execute custom print macros to track your printed copies.
- 1. Open your Document: Launch WPS Writer and open the document where you need to track printed copies.
- 2. Insert Field Codes: Navigate to the Insert tab, select Field, and set up your DOCVARIABLE exactly as you would in Microsoft Word.
- 3. Execute Print Macros: Access the Developer tab, open the VBA Editor, and paste your print loop macro to automate the document variable updates and printing process.
Frequently Asked Questions
Is there a default Word field for the number of copies printed?
No, Microsoft Word does not have a native field code (like the NumPages or Date fields) that automatically detects and displays the number of copies you are actively printing.
What is a DOCVARIABLE in word processing?
A DOCVARIABLE is a dynamic field code used to display the value of a specific document variable stored within the document's hidden data. It is frequently used alongside macros to display custom, auto-updating text.
How do I update the DOCVARIABLE field manually without printing?
You can manually update any field code by selecting the text (or pressing Ctrl+A to select the entire document) and pressing F9. However, for the print copy count to be accurate, your macro must update it automatically just before sending it to the printer.
