Knowing the exact number of words in a document is essential for students, professionals, journalists, bloggers, and anyone working with written content. Academic assignments often require strict word limits, business documents must meet internal standards, and online publishers rely on accurate word counts for SEO and editorial consistency. Microsoft Word, one of the most widely used word processors in the world, offers several reliable and easy ways to check word count across different platforms and versions.

This comprehensive guide explains every practical method to check word count in Microsoft Word, whether you are using Windows, macOS, Word Online, or the mobile app. It also covers advanced techniques such as counting specific sections, excluding text, and troubleshooting common issues that may affect accuracy.

Understanding How Word Count Works in Microsoft Word

Before exploring the steps, it is helpful to understand how Microsoft Word calculates word count. A word is generally defined as any string of characters separated by a space. However, Word also includes specific rules for numbers, hyphenated terms, symbols, and special formatting elements.

Microsoft Word automatically counts words as you type and updates the total dynamically. The count may include or exclude elements such as text boxes, footnotes, endnotes, headers, and comments depending on your settings and the method you use to view the count.

What Is Included in the Word Count

By default, Microsoft Word includes the main body text of your document in the word count. This ensures that most users get a clear and immediate overview of their writing length without adjusting settings.

Main document text: All paragraphs typed into the document body are counted automatically, making this the most reliable metric for essays and reports.
Numbers and symbols: Standalone numbers and symbols separated by spaces are counted as individual words.
Hyphenated terms: Depending on context, hyphenated words are usually counted as one word, which aligns with most academic guidelines.
Bulleted and numbered lists: Words within lists are counted the same as standard paragraphs.
Tables: Text inside tables is included in the word count unless specifically excluded.

What Is Excluded Unless Enabled

Certain elements are excluded from the word count by default, but Word allows you to include them if needed.

Text boxes: Content inside text boxes is not always included unless you adjust the settings.
Footnotes and endnotes: These are excluded by default but can be added through word count options.
Headers and footers: Header and footer text is typically excluded from the main word count.
Comments: Reviewer comments do not affect the word count.
Hidden text: Hidden formatting is not counted unless made visible.

How to Check Word Count on Microsoft Word for Windows

The Windows version of Microsoft Word provides multiple ways to check word count, ranging from instant visibility to detailed breakdowns.

Using the Status Bar

The fastest way to check word count on Windows is through the status bar at the bottom of the Word window.

When a document is open, the total word count is displayed in the lower-left corner. This number updates in real time as you type, delete, or edit content. Clicking on the word count opens a detailed statistics window.

Using the Review Tab

For a more detailed overview, Word includes a built-in word count tool within the ribbon.

Open your document in Microsoft Word.
Click the Review tab in the top menu.
Select Word Count from the toolbar.
View a detailed breakdown including pages, words, characters, paragraphs, and lines.
Check or uncheck options to include text boxes and footnotes.

Counting a Specific Section

If you need the word count for a paragraph or section rather than the entire document, Word makes this easy.

Highlight the text you want to measure. The status bar will temporarily show the word count for the selected text followed by the total document count. This is especially useful for assignments that require section-by-section limits.

How to Check Word Count on Microsoft Word for macOS

Microsoft Word for macOS offers similar functionality to the Windows version, with slight differences in menu layout.

Viewing Word Count in the Status Bar

At the bottom of the Word window, macOS users can see the word count displayed by default. If it is not visible, you can enable it through Word preferences.

Clicking the word count opens a detailed statistics panel showing words, characters with spaces, characters without spaces, and paragraphs.

Using the Tools Menu

Another reliable method on macOS is through the Tools menu.

Open the document in Microsoft Word.
Click Tools in the top menu bar.
Select Word Count.
Review the detailed statistics window.
Adjust settings to include footnotes and text boxes if required.

Keyboard Shortcut on macOS

Mac users can also use keyboard shortcuts to speed up the process. While shortcuts may vary by version, accessing word count through the Tools menu is consistently reliable.

How to Check Word Count in Word Online

Word Online, the browser-based version of Microsoft Word, is widely used for collaboration and quick edits. Although it has fewer advanced features, checking word count is still straightforward.

Using the Review Menu

Open your document in Word Online and click the Review tab. Select Word Count to view the total number of words and characters.

The count may not update in real time as smoothly as the desktop version, so it is a good practice to recheck after making major edits.

Limitations of Word Online

Word Online provides basic word count information but lacks some advanced customization options.

Limited inclusion settings for footnotes and text boxes.
No detailed breakdown of paragraphs and lines.
Real-time updates may lag with large documents.
Fewer formatting-related statistics.
Best suited for general word count checks rather than technical analysis.

How to Check Word Count on the Microsoft Word Mobile App

The Microsoft Word mobile app is available on Android and iOS devices and is commonly used for quick edits and reviews.

Steps to View Word Count on Mobile

Although the interface is simplified, word count is still accessible.

Open the document in the Word mobile app.
Tap the three-dot menu or editing toolbar.
Select Review or Document Info.
View the total word count displayed on screen.
Scroll if needed to see additional document statistics.

When to Use Mobile Word Count

Mobile word count is best for quick checks rather than detailed editing. It is ideal for confirming compliance with basic word limits while on the go.

Advanced Word Count Techniques in Microsoft Word

Beyond basic counting, Microsoft Word offers advanced techniques for users with more specific needs.

Excluding Specific Text from Word Count

In some cases, you may need to exclude references, appendices, or quoted material. While Word does not automatically exclude sections, you can manually select only the relevant text to determine its word count.

Including Footnotes and Endnotes

Academic documents often require footnotes to be included in the total word count. Word allows this through the Word Count dialog box, where you can check options to include additional elements.

Using Styles to Manage Sections

Applying consistent styles helps you quickly select and count specific sections. This method is particularly useful in long documents such as theses or reports.

Pro Tips for Accurate Word Counting

Experienced users rely on a few best practices to ensure their word counts are accurate and compliant with requirements.

Always check assignment guidelines: Different institutions define word count differently, especially regarding footnotes and references.
Use selection-based counting: Highlight only the required sections to avoid accidental overcounts.
Update fields before counting: Refresh the document to ensure all changes are reflected.
Save the document: Saving can help ensure the word count is fully updated.
Double-check after formatting changes: Adding tables or lists can affect counts unexpectedly.

Frequently Asked Questions

Does Microsoft Word count headings as words?

Yes, headings are part of the main document text and are included in the total word count unless specifically excluded.

Are references included in the word count?

References are included by default if they are part of the document body. You can exclude them by selecting only the required sections.

Why does my word count change after saving?

Saving refreshes the document structure, which can update the word count if there were pending changes.

Can I trust Word’s word count for academic submissions?

Microsoft Word’s word count is widely accepted, but you should always follow the specific guidelines provided by your institution.

Does Word count characters differently from words?

Yes, Word tracks characters with spaces and without spaces separately, which is useful for formatting-specific requirements.

Conclusion

Microsoft Word provides reliable and flexible tools for checking word count across desktop, web, and mobile platforms. Whether you need a quick glance at the total number of words or a detailed breakdown of specific sections, Word offers multiple methods to meet your needs. By understanding how word count works, using the appropriate tools for your platform, and applying best practices, you can ensure accuracy and compliance with any writing requirement. Mastering these features saves time, reduces errors, and helps you focus on producing high-quality content with confidence.