How to Track Word Count with Your Software

by

The rhythmic click-clack of keys, the surge of ideas, the silent hum of concentration – for writers, these are the hallmarks of creation. But beyond the artistry of crafting compelling narratives or incisive reports lies a more practical, yet equally critical, measurement: the word count. Whether you’re adhering to a strict publisher’s guideline, aiming for a contest entry limit, or simply tracking your daily productivity, understanding how to accurately and efficiently track word count within your chosen software is paramount. This isn’t just about curiosity; it’s about control, meeting deadlines, and optimizing your writing process.

This comprehensive guide will demystify the process of word count tracking across a spectrum of popular writing software. We will delve into built-in functionalities, explore advanced features, and uncover common pitfalls, providing you with actionable insights and concrete examples to ensure you’re always in command of your word production. Bid farewell to manual counting and speculative estimations; let’s empower you with the definitive knowledge to precisely monitor your linguistic output.

The Fundamental Importance of Word Count Tracking

Before we plunge into the mechanics, let’s solidify why this seemingly minor detail carries such substantial weight for writers. Word count isn’t merely a numerical value; it’s a strategic tool.

  • Meeting Requirements: Publishers, academic institutions, and clients frequently impose strict word count limits. Exceeding or falling short can lead to penalties, rejection, or laborious revisions. Precise tracking ensures compliance.
  • Productivity Measurement: For freelance writers, novelists, and content creators, word count is a tangible metric of daily, weekly, or monthly output. It helps set realistic goals, identify productive periods, and diagnose potential bottlenecks.
  • Pacing and Structure: In longer works, monitoring word count for individual chapters or sections allows for balanced pacing and ensures each part contributes proportionally to the overall narrative or thesis.
  • Billing and Compensation: Many freelance writing gigs are paid per word. Accurate tracking is indispensable for generating invoices and ensuring fair compensation for your labor.
  • Self-Discipline and Motivation: Seeing your word count climb can be incredibly motivating, providing a visual representation of progress and encouraging continued effort, especially during the challenging middle phases of a project.

Understanding these underlying reasons underscores why mastering word count tracking isn’t a convenience but a necessity for the professional writer.

Microsoft Word: The Industry Standard for Word Count

Microsoft Word remains the undisputed heavyweight champion of word processing. Its word count functionalities are robust and easily accessible, typically serving as the go-to method for many writers.

Instant Status Bar Access

The quickest way to check your word count in Microsoft Word is via the Status Bar. This grey strip at the bottom of your Word window usually displays various document statistics.

  • Action: Open any Word document. Locate the lower-left corner of the window.
  • Example: You’ll likely see “Words: XXXX” or similar. If you only see “Page X of Y,” right-click anywhere on the Status Bar and ensure “Word Count” is checked in the contextual menu that appears.
  • Granularity: Clicking directly on the “Word Count: XXXX” display on the Status Bar will open the more detailed “Word Count” dialog box (discussed next). This offers immediate, real-time feedback as you type, updating automatically.

The Comprehensive Word Count Dialog Box

For a more detailed breakdown beyond the total word count, the “Word Count” dialog box is your primary resource.

  • Action (Ribbon): Navigate to the Review tab in the Word Ribbon. In the “Proofing” group, you’ll find the “Word Count” button. Click it.
  • Action (Shortcut): Alternatively, press Ctrl + Shift + G (Windows) or Command + Shift + G (Mac). This is a highly efficient shortcut for frequent checks.
  • Details Provided: The dialog box displays:
    • Pages: Total number of pages.
    • Words: Total word count.
    • Characters (no spaces): Total character count excluding spaces. Useful for specific SEO or snippet length constraints.
    • Characters (with spaces): Total character count including spaces. Often relevant for character-limited social media posts or specific coding scenarios.
    • Paragraphs: Total number of paragraphs.
    • Lines: Total number of lines.
  • “Include textboxes, footnotes, and endnotes” Option: This crucial checkbox at the bottom of the dialog box dictates whether elements outside the main body text are factored into the count.
    • Purpose: For academic papers, novels with extensive footnotes, or documents with sidebars, this can significantly alter the reported count.
    • Action: If your word count needs to include these elements, ensure this box is ticked. If you only need the main body text, uncheck it.
    • Example: A research paper might require a count of only the main argument, excluding bibliographical footnotes. A novel might include all its endnotes in the final count. Always clarify the client or publisher’s preference.

Tracking Selected Text

Often, you don’t need the word count for the entire document, but rather for a specific paragraph, section, or chapter. Word handles this effortlessly.

  • Action: Highlight the specific text you wish to count.
  • Example: Select the first chapter of your novel. Look at the Status Bar. It will now display something like “Words: XXXX of YYYY,” where XXXX is the count for your selection and YYYY is the total document count.
  • Refinement: Clicking on this “XXXX of YYYY” display will open the “Word Count” dialog box, which will now show the statistics only for your selected text. This is an invaluable feature for writers who work on modular projects or need to ensure consistent length across sections.

Live Word Count (Word for Microsoft 365, Newer Versions)

Recent versions of Word (especially those with a Microsoft 365 subscription) offer an even more seamless live word count.

  • Action: As you type, the Status Bar updates in real-time without needing to click or refresh. This is the default behavior.
  • Benefit: This continuous feedback loop allows for immediate awareness of your progress towards a target word count, fostering a more intuitive writing flow.

Word Count Best Practices in Microsoft Word

  • Regular Checks: Make checking your word count a habit, especially as you approach deadlines or section completions.
  • Understand Inclusions: Always be mindful of whether footnotes, endnotes, or text boxes are included in your count, and verify this requirement with your client or publisher.
  • Save and Reopen: Occasionally, for very large or complex documents, a quick save and reopen can refresh the word count, though this is rarely necessary in modern Word versions.

Google Docs: Cloud-Based Counting

Google Docs, with its collaborative features and cloud accessibility, has become a formidable contender in the word processing arena. Its word count functionality is similar to Word’s in its straightforwardness.

Accessing Word Count in Google Docs

Google Docs provides its word count through a dedicated menu option.

  • Action: In your Google Docs document, navigate to the Tools menu in the top bar.
  • Example: From the dropdown menu, select “Word count.”
  • Shortcut: A more efficient approach is to use the keyboard shortcut: Ctrl + Shift + C (Windows/Linux) or Command + Shift + C (Mac).

The Word Count Box

Upon selecting “Word count” or using the shortcut, a small pop-up box will appear.

  • Details Provided: This box displays:
    • Words: Total words.
    • Characters: Total characters (including spaces).
    • Pages: Total pages.
  • “Display word count while typing” Option: This is a crucial feature for real-time tracking.
    • Action: At the bottom of the word count pop-up, there’s a checkbox labeled “Display word count while typing.” Tick this box.
    • Result: A small, unobtrusive word count display will appear in the bottom-left corner of your Google Docs window, updating in real-time as you type. This mimics Word’s Status Bar functionality.
    • Visibility: You can click on this live display at any time to reopen the full word count box.

Counting Selected Text in Google Docs

Just like Word, Google Docs supports counting selected text.

  • Action: Highlight the specific passage you want to count.
  • Example: Select a single paragraph. Go to Tools > Word count or use the Ctrl + Shift + C / Command + Shift + C shortcut.
  • Result: The “Words” field in the pop-up will now show “X / Y” where X is the count for your selection and Y is the total document count.
  • Benefit: This is incredibly useful for ensuring individual sections meet specific criteria or for breaking down a large project into manageable word count segments.

Google Docs Word Count Best Practices

  • Enable Live Count: For continuous awareness, always enable “Display word count while typing.”
  • Clear Selection First: If you get an unexpected “X / Y” count, ensure no text is accidentally selected before checking the total document count.
  • Offline Differences: If working offline, the word count might not be perfectly real-time until you go back online and the document syncs, though this is rarely a significant delay.

Scrivener: The Novelist’s Counting Companion

Scrivener is a specialist’s tool, beloved by novelists, researchers, and long-form content creators for its organizational prowess. Naturally, it offers sophisticated word count tracking tailored to project-based writing.

Project Targets: Your Goalpost for Productivity

Scrivener’s “Project Targets” feature is a standout, transforming word count from a passive measurement into an active goal-setting and tracking mechanism.

  • Action: Go to Project > Project Targets. Alternatively, click the target icon in the toolbar (looks like a bullseye).
  • Word Count Target:
    • Session Target: Set a daily writing goal (e.g., “1500 words”). Scrivener tracks your progress for the current writing session, showing how many words you’ve written, how many remain, and a progress bar. This resets daily.
    • Draft Target: Set a total word count goal for your entire manuscript or the compiled draft (e.g., “80000 words”). This tracks your overall progress towards completion.
  • Deadline: You can attach a deadline to your draft target, and Scrivener will calculate the average daily word count needed to meet that deadline. This is an incredibly powerful motivator.
  • Includes: Below the targets, you can specify what Scrivener should include in the “Draft Target” count. Options typically include:
    • Only compileable documents: This is generally recommended, as it excludes notes, research, and deleted scenes.
    • All documents in Draft folder: Even non-compileable ones.
    • Custom selection: Advanced users can pinpoint specific document types.
  • Stats (Statistics): Within the Project Targets window, click the “Options” gear icon or the “Statistics” button (depending on your Scrivener version). This will open up detailed statistics for your current project, including “Flesch–Kincaid” readability scores, average sentence length, and unique words, beyond just the raw count.

Document & Selection Inspector

For individual document counts, Scrivener integrates this into its Inspector pane.

  • Action: Select a document in the Binder (e.g., a chapter or scene). Ensure the Inspector pane is visible (click the “i” icon in the top right toolbar or go to View > Show Inspector).
  • Accessing Counts: In the Inspector, there are typically several tabs. Look for the “Document Statistics” tab (often represented by a small document icon or graph icon).
  • Details Provided: This tab displays the word count, character count, and sometimes unique words for the currently selected document.
  • Target: You can also set a document target here, which is a word count goal for that specific document. This is distinct from project targets and useful for ensuring individual scenes or chapters meet specific lengths.
  • Selected Text: To count words in a selection, simply highlight the text within your document. The word count for that selection will appear at the bottom-right of the editor pane, updating in real-time. This is analogous to Word’s Status Bar feature.

Scrivener’s Unique Counting Nuances

  • Compile Settings: When you compile your manuscript (export it as a finished document), Scrivener applies various settings that can affect the final word count. For instance, sometimes certain formatting or placeholder tags can influence how compilation software interprets words. Always perform a test compile to verify the final count.
  • Excluded from Compile: Documents marked as “Excluded from Compile” (right-click on a document in the Binder and check this option) will not contribute to your “Draft Target” if you’ve selected “Only compileable documents” for your target. This is useful for keeping notes or alternative versions within the project without skewing the main word count.
  • Keyword Word Count: Scrivener allows you to assign keywords to documents. While not a direct word count feature, the ability to filter documents by keyword and then view their combined word count (e.g., selecting multiple keyword-filtered documents in the Binder and checking the combined count in the target window or a pop-up) is a powerful organizational tool for word count analysis across themes or character arcs.

Scrivener Word Count Best Practices

  • Utilize Project Targets: Make the “Project Targets” feature your word count dashboard. It keeps you accountable and motivated.
  • Set Realistic Daily Goals: Don’t just set a total novel target. Break it down into manageable daily or weekly chunks using the session target.
  • Understand Compile Scope: Be clear about what your target count is supposed to include (main text, footnotes, etc.) and configure your “Project Targets” and “Compile” settings accordingly.
  • Regularly Check Statistics: Dive into the “Statistics” within “Project Targets” occasionally to gain deeper insights into your writing beyond just raw numbers.

Ulysses: Markdown Maestro with Integrated Metrics

Ulysses, primarily for macOS and iOS, is a popular choice for writers who appreciate a minimalist interface coupled with powerful organization and Markdown support. It provides live word counts seamlessly.

Live Word Count in Editor

Ulysses makes real-time word count tracking incredibly intuitive.

  • Action: When you’re typing in a sheet (Ulysses’s term for a document), look at the bottom of the editor pane.
  • Example: You’ll see a line with various statistics. This line typically shows the word count, character count, and sometimes reading time.
  • Customization: You can customize what statistics are visible in this line. Usually, by clicking on the statistics or going to Ulysses’s preferences (Ulysses > Preferences > General or Editor), you can choose to display words, characters, sentences, paragraphs, reading time, or even custom values set with a goal.

Goals: Focused Writing with Targets

Similar to Scrivener’s targets, Ulysses introduces “Goals” to help writers stay on track.

  • Action: In the editor, locate the small circle icon at the very bottom-right of the word count display. Click it. This opens the “Goal” pop-over.
  • Setting a Goal:
    • Type: Choose between “Words,” “Characters,” “Reading Time,” “Pages.” Most writers will select “Words.”
    • Value: Enter your target number (e.g., 2000 words).
    • Target Scope: You can apply the goal to “Sheet” (the current document) or “Group” (a folder containing multiple sheets). Applying it to a group is excellent for a chapter made up of several scenes or for an entire book.
  • Progress Visualization: As you write, a progress bar fills up around the goal icon at the bottom of the editor, turning green when you hit your target and orange if you go over (configurable). This immediate visual feedback is highly motivating.
  • Reset: Goals can be set to “Persistent” (stays until you manually change it) or “Daily” (resets every 24 hours). Daily goals are fantastic for setting recurring writing habits.

Quick Export Word Count

While writing, the live count is sufficient. But when exporting, you might want to confirm the final count.

  • Action: Go to File > Export or use the export icon (an arrow pointing out of a box) in the toolbar.
  • Verification: In the export preview window, depending on the format chosen, Ulysses often provides the word count within the preview itself, allowing you to double-check before generating the final document.
  • Markdown Nuances: Ulysses is Markdown-based. Be aware that some elements like footnotes or specific Markdown syntax might be counted differently by other applications or online platforms if they interpret Markdown differently.

Ulysses Word Count Best Practices

  • Utilize Daily Goals: For consistent output, especially on a regular writing schedule, use the “Daily” goal feature.
  • Group Goals for Chapters: If your chapters are broken into multiple sheets, set a “Group” goal for the chapter folder to track the cumulative word count.
  • Customize Statistics Bar: Tailor the bottom statistics bar to show what’s most relevant to your current task (e.g., words and reading time for blog posts, just words for a novel).
  • Export Check: Always glance at the word count during the export process to ensure it aligns with your expectations for the final output.

Typora (or other Markdown Editors): The Minimalist’s Count

Typora is a popular Markdown editor known for its seamless live preview. While minimalist, it still incorporates word count functionality.

Status Bar Word Count

Typora, like many modern editors, features a small status bar at the bottom for quick stats.

  • Action: Look at the bottom-right corner of the Typora window.
  • Example: You’ll see “Words: XXX” or “W: XXX.” This updates in real-time as you type.
  • Characters: Often, the character count is also displayed next to the word count (e.g., “W: 500, C: 2500”).
  • Hidden Status Bar: If you don’t see it, go to View > Status Bar to ensure it’s enabled.

Selection Count

Typora also offers word counts for selected text.

  • Action: Highlight any portion of your text.
  • Result: The status bar will temporarily change to display the word count for your selection (e.g., “Selected: 50 words”). When you deselect the text, it reverts to the total document count.
  • Benefit: This is useful for checking the length of paragraphs, headings, or specific sentences.

Counting Nuances in Markdown Editors

  • Markdown Syntax: Generally, Markdown syntax (like **bold** or # heading) is not counted as words, which is the standard and expected behavior for content production. However, be aware that specialized tools might occasionally interpret them differently.
  • YAML Front Matter: If your Markdown file includes YAML front matter (metadata at the top between --- lines), this is typically not counted as part of the document’s word count, which is appropriate.

Typora Word Count Best Practices

  • Rely on Status Bar: Given its real-time nature, the status bar is your primary tool for daily writing.
  • Understand Markdown: Be confident that Markdown syntax won’t inflate your word count.
  • Keep it Minimal: Typora excels in its a distraction-free environment; leverage that by not overthinking your word count unless specifically required by a client.

Online Writing Tools & Editors: Web-Based Word Counts

Many writers use online platforms for specific tasks – content management systems (CMS) like WordPress, web-based text editors, or even simple online word counters.

WordPress Block Editor (Gutenberg)

WordPress, the dominant CMS, has its own built-in word counter for posts and pages.

  • Action: When editing a post or page in the Gutenberg Block Editor, look at the top toolbar (the black bar above the content area).
  • Example: You’ll see an “i” icon (Information icon). Click this.
  • Details: A small pop-up will appear, showing:
    • Words: Total word count.
    • Characters: Total character count.
    • Paragraphs: Total paragraph count.
    • Blocks: Number of blocks used.
  • Live Update: This count updates in real-time as you type, providing continuous feedback for your blog posts, articles, or website copy.
  • Classic Editor: In the older Classic Editor, the word count is typically displayed directly below the text area.

Hemingway Editor & Grammarly Editor

These popular online tools also incorporate word count, often alongside other valuable metrics.

  • Hemingway Editor: As you paste or type text, the word count is prominently displayed in the top bar or sidebar, along with readability scores.
  • Grammarly Editor: Similar to Hemingway, Grammarly’s online editor shows the word count in its sidebar, updating as you type. It also breaks down characters, reading time, and speaking time.

Dedicated Online Word Counters

When all else fails, or for a quick, standalone check, dedicated word counter websites are available. While this guide focuses on software-integrated counting, these tools are useful for quick checks or when working with plain text files.

  • Usage: Copy and paste your text into the provided text box. The word count is typically displayed instantly.
  • Cautions: Be mindful of privacy when pasting sensitive information into third-party websites. For most writing, using your software’s built-in tools is more secure and convenient.
  • Example: A simple search for “online word counter” will yield many options.

Online Tool Word Count Best Practices

  • Native Counts Preferred: Always use the native word count features of your CMS or primary writing tool first.
  • Leverage Metrics: Online editors like Hemingway and Grammarly aren’t just for counting; utilize their other metrics like readability and proofreading suggestions.
  • Cross-Reference for Consistency: If moving text between different online platforms, occasionally cross-reference the word counts to ensure consistency.

Common Pitfalls and Advanced Considerations

While word count tracking seems straightforward, certain scenarios can lead to discrepancies or require careful attention.

Hyphenated Words

  • Standard Rule: Most software counts hyphenated words (e.g., “state-of-the-art,” “well-being”) as one word. This is the generally accepted convention in publishing and academic writing.
  • Exception: If a hyphen appears at the end of a line due to justified text and continues on the next line, it typically doesn’t impact the overall count once the text reflows or is compiled.

Numbers and Symbols

  • Numbers: Generally, numbers written as digits (e.g., “123,” “2023”) are counted as one word if they are separated by spaces. If they are part of a compound like “2000s,” it’s still generally one word.
  • Symbols: Standalone symbols (e.g., “@”, “#”, “$”) are typically not counted as words unless they are part of a recognized word or acronym (e.g., “A&E” might be 1 word, “rock ‘n’ roll” might be 3 words depending on tokenization).
  • Example: “The meeting started at 3:00 PM and covered 5 agenda items.” (8 words)

Punctuation

  • Standard Rule: Punctuation marks (periods, commas, question marks, etc.) are not counted as words. They are treated as separators between words.
  • Impact: While not counted, their presence defines what a “word” is for the software’s counting algorithm.

Headers, Footers, and Text Boxes

  • Variable Inclusion: As discussed with Microsoft Word, different software and settings can include or exclude content in headers, footers, text boxes, footnotes, and endnotes from the total word count.
  • Crucial for Requirements: Always clarify with the recipient if these elements should contribute to the total word count and adjust your software settings accordingly. A common scenario is a research paper’s main body count excluding the bibliography.

Comments and Track Changes

  • Software Specific: How comments and “Track Changes” (revisions) are handled varies by software.
    • Microsoft Word: Generally, comments and deleted text (in Track Changes mode) are not included in the primary word count by default in the “Word Count” dialog box unless specific options (like “Include textboxes, footnotes, and endnotes” which sometimes has a broader impact) are selected or a separate “Statistics” view is consulted. Active, unaccepted insertions in Track Changes are typically counted.
    • Google Docs: Comments are typically separate and not counted.
    • Scrivener: Comments are usually separate and not counted.
  • Recommendation: For a clean word count, ensure all “Track Changes” are accepted or rejected, and comments are perhaps temporarily hidden or resolved, before a final word count check for submission.

File Type and Conversion

  • Consistency is Key: When converting a document between file types (e.g., .docx to .pdf, .rtf to .txt), minor variations in word count can sometimes occur due to how different applications interpret invisible characters or document structures.
  • Final Check: Always perform a final word count check on the final submission file type if possible, especially for critical length requirements. Some publishers even have their own internal word count tools that might yield slightly different results.

Conclusion: Harnessing the Power of Precise Measurement

Word count tracking, far from being a mundane chore, is an indispensable skill for every writer. It’s the cornerstone of meeting deadlines, adhering to client specifications, and measuring your own progress and productivity. By masterfully utilizing the built-in functionalities of your preferred writing software – be it Microsoft Word, Google Docs, Scrivener, Ulysses, Typora, or online editors – you gain a powerful layer of control over your craft.

Move beyond vague estimations. Embrace the precision offered by real-time counters, comprehensive dialog boxes, and goal-setting features. Understand the nuances of what is and isn’t included in your count. This meticulous attention to detail not only ensures compliance and accuracy but also empowers you to strategize your writing, optimize your workflow, and ultimately, produce better, more controlled, and more successful texts. Your words are your currency; knowing their exact value is the ultimate power.