Word Count in Text Box: How to Check

To see the word count of text inside a text box in Microsoft Word, you must select the text within the box, then look at the status bar at the bottom of the window—it will display “X of Y words.� If the status bar doesn’t show a word count, right-click it and enable the “Word Count� option. This article explains the exact steps for Word on Windows and Mac, what the numbers mean, and how to handle multiple text boxes at once.

Formula

If you need an estimate without opening Word, the formula is:

Estimated words = (Total characters ÷ 100) × average words per 100 characters

• Total characters (t) – the number of characters in the text, including spaces (unit: count).
• Words per 100 characters (w) – a typical value for English text is 18 (roughly 5.5 characters per word).

The result is an approximation because word length varies. For a precise count, use Word’s built-in tool.

Worked Example

Using the default values: t = 500 characters, w = 18 words per 100 characters.

1. Divide 500 by 100: 500 ÷ 100 = 5
2. Multiply by 18: 5 × 18 = 90

The estimated word count is 90 words. This matches the calculator output.

How to Check Word Count in a Single Text Box (Windows)

In Microsoft Word (2016 and later, including Microsoft 365), the process is simple:

1. Click inside the text box to place the cursor.
2. Press Ctrl+A to select all text within the box. (If the box is empty, the count will be 0.)
3. Look at the bottom-left status bar. It will show “Words: X� or “X of Y words.� The “X� is the selected text’s count; “Y� is the total document count.
4. If you don’t see the word count, right-click the status bar and check “Word Count� in the list.

That’s it. The status bar updates in real time as you type or edit.

How to Check Word Count in a Text Box on Mac

Word for Mac works similarly:

1. Click inside the text box.
2. Press Command+A to select all text in the box.
3. Check the bottom status bar for “X of Y words.�
4. If the status bar is hidden, go to View → Status Bar to show it.

Note: On Mac, the status bar shows the count only when text is selected. If you click away, it reverts to the whole document.

Why the Status Bar Shows “X of Y Words�

When you select text inside a text box, Word displays two numbers: the first is the count of the selected text, the second is the total word count of the entire document. For example, “45 of 1,200 words� means your text box has 45 words, and the whole document has 1,200. This is helpful because the total includes text outside the box, so you don’t accidentally think the box contains all the words.

If you want the count for only the text box, always look at the first number.

How to Count Words in Multiple Text Boxes

If you have several text boxes and want the total word count across all of them, you have two options:

• Select all boxes: Hold Ctrl (Windows) or Command (Mac) and click each text box border. Then press Ctrl+A (or Command+A) to select the text inside all of them. The status bar will show the combined count.
• Use the “Text Boxâ€� tool: In newer Word versions, go to the Insert tab, click Text Box, then choose Draw Text Box. Draw a box that encompasses all existing boxes (or use the selection method above). This is less reliable, so the first method is recommended.

Alternatively, you can temporarily copy all the text from the boxes into a blank document and use the standard word count (Review → Word Count).

Common Problems and Misconceptions

“The word count doesn’t change when I type.� This usually happens because the status bar is not enabled or you’re looking at the total document count, not the selected text count. Right-click the status bar and ensure “Word Count� is checked.

“My text box is part of a shape.� If you inserted a shape (like a rectangle) and typed inside it, the same method works: click the shape, select the text, and check the status bar.

“I want the count to include the text box but not headers/footers.� Word’s word count does not include headers, footers, or footnotes by default. So the count you see for the whole document excludes those areas. The status bar count for selected text is always accurate for what you select.

“Can I see the count in a pop-up dialog?� Yes. After selecting the text, go to Review → Word Count. The dialog shows words, characters (with and without spaces), paragraphs, and lines. This works for selected text too.

Alternatives: Counting Words Without Word

If you don’t have Microsoft Word, you can still count words in a text box:

• Copy and paste into a free online counter – many websites offer word count tools.
• Use Google Docs – paste the text, then press Ctrl+Shift+C (Windows) or Command+Shift+C (Mac) to see the count.
• Use a text editor – Notepad++ shows character count, but not word count. WordPad doesn’t show word count either.

For a quick estimate, use the formula above. But for exact numbers, the built-in Word feature is best.

Frequently Asked Questions

Q: How do I see the word count in a text box without selecting anything?
A: You must select the text. Click inside the box, press Ctrl+A (or Command+A), and the status bar will update. There is no way to see only the box’s count without selection.

Q: Does the word count include text in the text box if I use the “Word Count� dialog?
A: Yes, if you select the text first. If you don’t select anything, the dialog shows the whole document count, which includes text boxes but also all other text.

Q: Why does my status bar show “Words: 0� even though I have text?
A: This usually means the text is not selected, or the text is inside a drawing canvas or a linked text box that Word doesn’t recognize as regular text. Try selecting the text manually.

Q: Can I count words in a text box in Word Online?
A: Yes. In Word for the web, click inside the text box, select all text, and the status bar at the bottom shows the count. If you don’t see it, go to the “Review� tab and click “Word Count.�

Q: How do I count words in a text box in a PDF?
A: Word doesn’t open PDFs as editable text. You can use a PDF editor like Adobe Acrobat (paid) or free online tools. In Acrobat, select the text with the “Select� tool, then right-click and choose “Text Properties� – but that doesn’t give a word count. Better to copy the text and paste into Word or an online counter.

Q: Does the word count include numbers and symbols?
A: In Word, a “word� is any sequence of characters separated by spaces. Numbers like “123� count as one word. Symbols like “%� are not counted unless they are attached to a word.

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in t | Total text length | characters | 500 | 0
in w | Words per 100 chars | words | 18 | 0
out words | Estimated word count | words | (t / 100) * w | 0