The fastest way to count characters in Word

Open your document in Microsoft Word, then go to the Review tab at the top of the screen. Click Word Count — it's in the upper left area of the ribbon. A box will pop up showing your total characters, words, paragraphs, and pages. This box also tells you whether spaces are included in the character count (they are, by default).

If you're using Word on Mac, the Review tab is in the same place. The Word Count button works identically. On Word Online (the browser version), click Review, then Word Count in the top menu bar.

The character count updates automatically as you type if you leave the Word Count box open. Close it by clicking the X in the corner, or press Ctrl+Shift+G (Windows) or Command+Shift+G (Mac) to open and close it quickly.

Key Takeaways

  • Word Count is found under the Review tab and shows characters with and without spaces in a single dialog box.
  • The character count includes spaces by default, but you can see the count without spaces in the same popup.
  • You can count characters in just part of your document by selecting only that text before opening Word Count.
  • Word Online, Word on Mac, and Word on Windows all use the same Review tab location for the Word Count tool.

Counting characters in only part of your document

If you need to count characters in a single paragraph, a sentence, or any section of your document, highlight that text first. Click and drag to select the words you want to count, or triple-click to select an entire paragraph.

Once the text is highlighted (it will appear with a blue or colored background), open the Word Count box using the Review tab or the keyboard shortcut. The popup will now show the character count for only the selected text, not the whole document. This is useful when you're working on a section that has a character limit — like a social media post, a form field, or a specific part of an assignment.

If you accidentally close the selection, just select the text again and reopen Word Count. The numbers will update to match your new selection.

Understanding characters with spaces versus without spaces

The Word Count dialog shows two character numbers: one labeled Characters and one labeled Characters (no spaces). The first number includes every space between words and punctuation. The second number counts only the actual letters, numbers, and symbols.

Most character limits you'll encounter — like limits on form fields, social media platforms, or contest entries — count spaces as characters. So use the first number (the one that includes spaces) when you're checking against a limit. The "no spaces" count is rarely what you need, but it's there if a specific requirement asks for it.

For example, the sentence "Hello world" is 11 characters with the space, but only 10 characters without it. If a form says you have a 10-character limit and you're counting without spaces, your text will be rejected when you submit it.

Why Word Count might show different numbers than you expect

Word counts some things you might not think of as characters. Line breaks, paragraph marks, and tabs all count toward your total. If you paste text from another document or website, invisible formatting characters might be included in the count even though you can't see them on screen.

If your character count seems too high, check whether you have extra spaces or line breaks in your document. Double-click between words to see if there are multiple spaces instead of one. Look for extra blank lines between paragraphs. These add up quickly in longer documents.

Footnotes and endnotes are counted separately in the Word Count dialog — they appear in their own row. If you're trying to meet a character limit for the main text only, ignore the footnote count.

Using Word Count in different versions of Word

Microsoft Word 2019, Word 2021, and Word 365 (the subscription version) all have the Word Count tool in the same location: the Review tab. The dialog box looks slightly different depending on your version, but it shows the same information.

If you're using an older version of Word (2016 or earlier), the Review tab is still where you'll find Word Count. The feature has been in the same place for many years, so the steps are consistent across versions.

Google Docs has a similar tool called "Word count" found under the Tools menu. It works the same way — select text if you want to count only part of your document, then open the tool to see your numbers. The numbers may differ slightly from Word because Google Docs calculates differently, but the difference is usually just one or two characters.

Keyboard shortcuts for faster access

If you use Word Count frequently, the keyboard shortcut is faster than clicking through menus. Press Ctrl+Shift+G on Windows or Command+Shift+G on Mac to open the Word Count dialog instantly. Press the same combination again to close it.

These shortcuts work in Word 2016 and newer on both Windows and Mac. If the shortcut doesn't work on your computer, you may have another program using the same keys. In that case, stick with the Review tab method.

Frequently Asked Questions

Does Word Count include the title and headings?

Yes, Word Count includes everything in your document — titles, headings, body text, and footnotes — unless you specifically select only part of the document. If you need to count only the body text without the title, select just that section before opening Word Count.

Can I see character count while I'm typing without opening the dialog?

Not in the main Word window, but you can leave the Word Count dialog open while you work. It updates automatically as you type. Position the dialog box to the side of your document so it doesn't cover your text.

What's the difference between "words" and "characters" in the Word Count box?

Words are counted by spaces — each group of letters separated by a space is one word. Characters are individual letters, numbers, symbols, and spaces. A 10-word document might have 50 characters depending on word length.

Does Word Count work the same way in Word Online as in the desktop version?

Yes. Open Word Online in your browser, go to the Review tab, and click Word Count. The dialog works identically to the desktop version and shows the same information.

Why does my character count include numbers I didn't type?

Invisible formatting marks — like paragraph breaks, tabs, or extra spaces — are counted as characters. Turn on the "Show/Hide" button (the pilcrow symbol ¶ in the Home tab) to see these marks and delete any extras.