Does anyone know how to count occurences in a document?

PennLady

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I was wondering if there was any way to count occurrences of words or phrases in Word? Or do I just have to search and go "find next" and count them up myself?
 
I can help! Yeah!

I was wondering if there was any way to count occurrences of words or phrases in Word? Or do I just have to search and go "find next" and count them up myself?

For WORD 2003 (maybe others)

If you open the 'styles and formatting' under FORMAT, you can select instances of Italic, bold, underlined, etc.

Under EDIT, select 'find' (ctrl + F) and you can search for specific words and highlight their location. You can also change all of one word or phrase to another (like changing all names of Bill to Derrick) by using the 'replace' tab.

If you highlight all of the instances with 'find next' then you only have to use the 'word count' function (under TOOLS) while they are highlighted (you have to click the 'highlight all items found', and select 'main document' in 'find'), as it will only count the items you selected.
 
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Just do a "find and replace" using the same exact word. It won't change the word in the document, but it will tell you how many instances of that word exist in the document.
 
Just do a "find and replace" using the same exact word. It won't change the word in the document, but it will tell you how many instances of that word exist in the document.

booo

Application misuse

booo

:D
 
Just do a "find and replace" using the same exact word. It won't change the word in the document, but it will tell you how many instances of that word exist in the document.

Thank you. Couldn't see the easy way right in front of me. Nice to see you again.

booo

Application misuse

booo

:D

LOL Just jealous he thought of it first? ;)
 
Watch out PL, because Word will replace every occurrence of the word causing some unexpected capitalization issues (replacing words at the beginning of sentences with uncapitalized versions). I would use an fresh edit session for your counting and then discard your changes (close without saving).

I had a similar purpose in mind once, looking for words I might over-use. I found some WordCount software that I used in a free trial; it didn't do what I wanted.
 
Watch out PL, because Word will replace every occurrence of the word causing some unexpected capitalization issues (replacing words at the beginning of sentences with uncapitalized versions). I would use an fresh edit session for your counting and then discard your changes (close without saving).

I had a similar purpose in mind once, looking for words I might over-use. I found some WordCount software that I used in a free trial; it didn't do what I wanted.

But if I search and replace for the exact same phrase, nothing will change. And yes, I've had error issues like that before with S&R, but this would be the quickest way.

Another question: does anyone know of any sites or programs that will evaluate your writing to find common phrases and all that you might overuse? I'm sure something must be out there.
 
Sandra's point is a good one. You need to run the "find/replace" twice. Once with the word not capped, with the "match case" and "find whole word only" limits on, and once with the word capped with the same limits on.
 
I don't know about phrases, but Wordle would help you see which words you're using most: http://www.wordle.net/ The bigger the word, the more it's used. I actually like to make a word cloud of my stories once they're done. Phrases, though...it'd be a pain to have that done automatically, since whatever program you're using would first have to search every word, then every pair of words, then every trio of words, &c, up until you've reached the limit of how long you think a phrase can be. It can be done, it'd just be a pain.
 
Just do a "find and replace" using the same exact word. It won't change the word in the document, but it will tell you how many instances of that word exist in the document.

If you say "find and replace" which are two different functions, it will find and replace that group of letters every time it occurs, even if it is a part of a completely different word. For instance, if you want to replace "cock" with "dick" and you have referred to cocktails, that word will become "dicktails." You may be able to get around this by asking to find (space) word (space) but that might result in problems if the word in question is at the end of a sentence and is followed by a punctuation mark.

As somebody else said, it might also cause capitalization problems. :eek:
 
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If you say "find and replace" which are two different functions, it will find and replace that group of letters every time it occurs, even if it is a part of a completely different word. For instance, if you want to replace "cock" with "dick" and you have referred to cocktails, that word will become "dicktails." You may be able to get around this by asking to find (space) word (space) but that might result in problems if the word in question is at the end of a sentence and is followed by a punctuation mark.

As somebody else said, it might also cause capitalization problems. :eek:

Certainly it's not foolproof and takes a little care on the user's part. For instance, if I do a S&R and run the risk of wrong words resulting, or incorrect capitalization, then I should hit "undo" afterwards to help ensure I don't save the wrong thing. Or I can save a copy to do the S&R on, so that the original is safe.
 
If you say "find and replace" which are two different functions, it will find and replace that group of letters every time it occurs, even if it is a part of a completely different word. For instance, if you want to replace "cock" with "dick" and you have referred to cocktails, that word will become "dicktails." You may be able to get around this by asking to find (space) word (space) but that might result in problems if the word in question is at the end of a sentence and is followed by a punctuation mark.

As somebody else said, it might also cause capitalization problems. :eek:

You didn't bother to read post #8, did you, Box? (What a surprise.)
 
Quote:
Originally Posted by Boxlicker101
If you say "find and replace" which are two different functions, it will find and replace that group of letters every time it occurs, even if it is a part of a completely different word. For instance, if you want to replace "cock" with "dick" and you have referred to cocktails, that word will become "dicktails." You may be able to get around this by asking to find (space) word (space) but that might result in problems if the word in question is at the end of a sentence and is followed by a punctuation mark.

As somebody else said, it might also cause capitalization problems.


You didn't bother to read post #8, did you, Box? (What a surprise.)

I did read Post 8. To repeat, it might cause capitalization problems.

However, these problems can be overcome.
 
Ah, then you just didn't understand post #8 (also not a surprise).

First, no, "Find and Replace" isn't two different functions. It's one function.

Next, no, if you check "find whole words only" you won't be changing segments of words.

Finally, no, if you check "match case" you won't have any problem with capitalization.

If you check both of those and run the word (or phrase) through "Find and Repace" twice--once with capped initial words and once without--and add those two totals together, you will have your total and you will not have messed up anything in the text.

You''re batting zero in comprehension, as is often the case, Box.
 
:eek: See what you started, PL? This is all your fault.

Use 'find whole words' - yes

'match case' - don't bother just to count words. Either undo or close without saving.

That was my original suggestion to get the counting job done (and it will). But there is a diamond in the rough from this discussion. PayDay suggested using the 'highlight all items found' option. I tried it and WOW! Just do a find (don't match case) with the highlight and then click the word count tool. Bingo! No changes are made so no issue with damaging your story.

EDIT: Correction, just clicking 'Find all' put the answer in the 'Replace' tool window. For instance, my novel uses the word cock 148 times. Hmmmm

Thanks, PayDay. I learned a new trick today!
 
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:eek: See what you started, PL? This is all your fault.

Ask a simple question, start a forum war... I should have known. ;)

I realize the case issues, and partial word issues, but I knew they did not apply to the words I was talking about in my story. Plus: undo!

That was my original suggestion to get the counting job done (and it will). But there is a diamond in the rough from this discussion. PayDay suggested using the 'highlight all items found' option. I tried it and WOW! Just do a find (don't match case) with the highlight and then click the word count tool. Bingo! No changes are made so no issue with damaging your story.

EDIT: Correction, just clicking 'Find all' put the answer in the 'Replace' tool window. For instance, my novel uses the word cock 148 times. Hmmmm

Thanks, PayDay. I learned a new trick today!

That all makes sense (and yes, thanks, PayDay :) ) but somehow I'm not quite getting it. I will have to try it.
 
:eek: See what you started, PL? This is all your fault.Thanks, PayDay. I learned a new trick today!

But there is a diamond in the rough from this discussion. PayDay suggested using the 'highlight all items found' option.

You're welcome, glad I could help :)
 
I do this all the time in word 2007.

Open the "find" option, hit the "more" button, check "Find whole words only" Type in the word you want to count, hit "Find Next" and then the "Reading highlight" button and chose "Highlight All" It will tell you how many items it highlighted. You can hit the Reading Highlight button again to clear the highlights.

It highlights upper and lower case spellings unless you use the match case option.
 
I do this all the time in word 2007.

Open the "find" option, hit the "more" button, check "Find whole words only" Type in the word you want to count, hit "Find Next" and then the "Reading highlight" button and chose "Highlight All" It will tell you how many items it highlighted. You can hit the Reading Highlight button again to clear the highlights.

It highlights upper and lower case spellings unless you use the match case option.

Thanks!
 
Ah, then you just didn't understand post #8 (also not a surprise).

First, no, "Find and Replace" isn't two different functions. It's one function.

Next, no, if you check "find whole words only" you won't be changing segments of words.

Finally, no, if you check "match case" you won't have any problem with capitalization.

If you check both of those and run the word (or phrase) through "Find and Repace" twice--once with capped initial words and once without--and add those two totals together, you will have your total and you will not have messed up anything in the text.

You''re batting zero in comprehension, as is often the case, Box.

"Find" is one function. I frequently use it to see if I am overusing a specific word and scroll through the copy to look for that word that would be highlighted. If I consider some uses to be excessive, I manually make changes.

I don't seem to have any reliable way to correct case as I go or to look for whole words only.

Rarely do I use "Find and Replace." This would be two functions performed simultaneously. If I decide to change a character's name, I might do it that way, but I am more likely to just use "find" and make the changes manually, because I do not have the other functions you mention. Perhaps you have more expensive software than I do. Or, maybe I just use what I have properly.
 
if you are using the newest Microsoft Word, then you could just go find, format highlight (it's in the advanced find), then you should be good to go. I don't know when this function appeared, though. I only have Microsoft word starter. I usually use OpenOffice, where I can find and replace without replacing (find, find all, replace, replace all)
 
if you are using the newest Microsoft Word, then you could just go find, format highlight (it's in the advanced find), then you should be good to go. I don't know when this function appeared, though. I only have Microsoft word starter. I usually use OpenOffice, where I can find and replace without replacing (find, find all, replace, replace all)

Who wants to learn new hotkeys?
 
If you don't mind downloading a (free, trial-version) piece of software, this one seems to work well: http://download.cnet.com/Hermetic-Word-Frequency-Counter/3000-2079_4-10400779.html

You need to convert your stories to a text file or something else it can actually read, but it goes through your whole story, and ranks the use of each word in order, usually giving you a count to it, too.

Apparently, You're My Cousin?! used "just" too much. It was the number one non-name word, followed by "cock" and "eyes."
 
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