Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Occurrences of a Text String within a Document.
by Allen Wyatt
(last updated July 21, 2018)
Marc is looking for the fastest, most efficient way—within a macro—to determine a count of how many times a particular text string occurs within a document. Unfortunately there is no way to do this with a simple command or two; instead you need to "step through" a document using the Find and Replace feature of Word.
First, make a temporary copy of your document so that you don't run the risk of messing up your original document. Then use a variable in your macro to count the number of times the desired text gets replaced, and increment the variable every time a replacement occurs. In the following example, the number of times will end up in the variable Replacements. You can then use the value or convert the value to a string to display it.
Sub CountReplacements Dim Replacements As Integer Replacements = 0 Selection.Find.ClearFormatting Selection.Find.Replacement.ClearFormatting With Selection.Find .Text = InputBox("Enter the text you want to find:") .Replacement.Text = InputBox("Enter the replacement text:") .Forward = True .Wrap = wdFindContinue .Format = False .Execute Replace:=wdReplaceOne Do Until Not .Found .Execute Replace:=wdReplaceOne Replacements = Replacements + 1 Selection.MoveRight Unit:=wdCharacter, Count:=1 Loop If Replacements <> 0 Then MsgBox _ "" & .Text & " has been replaced " & _ CStr(Replacements) & " times with " & _ .Replacement.Text Else MsgBox .Text & " was not found in the document/selection." End If End With End Sub
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11941) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Occurrences of a Text String within a Document.
Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!
When creating macros, you often need to convert a text string that contains numbers into actual numeric values. You do ...Discover More
When writing a macro, you may need a way to clear the undo stack. This can be done with a single command, as described in ...Discover More
An elegant way to run macros from within macros is to use the Call statement. In order to use it, you need to provide a ...Discover More
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.