Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and 2021. 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: Highlighting Duplicate Words.

Highlighting Duplicate Words

Written by Allen Wyatt (last updated June 26, 2021)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and 2021


1

Joe is an author and he has some ideas for using Word macros to help with his proofreading. One of the macros he wants to build is for finding duplicate words in sentences and paragraphs. He wants to exclude the common necessary words like "the," "a," etc. Joe would like to highlight the duplicate words in a document so he can examine their use and make appropriate changes.

How you go about this depends, really, on how you want to approach the task. For instance, if you want to simply look for duplicate words that are side-by-side, then Word should do that already for you; the grammar checker takes care of marking those duplicate words.

If you, instead, want to find excessive instances of a particular word, then you can use Find and Replace to highlight them. On the Find tab of the Find and Replace dialog box you can enter the word you want to highlight, click the Highlight All Items check box, and then click Find All. Word selects all instances of the Word and you can then use the Highlighter tool to highlight all of them.

Finally, if you want a macro that will step through each paragraph of the document (or each sentence of a document) and look for multiple instances of any given word, then that is a much more complex issue. Stepping through either paragraphs or sentences is not a huge problem; just use either the Paragraphs collection or the Sentences collection in the macro. The bigger problem is dealing with text variations. For instance, does the word "dog" match the word "dogs" or, even, the word "dogged." Without a firm understanding of what, exactly, you want to consider as "matching," your macro can get rather cumbersome.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (13218) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and 2021. You can find a version of this tip for the older menu interface of Word here: Highlighting Duplicate Words.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Checkboxes in a Merged Document

When creating a mail-merge document, you may want to include some special characters, such as check-marked boxes, in the ...

Discover More

Creating Multiple Blank Documents in One Step

Word makes it easy to create a new, blank document. What if you want to create more than one document at a time, however? ...

Discover More

Examining Styles and Macros in a Template

Templates are very powerful with the ability to contain both styles and macros. If you want to see what styles and macros ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2019. Spend more time working and less time trying to figure it all out! Check out Word 2019 For Dummies today!

More WordTips (ribbon)

Inserting a Non-Breaking Space

In Word a non-breaking space will help you keep two words together on the same line. Here's two different ways that you ...

Discover More

Strange Characters when Pasting Text from the Web

It is not uncommon to copy information found on the web and then paste that information into a Word document. Do so, ...

Discover More

Consistent Spacing

It is a good idea to make sure that the spacing following each sentence in your document is consistent. Here's a handy ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 8 - 6?

2021-06-26 10:13:43

Nick Wright

You can do this with the StyleWriter Professional edition without any programming skills.

Just highlight the paragraph - or any text - and run the program. The Editor's List All Words column shows you the number of times you've used a word, excluding the 200 most common in the language.

(see Figure 1 below)


Nick Wright
Editor Software

Figure 1. The All Words Editor's List


This Site

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.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.