01
Prepare the counting batch
Group files that should be measured under one consistent rule.
- Create a working folder for the project files.
- Keep an untouched copy of important source material.
- Remove duplicates, temporary files, and unrelated documents.
- Separate source and reference files when only one group is billable.
- Confirm that protected files can be opened by the current Windows account.
02
Add files and folders
Build a local batch and confirm every included source.
- Open Word Counter Pro.
- Choose Add files or Add folder.
- Enable subfolders only when nested files belong to the count.
- Select the supported file types to include.
- Review the queue and remove duplicates or accidental files.
03
Choose counting settings
Use one method consistently for comparable results.
- Choose the required word, character, line, or page metrics.
- Set whether spaces are included in character totals.
- Review any page or line assumptions used by the utility.
- Exclude file types or text regions that do not belong in the job where supported.
- Record the selected rule when the count supports a quotation or invoice.
04
Run the batch count
Process the files and inspect anything the application cannot read.
- Start counting and keep source storage connected.
- Monitor completed, skipped, and failed files.
- Review protected, damaged, scanned, or unsupported documents separately.
- Retry only after correcting the source issue.
- Save the completed batch before changing the source list.
05
Review file and total metrics
Check the batch at file level before using the grand total.
- Sort the result by file name, type, or count.
- Investigate unusually high, low, or zero values.
- Compare a representative file with its source application.
- Confirm duplicate files have not inflated the total.
- Document any manual adjustment outside the raw count.
06
Export the count summary
Create a traceable report for pricing, analysis, or delivery planning.
- Choose the detailed or summary output required.
- Export to the available spreadsheet, CSV, or text format.
- Save the report beside the project records, not inside the source folder when that risks confusion.
- Open the export and verify headers, per-file rows, and totals.
- Keep the counting assumptions with any commercial document based on the result.
FAQ
Troubleshooting notes
Common questions that can save a support request.
Why is the count different from Microsoft Word or another tool?
Applications can treat punctuation, hidden text, fields, line breaks, and page estimates differently. Use one documented method consistently.
Why does a scanned PDF show zero words?
A scanned PDF may contain only images. It requires OCR before a text counter can measure the content.