Omit Needless Words with a Macro

by C.K. MacLeod 353183634_ef631ed00a_m

One of the easiest ways to improve your writing is to "omit needless words"—words that once removed, make your writing clear (Strunk & White).

The fastest way to find these words in your writing is to run the Needless Words macro* in Microsoft Word. This macro will highlight every needless word, so you can decide if each word is necessary. Not sure what a macro is? See Improve Your Writing with Macros for details.

NeedlessWords macro in action
NeedlessWords macro in action

Below is the script for the macro. You'll need to add this script to Word's Visual Basic Application (VBA). See the videos How to Add a Macro to Word, then How to Run a Macro in Word for next steps.

Inspired by Jami Gold's macros for writers post, I've added Janice Hardy's Words to Avoid list (minus the word "that") to my version of the macro. The macro is customizable and you can add any list of words you like.

Copy the macro from Sub to End Sub and paste it into Word's VBA.

Sub NeedlessWords()
' Highlights unnecessary words
' Written by Roger Mortis, revised by subcortical, adapted by Jami Gold and tweaked by C.K. MacLeod; word list by Janice Hardy
Dim range As range
Dim i As Long
Dim TargetList
TargetList = Array("then", "almost", "about", "begin", "start", "decided", "planned", "very", "sat", "truly", "rather", "fairly", "really", "somewhat", "up", "down", "over", "together", "behind", "out", "in order", "around", "only", "just", "even")

For i = 0 To UBound(TargetList)

Set range = ActiveDocument.range
With range.Find
.Text = TargetList(i)
.Format = True
.MatchCase = False
.MatchWholeWord = True
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = False
Do While .Execute(Forward:=True) = True
range.HighlightColorIndex = wdTurquoise
End With
End Sub

What other word lists could you add to this macro? Insert word lists between the parentheses in the macro script.

So, what do you do with the highlighted words this macro finds? See Carla Douglas' post How to Improve Your Writing with Macros—Tips for Beginners at the Beyond Paper Editing blog for suggestions.

*Karen Woodward calls this macro the AddWords macro because you can add any list of words that you want the macro to find. The first version of this macro was written by Roger Mortis, revised by Subcortical, modified for writing by Karen Woodward, tweaked by Jami Gold, and further tweaked by me, making it a true community effort.

Image by Matt Scott