Did you know that you can transcribe pre-recorded audio into text in Microsoft Word or you can record directly into Word and have the text transcribed for you. It’s magic!

Transcribing audio

To start on the Home Ribbon click on the drop-down under the Dictate icon and choose Transcribe.

Dictate transcribing in Microsoft word.

Now the transcription task pane is shown on the right of the screen – here you can set the language that the audio is in, choose to record direct to the document or upload an audio file.

You can also see how many transcription minutes you have – there will be a maximum per month and it tells you where the audio file is saved to – a folder named Transcription Files in your OneDrive.

Transcribe text in Microsoft Word, the transcribe taskpane.

To Transcribe an audio file that you already have, click Upload audio and select the file. Then watch the magic happen.

Note in the task pane that the transcription is in progress and it may take a while – to leave the window open and check back in a bit.

Once the transcription is done you will see the results in the task pane where you have a few options.

  1. You can see the transcription in the task pane with time stamps and playback options.

  2. Click into one of the sections and edit the text to remove things that you don’t want or to correct punctuation etc.
The Transcription Task Pane in Word in edit mode

Once you are happy with the text that has been transcribed, you can choose how to add it to the document.

Choose what to add

Add text to the document, choose text only, timestamps, speaker names or speaker names and timestamps

Just the text adds the text to the document by itself and you can continue to format it or use it as you wish.

With Speakers – this puts the speaker names next to the text – Speaker 1, Speaker 2, etc so that you can add in the correct names.

With timestamps – this adds the timestamps for each section

With speakers and timestamps – this adds the timestamps and the speaker names to the document.

To record directly into the document

Click on Start Recording instead of Upload audio and follow the on-screen instructions. Once you have finished recording it will take a little time and the transcript will appear in the task pane as before.

You have the same options for adding the transcription to the document.

To learn more about using Microsoft Office Applications:

Take my online course Essential Word for the Savvy Assistant where you will learn how to use Microsoft Word effortlessly.

Here are four ways that you can work with me:

🏅Get Essential Office for The Savvy Assistant go to www.msofficemaestro.com

🏅Book me to deliver a Masterclass in house for your organisation

🏅Book me to deliver a session for your event

🏅Book a one-to-one training session with me

Shelley Fishel
Posted in Microsoft 365, Word Windows, Online Training

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