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How to use transcribe or audio dictate on Microsoft Word: All you need to know


Here is the step-by-step guide to use the transcribe or audio dictate feature on Microsoft Word.

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Previously, the recordings were taken and manually written by the user. But now the transcribe feature of Microsoft Word converts the speech to a text transcript with each speaker individually separated. The recordings can be corrected by revisiting the parts of the recording, by playing back the time-stamped audio.

The recording from other devices can also take time.So, you can directly record and transcribe the recordings.The document is transcribed in the background while recording the text on the page.Later, you can save and transcribe the recordings.

How to record in MS Word Document:

  • First, you need to sign in to Microsoft 365 using the new Microsoft Edge or Chrome.
  • Go to the Home and click the dictate dropdown and transcribe.
  • In the dropdown, click on the transcribe pane, which will have the option ‘Start recording ’.
  • On the first use of transcribe, the browser will ask permission for the use of a mic.
  • A dialogue box will pop up in the browser to go to the browser settings.
  • For the microphone permission, click on the site permissions and microphone.
  • You should be careful to set the correct microphone input on your device and the use of a headset is not recommended to transcribe virtual calls.
  • While recording, wait for the pause icon to be outlined in blue and the timestamp to start incrementing to know that the recording has begun.
  • The transcribe pane should be left to open while recording.
  • You can also pause the recording by selecting the pause button and resume the recording by selecting the microphone icon.
  • After completion, you need to select ‘Save and transcribe now’ to save the recording to OneDrive and begin the transcription process.
  • The translation process mostly depends on the internet speed.
  • You need to keep the Transcribe pane open while the transcription process is made.
  • The recordings will be stored in the Transcribed Files in OneDrive, from where you can retrieve and delete files.

Steps to upload an audio file in Word Document:

  • This technique will help you upload a pre-recorded audio file and then transcribe the recording.
  • There is a limitation of five hours of transcription time per month for uploading recordings.
  • You have to sign in to Microsoft 365 using the New Microsoft Edge or Chrome.
  • Go to the Home option, click on the dictate dropdown and select transcribe.
  • In the Transcribe pane, Tap on the Upload audio.
  • Now choose the audio file from the file picker which supports .wav, .mp4, .m4a, .mp3 formats.
  • The time of transcription depends on the internet speed and the length of the audio file.
  • Make sure the Transcribe pane is open while the transcription is happening.

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