How to Transcribe Audio in Microsoft Word

In August 2020, Microsoft introduced an audio transcription feature for the online version of Word that automatically converts audio—whether recorded or uploaded from a file—into text. The feature also identifies different speakers. Here’s how to use it.

Requirements

To use the transcription feature, you must be a Microsoft 365 premium subscriber. If you’re using the free version, attempting to access this feature will prompt you to subscribe.

Transcribing Live Audio

1. Sign in to Microsoft 365 and open Word online.
2. In the Home tab, click the arrow next to Dictate.
3. Select Transcribe from the menu that appears.
4. Word will then allow you to record audio directly within the app and automatically transcribe it into text.

This feature makes transcribing conversations, lectures, or meetings easier and more efficient.

Transcribing Audio and Editing the Transcript in Microsoft Word

When using Word’s transcription feature for the first time, you’ll need to grant Microsoft permission to access your microphone. Once granted, the Transcribe pane will open on the right side of the window. From there, select Start Recording to begin the transcription process. The timer will start, and you can begin speaking.

Note that the transcription won’t appear in real time as you speak, as Microsoft found this to be distracting during testing.

Completing the Transcription

1. Pause the Recording: When you’re done speaking, click Pause.
2. Save and Transcribe: Select Save and Transcribe Now. It may take a few minutes for Word to process the audio and upload the transcript to OneDrive.
3. Once the transcription is ready, it will appear in the same pane where you recorded the audio. Each section of text will be accompanied by a timestamp and the speaker’s name. Microsoft automatically divides the transcription by speaker.

Editing the Transcript

• Speaker Detection: If Word detects multiple speakers, it labels them as “Speaker 1,” “Speaker 2,” etc. If it can’t distinguish speakers, it will use “Speaker” for all sections.
• Correcting Errors: If the transcription isn’t fully accurate, you can edit it. Hover your mouse over the incorrect text and click the pen icon to make changes. You can also edit the speaker’s name and apply changes to all instances of that speaker by checking the box next to Change All Speaker. Click the checkmark when you’re done.

Using Playback Controls

If you need to review the audio to clarify details, you can use the playback controls:

• Playback Speed: Adjust the speed at which the recording plays.
• Rewind: Move back in the recording.
• Play/Pause: Start or pause playback.
• Fast Forward: Skip forward in the recording.
• Volume: Adjust the volume level.

These controls are especially helpful when transcribing lengthy recordings or revisiting specific sections for clarity.

Adding Transcriptions to Your Document and Uploading Audio Files in Microsoft Word

Once you’ve finished editing your transcript, you can easily add it to your document by selecting the “Add All To Document” button at the bottom of the Transcribe pane. This will insert both the audio recording and the transcript content directly into your Word document.

Uploading and Transcribing an Audio File

If you have an existing audio file you’d like to transcribe, Microsoft Word makes it simple to upload and transcribe it:

1. Sign in to Microsoft 365 and open Word.
2. In the Home tab, click the arrow next to Dictate, then select Transcribe from the dropdown menu.
   The Transcribe pane will open on the right side of the window.
3. Click Upload Audio to begin uploading your file.

Word supports the following audio file formats:

• WAV
• MP4
• M4A
• MP3

After selecting your audio file, File Explorer (or Finder on Mac) will open. Navigate to the file’s location, select it, and click Open. Word will begin transcribing the audio, which may take some time depending on the file’s size.

Editing the Transcription

Once the transcription is complete, it will appear in the Transcribe pane. If necessary, you can edit the text by clicking the pen icon next to any section. You can also re-listen to the audio by using the playback controls. If the speaker’s name needs adjustment, you can edit it and apply the change to all instances of that speaker by checking the “Change All Speaker” box.

When you’re done editing, click the Checkmark. To add the audio and the transcription to your document, click “Add All To Document”.

While the transcription may not be perfect, it can save you significant time, especially if the speaker is clear and articulate.

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