Where to find the hidden transcription tool in Microsoft Word

Many writers dread transcribing interviews – it's a tedious task. Fortunately, Microsoft 365 offers a simple solution: Word's built-in transcription tool. This feature, however, is exclusively available in the web version of Word (Office.com), not the desktop or mobile apps.

Transcribing Recordings in Microsoft Word Online:

First, access Office.com using Microsoft Edge or Google Chrome (other browsers aren't currently supported). Log into your Microsoft 365 account and create a new Word document.

Locate the three dots at the end of the "Home" ribbon. Hover over "Dictate," then select "Transcribe." This opens the transcription sidebar. You can either record directly or upload existing audio files (WAV, MP4, M4A, and MP3 are supported).

Processing time varies depending on the recording length. A one-hour recording may take approximately 10 minutes to transcribe. Once complete, a media player and the transcript appear in the sidebar. The transcription highlights words as they're played, distinguishing between multiple speakers (labeled "Speaker 1," "Speaker 2," etc., which are customizable).

Adding the Transcript to Your Document:

At the bottom of the sidebar, click "Add to document." You can choose to include only the text, text with speaker names, and/or timestamps. The complete transcript, along with a link to the audio file (saved in your OneDrive's "Transcribed Files" folder), is added to your document.

While not flawless, the transcription accuracy is generally high enough to easily identify key information. Even infrequent Word users will find this web-based transcription tool invaluable. It's a significant time-saver for any writer dealing with interview recordings.

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