How to use Microsoft Word for audio transcription

How to Transcribe Audio in Microsoft Word

To transcribe audio files, you need to have Word online. If you try the free version, it will prompt you to sign up for a premium account.

To get started, use the following steps:

1. If you are not already logged in, go to Word Online and log in.
2. Open a new or existing document or create a new document.
3. You can do this by opening the Home tab, clicking the drop-down arrow next to the Dictation button and clicking Transcribe to start Microsoft Word transcription.
4. A transcribed message will appear. You can upload an existing recording to start transcribing or start a new recording. First, let's look at creating a new recording.
5. Click the Start Recording button. If this is your first time recording a message, you'll need to give your PC's microphone access to Word.
6. Start recording your message and when finished, click the Pause button and then Save and transcribe now.

The time it takes to complete the transcription process depends on the amount of data you have. But once it's done, it will be loaded to OneDrive for later use.

Manage Transcriptions in Microsoft Word

If there are multiple speakers in the Microsoft Word transcription, they will be identified as "Speaker 1", "Speaker 2", "Speaker 3" "wait.

It’s also important to note that you can edit the transcription. For example, hover over the section you want to edit and click the pencil icon to edit it.

Enter your edits and click the Confirm button.

When you are ready to place your transcription into the document, click the Add to Document button at the bottom.

That’s all. The recording you made will now appear in your Word document. Users can click and listen to the audio link. However, any text edits you make will be text only, no audio.

How to Transcribe an Existing Audio File in Word

You can also have Word transcribe an existing audio file using the same tools.

To transcribe an audio file to Microsoft Word, use the following steps:

1. In Word Online, click the Home tab.
2. Click the down arrow next to Dictation and select Transcribe.
3. Next, click Upload Audio. Please note that Word supports the WAV, MP4, M4A, and MP3 audio file formats. If you have FLAC, OGG, or other formats, you'll need to convert them first.
4. Navigate to the location of the audio file you want to use. The transcription process may take a few minutes, so make sure to keep the window open until it's complete.
5. Once the transcription is complete, you will see the text in the panel. Just like spoken audio, you can edit it as needed.
6. After making the required edits, the transcription with the audio link will be returned to the document.

Working with Audio Files in Microsoft Office

While it's not perfect, this option can save a lot of time if you need to transcribe audio into a document - especially Yes if you have a good microphone and the speakers are clear and can make notifications.

You can do other cool things with Microsoft Office applications, like sprucing up your presentations by adding audio to PowerPoint. Likewise, when you transcribe an audio file in Microsoft Office, you can also record a voiceover in PowerPoint. If you're a Google Docs user, you can add audio to Google Slides.

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