Do you want to convert an audio or video file into text? The function transcribe in Microsoft Word allows you to record conversations and automatically generate a transcript of the content.
In this post, we offer a step-by-step guide to using Office 365. Additionally, we tell you about another service so you can compare them and decide on the most convenient one.
The Microsoft Word online transcribe feature is very useful for converting interviews to text, classes, lectures, meetings, and other scenarios. It facilitates the automatic conversion of spoken content into a written document quickly and accurately.
There are two possible ways to transcribe: recording directly into Word or uploading an audio file.c
We will tell you what each one consists of and provide step-by-step instructions.
Requirements for using live transcription in Word
Microsoft 365 makes it easy to convert audio directly to text. For this, you need a premium subscription, and there is a 5-hour limit for transcriptions.
A microphone must be connected to the computer; it can be a built-in option or a separate microphone.
Take care that ambient noise does not interfere during the recording, and speak clearly to get an accurate transcript.
A step-by-step guide to transcribing an audio file
1. Sign in to Microsoft 365 (use Chrome or the new Microsoft Edge).
2. Click on "Dictate."
3. Then click on "Transcribe".
4. You will have two options: upload audio or start recording; choose "Upload audio."
A new window will open, navigate to the file location and select it, once selected, click "Open".
5. Microsoft will start transcribing automatically, the time will depend on the size of the file, once the transcript is ready it will appear in the same panel as the audio file.
You can edit this transcript and save it to OneDrive at the end.
6. The transcript's content will appear with the identification of the speakers.
7. You can upload it to the document with only the text, the speaker, the timestamps, or all of them.
8. And you will be able to retouch it as you wish.
Step-by-step guide to transcribing live audio in Word
Here are the steps:
1. Sign in to Microsoft 365 using Chrome or the new Microsoft Edge.
2. Click "Dictate."
3. Then click on "Transcribe".
4. Two options will appear: upload an audio or start recording; click "Start Recording."
5. If you are transcribing for the first time, authorize the browser to use the microphone. A dialog box may appear, or you may be directed to the browser settings.
6. Wait for the pause icon to turn blue and the timestamp to start running to begin recording.
Leave the "Transcribe" panel open, and use the pause icon to stop recording.
7. Once the recording is finished, click "Save and transcribe now."
The transcription is not performed simultaneously with the recording but after the recording is finished. Depending on the time of the recording it will take a few minutes to upload to OneDrive, when it is ready it will appear in the recording panel.
Supported audio formats for transcription
Currently, Office 365 transcribe supports wav, mp3, mp4 and m4a formats.
Edit your transcript in Microsoft Word 365
When transcribing in Microsoft Word, the program is designed to generate an initial transcription, which you can improve with its editor. We tell you how to do it.
Edit the transcription text.
The accuracy of the transcription varies depending on the audio quality, ambient noises, and the clarity of the voices; you can improve it as follows:
- In the "Transcribe" panel, hover your mouse over the text you want to correct.
- Select the "Edit Transcript section" pencil icon.
- Edit your desired content and click "Confirm" to save the changes.
Another option for editing is to copy and paste the transcript text as a Word document and make changes.
Change the name of the speakers.
The Microsoft Word transcription service identifies and separates speakers with the labels "Speaker 1", "Speaker 2," and so on; you can edit the labels in this way:
- In the "Transcribe" panel, hover the mouse over the label you want to correct.
- Select the "Edit transcript section" pencil icon.
- Type in the new names for the labels.
- Check the "Change all Speakers" box to change the name for the entire transcript.
- Click "Confirm".
Add the transcript to your document.
Select this option if you want to add the entire transcript to the document.
It is also possible to add only a section, or several specific sections, by placing the cursor over the section and selecting the corresponding icon.
Uses ScriptMe as an alternative to Microsoft Word transcription
If you don't have a Microsoft 365 Premium subscription or want a service with greater accuracy and more advanced features, you can explore options like ScriptMe.
ScriptMe is an integrated automatic transcription, translation, and subtitling service specifically designed for the media industry. However, it is also a versatile tool used by students, content creators, universities, and many other businesses.
The transcription is extremely fast, simple, and accurate; this is the sequence of steps to generate it:
- You upload the file, choose the language, and click "Transcribe".
- In just ."a few minutes, you will have the transcript and be able to edit it.
- Then, export it and share it in multiple file formats.
We also offer you ScriptMe Lite, a free, unlimited, and internet-free transcription option.
Conclusions; Transcribe in Microsoft Word
Transcribe in Microsoft Word 365 is widely used by small and medium-sized businesses. With the premium subscription, you have access to the transcribe function in Word. It saves time when transcribing audio to text and can be edited and saved.
Other automatic transcription services exist, such as ScriptMe. These services have more advanced tools because they have been specially designed for media production. Access their platform and take their free trial to experience their speed and transcription quality.
