how to do speech to text in word

How to use speech to text in Microsoft Word

Speech to text in Microsoft Word is a hidden gem that is powerful and easy to use. We show you how to do it in five quick and simple steps

Master the skill of speech to text in Microsoft Word and you'll be dictating documents with ease before you know it. Developed and refined over many years, Microsoft's speech recognition and voice typing technology is an efficient way to get your thoughts out, create drafts and make notes.

Just like the best speech to text apps that make life easier for us when we're using our phones, Microsoft's offering is ideal for those of us who spend a lot of time using Word and don't want to wear out our fingers or the keyboard with all that typing. While speech to text in Microsoft Word used to be prone to errors which you'd then have to go back and correct, the technology has come a long way in recent years and is now amongst the best text-to-speech software .

Regardless of whether you have the best computer or the best Windows laptop , speech to text in Microsoft Word is easy to access and a breeze to use. From connecting your microphone to inserting punctuation, you'll find everything you need to know right here in this guide. Let's take a look...

How to use speech to text in Microsoft Word: Preparation

The most important thing to check is whether you have a valid Microsoft 365 subscription, as voice typing is only available to paying customers. If you’re reading this article, it’s likely your business already has a Microsoft 365 enterprise subscription. If you don’t, however, find out more about Microsoft 365 for business via this link . 

The second thing you’ll need before you start voice typing is a stable internet connection. This is because Microsoft Word’s dictation software processes your speech on external servers. These huge servers and lighting-fast processors use vast amounts of speech data to transcribe your text. In fact, they make use of advanced neural networks and deep learning technology, which enables the software to learn about human speech and continuously improve its accuracy. 

These two technologies are the key reason why voice typing technology has improved so much in recent years, and why you should be happy that Microsoft dictation software requires an internet connection. 

Once you’ve got a valid Microsoft 365 subscription and an internet connection, you’re ready to go!

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Step 1: Open Microsoft Word

Simple but crucial. Open the Microsoft Word application on your device and create a new, blank document. We named our test document “How to use speech to text in Microsoft Word - Test” and saved it to the desktop so we could easily find it later.

Step 2: Click on the Dictate button

Once you’ve created a blank document, you’ll see a Dictate button and drop-down menu on the top right-hand corner of the Home menu. It has a microphone symbol above it. From here, open the drop-down menu and double-check that the language is set to English.

One of the best parts of Microsoft Word’s speech to text software is its support for multiple languages. At the time of writing, nine languages were supported, with several others listed as preview languages. Preview languages have lower accuracy and limited punctuation support.

Step 3: Allow Microsoft Word access to the Microphone

If you haven’t used Microsoft Word’s speech to text software before, you’ll need to grant the application access to your microphone. This can be done at the click of a button when prompted.

It’s worth considering using an external microphone for your dictation, particularly if you plan on regularly using voice to text software within your organization. While built-in microphones will suffice for most general purposes, an external microphone can improve accuracy due to higher quality components and optimized placement of the microphone itself.

Step 4: Begin voice typing

Now we get to the fun stuff. After completing all of the above steps, click once again on the dictate button. The blue symbol will change to white, and a red recording symbol will appear. This means Microsoft Word has begun listening for your voice. If you have your sound turned up, a chime will also indicate that transcription has started. 

Using voice typing is as simple as saying aloud the words you would like Microsoft to transcribe. It might seem a little strange at first, but you’ll soon develop a bit of flow, and everyone finds their strategies and style for getting the most out of the software. 

These four steps alone will allow you to begin transcribing your voice to text. However, if you want to elevate your speech to text software skills, our fifth step is for you.

Step 5: Incorporate punctuation commands

Microsoft Word’s speech to text software goes well beyond simply converting spoken words to text. With the introduction and improvement of artificial neural networks, Microsoft’s voice typing technology listens not only to single words but to the phrase as a whole. This has enabled the company to introduce an extensive list of voice commands that allow you to insert punctuation marks and other formatting effects while speaking. 

We can’t mention all of the punctuation commands here, but we’ll name some of the most useful. Saying the command “period” will insert a period, while the command “comma” will insert, unsurprisingly, a comma. The same rule applies for exclamation marks, colons, and quotations. If you’d like to finish a paragraph and leave a line break, you can say the command “new line.” 

These tools are easy to use. In our testing, the software was consistently accurate in discerning words versus punctuation commands.

Microsoft’s speech to text software is powerful. Having tested most of the major platforms, we can say that Microsoft offers arguably the best product when balancing cost versus performance. This is because the software is built directly into Microsoft 365, which many businesses already use. If this applies to your business, you can begin using Microsoft’s voice typing technology straight away, with no additional costs. 

We hope this article has taught you how to use speech to text software in Microsoft Word, and that you’ll now be able to apply these skills within your organization. 

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How to Record From Voice to Microsoft Word Text: A Step-by-Step Guide

Recording your voice and having it transcribed into text on Microsoft Word is a pretty nifty feature. It’s like having your very own secretary, without the coffee runs. It’s perfect for when you’re on the go and have a brilliant idea that just can’t wait. Or maybe typing isn’t your thing and you’d rather talk it out. Either way, it’s a simple process that can save you time and keep your ideas flowing.

Step by Step Tutorial on Recording From Voice to Microsoft Word Text

Before we dive into the step-by-step guide, let’s talk about what we’re trying to achieve here. We want to take your spoken words and turn them into written text on a Microsoft Word document. It might sound like something out of a sci-fi movie, but it’s actually pretty straightforward with the right tools.

Step 1: Set up your microphone

First things first, you’ll need a good-quality microphone. Make sure it’s plugged in and set as your default recording device.

Setting up a microphone might seem daunting, but it’s usually as simple as plugging it into your computer. If you’re using a laptop, you might already have a built-in microphone. Just make sure it’s not covered or blocked by anything.

Step 2: Open Microsoft Word

Now that your microphone is ready to go, open up Microsoft Word on your computer.

You’ll need a relatively recent version of Word to use the voice transcription feature. If you’re running an older version, you might need to upgrade or find a different method for voice-to-text.

Step 3: Access the Dictate feature

Look for the ‘Dictate’ button in the Home tab on the ribbon. It’s usually near the top right of the screen.

The Dictate feature is powered by Microsoft’s speech recognition technology. It’s the same tech that powers Cortana, so you know it’s pretty smart.

Step 4: Start dictating

Click on ‘Dictate’ and wait for the red recording icon to appear. Then start speaking clearly and at a moderate pace.

Remember to enunciate and speak naturally. The software is good, but it’s not perfect. If you mumble or talk too fast, it might not catch everything.

Step 5: Edit the transcribed text

Once you’re done speaking, click the Dictate button again to stop recording. You can then edit the transcribed text as you would with any other text in Word.

The transcription isn’t always going to be 100% accurate. You’ll need to go through and make corrections, just like you would with a human transcriber.

After you’ve completed these steps, your spoken words should be neatly transcribed into text in your Microsoft Word document. You can then format, edit, and use the text just like any other text in Word.

Tips for Recording From Voice to Microsoft Word Text

• Use a quiet room with minimal background noise to ensure the best transcription accuracy.
• Speak at a steady, moderate pace and enunciate clearly to help the software understand you.
• Use punctuation commands like “comma,” “period,” or “new paragraph” to format the text as you speak.
• Review and edit the transcribed text carefully, as the software can make mistakes.
• If you’re planning to record for a long time, take breaks to rest your voice and maintain clarity.

Frequently Asked Questions

Can i use any microphone for voice-to-text in microsoft word.

You can, but for the best results, use a high-quality microphone that’s designed for voice recording.

Is voice-to-text in Word available on all versions?

The Dictate feature is available in Microsoft 365 and the most recent versions of Word. If you have an older version, you might not have access to this feature.

Can I use voice-to-text in Microsoft Word on my phone or tablet?

Yes, the mobile versions of Word also support voice transcription. The process might be slightly different, but the basic steps are the same.

How accurate is the voice-to-text transcription in Microsoft Word?

It’s pretty accurate, but it’s not perfect. You’ll need to review and edit the text to correct any mistakes the software might make.

Can I dictate in languages other than English?

Yes, Microsoft Word’s Dictate feature supports multiple languages. Just make sure you’ve set your language preferences correctly before you start dictating.

• Set up your microphone and make sure it’s the default recording device.
• Open Microsoft Word on your computer.
• Access the Dictate feature in the Home tab.
• Start dictating your speech.
• Edit the transcribed text.

Recording your voice directly into Microsoft Word can save you a ton of time and keep your ideas flowing without interruption. Imagine being able to brainstorm and get your thoughts down on paper (or screen, in this case) without having to stop and type everything out. With the simple steps outlined above, you’ll be turning your spoken word into text in no time.

Keep in mind that while technology is a fantastic tool, it’s not without its quirks. You’ll need to speak clearly and possibly make some edits to the transcribed text. But don’t let that deter you. With a little practice, you’ll be a voice-to-text pro. And who knows? This could completely change your workflow, making you more productive than ever. So go ahead, give it a try, and see how recording from voice to Microsoft Word text can elevate your document-creation game.

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Read his full bio here.

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How to Dictate in Word: A Step-by-Step Guide for Voice Typing

Dictating in Word can be a real time-saver! Instead of typing everything out, you can just speak, and Word will type it for you. How cool is that? All you need is a microphone, and you’re good to go. Let’s dive into the steps to get you dictating like a pro in no time.

Step by Step Tutorial on How to Dictate in Word

Before we get into the nitty-gritty, it’s important to know that dictating in Word can revolutionize how you work. You can get your thoughts down much faster, which is great for those who think quicker than they type. Plus, it’s super helpful for those with physical limitations that make typing difficult.

Step 1: Check Your Equipment

To dictate in Word, you need a microphone. Most laptops have one built-in, but you can also use an external mic.

Having a good quality microphone ensures that Word can understand you clearly. If your laptop doesn’t have a built-in mic or if you’re not happy with its quality, consider buying an external one.

Step 2: Open Word

Open up a new or existing Word document where you want to start dictating.

Before you can start speaking your thoughts into existence, you need to have Word open. It’s like opening a blank canvas before painting.

Step 3: Click on the "Home" tab

Find the "Home" tab at the top of the Word window.

The "Home" tab is where all the magic happens. It’s your command center for all things Word.

Step 4: Select "Dictate"

Look for the microphone icon in the top right corner and click on it to start dictating.

This little microphone icon is your gateway to hands-free typing. Click it, and watch as your words appear on the screen.

Step 5: Start Speaking

Once you click "Dictate," wait for the icon to turn red, then start speaking your text.

Speak clearly and at a moderate pace. Remember to say punctuation marks out loud, like "comma" or "period," to include them in your text.

Step 6: Edit as Needed

After you’ve finished dictating, go through the text and make any necessary edits.

Even the best technology isn’t perfect. Always proofread to catch any mistakes and make sure your text is just how you want it.

After you’ve completed these steps, your document will have all your spoken words converted to text. It’s like having a personal scribe who types up everything you say!

Tips for Dictating in Word

• Speak clearly and at a steady pace for best results.
• Use phrases like "new line" or "new paragraph" to organize your text.
• Say punctuation marks out loud; for example, "period" or "comma."
• Proofread your document after dictating, as there may be some errors.
• Practice makes perfect; the more you use it, the better it gets at recognizing your voice.

Frequently Asked Questions

What do i do if word isn’t picking up my voice.

Make sure your microphone is connected properly and that the volume is turned up. Also, check that Word has permission to access your mic in your computer’s privacy settings.

Can I dictate in different languages?

Yes, Word’s dictation feature supports multiple languages. Just make sure to set the correct language before you start dictating.

How accurate is Word’s dictation?

Word’s dictation is fairly accurate, but it might make some mistakes. That’s why it’s important to proofread after dictating.

Can I add punctuation or formatting while dictating?

Yes, you can. Say the name of the punctuation or formatting you wish to add, like "comma" or "bold."

What should I do if Word stops dictating suddenly?

Check your internet connection, as Word’s dictation feature requires it to work. Also, make sure your microphone is still connected.

• Check your mic
• Click the "Home" tab
• Select "Dictate"
• Start speaking
• Edit your document

In conclusion, dictating in Word is a fantastic tool that can significantly enhance your productivity and accommodate various accessibility needs. With a little bit of practice and attention to detail, you can effortlessly transform your spoken words into written text, streamlining your workflow and freeing up valuable time. Don’t forget to check your microphone setup, speak clearly, and proofread your work for the best results. As we embrace the era of technology in all aspects of our lives, harnessing the power of voice-to-text conversion is yet another leap towards more efficient and inclusive communication. Whether you’re a fast thinker, physically unable to type, or simply looking to optimize your work process, give Word’s dictation feature a try—you might just be pleasantly surprised at how well it works.

Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.

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How to Dictate Documents in Microsoft Word

Great for writing speeches or your autobiography

Most people can speak faster than they can type. Take advantage of this superpower by dictating your documents! Using speech-to-text is a great way to quickly get your thoughts down in writing. We’ll show you how to dictate documents in Microsoft Word on a computer or your smartphone.

If you use the Mac or Windows desktop version of Word, you won’t find the dictate button unless you subscribe to Microsoft 365. However, you can use the free Microsoft Word web app or smartphone apps to dictate to your heart’s desire. We’ll assume you have a good internet connection and a device with a microphone enabled. 

How to Use Dictation in Word on Macs, PCs, or the Web

The steps for dictating documents in Word are largely the same, no matter whether you’re using the desktop app or the browser-based version.  

• Launch the Word app, either the desktop app on your Mac or PC or the web app in Chrome, Firefox, or Edge.

• In the Home menu, select the microphone icon.

• If prompted, select the button to Allow the use of your microphone.

• Web app users will see a toolbar with controls for your microphone. Select the microphone icon to begin dictating.

• Once the microphone icon is activated, you can begin speaking, and you’ll see your words appear in the Word document.

• Web users can select the gear icon on the dictation toolbar to choose the spoken language, select which microphone device they want to use, and toggle auto-punctuation and the profanity filter on or off.

• You can use your keyboard or Word’s suggestions to edit your document without needing to turn the microphone off. 
• When you’re finished, you can exit dictation by selecting Close ( X ) in the dictation toolbar or pressing the microphone button on the ribbon again. 

That’s enough to get started with dictating a Word document on a computer. But keep reading for some expert tips and tricks.

How to Use Dictation on Your Smartphone’s Word App

Smartphones are made for dictation. You might feel strange talking to yourself, but it’s certainly faster than using your phone’s tiny keyboard.

Start with a new Word document or open an existing one. Tap the screen where you want to start dictating, and then select the microphone icon. You can choose the microphone icon inside the Word app itself or the icon on your soft keyboard. Either one will work. 

The benefit of using the Word app’s microphone icon is that you’ll have access to some other dictation tools. You’ll see a toolbar with standard punctuation, a spacebar, and a carriage return (new line) button. Sometimes it’s easier to tap those buttons than it is to use voice commands. 

You’ll also have access to the gear icon to adjust the settings like the spoken language, auto punctuation, and the profanity filter.  

The first time you select the microphone icon in the Word app, you may be prompted to grant Word permission to record audio on your phone. You can choose to either allow it every time you use the app or only this time.

At any point, you can always select the Help button, where you’ll find information on all the voice commands you can use. 

Tips and Tricks for Dictating in Microsoft Word

Sure, you can dictate the text of a Word document, but did you know about all the other things you can do in Word with voice commands? You can use your voice to edit, format, create lists, and add a comment. 

Punctuation Tips & Tricks

You’ll get used to saying the names of punctuation marks and symbols when you dictate.

• Add punctuation simply by saying the name of the punctuation mark you want to insert. You can say things like period , comma , new line , and apostrophe . 
• Say open quotes and close quotes .
• You can say ellipsis or dot dot dot … it’s up to you!
• For punctuation like parentheses, brackets, and braces, you can say either left or open bracket (or parentheses or brace) and either right or close bracket (or parentheses or brace). 
• If it’s a character, you can probably dictate it. Try commands like asterisk , m-dash , copyright sign , and degree symbol . 

Editing Tips & Tricks

Think of it this way. You’re the boss and Word is your employee. Just tell Word what you want it to do. 

• If you say delete , Word will delete the last word or punctuation mark that appears before the cursor.
• If you say delete that , it’ll remove the last thing you said.
• You can tell Word to delete a specific word in the middle of a sentence. For example, let’s say you dictated, “You can’t judge a book by its awful cover.” You could say delete awful , and then you’d be left with “You can’t judge a book by its cover.”
• Rather than saying backspace repeatedly to go back several spaces, you can just say backspace [1-100] . In other words, you can say backspace twenty . 
• If you make a mistake, you can always say undo .

Formatting Tips & Tricks

Like the editing tips, you can use voice commands to add formatting to specific words or phrases.

• For simple formatting like bold , italics , underline , and strikethrough , you can pair those commands with words or phrases in your document. For example, in the screencap below, we said, “ bold phrases ,” and it did!
• To undo all the formatting from the document, say clear all formatting . 
• Use the align command to align your text left, right, or center.
• If you’re not sure a particular command exists, try it and find out. For example, you can say, underline last sentence , and Word will know exactly what you mean.
• Creating lists is easy with commands like start list , start numbered list , and exit list .

Bonus Dictation Tips & Tricks

Before you go, check out these final dictation tips and tricks.

• Say add comment to create a blank comment box that you can type into.
• Even better, say something like add comment I love this paragraph period , and it will insert a comment with the text “I love this paragraph.”
• Dictate currency symbols. You can say dollar sign , pound sterling sign (don’t forget the “sterling” or it will insert the # sign), euro sign , or yen sign .
• Insert common emojis like smiley face , winky face , heart emoji , or frowny face . 

 If you know of any more dictation commands in Microsoft Word, leave them in the comments!

Maggie Marystone is a freelance technology writer, human rights worker, and storyteller based in Chicago. Read Maggie's Full Bio

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Home » Tech Tips » Apps » How to Use Voice Typing in Microsoft Word Windows and Mac?

How to Use Voice Typing in Microsoft Word Windows and Mac?

Preparing a long document by typing word by word can easily make you boring. Microsoft Word being a most popular documentation software offers simple solution to overcome this situation. It is called “Dictate” feature which helps to convert your speech to text and type on the document. You can use voice typing in Microsoft Word without touching keyboard and finish the document quickly. After finishing the document, you can use Editor to check spelling and grammar to correct mistakes before sharing the document with others.

Voice Typing in Microsoft Word

Before explaining the function in Word, here are the things you should understand.

• Voice typing or dictate function needs internet connection. This means, your voice input is sent to Microsoft and processed for converting to text. Though Microsoft claims they do not store any voice data, you should be aware of this and avoid using dictation for preparing confidential documents.
• The function is available in both Windows and Mac versions of Word as part of Microsoft 365 subscription.
• You do not need to activate voice typing and is available as an in-built feature in Word. Similarly, you also do not need any additional configurations in system level.
• Dictate feature in Word is different than “Voice typing” accessibility feature in Windows operating system and “Dictation” feature in macOS.

Considering voice typing or dictation is part of both operating system and Word, here are the possible ways to use in Word:

• Dictate feature in Word for Windows
• Voice typing feature in Windows OS
• Dictate feature in Word for Mac
• Dictation feature in macOS

1. Use Voice Typing in Word Windows Version (Dictate)

It is super easy to start using dictation in Word.

• Open a blank Word document and go to “Home” tab.
• Click on “Dictate” icon from the ribbon to open a toolbar menu.

• Click the microphone icon in the toolbar and start speaking. Word will automatically recognize your voice input and start converting to text in your document. However, make sure you have stable internet connection for this to work faster.

• For configuring the dictation, click on the gear icon in the toolbar. You have options to select the language, microphone device , adjust volume, enable auto-punctuation and filter sensitive phrases. If you make changes, make sure to click “Save” button to apply your settings.

2. Use Windows Voice Typing in Word

As mentioned above, Windows has a separate feature called voice typing. This works similar as Word dictation and generate text output from voice or audio input. Earlier, you should setup external microphone and configure voice recognition for using Windows voice typing feature. Now, you can simply start using the feature by using a keyboard shortcut on any text input screen.

• Open your Word document and press “Win + H” keys.
• This will open a toolbar showing a microphone, settings and help icons.
• Click the microphone icon and start using voice typing similar to dictation feature in Word.

• For configuring the voice typing, click on the gear icon and change your settings.

3. Use Voice Typing in Word for Mac (Dictate)

Word for Mac ( Microsoft 365 subscription ) also has a similar setup like Windows version.

• When you are in Word document, go to “Home” tab and click on “Dictate” icon in the ribbon.

• On the pop-up that appears, click on the microphone icon and start talking.
• Word will convert your speech to text and start typing on the document.
• Click on the gear icon to configure the dictate options. Here you can switch the language , select different microphone, set input volume level, enable auto-punctuation and enable avoiding sensitive content while text conversion process.

4. Using macOS Dictation Feature in Word

Mac comes with a “Dictation” feature similar to Windows voice typing. This is by default enabled and you can check and configure the settings if required.

• Click on the Apple logo menu and select “System Preferences…” option.
• Go to “Keyboard” section and then click “Dictation” tab.

• Make sure “Dictation” is “On”, select the language and check the keyboard shortcut keys . By default, pressing function key twice will open dictation feature in Mac.
• Launch Word app to open a blank document and press Fn key twice on your keyboard.
• This will show the microphone and you cat start speaking.
• Mac will convert your speech to text and type on the document.

Remember that when using dictation, Mac will send your voice inputs, contacts and location information to Apple for processing and converting to readable text.

Voice Typing Commands for Word

As we tested, voice typing and dictation features work very well with all the above options for converting your speech to text. However, the problem is that you should understand some basic commands for using these features.

• For example, you need to say “full stop” or “period” to end a sentence and “next line” to start a new line when using “Dictate” in Word. Most of these command also work with voice typing feature in all Windows apps.
• However, these commands are slightly different when using “Dictation” feature in macOS. For example, the command for creating a new line with macOS dictation feature is “new line” and using “next line” command will not work.

Below are the links to get complete list of voice typing commands from official Microsoft and Apple documentations.

• Dictate commands for Word Windows
• Dictate command for Word for Mac
• Voice typing commands for Windows OS
• Dictation commands for macOS

Final Words

We strongly recommend using the “Dictate” feature which comes as part of Word app. This function does not need internet connection and your voice input is not sent to Microsoft/Apple for processing. In case, if you are not comfortable using Word feature, then you can use the system wide “Voice typing” in Windows or “Dictation” in Mac. However, this needs a stable internet connection and your voice input is sent to Microsoft/Apple for processing. In either case, make sure to go through the voice typing/dictation commands and familiarize yourself before using the function.

About Editorial Staff

Editorial Staff at WebNots are team of experts who love to build websites, find tech hacks and share the learning with community.

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How to use speech-to-text on Microsoft Word to write and edit with your voice

• You can use speech-to-text on Microsoft Word through the "Dictate" feature.
• With Microsoft Word's "Dictate" feature, you can write using a microphone and your own voice.
• When you use Dictate, you can say "new line" to create a new paragraph and add punctuation simply by saying the punctuation aloud.
• If you're not satisfied with Word's built-in speech-to-text feature, you can use a third-party program like Dragon Home.
• Visit Business Insider's Tech Reference library for more stories.

While typing is certainly the most common way to create and edit documents in Microsoft Word , you're not limited to using a keyboard. 

Word supports speech-to-text, which lets you dictate your writing using voice recognition. 

Speech-to-text in Word is convenient and surprisingly accurate, and can help anyone who has issues typing with a typical keyboard. 

You can use speech-to-text in Microsoft Word in the same way on both Mac and PC.

Check out the products mentioned in this article:

Apple macbook pro (from $1,299.00 at apple), acer chromebook 15 (from $179.99 at walmart), how to use speech-to-text on word using dictate.

Make sure you have a microphone connected to your computer. This can be built-in, like on a laptop, or a separate mic that you plug into the USB or audio jack. 

It doesn't matter which type you use, though the best kind of mic to use is a headset, as it won't need to compete with as much background noise as a built-in microphone.

1. In Microsoft Word, make sure you're in the "Home" tab at the top of the screen, and then click "Dictate."

2. You should hear a beep, and the dictate button will change to include a red recording light. It's now listening for your dictation. 

3. Speak clearly, and Word should transcribe everything you say in the current document. Speak punctuation aloud as you go. You can also say "New line," which has the same effect as pressing the Enter or Return key on the keyboard. 

4. When you're done dictating, click "Dictate" a second time or turn it off using your voice by saying, "Turn the dictate feature off."

You can still type with the keyboard while Dictate is on, but if you click outside of Word or switch to another program, Dictate will turn itself off.  

Want to change languages? You can click the downward arrow on the Dictate button to choose which of nine or so languages you want to speak. You might also see additional "Preview Languages," which are still in beta and may have lower accuracy.

Speech-to-text alternatives

You're not limited to using the Dictate feature built into Word. While not as popular as they once were, there are several commercial speech-to-text apps available which you can use with Word. 

The most popular of these, Dragon Home , performs the same kind of voice recognition as Word's Dictate, but it also lets you control Word, format text, and make edits to your text using your voice. It works with nearly any program, not just Word.

Related coverage from  Tech Reference :

How to use speech-to-text on a windows computer to quickly dictate text without typing, you can use text-to-speech in the kindle app on an ipad using an accessibility feature— here's how to turn it on, how to use text-to-speech on discord, and have the desktop app read your messages aloud, how to use google text-to-speech on your android phone to hear text instead of reading it, 2 ways to lock a windows computer from your keyboard and quickly secure your data.

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How to transcribe audio in microsoft word.

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Record and transcribe live audio, upload and transcribe an audio file.

Microsoft  debuted in August 2020  an audio transcription feature for the online version of Word that converts audio (recorded or uploaded from a file) directly to text, and even separates the text based on the speaker. Here's how to use the feature.

To transcribe audio with Word, you must be a Microsoft 365 premium subscriber . If you have the free version and you try to use the feature, you'll be met with a message asking you to subscribe.

You can have Word transcribe audio that you record directly within Word. Sign in to Microsoft 365, and open Word. In the "Home" tab, click the arrow next to "Dictate" and then select "Transcribe" from the menu that appears.

If this is your first time using the feature, you'll need to give Microsoft permission to access your microphone .

The "Transcribe" pane will open in the right-hand side of the window. Select "Start Recording."

Once selected, the timer will start. Now, you'll want to begin speaking. You won't see the transcription happen live as you're speaking because Microsoft found that to be a bit too distracting during its testing.

After you're finished, click the "Pause" button and then select "Save and Transcribe Now."

It may take a few minutes for Word to finish transcribing the audio recording and uploading it to OneDrive .

Once this is done, you'll see the transcription appear in the same pane you recorded the audio. Each section will have a timestamp, the speaker's name, and the transcribed text. Microsoft automatically separates the text by the speaker.

If Word detects multiple speakers, you'll see "Speaker 1," Speaker 2," and so on. If Word can't detect multiple speakers, you'll just see "Speaker."

You might notice that the transcript doesn't perfectly reflect the recorded audio accurately. You can edit a section of the transcript by hovering your mouse over the incorrect text and then selecting the pen icon.

Now you can edit the transcription found in this section. You can also edit the name of the speaker, as well as every instance where the speaker (i.e., Speaker 1 or Speaker 2) appears by ticking the box next to "Change All Speaker." When you're finished, click the checkmark.

If necessary, you can use the playback controls to revisit the audio recording. This is necessary if the transcript is long, and you can't remember exactly who said what. Here's the function of each button, from left to right:

• Playback speed
• Fast forward

When you're finished editing the transcript, you can add it to the document by selecting the "Add All To Document" button at the bottom of the pane.

Once selected, the audio recording and the content of the transcript will appear in the document.

If you already have an audio file that you want to transcribe, you can upload it to Word.  Sign in to Microsoft 365, and open Word. In the "Home" tab, click the arrow next to "Dictate" and then select "Transcribe" from the menu that appears.

The "Transcribe" pane will open in the right-hand side of the window. Select "Upload Audio." You can upload these audio file types:

File Explorer (Finder for Mac) will open. Navigate to the location of the audio file, select it, and then click "Open."

Microsoft will begin transcribing the audio file. Depending on the size of the file, this could take quite a bit of time.

Once Microsoft finishes transcribing the audio file, the text will appear in the pane.

If you face the same issue with your audio file, you can edit the text by hovering over the section and clicking the "Pen" icon. If you need to hear the audio again, you can do so by using the audio controls.

Next, edit the name of the speaker (and each instance that the speaker appears by ticking the "Change All Speaker" box) and the text from that section. When finished, click the "Checkmark."

Once you've edited the content of the transcript, click "Add All To Document."

The audio file and text of the transcript will be added to the Word document.

While not perfect, this feature can potentially save you a lot of time, especially if the speaker in the audio is speaking clearly.

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How to Convert Speech to Text in Microsoft Word

Knowing how to use dictation in Word and the Microsoft text-to-speech features can be helpful. Using these features can improve accessibility and save you time. The Microsoft text-to-speech feature will read out loud any text you type into your document.

It's helpful to visually impaired people who may have trouble reading the text. It can also help busy people who receive a lot of documents because they can listen to their documents while doing other things. The dictation in Word feature can help those who can type easily create a document.

In this article, we look at the benefits of voice typing, and we’ll cover how to use text-to-speech and dictation in Word.   

Jump to content in this section:

The Benefits of Voice Typing

How to use microsoft text-to-speech, how to use the microsoft word read aloud feature., the best source for microsoft word templates (with unlimited use), learn more about word, microsoft word faq.

Microsoft Word dictation can help a lot of different people. For example, the voice typing feature can help is people with disabilities.

“TTS technology can be used to read text from websites, eBooks, and other digital content, allowing individuals to access information and entertainment in a way that was previously unavailable to them.” ( disabilityhorizons.com )

Some of the benefits of voice typing for people with disabilities are that:

• It can help people with visual impairments because it provides an alternative to reading printed text.
• It can also help those with dyslexia, helping them understand and retain information.
• This feature can also help people who have physical disabilities and have trouble using a mouse or keyboard.

Those are just some of the ways that voice typing can help. It's also very convenient. 

Text-to-speech can help people who don’t have time to read a document because it allows them to listen to it. For example, if a student has a long commute, they can listen to a Word document on the way to school.

Another benefit of text-to-speech is that if you don’t speak the language of your target market, you can turn your written text into spoken language in multiple languages. 

Now that we’ve covered the benefits let’s look at how to dictate in Word and how to use Text-to-speech.

Let's get started on using Text-to-Speech in Microsoft Word.

1. Use a Template

For this post we'll be working with CV Resume Template . It's a Microsoft Word premium template from Envato Elements.

This template has a cover letter and business card matching the resume. Everything in the resume is easily editable. CV Resume Template also has a modern and creative design that'll work for any job that you want to apply to.

2. Make Sure You've Got the Right Equipment

Before you learn about Microsoft Word dictation, you need to have the following:

• microphone-enabled device or an external microphone
• Microsoft account where you’re able to access Word
• stable internet connection
• quiet environment

3. How to Turn on Dictation

Here's how to enable voice typing.

The first step in enabling voice typing in Microsoft Word is to open a new or existing document.

Next, click on Home , then on the Dictate button. You'll be asked if the app can access your microphone. Click OK . This turns the dictation in Word on. It'll start listening for your voice. Now you can talk and what you say appears as text in MS Word.

4. How to Add Punctuation

When using the voice typing feature, you can say specific phrases that Windows speech recognition will recognize. If you say these phrases, Word will put punctuation in your document. Here are some of the phrases you can use:

Punctuation is essential. Knowing these phrases can help you to have proper punctuation in your document.

5. How to Edit

You can even edit your document using the speech-to-text feature. Use editing commands in speech-to-text Word to make your document look the way you want. Here are the editing phrases you can say in the dictation in Word:

6. How to Stop Dictation

You can turn the dictate in Word feature off in three ways:

• You can press the Dictate button to stop the voice typing.
• Click on the X in the menu bar to remove the dictation menu.
• You can say "Pause Dictation".

That's all there is to it! You can start using speech-to-text on your next MS Word document.

Here’s how to use the Microsoft Word Text-to-Speech feature to read to you:

1. Listen With Read Aloud

Click on the Review tab in the menu bar. Select Read Aloud .

Once you click on the Read Aloud button, a popup appears with the Play , Previous , Next , and Settings icons.

To have the text be read aloud, press the Play icon. To pause the reading, press the Pause icon. Press the Previous or Next icon to move from one paragraph to another.

2. Change the Read Aloud Settings

To change the read-aloud settings, click on the Settings icon. Once you click on the Settings icon, a popup displays.

Slide the slider bar in to change the reading speed. To change the voice, click on the arrow under Voice Selection . When you click the arrow, a menu with all the different voice options drops down.

3. Exit Microsoft Word Read-Aloud

To exit the read-aloud feature, press the X in the upper left of the Read Aloud popup.

Envato Elements has thousands of premium templates . To gain access to the templates, all you need to do is become a subscriber. When you become a subscriber, you gain access to premium Word templates, fonts, images, audio, and much more.

Explore Templates Now

It's a great value because professionals make every template look professional and stylish. Just because you're using a template doesn’t mean you must give up on customization. A good template is easily customizable.

A premium template saves you time because you start with a stylish base. Typically, a base has text placeholders and image placeholders. Most even have labeled sections, making developing ideas for your document easier. So, try taking advantage of this great deal by signing up for Envato Elements.

Have questions about Microsoft Word? Read these articles to learn more:

Whether you're a seasoned MS Word pro or just getting started, you probably have some questions. Here are some common Microsoft Word questions and answers:

1. What Skills Do I Need to Use Microsoft Word Like A Pro?

There are twelve essential skills that you should know in Microsoft Word. These skills will help you take advantage of all of Word’s features. For an in-depth look at these skills, read this article: 

2. How Do I Recover My Microsoft Word Document?

Microsoft Word has two features that can help you in this situation. They're the AutoSave and AutoRecover features. These features prevent the loss of your document. To read more about these features, study this article: 

3. How Do I Check the Word Count in Microsoft Word?

There are a couple of different ways you can check the word count. You can see the word count in the status bar or ribbon or use a keyboard shortcut. To find out more information about how to check the word count in Microsoft Word, read this tutorial: 

4. How Do I Quickly Print My Document?

You can print your document through the menu or use a shortcut. Both options allow you to print your document quickly. To read more about how to print your document quickly, read this tutorial:

5. How Do I Add Comments to a Microsoft Word Document?

Comments can help you collaborate on a document easily. Part of adding a comment to a document is using the tracking changes feature. To learn more, read this in-depth tutorial: 

Try These Microsoft Word Features Today!

Microsoft text-to-speech and dictation in Word are helpful features that can help everyone. Whether you've got a disability or just want to multitask, these features can help you.

To save even more time, download a premium Microsoft Word template . The best place for premium templates and other assets is Envato Elements. Sign up today to get unlimited access.

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How To Use Speech To Text In Microsoft Word?

Users are often required to write a long document by typing words into the software which takes a lot of time. Instead of that, users can use the Speech Recognition feature of Microsoft Word that enables typing with voice in Microsoft Word. Let us try to learn and review some easy steps for how to use speech-to-text in MS Word .

Note: Requirements for Microsoft’s speech-to-text software Valid  Microsoft 365  subscription Stable Internet Connection

If you have both, then you are ready to Use Speech To Text Feature in Microsoft Word! Let’s Come to the steps.

Steps To Use Speech-To-Text Microsoft Word

Step 1: At first, open the Control Panel in the machine. Now, click on Speech Recognition.

Step 2: Then click on Start Speech Recognition to convert the speech to the word in the Microsoft Document. It will open a new window.

Step 3: Click on Next to move ahead in the process of how to voice type in MS Word .

Step 4: In the next window, click on the Headset Microphone and click the Next button to move ahead in the process.

Step 5: Now, in the next window, find a line written to read it loudly. It will help to mark the voice on the device. After reading the line loudly, click on the Next button present there.

Step 6: In the next window, click on the Enable Document Review option. It will help in typing words by listening to the speech & reviewing paragraphs the document if necessary. After that, click on the Next button.

Step 7: Now click on the Manual Activation method. In this case, you should start the Speech Commanding operation on your own. It will reduce issues while writing documents. After that, click on the Next button.

Step 8: At the end of the process, a tutorial is available to understand the process. If needed, it can be viewed. In this case, click on Skip Tutorial . And the window will be closed.

Step 9: At the end, find a button that is now available on the screen. Click on the Mic symbol to enable the speech commanding operation. When it is ready to use, it will say Listening . Now, you can say anything & it will be written down in Microsoft Word.

Hence, we have successfully converted the speech to text in Microsoft Word. Now you can use the speech-to-text feature of Microsoft Word that enables typing with voice for typing long paragraphs time-saving . We hope you this time saving guide and helped you, teaches you something useful that you can apply and increase your speed by saving time.

FAQs To Use Speech Text Feature in Microsoft Word

1. What’s the shortcut for speech-to-text on Windows?

Press Win + H to start speaking. It opens speech recognition for typing.

2. Can I use speech-to-text in any application or window?

Yes, you can use speech-to-text in any application or window that takes text input. For example Notepad , , word processing apps etc.

3. Can I use speech recognition in multiple languages?

Yes, Windows supports various languages for speech recognition. You can switch between languages and dictate in the language you’re comfortable with.

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How to Use Speech to Text on Windows 11: A Step-by-Step Guide

September 11, 2024

Michael Collins

How to Use Speech to Text on Windows 11

Getting Windows 11 to convert your speech to text is a piece of cake. First, you’re going to want to enable the speech recognition feature. Then, you’ll set up the microphone and start dictating away on your favorite app or program. Just follow the simple steps below, and you’ll be good to go!

In a few minutes, you can get Windows 11 to transcribe your words into text. Here’s a step-by-step guide on how to do it.

Step 1: Enable Speech Recognition

First, you need to turn on the speech recognition feature in Windows 11.

Go to the Start menu, type "Settings," and hit enter. From there, navigate to "Accessibility" and find "Speech." Toggle on "Speech Recognition."

Step 2: Set Up Your Microphone

Next, you’ll need to ensure your microphone is ready to pick up your voice.

In the same "Speech" menu, click on "Set up a microphone" and follow the on-screen instructions. This will help Windows understand your voice better.

Step 3: Open the App or Program

Now, open the app or program where you want to use the speech-to-text feature.

This could be Microsoft Word, Notepad, or even your web browser. Make sure the cursor is in the text field where you want the words to appear.

Step 4: Start Dictating

Press the Windows key + H to start the dictation mode.

You’ll see a small toolbar pop up, indicating that Windows is ready to transcribe your speech into text. Start speaking clearly and naturally.

Step 5: Correct Errors as Needed

Sometimes, the software might misinterpret what you’re saying.

You can manually correct any mistakes using your keyboard, or you can say commands like "delete that" to erase the last word or phrase.

After completing these steps, Windows 11 will transcribe your spoken words into text right in the application you’re using. It’s a handy way to get your thoughts down quickly!

Tips for Using Speech to Text on Windows 11

• Speak Clearly : Ensure you speak clearly and at a moderate pace for better accuracy.
• Quiet Environment : Minimize background noise to improve the software’s ability to recognize your words.
• Use Commands : Learn dictation commands such as "new line" or "delete that" to control the text editing process.
• Regular Updates : Keep your Windows 11 updated to benefit from the latest improvements in the speech recognition feature.
• Practice : The more you use it, the better it gets at understanding your voice and accent.

Frequently Asked Questions

Is the speech to text feature available in all versions of windows 11.

Yes, the speech-to-text feature is available in all versions of Windows 11. However, some advanced features may require specific hardware.

Can I use speech to text in any application?

Most applications that accept text input can use the speech-to-text feature. However, the experience might be more seamless in apps that are optimized for this feature, like Microsoft Word.

How do I correct mistakes while dictating?

You can correct mistakes by using voice commands like "delete that" or manually using the keyboard.

Does speech recognition work offline?

Basic speech recognition works offline, but for enhanced accuracy and additional features, an internet connection is recommended.

Can I train the software to better recognize my voice?

Yes, you can improve accuracy by completing the voice training in the "Speech" settings menu.

Step-by-Step Summary

• Enable Speech Recognition.
• Set Up Your Microphone.
• Open the App or Program.
• Start Dictating.
• Correct Errors as Needed.

And there you have it! Using speech to text on Windows 11 is a straightforward process that can save you tons of time and effort. Whether you’re writing an essay, jotting down some quick notes, or composing emails, this feature can make your life a whole lot easier.

Don’t forget to speak clearly and practice regularly to get the best results. If you found this guide helpful, why not explore more features of Windows 11 to enhance your productivity even further? Happy dictating!

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Use the Speak text-to-speech feature to read text aloud

Speak is a built-in feature of Word, Outlook, PowerPoint, and OneNote. You can use Speak to have text read aloud in the language of your version of Office.

Text-to-speech (TTS) is the ability of your computer to play back written text as spoken words. Depending upon your configuration and installed TTS engines, you can hear most text that appears on your screen in Word, Outlook, PowerPoint, and OneNote. For example, if you're using the English version of Office, the English TTS engine is automatically installed. To use text-to-speech in different languages, see Using the Speak feature with Multilingual TTS .

To learn how to configure Excel for text-to-speech, see Converting text to speech in Excel .

Add Speak to the Quick Access Toolbar

You can add the Speak command to your Quick Access Toolbar by doing the following in Word, Outlook, PowerPoint, and OneNote:

Next to the Quick Access Toolbar, click Customize Quick Access Toolbar .

Click More Commands .

In the Choose commands from list, select All Commands .

Scroll down to the Speak command, select it, and then click Add .

Use Speak to read text aloud

After you have added the Speak command to your Quick Access Toolbar, you can hear single words or blocks of text read aloud by selecting the text you want to hear and then clicking the Speak icon on the Quick Access Toolbar.

Listen to your Word documents with Read Aloud

Listen to your Outlook email messages with Read Aloud

Converting text to speech in Excel

Dictate text using Speech Recognition

Learning Tools in Word

Hear text read aloud with Narrator

Using the Save as Daisy add-in for Word

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