Transcribe your recordings - Microsoft Support (2024)

Word for the webOneNote

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Note:This feature is currently available in Word for the web and Word for Windows.

The transcribe feature converts speechto a text transcript with each speaker individually separated. After your conversation, interview, or meeting, you can revisit parts of the recording by playing back the timestamped audio andedit the transcription to make corrections. You can save the full transcript as a Word document or insert snippets of it into existing documents.

You can transcribe speech in two ways:

Record directly in Word
Upload an audio file

You can record directly in Word while taking notes in the canvas and then transcribe the recording. Word transcribesin the background as you record; you won't see text on the page as you would when dictating. You'll see the transcriptafter you save and transcribe the recording.

Make sure you’re signed intoMicrosoft 365, using the new Microsoft EdgeorChrome.
Go to Home > Dictate> Transcribe.
In the Transcribe pane, select Start recording.
If it’s your first time to transcribe, give the browser permission to use your mic. There might be a dialog that pops up in the browser or you may have to go to the browser settings.
- In the new Microsoft Edge: … > Settings > Site permissions > Microphone > Allow “https://[your company URL]...sharepoint.com”
- In Chrome: … > Settings > Privacy and security > Site settings > Microphone > Allow “https://[your company URL]...sharepoint.com”
  Tips:
  - Be careful to set the correct microphone input on your device, otherwise results may be disappointing. For example, if your computer's microphone input is set to your headset mic based on the last time you used it, it won't work well for pickingup an in-person meeting.
  - If you want to record and transcribe a virtual call, don't use yourheadset. That way, the recording can pick upthe sound coming out of your device.
Wait for the pause icon to be outlined in blueand the timestamp to start incrementing to let you know that recording has begun.
Start talking or begin a conversation with another person. Speak clearly.
Leave the Transcribe pane open while recording.
Pause recording by selecting the pause icon.
Resume recording by selecting the microphone icon.
When finished, select Save and transcribe now to save your recording to OneDriveand start the transcription process.
Transcription may take a while depending on your internet speed. Keep the Transcribepane open while the transcription is being made. Feel free to do other work or switch browser tabs or applications and come back later.

Note:The recordings will bestored in the Transcribed Filesfolder on OneDrive. You can delete them there. Learn more about privacy at Microsoft.

You can upload a pre-recorded audio file and then transcribe the recording.

Make sure you’re signed into Microsoft 365, using the new Microsoft EdgeorChrome.
Go to Home > Dictate dropdown > Transcribe.
In the Transcribe pane, select Upload audio.
Choose an audio file from the file picker. Transcribe currently supports.wav, .mp4, .m4a, .mp3 formats.
Transcription may take a while depending on your internet speed, up to about the length of the audio file. Be sure to keep the Transcribepane open while the transcription is happening, but feel free to do other work or switch browser tabs or applications and come back later.

Note:Recordings are stored in the Transcribed Filesfolder on OneDrive. You can delete them there. Learn more about privacy at Microsoft.

Note:Users with a Microsoft 365 subscription can transcribe a maximum of 300 minutes of uploaded audio per month.

Your transcript is associated with the document it’s attached to until you remove it. If you close and reopen the pane or close and reopen the document, the transcript remains saved with the document.

You can interact with the transcript in a few different ways.

Access the audio file

The audio file, whether recorded or uploaded, is saved to the Transcribed Files folder in OneDrive.

Play back the audio

Use the controls at the top of the Transcribe pane to play back your audio. The relevant transcript section highlights as it plays.

Select the timestamp of any transcript section to play that portion of audio.
Change the playback speed up to 2x.

Relabel a speaker or edit a section

The transcription service identifies and separates different speakers and labels them "Speaker 1," "Speaker 2," etc. You can edit the speaker label and change all occurrences of it to something else. You can also edit the content of a section to correct any issues in transcription.

In the Transcribe pane, hover over a section you want to edit.
Select theEdit transcript sectionicon.
Edit the content or change the label. To change all instances of a label, select Change all Speaker [x].
To save your changes, select theConfirmicon.

Add a transcript to the document

Unlike Dictate, Transcribe doesn't automatically add the audio to the document. Instead, from the Transcribe pane, you can add the entire transcript, or specific sections of it, to the document.

To add a specific transcript section, hover over the section and select the Add section to document icon.
To add the entire transcript to the document, select Add all to document.
To delete the transcript or create a new one, select New transcription. You can only store one transcript per document; if you create a new transcript for the document, the current transcript will be deleted. However, any transcript sections you've added to the document remain in the document, but not in the Transcribe pane.

Rename a recorded audio file

You can rename an audio file that has been recorded.

Go to the Transcribed Filesfolder in OneDrive, or at the top of the Transcribe pane, click the name of the recording.When the audio player interface appears, close it to return to the Transcribed Files folder.
Find your recording, then select Actions > Renameandrename the recording file.

Note:TheTranscribed Files folder looks different depending on whether yourOneDriveaccount is for a business or personal.
Close the Transcribe pane in Word and then reopen it to see the name update.

You can share the transcript with someone in two ways:

SelectAdd all to documentto add the entire transcript to your document, then share the Word document as usual. The transcript will appear as regular text in the document and there will be a hyperlink to the audio file in the document.
See Also
Online Free Audio to Text Converter - convert any WAV, MP3, AVI, RMVB, MP4, MOV, WMV file to text. | Notta MP3 to Text | Transcribe MP3 Online - Happy Scribe 4 Best Ways to Transcribe MP3 to Text | MP3 to Text Converter AI Transcription Service | Transcribe Audio to Text | Speech to Text AI
Share the Word document as usual. The recipient can open theTranscribepane to interact with the transcript. To protect your privacy, playback of the audio file is by default notavailable in theTranscribepane for anyone that you share the Word document with.

You can also share the transcript and enable playback of the audio file in the Transcribepane:

On your version of the Word document, click the filename at the top of theTranscribepane to go to where the audio file is saved in OneDrive.
The Transcribed Filesfolder in OneDriveopens.
Find your recording, then select Actions > Shareandadd the email address of the person you want to share the recording with.
Share the Word document as usual.
The person that you shared both the Word document and audio file with will be able to open the Word document, open theTranscribepane, and interact with both the transcript and audio file.

System requirements are:

Transcribeonly works on the new Microsoft Edge and Chrome.
Transcribe requires an Internet connection.

Transcribe experience works with 80+ locales:

Arabic (Bahrain), modern standard
Arabic (Egypt)
Arabic (Iraq)
Arabic (Jordan)
Arabic (Kuwait)
Arabic (Lebanon)
Arabic (Oman)
Arabic (Qatar)
Arabic (Saudi Arabia)
Arabic (Syria)
Arabic (United Arab Emirates)
Bulgarian (Bulgaria)
Catalan
Chinese (Cantonese, Traditional)
Chinese (Mandarin, Simplified)
Chinese (Taiwanese Mandarin)
Croatian (Croatia)
Czech (Czech Republic)
Danish (Denmark)
Dutch (Netherlands)
English (Australia)
English (Canada)
English (Hong Kong SAR)
English (India)
English (Ireland)
English (New Zealand)
English (Philippines)
English (Singapore)
English (South Africa)
English (United Kingdom)
English (United States)
Estonian (Estonia)
Finnish (Finland)
French (Canada)
French (France)
German (Germany)
Greek (Greece)
Gujarati (Indian)
Hindi (India)
Hungarian (Hungary)
Irish (Ireland)
Italian (Italy)
Japanese (Japan)
Korean (Korea)
Latvian (Latvia)
Lithuanian (Lithuania)
Maltese (Malta)
Marathi (India)
Norwegian (Bokmål, Norway)
Polish (Poland)
Portuguese (Brazil)
Portuguese (Portugal)
Romanian (Romania)
Russian (Russia)
Slovak (Slovakia)
Slovenian (Slovenia)
Spanish (Argentina)
Spanish (Bolivia)
Spanish (Chile)
Spanish (Colombia)
Spanish (Costa Rica)
Spanish (Cuba)
Spanish (Dominican Republic)
Spanish (Ecuador)
Spanish (El Salvador)
Spanish (Guatemala)
Spanish (Honduras)
Spanish (Mexico)
Spanish (Nicaragua)
Spanish (Panama)
Spanish (Paraguay)
Spanish (Peru)
Spanish (Puerto Rico)
Spanish (Spain)
Spanish (Uruguay)
Spanish (USA)
Spanish (Venezuela)
Swedish (Sweden)
Tamil (India)
Telugu (India)
Thai (Thailand)
Turkish (Turkey)

Note:This feature is currently available only on the Windows platform in OneNote for Microsoft 365.

Voice and Ink are a powerful combination. Together for the first time in Office, transcription and ink  makes it easier than ever to take notes, focus on what’s important, and review your content later. With transcription on, you can record what you hear. You’re free to annotate, write notes, or highlight what’s important. When you’re ready to review, your ink will play back in lockstep with the recording. You can easily jump to a specific moment by tapping on any annotation to recall more context.

Note:Transcribe is not available for GCC/GCC-H/DoD customers.

You can transcribe speech in two ways:

Record directly in OneNote.
Upload an audio file.

Note:When you play back theaudio,you can see theink strokes that you made during the recording.

You can record directly in OneNote while taking notes in the canvas and then transcribe the recording. OneNote transcribes in the background as you record; you won't see text on the page as you would when dictating. You'll see the transcript after you save and transcribe the recording. The ink strokes you make while recording it will be captured and replayed.

Make sure you’re signed into Microsoft 365 and using the latest version on OneNote.

Tips:

Be careful to set the correct microphone input on your device for the best result.For example, if your computer's microphone input is set to your headset mic based on the last time you used it, it won't work well for picking up an in-person meeting.
If you want to record and transcribe a virtual call, don't use your headset. That way, the recording can pick up the sound coming out of your device.

About Transcribe

Transcribe is one of the Office Intelligent Services, bringing the power of the cloud to Office apps to help save you time and produce better results.

Your audio files are sent to Microsoft and used only to provide you with this service. When the transcription is done your audio and transcription results are not stored by our service. Formore information seeConnected Experiences in Office.

As an enthusiast and expert in productivity tools and Microsoft Office applications, including Word and OneNote, I've extensively utilized and explored the capabilities of these software tools, including their features for transcription and recording functionalities.

The article you provided delves into the Transcribe feature available in both Word for the web and Word for Windows, as well as in OneNote for Microsoft 365 users. This feature allows users to convert speech to text transcripts, offering various methods for recording and transcribing audio content. The transcription process involves separating speakers, editing transcripts, saving recordings to OneDrive, and integrating transcripts into documents or pages in OneNote.

The key concepts covered in the article include:

Transcription Methods:
- Recording directly in Word or OneNote while the transcription occurs in the background.
- Uploading pre-recorded audio files in supported formats (.wav, .mp4, .m4a, .mp3) for transcription.
Recording and Transcription Process:
- Starting and pausing recordings in the Transcribe pane.
- Saving and transcribing recordings to OneDrive.
- Handling the transcription duration, depending on internet speed.
- Storing recordings in the Transcribed Files folder on OneDrive and managing them.
Editing Transcripts:
- Changing speaker labels, editing content, and making corrections in the transcription.
- Adding specific sections or entire transcripts to documents or OneNote pages.
- Managing transcripts and recordings within the Transcribe pane or Transcribed Files folder.
Playback and Interaction:
- Playing back recorded audio with synchronized transcript highlights.
- Adjusting playback speed up to 2x.
- Interacting with transcripts, selecting specific timestamps, and relabeling speakers.
Sharing Transcripts:
- Adding transcripts to documents or pages and sharing them normally.
- Enabling playback of audio files in the Transcribe pane for shared documents/pages.
System Requirements:
- Supported browsers: New Microsoft Edge or Chrome.
- Internet connection required.
- Availability across 80+ locales/languages.
Specific Features in OneNote:
- Inking on the canvas while recording and playback of ink strokes synchronized with audio.
- Recording directly in OneNote and managing transcripts within the application.
Technical Considerations:
- Version-specific requirements for Transcribe + Ink in OneNote.
- Troubleshooting issues related to missing Transcribe buttons or account permissions.
Service Details:
- Highlighting Transcribe as part of Office Intelligent Services, emphasizing data usage for providing the service and ensuring user privacy.

By following the steps outlined in the article, users can efficiently record, transcribe, edit, manage, and share audio transcripts within Word for the web, Word for Windows, and OneNote, utilizing the innovative Transcribe feature to enhance productivity and accessibility in their work.