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

The transcribe feature converts speech to 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 and edit 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 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.

  1. Make sure you’re signed into Microsoft 365, using the new Microsoft Edge or Chrome.

  2. Go to Home > Dictate > Transcribe.

    Image showing the Dictate dropdown and the Transcribe selection.

  3. In the Transcribe pane, select Start recording.

    Select Start recording

  4. 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

      Microphone permissions settings page for Microsoft Edge

    • In Chrome: > Settings > Privacy and security > Site settings > Microphone > Allow https://[your company URL]...sharepoint.com

      Microphone permissions settings page for Chrome

      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 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.

  5. Wait for the pause icon to be outlined in blue and the timestamp to start incrementing to let you know that recording has begun.

  6. Start talking or begin a conversation with another person. Speak clearly.

  7. Leave the Transcribe pane open while recording.

  8. Pause recording by selecting the pause icon.

    The recording inferface with a recording time incrementing, a pause button in the middle, and a Save and transcribe button at the bottom.

  9. Resume recording by selecting the microphone icon.

    The recording inferface while paused with a timestamp at the top, a resume button in the middle and a Save and transcribe button at the bottom.

  10. When finished, select Save and transcribe now to save your recording to OneDrive and start the transcription process.

  11. Transcription may take a while depending on your internet speed. Keep the Transcribe pane 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 be stored in the Transcribed Files folder 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. 

  1. Make sure you’re signed into  Microsoft 365, using the new Microsoft Edge or Chrome.

  2. Go to Home > Dictate dropdown > Transcribe.

    Image showing the Dictate dropdown and the Transcribe selection.

  3. In the Transcribe pane, select Upload audio.

    Select Upload audio

  4. Choose an audio file from the file picker. Transcribe currently supports .wav, .mp4, .m4a, .mp3 formats. 

  5. Transcription may take a while depending on your internet speed, up to about the length of the audio file. Be sure to keep the Transcribe pane 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 Files folder 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.

OneDrive folders with Transcribed Files folder visible

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.

The section playing is highlighted

  • 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.

  1. In the Transcribe pane, hover over a section you want to edit.

  2. Select the Edit transcript section icon.

    Select Edit transcript section

  3. Edit the content or change the label. To change all instances of a label, select Change all Speaker [x].

    Relabel a transcript name or edit the section.

  4. To save your changes, select the Confirm icon.

    Select Confirm.

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.

    Select Add section to document

  • To add the entire transcript to the document, select Add all to document.

    Add all to document or New Transcription

  • 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.

  1. Go to the Transcribed Files folder 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.

  2. Find your recording, then select Actions > Rename and rename the recording file.

    OneDrive file interface with recording highlighted and Rename option highlighted in the context menu
     

    Note: TheTranscribed Files folder looks different depending on whether your OneDrive account is for a business or personal.

  3. 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:

  • Select Add all to document to 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.

  • Share the Word document as usual. The recipient can open the Transcribe pane to interact with the transcript. To protect your privacy, playback of the audio file is by default not available in the Transcribe pane for anyone that you share the Word document with.

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

  1. On your version of the Word document, click the filename at the top of the Transcribe pane to go to where the audio file is saved in OneDrive.

  2. The Transcribed Files folder in OneDrive opens.

  3. Find your recording, then select Actions > Share and add the email address of the person you want to share the recording with.

  4. Share the Word document as usual.

  5. The person that you shared both the Word document and audio file with will be able to open the Word document, open the Transcribe pane, and interact with both the transcript and audio file.

System requirements are:

  • Transcribe only 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)

              Ink while transcribe

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 the audio, you can see the ink 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.

 Record

  1. Go to Home > Transcribe > Transcribe.

    Home Transcribe

  2. In the Transcribe pane, select Start recording

    Start record

  3. If it’s your first-time transcribing, give the OneNote app permission to use your mic: How to set up and test microphones in Windows (microsoft.com).

    Tip: When the pause icon is outlined in purple and the timestamp starts to change, the recording has started and you can speak, have a conversation, or record a lecture. Speak clearly or make sure the incoming audio is clear.

  4. Start talking or begin a conversation with another person. Speak clearly.

  5. Leave the Transcribe pane open while recording.

  6. Pause and resume recording as you need.

    Pause the recording by selecting the pause icon.

    Pause

    Resume recording by selecting the microphone icon.

    transcribe microphone

  7. When finished, select Save and transcribe now to save your recording to OneDrive and start the transcription process.

    Save and Transcribe button

  8. Transcription may take a while depending on your internet speed. Keep the Transcribe pane 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 are stored in the Transcribed Files folder 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 and using the latest version on OneNote. 

  1. Go to Home > Transcribe > Transcribe.

    Home Transcribe

  2. In the Transcribe pane, select Upload audio.

    Start recording

  3. Choose an audio file from the file picker. Transcribe currently supports .wav, .mp4, .m4a, .mp3 formats.

Notes: 

  • Transcription may take a while depending on your internet speed, up to the length of the audio file. Be certain to keep the Transcribe pane open while the transcription is happening, but feel free to do other work, switch browser tabs or applications, and come back later.

  • You can delete stored recordings in the Transcribed Files folder on OneDrive. Learn more about privacy at Microsoft.

Transcribe with ink

You can do the inking on the canvas while the recording continues. Each movement is captured and played back in sync with the audio during playback. 

Ink while recording

Note: Inking strokes made during the paused state replay at the same time.

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

You can interact with the transcript these different ways. 

Access the audio file 

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

Transcribe Files

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. 

Playback audio

  1. Select the timestamp of any transcript section to play that portion of audio.

  2. Change the playback speed up to 2x.

    Playback speed

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. 

  1. In the Transcribe pane, hover over a section you want to edit.

  2. Select the Edit transcript section icon. 

  3. Edit the content or change the label. To change all instances of a label, select Change all Speaker [x]. 

  4. To save your changes, select the Confirm icon.

    Confirm

Add a transcript to the document 

Unlike Dictate, Transcribe doesn't automatically add 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 page icon.

    Add icon

  • To add the entire transcript to the document, select Add to page.

    Add to page

  • To delete the transcript or create a new one, select New transcription.

    New transcription

Note: 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. 

  1. Go to theTranscribed Filesfolder in OneDrive, or at the top of the Transcribepane. Select the name of the recording.  When the audio player interface appears, close it to return to the Transcribed Files folder.

  2. Find your recording, then select Actions Rename and rename the recording file. 

    Transcribed files

  3. Close the Transcribe pane in OneNote and then reopen it to see the name update.

Note:  The Transcribed Files folder looks different depending on whether your OneDrive account is for a business or personal. 

You can share the transcript with someone in two ways:

  • Select the Add all to document button to add the entire transcript to your OneNote page, then share the OneNote page as usual. The transcript displays as regular text in the page with a hyperlink to the audio file in the document.

  • Share the OneNote page as usual. The recipient can open the Transcribe pane to interact with the transcript. To protect your privacy, playback of the audio file is, by default, not available in the Transcribe pane for anyone that you share the OneNote page with.

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

  1. On your version of the OneNote page, click the filename at the top of the Transcribe pane to go to where the audio file is saved in OneDrive.

  2. The Transcribed Files folder in OneDrive opens.

  3. Find your recording, then select Actions > Share and add the email address of the person you want to share the recording with.

  4. Also share the OneNote page as usual.

  5. The person that you shared both the OneNote page and the audio file with will be able to open the OneNote page, open the Transcribe pane, and interact with both the transcript and audio file.

System requirements are:

  • Transcribe + Ink only works on version 2211 Build 16.0.15819.20000 or later.

  • Transcribe + Ink requires an Internet connection.

Transcribe + Ink 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)

Can't find the Transcribe button 

If you can't see the button to start Transcription, make sure you're signed in with an active Microsoft 365 subscription. 

Switch accounts 

Note: If you see the message “Switch account to transcribe on this notebook”, you need to switch your active account to the identity that has the required edit permissions. This message displays when you try to transcribe a page of the notebook where you don’t have the edit permission.  

Switch account to transcribe on this notebook 

  1. Select the user profile currently displayed on the top right corner.

  2. Select the user profile that has edit permissions for that page.
     

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.  For more information see Connected Experiences in Office.

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