Transcribe your recordings

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Transcribe converts speech (recorded directly in Word or from an uploaded audio file) 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.

Record live  

You can record directly in Word for web 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 in to 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. Select Start recording.

  4. If it’s your first time transcribing, 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.

    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.

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

  10. 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.

Please note: The recordings will be stored in the Transcribed Files folder on OneDrive. You can delete them there. Learn more about privacy at Microsoft.

Upload an audio file

You can upload a pre-recorded audio file and then transcribe the recording. At this time, you're limited to five hours of transcription time per month for uploaded recordings.

  1. Make sure you’re signed in to 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. 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.

Interact with the transcript

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: The Transcribed 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.

Sharing the transcript and recording

You can share the transcript with someone in two ways:

  • Select the Add all to document button 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 will open.

  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 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.

Language availability and system requirements

  • Transcribe works with the language you have set up as your editing language in Office. Currently, only en-US is supported.

  • We're working to have Transcribe available in more locales and languages.

  • Transcribe requires an Internet connection.

  • Transcribe only works on the new Microsoft Edge and Chrome.

Important information 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 will be 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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