How to Transcribe Audio to Text in Microsoft Word

Kevin Stratvert
28 Aug 202009:46

TLDRIn this video, Kevin introduces the new 'Transcribe' feature in Microsoft Word Online, which allows users to upload audio files and get transcriptions, including distinguishing multiple speakers. Unlike dictation, transcribe works with prerecorded audio, making it ideal for interviews or lectures. Kevin walks through how to use the feature, explaining the ability to edit speaker labels and adjust the transcription. He also covers how recordings are stored in OneDrive and demonstrates how to record audio directly in Word Online while working on a document.

Takeaways

  • 💻 Word online has introduced a new 'Transcribe' feature, allowing you to convert audio recordings into text.
  • 🎤 Unlike dictation, which transcribes speech in real-time, transcribe lets you upload pre-recorded audio files.
  • 📱 You can record interviews or lectures on your phone, upload the audio to Word online, and get a transcription.
  • 🗣️ The transcribe feature can identify and differentiate between multiple speakers in the audio.
  • 🌐 Currently, transcribe is only available in Word online, but it will soon be available in the desktop app.
  • 🔐 You need a premium Microsoft 365 subscription to use this feature, either through work, school, or a personal plan.
  • 🎧 Transcribe supports common audio file formats like MP3 and WAV, but is currently only available in English.
  • 📂 Uploaded audio files are stored in OneDrive, providing a record of the transcription for future reference.
  • ✍️ You can edit speaker labels and transcription text directly, making it easy to correct mistakes.
  • 📄 Once transcribed, you can insert the entire transcription or individual parts of it into your Word document.

Q & A

  • What is the difference between Dictate and Transcribe in Microsoft Word?

    -Dictate converts your speech into text in real time, while Transcribe allows you to upload pre-recorded audio and then converts it into text. Additionally, Transcribe can identify multiple speakers.

  • Can Transcribe be used on Microsoft Word's desktop app?

    -No, Transcribe is currently only available in Word online, but it will come to the desktop app soon.

  • Do you need a special subscription to use the Transcribe feature in Word?

    -Yes, you need a premium Microsoft 365 account. If you get Microsoft 365 through work or school, you should have access, but consumer accounts require a subscription.

  • What types of audio files can you upload for transcription in Word online?

    -You can upload typical audio files like MP3 and WAV files.

  • Does the Transcribe feature support multiple languages?

    -Currently, Transcribe is only available in English, but support for other languages is expected in the future.

  • What additional information is provided along with the transcribed text?

    -Word online groups the transcription by speakers, allows you to edit speaker names, and provides timestamps that you can click to hear specific parts of the audio.

  • Can you make changes to the transcribed text if there are errors?

    -Yes, you can edit the transcribed text directly by clicking on the edit icon next to the text.

  • What happens to the audio file after it's uploaded to Word online for transcription?

    -The audio file is automatically uploaded to OneDrive, and Word online keeps a record of it in a folder called 'Transcribed Files'.

  • How is the Start Recording option different from Dictate?

    -Start Recording lets you record audio while continuing to work on your Word document. The transcription occurs after you finish recording, unlike Dictate, which converts speech to text in real time.

  • What can you do with the transcribed text once it's generated?

    -You can add the entire transcription or select snippets of text to your Word document, which will also include a link to the original audio file.

Outlines

00:00

🎤 New Transcribe Feature in Word Online

Kevin introduces the new transcribe feature in Word online, which allows users to upload pre-recorded audio for transcription, unlike the traditional dictate feature. The transcribe feature can even identify different speakers, making it a valuable tool for interviews or lectures. He explains that this functionality is currently only available in Word online and requires a Microsoft 365 premium subscription.

05:06

📄 Accessing Word Online and Transcribe

Kevin guides the audience on how to access Word online by signing into office.com. He reminisces about his experience working at Microsoft and expresses his appreciation for the site. Once on Word online, Kevin explains how to start a new blank document, navigate to the home tab, and access the transcribe feature through the dictate dropdown menu.

🎙️ Difference Between Dictate and Transcribe

Kevin demonstrates the difference between the dictate and transcribe features. Dictate converts speech to text in real-time, while transcribe is meant for pre-recorded audio. He explains the scenario where transcribe is helpful, such as when you’re recording an interview or lecture on your phone and don’t have access to a computer.

🎧 Uploading Audio Files for Transcription

Kevin shows how to upload audio files like MP3 or WAV into Word online for transcription. He points out that transcribe currently only supports English, though other languages will be added. He walks through selecting an audio file, how it gets uploaded to OneDrive, and how Word processes and transcribes the audio.

🗣️ Speaker Identification and Editing Transcripts

Kevin explains how Word online identifies multiple speakers in a transcription. He demonstrates editing speaker labels in the transcript, changing 'Speaker 1' to his name 'Kevin' and 'Speaker 2' to 'Kevin with a deeper voice.' He also shows how to correct transcription errors, making the process of editing transcripts user-friendly and accurate.

📝 Adding Transcripts to Word Documents

Kevin highlights how users can add parts or all of the transcript to their Word document. He demonstrates how to insert audio files along with the transcript into the document. This makes it easier to review or search for specific parts of the conversation, simplifying the process of working with audio recordings in Word.

🎤 Recording Directly in Word Online

Kevin demonstrates the second transcribe option: recording directly within Word online. This feature allows users to record audio while continuing to work on a document, making it ideal for situations like taking notes during a lecture. Once the recording is finished, users can transcribe it just like uploaded audio.

📂 Managing Transcribed Files in OneDrive

Kevin explains how Word online organizes transcribed audio files in a special folder called 'Transcribed Files' in OneDrive. Each file is saved as an MP3 or WAV, providing a centralized place for users to access their audio and transcriptions, whether they recorded directly in Word or uploaded an audio file.

👍 Final Thoughts on Word Online's Transcribe Feature

Kevin wraps up with his thoughts on the transcribe feature, asking viewers if they plan to use it. He encourages feedback in the comments, offers to cover other topics in the future, and reminds viewers to like and subscribe for more videos. He concludes the video by thanking viewers and signing off.

Mindmap

Keywords

💡Transcribe

Transcribe is a feature in Microsoft Word Online that allows users to upload pre-recorded audio files and automatically convert them into text. In the video, it is introduced as a new functionality distinct from dictation, enabling transcription of interviews or lectures into written format.

💡Dictate

Dictate refers to the feature that converts speech into text in real-time. Unlike transcribe, which works with pre-recorded audio, dictation allows users to speak directly into Word and have the text appear instantly. The video contrasts the two, showing that dictate is useful for immediate text conversion while transcribe is used for audio files.

💡Microsoft 365 Premium

Microsoft 365 Premium is a subscription service required to access certain features in Word Online, such as the transcribe functionality. The video emphasizes that users need this subscription to use the transcribe feature and explains that users with work or school accounts may already have access.

💡Word Online

Word Online is the web-based version of Microsoft Word, where the transcribe feature is currently available. The video instructs users on how to access Word Online through office.com and demonstrates its interface for both dictation and transcription.

💡Audio File Upload

This refers to the process of selecting and uploading an audio file, such as MP3 or WAV, into Word Online for transcription. The video shows how users can upload recorded audio from their devices and transcribe it into text, demonstrating this feature’s flexibility for different scenarios like interviews or lectures.

💡OneDrive

OneDrive is Microsoft’s cloud storage service, where the transcribed audio files are automatically saved. The video explains that each transcription generates a file in OneDrive, allowing users to store and access their audio and text files from any device.

💡Speaker Identification

Speaker identification is a feature within the transcribe function that recognizes and distinguishes between multiple speakers in an audio recording. The video highlights how this feature labels each speaker and allows users to edit speaker names for clarity, such as renaming 'Speaker 1' to 'Kevin.'

💡Edit Transcript

The ability to edit the transcribed text for accuracy or clarity is an essential feature discussed in the video. Users can correct errors made during transcription, such as fixing misheard words, by using the edit option next to the transcribed text.

💡Playback Controls

Playback controls refer to the tools that allow users to listen to the transcribed audio while reviewing the text. The video demonstrates features like adjusting the playback speed, pausing, and playing specific sections by clicking on timestamps in the transcript.

💡Start Recording

Start Recording is an option in Word Online’s transcribe feature that allows users to record audio directly within the app. The video contrasts this with dictation, explaining that start recording enables users to capture audio while continuing to work in Word, making it useful for situations like taking notes during a lecture.

Highlights

New transcribe feature now available in Word Online, allowing transcription from pre-recorded audio.

Transcribe feature supports multiple speakers, identifying and distinguishing between them.

Transcribe is different from dictate; it works with pre-recorded audio, while dictate converts real-time speech.

Feature requires a premium Microsoft 365 account for access.

Currently available in Word Online only, with plans to roll out to the desktop version soon.

Supports standard audio formats such as MP3 and WAV.

Uploads audio files to OneDrive during transcription for easy access.

Users can edit the names of speakers in the transcript for better clarity.

Transcribe groups conversations by speaker, making it easier to follow who said what.

Users can directly add individual parts of the transcript or the entire transcription to a Word document.

Transcribed text can be edited to correct any inaccuracies.

The 'Start Recording' option allows users to record live audio directly in Word Online while multitasking.

Transcribe creates a new folder in OneDrive called 'Transcribed Files' to store audio recordings.

The tool is currently limited to English but will support more languages in the future.

Transcribe simplifies converting interviews or lectures into text, making it a useful tool for professionals and students.