How to Transcribe Audio to Text in Word

Kevin Stratvert
16 May 202308:37

TLDRIn this tutorial, Kevin demonstrates how to transcribe audio to text in Microsoft Word using the 'Transcribe' feature. With a Microsoft 365 subscription, users can upload audio files, record directly in Word, and convert speech to text. The process supports over 80 languages and allows editing of speaker names, timestamps, and text. Transcripts are saved on OneDrive, and the feature is also available in other Microsoft 365 apps and Word on the Web.

Takeaways

  • 😀 Microsoft Word has a feature that allows you to transcribe audio to text.
  • 🎧 You can upload an existing audio file or record directly within Word for transcription.
  • ✏️ The transcribed text can be modified, including speaker names and the appearance of the transcript.
  • 💡 A Microsoft 365 subscription is required to use the transcription feature.
  • 🌐 Over 80 languages are supported for transcription.
  • 🔊 The 'Dictate' option provides real-time transcription, while 'Transcribe' is for converting pre-recorded audio.
  • 📂 Audio and video files can be uploaded for transcription, with the latter extracting audio for the process.
  • 🔗 Transcribed files are saved on OneDrive, providing a backup and easy access.
  • ⏯️ Playback controls within Word allow you to adjust the speed and synchronize text with the audio.
  • 🖊️ You can edit the transcript, including changing speaker names and correcting text.
  • 📄 The final transcript can be added to the Word document in various formats, including just text or with speaker and timestamp details.

Q & A

  • What is the main feature discussed in the video?

    -The main feature discussed in the video is the ability to transcribe audio to text within Microsoft Word, including uploading existing audio files or recording directly in Word.

  • What are the two options available under the 'Voice' category in Microsoft Word for transcribing audio?

    -The two options available under the 'Voice' category in Microsoft Word are 'Dictate' for real-time transcription and 'Transcribe' for converting existing audio or recorded audio into text.

  • What is the requirement to use the transcription feature in Microsoft Word?

    -To use the transcription feature in Microsoft Word, you need a Microsoft 365 subscription.

  • How many languages are supported for transcription in Microsoft Word?

    -Over 80 different languages can be chosen for transcription in Microsoft Word.

  • Can you upload a video file for transcription in Microsoft Word?

    -Yes, you can upload a video file, and Microsoft Word will extract the audio and transcribe it.

  • How does the transcription feature handle multiple speakers in an audio file?

    -The transcription feature allows you to edit and assign different speaker names, differentiating between the various speakers in the audio.

  • What is the purpose of the timestamp feature in the transcription pane?

    -The timestamp feature in the transcription pane allows you to synchronize the text with the audio and quickly jump to specific points in the audio.

  • How can you edit the transcript text in Microsoft Word?

    -You can edit the transcript text by clicking on the pen icon next to the section you want to edit, making changes, and then confirming with a check mark.

  • What options are available to add the transcript to your Word document?

    -You can add the transcript to your Word document as just the text, with speakers, with timestamps, or with both speakers and timestamps.

  • Does the transcription feature work in other Microsoft 365 apps?

    -Yes, the transcription feature is also available in other Microsoft 365 apps and works with Word on the Web.

  • What alternative is suggested for users who do not have Microsoft Word or a Microsoft 365 subscription?

    -For users without Microsoft Word or a Microsoft 365 subscription, Whisper AI is suggested as a free alternative for generating transcripts.

Outlines

00:00

🎙️ Introduction to Audio-to-Text in Microsoft Word

In this paragraph, Kevin introduces the concept of converting audio into text using Microsoft Word. He explains the option to either upload an existing audio file or record audio directly in Word. Users can then edit the speaker names, modify the transcript, and customize its appearance. Kevin also mentions the need for a Microsoft 365 subscription and provides a link to support his channel.

05:06

🗣️ Dictate vs. Transcribe: Key Differences

Kevin explains the distinction between the 'Dictate' and 'Transcribe' features in Microsoft Word. 'Dictate' provides real-time transcription as you speak, whereas 'Transcribe' allows users to upload or record audio and generate a transcript afterward. This feature is ideal for capturing lectures or interviews.

📂 Using the Transcribe Pane

Kevin walks through using the 'Transcribe' feature in Microsoft Word, which opens a pane with language options and the ability to upload or record audio. Supported file formats, including video files like MP4, are listed. Users can also record directly in Word for automatic transcription.

🍪 Kevin Cookie Company Advertisement Example

Kevin provides a fun example by recording an advertisement for his fictional 'Kevin Cookie Company,' demonstrating how the recording can be paused and resumed. He mentions that recordings can be saved to OneDrive and transcribed, showing how Word handles the transcription process.

💾 Saving and Accessing Transcribed Files

Kevin explains how transcribed files are saved to OneDrive in a folder called 'Transcribed Files.' This ensures that the audio and transcription are backed up and easily accessible from the cloud.

🔄 Playback Controls and Synchronization

Kevin demonstrates Word's playback controls, including adjusting playback speed, highlighting synchronized text during playback, and clicking timestamps to jump to specific points in the audio. This feature helps navigate long recordings efficiently.

✍️ Editing Speakers and Text in Transcripts

Kevin shows how to edit the transcript by changing speaker names and correcting text errors. He updates 'Speaker 1' to 'Kevin' and fixes a typo in the Kevin Cookie Company URL. Word supports multiple speakers, but in this case, Kevin is the only speaker.

➕ Adding Transcript Sections to a Document

Kevin describes how to add specific transcript sections to the Word document with timestamps and speaker names. He demonstrates deleting a section and explores options for adding the full transcript with or without speaker names and timestamps.

🔗 Transcript Integration and Document Editing

Kevin adds the full transcript as editable text in his Word document. A link to the original recording in OneDrive is included, and the 'Transcribe' pane can be reopened later to view or start a new transcription. He mentions that only one transcript can be attached per document.

🚀 Starting a New Transcription

Kevin explains how starting a new transcription deletes the existing one in the 'Transcribe' pane, but the text and recording remain in the document. To keep multiple transcripts, users can open new documents for each one.

💼 Other Microsoft 365 Apps with Transcription

Kevin notes that other Microsoft 365 apps, such as OneDrive and Word on the Web, also support transcription with similar functionality. Users can access the 'Transcribe' feature on the right-hand side of the ribbon.

🆓 Whisper AI as a Free Alternative

Kevin introduces Whisper AI as a free alternative to Microsoft Word for generating transcripts. Whisper AI lacks some user-friendly features and speaker differentiation, but its accuracy is excellent, potentially surpassing Microsoft's transcription.

📽️ Closing Remarks and Next Steps

Kevin concludes the video by encouraging viewers to subscribe to his channel for more tutorials. He also suggests checking out another video on Whisper AI for those who don’t have Microsoft Word or a 365 subscription.

Mindmap

Keywords

💡Transcribe

Transcribe refers to the process of converting spoken language into written form. In the context of the video, this is the primary function that Microsoft Word offers, allowing users to turn audio files into text. The video demonstrates how to use the 'transcribe' feature to create a written record of an audio recording, which is essential for creating transcripts for lectures, interviews, or any spoken content.

💡Microsoft 365 subscription

A Microsoft 365 subscription is a service provided by Microsoft that gives users access to a collection of software and services. The video mentions that to use the transcription feature in Microsoft Word, one needs such a subscription. This highlights the commercial aspect of accessing advanced features in Microsoft's productivity suite.

💡Dictate

Dictate is a feature in Microsoft Word that provides real-time transcription of spoken words as they are being spoken. Unlike 'transcribe', which is used for pre-recorded audio, 'dictate' is for live speech-to-text conversion. The script uses 'dictate' to contrast with 'transcribe', showing different scenarios where each feature can be applied.

💡Timestamp

A timestamp in the context of the video refers to a time reference标注 that is linked to a specific moment in the audio recording. The transcript generated by Word includes timestamps, which help users locate particular parts of the audio. This is useful for quickly navigating through long recordings.

💡OneDrive

OneDrive is a cloud storage service by Microsoft, mentioned in the video as a place where audio files are uploaded and transcripts are stored. It plays a crucial role in the transcription process by providing a cloud-based solution for file management and accessibility.

💡Playback controls

Playback controls are tools used to manage the playing of audio or video content. In the video, these controls are used to play back the recorded audio while highlighting the corresponding text in the transcript, allowing for synchronization between the spoken words and the written transcript.

💡Speaker

In the context of the video, a speaker refers to the person whose speech is being transcribed. The Word transcription feature allows users to edit and specify speaker names, which is important for differentiating between multiple speakers in a conversation or interview.

💡Transcribe pane

The 'Transcribe pane' is the user interface element in Microsoft Word that appears when using the transcription feature. It contains options for uploading audio, selecting languages, and displaying the transcription. The script describes how to interact with this pane to manage the transcription process.

💡Language selection

Language selection is the option within the transcription feature that allows users to choose the language of the audio they are transcribing. The video script mentions over 80 different language options, emphasizing the feature's versatility for users with diverse linguistic needs.

💡Edit transcript

Editing a transcript in the video refers to the process of making changes to the written text generated by the transcription feature. This can include correcting errors, updating speaker names, or adjusting the formatting of the text. The script demonstrates how to edit the transcript to ensure accuracy and proper attribution of speech.

💡Insert transcript

Inserting a transcript into a Word document, as described in the video, is the final step of incorporating the transcribed text into a user's document. Users can choose to add just the text, with speaker labels, with timestamps, or both, depending on their needs. This feature allows for easy integration of spoken content into written documents.

Highlights

You can convert audio to text within Microsoft Word.

Upload existing audio files or record directly in Word.

Modify speaker names and edit the text of the transcript.

A Microsoft 365 subscription is required for this feature.

Use the 'dictate' option for real-time transcription.

Use the 'transcribe' option for existing audio or recordings.

Choose from over 80 languages for transcription.

Upload audio or video files to transcribe.

Record audio directly in Word and transcribe it.

Transcripts are saved to OneDrive for backup.

Adjust playback speed for long recordings.

Synchronize text with audio playback using timestamps.

Edit the transcript to correct speaker names or text.

Add specific sections of the transcript to the document.

Choose how to add the transcript to your Word document.

Link to the recording is provided in the document.

Transcribe feature is also available in OneDrive and Word on the Web.

Whisper AI is an alternative for free transcription.