Applies ToWord for Microsoft 365 OneNote for Microsoft 365 Word for the web

Note: This feature is currently only available in Word for Microsoft 365 on Windows in Commercial Tenants. Transcription for Government tenants is only available for Word for the web.

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. Go to Home > Dictate > Transcribe.

    Image showing the Dictate dropdown and the Transcribe selection.

  2. In the Transcribe pane, select Start recording.Select Start recording  

    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. You can change which microphone is used in Windows sound settings.

    • 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.

  3. Wait for the microphone button to be outlined in blue and the timestamp to start incrementing to let you know that recording has begun.

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

  5. Leave the Transcribe pane open while recording. 

  6. Pause recording by selecting the microphone button.

  7. Resume recording by selecting the microphone button.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.

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

  9. 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. Go to Home > Dictate dropdown > Transcribe.

    Image showing the Dictate dropdown and the Transcribe selection.

  2. In the Transcribe pane, select Upload audio. Select Upload audio

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

  4. 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.

Notes: 

  • Recordings are stored in the Transcribed Files folder on OneDrive. You can delete them there. Learn more about privacy at Microsoft.

  • 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 button.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 button.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 button.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.

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)

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. The Transcribe feature in Word for desktop requires optional connected experiences to function properly.

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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