Transcribe your recordings

Note: This feature is currently only available in Word for Microsoft 365 on 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.

Go to Home >Dictate >Transcribe.

• 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.

a resume button in the middle and a Save and transcribe button at the bottom." />

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.

Go to Home >Dictate dropdown >Transcribe.

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.

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.

• 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.

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.

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.

Note: TheTranscribed 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 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.

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.

In the new Microsoft Edge: … >Settings >Site permissions >Microphone >Allow “https://[your company URL]. sharepoint.com”

• 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.

a resume button in the middle and a Save and transcribe button at the bottom." />

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.

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.

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.

• 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.

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.

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.

Note: TheTranscribed 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 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.

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.

• 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.

Go to Home >Transcribe >Transcribe.

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.

Pause the recording by selecting the pause icon.

Resume recording by selecting the microphone icon.

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.

Go to Home >Transcribe >Transcribe.

• 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.

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.

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.

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.

1. Select the timestamp of any transcript section to play that portion of audio.
2. 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.

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.

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 the Transcribed Files folder 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.

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.

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.

1. Select the user profile currently displayed on the top right corner.
2. Select the user profile that has edit permissions for that page.

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.