speech to text typing in word

How to use speech to text in Microsoft Word

Speech to text in Microsoft Word is a hidden gem that is powerful and easy to use. We show you how to do it in five quick and simple steps

Master the skill of speech to text in Microsoft Word and you'll be dictating documents with ease before you know it. Developed and refined over many years, Microsoft's speech recognition and voice typing technology is an efficient way to get your thoughts out, create drafts and make notes.

Just like the best speech to text apps that make life easier for us when we're using our phones, Microsoft's offering is ideal for those of us who spend a lot of time using Word and don't want to wear out our fingers or the keyboard with all that typing. While speech to text in Microsoft Word used to be prone to errors which you'd then have to go back and correct, the technology has come a long way in recent years and is now amongst the best text-to-speech software .

Regardless of whether you have the best computer or the best Windows laptop , speech to text in Microsoft Word is easy to access and a breeze to use. From connecting your microphone to inserting punctuation, you'll find everything you need to know right here in this guide. Let's take a look...

How to use speech to text in Microsoft Word: Preparation

The most important thing to check is whether you have a valid Microsoft 365 subscription, as voice typing is only available to paying customers. If you’re reading this article, it’s likely your business already has a Microsoft 365 enterprise subscription. If you don’t, however, find out more about Microsoft 365 for business via this link .

The second thing you’ll need before you start voice typing is a stable internet connection. This is because Microsoft Word’s dictation software processes your speech on external servers. These huge servers and lighting-fast processors use vast amounts of speech data to transcribe your text. In fact, they make use of advanced neural networks and deep learning technology, which enables the software to learn about human speech and continuously improve its accuracy.

These two technologies are the key reason why voice typing technology has improved so much in recent years, and why you should be happy that Microsoft dictation software requires an internet connection.

An image of how voice to text software works

Once you’ve got a valid Microsoft 365 subscription and an internet connection, you’re ready to go!

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Step 1: Open Microsoft Word

Simple but crucial. Open the Microsoft Word application on your device and create a new, blank document. We named our test document “How to use speech to text in Microsoft Word - Test” and saved it to the desktop so we could easily find it later.

Step 2: Click on the Dictate button

Once you’ve created a blank document, you’ll see a Dictate button and drop-down menu on the top right-hand corner of the Home menu. It has a microphone symbol above it. From here, open the drop-down menu and double-check that the language is set to English.

One of the best parts of Microsoft Word’s speech to text software is its support for multiple languages. At the time of writing, nine languages were supported, with several others listed as preview languages. Preview languages have lower accuracy and limited punctuation support.

Supported languages and preview languages screen

Step 3: Allow Microsoft Word access to the Microphone

If you haven’t used Microsoft Word’s speech to text software before, you’ll need to grant the application access to your microphone. This can be done at the click of a button when prompted.

It’s worth considering using an external microphone for your dictation, particularly if you plan on regularly using voice to text software within your organization. While built-in microphones will suffice for most general purposes, an external microphone can improve accuracy due to higher quality components and optimized placement of the microphone itself.

Step 4: Begin voice typing

Now we get to the fun stuff. After completing all of the above steps, click once again on the dictate button. The blue symbol will change to white, and a red recording symbol will appear. This means Microsoft Word has begun listening for your voice. If you have your sound turned up, a chime will also indicate that transcription has started.

Using voice typing is as simple as saying aloud the words you would like Microsoft to transcribe. It might seem a little strange at first, but you’ll soon develop a bit of flow, and everyone finds their strategies and style for getting the most out of the software.

These four steps alone will allow you to begin transcribing your voice to text. However, if you want to elevate your speech to text software skills, our fifth step is for you.

Step 5: Incorporate punctuation commands

Microsoft Word’s speech to text software goes well beyond simply converting spoken words to text. With the introduction and improvement of artificial neural networks, Microsoft’s voice typing technology listens not only to single words but to the phrase as a whole. This has enabled the company to introduce an extensive list of voice commands that allow you to insert punctuation marks and other formatting effects while speaking.

We can’t mention all of the punctuation commands here, but we’ll name some of the most useful. Saying the command “period” will insert a period, while the command “comma” will insert, unsurprisingly, a comma. The same rule applies for exclamation marks, colons, and quotations. If you’d like to finish a paragraph and leave a line break, you can say the command “new line.”

These tools are easy to use. In our testing, the software was consistently accurate in discerning words versus punctuation commands.

Phrase and output screen in Microsoft Word

Microsoft’s speech to text software is powerful. Having tested most of the major platforms, we can say that Microsoft offers arguably the best product when balancing cost versus performance. This is because the software is built directly into Microsoft 365, which many businesses already use. If this applies to your business, you can begin using Microsoft’s voice typing technology straight away, with no additional costs.

We hope this article has taught you how to use speech to text software in Microsoft Word, and that you’ll now be able to apply these skills within your organization.

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How to Record From Voice to Microsoft Word Text: A Step-by-Step Guide

Recording your voice and having it transcribed into text on Microsoft Word is a pretty nifty feature. It’s like having your very own secretary, without the coffee runs. It’s perfect for when you’re on the go and have a brilliant idea that just can’t wait. Or maybe typing isn’t your thing and you’d rather talk it out. Either way, it’s a simple process that can save you time and keep your ideas flowing.

Step by Step Tutorial on Recording From Voice to Microsoft Word Text

Before we dive into the step-by-step guide, let’s talk about what we’re trying to achieve here. We want to take your spoken words and turn them into written text on a Microsoft Word document. It might sound like something out of a sci-fi movie, but it’s actually pretty straightforward with the right tools.

Step 1: Set up your microphone

First things first, you’ll need a good-quality microphone. Make sure it’s plugged in and set as your default recording device.

Setting up a microphone might seem daunting, but it’s usually as simple as plugging it into your computer. If you’re using a laptop, you might already have a built-in microphone. Just make sure it’s not covered or blocked by anything.

Step 2: Open Microsoft Word

Now that your microphone is ready to go, open up Microsoft Word on your computer.

You’ll need a relatively recent version of Word to use the voice transcription feature. If you’re running an older version, you might need to upgrade or find a different method for voice-to-text.

Step 3: Access the Dictate feature

Look for the ‘Dictate’ button in the Home tab on the ribbon. It’s usually near the top right of the screen.

The Dictate feature is powered by Microsoft’s speech recognition technology. It’s the same tech that powers Cortana, so you know it’s pretty smart.

Step 4: Start dictating

Click on ‘Dictate’ and wait for the red recording icon to appear. Then start speaking clearly and at a moderate pace.

Remember to enunciate and speak naturally. The software is good, but it’s not perfect. If you mumble or talk too fast, it might not catch everything.

Step 5: Edit the transcribed text

Once you’re done speaking, click the Dictate button again to stop recording. You can then edit the transcribed text as you would with any other text in Word.

The transcription isn’t always going to be 100% accurate. You’ll need to go through and make corrections, just like you would with a human transcriber.

After you’ve completed these steps, your spoken words should be neatly transcribed into text in your Microsoft Word document. You can then format, edit, and use the text just like any other text in Word.

Tips for Recording From Voice to Microsoft Word Text

Use a quiet room with minimal background noise to ensure the best transcription accuracy.
Speak at a steady, moderate pace and enunciate clearly to help the software understand you.
Use punctuation commands like “comma,” “period,” or “new paragraph” to format the text as you speak.
Review and edit the transcribed text carefully, as the software can make mistakes.
If you’re planning to record for a long time, take breaks to rest your voice and maintain clarity.

Frequently Asked Questions

Can i use any microphone for voice-to-text in microsoft word.

You can, but for the best results, use a high-quality microphone that’s designed for voice recording.

Is voice-to-text in Word available on all versions?

The Dictate feature is available in Microsoft 365 and the most recent versions of Word. If you have an older version, you might not have access to this feature.

Can I use voice-to-text in Microsoft Word on my phone or tablet?

Yes, the mobile versions of Word also support voice transcription. The process might be slightly different, but the basic steps are the same.

How accurate is the voice-to-text transcription in Microsoft Word?

It’s pretty accurate, but it’s not perfect. You’ll need to review and edit the text to correct any mistakes the software might make.

Can I dictate in languages other than English?

Yes, Microsoft Word’s Dictate feature supports multiple languages. Just make sure you’ve set your language preferences correctly before you start dictating.

Set up your microphone and make sure it’s the default recording device.
Open Microsoft Word on your computer.
Access the Dictate feature in the Home tab.
Start dictating your speech.
Edit the transcribed text.

Recording your voice directly into Microsoft Word can save you a ton of time and keep your ideas flowing without interruption. Imagine being able to brainstorm and get your thoughts down on paper (or screen, in this case) without having to stop and type everything out. With the simple steps outlined above, you’ll be turning your spoken word into text in no time.

Keep in mind that while technology is a fantastic tool, it’s not without its quirks. You’ll need to speak clearly and possibly make some edits to the transcribed text. But don’t let that deter you. With a little practice, you’ll be a voice-to-text pro. And who knows? This could completely change your workflow, making you more productive than ever. So go ahead, give it a try, and see how recording from voice to Microsoft Word text can elevate your document-creation game.

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

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How to use speech-to-text on Microsoft Word to write and edit with your voice

You can use speech-to-text on Microsoft Word through the "Dictate" feature.
With Microsoft Word's "Dictate" feature, you can write using a microphone and your own voice.
When you use Dictate, you can say "new line" to create a new paragraph and add punctuation simply by saying the punctuation aloud.
If you're not satisfied with Word's built-in speech-to-text feature, you can use a third-party program like Dragon Home.
Visit Business Insider's Tech Reference library for more stories.

While typing is certainly the most common way to create and edit documents in Microsoft Word , you're not limited to using a keyboard.

Word supports speech-to-text, which lets you dictate your writing using voice recognition.

Speech-to-text in Word is convenient and surprisingly accurate, and can help anyone who has issues typing with a typical keyboard.

You can use speech-to-text in Microsoft Word in the same way on both Mac and PC.

Check out the products mentioned in this article:

Apple macbook pro (from $1,299.00 at apple), acer chromebook 15 (from $179.99 at walmart), how to use speech-to-text on word using dictate.

Make sure you have a microphone connected to your computer. This can be built-in, like on a laptop, or a separate mic that you plug into the USB or audio jack.

It doesn't matter which type you use, though the best kind of mic to use is a headset, as it won't need to compete with as much background noise as a built-in microphone.

1. In Microsoft Word, make sure you're in the "Home" tab at the top of the screen, and then click "Dictate."

2. You should hear a beep, and the dictate button will change to include a red recording light. It's now listening for your dictation.

3. Speak clearly, and Word should transcribe everything you say in the current document. Speak punctuation aloud as you go. You can also say "New line," which has the same effect as pressing the Enter or Return key on the keyboard.

4. When you're done dictating, click "Dictate" a second time or turn it off using your voice by saying, "Turn the dictate feature off."

You can still type with the keyboard while Dictate is on, but if you click outside of Word or switch to another program, Dictate will turn itself off.

Want to change languages? You can click the downward arrow on the Dictate button to choose which of nine or so languages you want to speak. You might also see additional "Preview Languages," which are still in beta and may have lower accuracy.

Speech-to-text alternatives

You're not limited to using the Dictate feature built into Word. While not as popular as they once were, there are several commercial speech-to-text apps available which you can use with Word.

The most popular of these, Dragon Home , performs the same kind of voice recognition as Word's Dictate, but it also lets you control Word, format text, and make edits to your text using your voice. It works with nearly any program, not just Word.

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Dictate in Microsoft 365

Dictation lets you use speech-to-text to author content in Office with a microphone and reliable internet connection. Use your voice to quickly create documents, emails, notes, presentations, or even slide notes.

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To get a sense of how it works, see the video below:

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Whether out of necessity or convenience, you can give your keyboard a break and dictate a document in Microsoft Word. You can use the feature in the desktop app, Word for the web, and in the mobile app.

You will need a Microsoft 365 subscription in order to dictate. If you're using Microsoft Office , you may not have the dictation feature. 365 for the web, however, is free for anyone with a Microsoft account.

With your computer's internal microphone, or with a USB microphone in hand, you can dictate your document in Word on both Windows and Mac. Head to the Home tab and click "Dictate."

When the microphone icon appears, you can drag to move it anywhere you like. Click the icon to begin dictating, click again to stop or pause. You can also say "Pause dictation" or "Stop dictation" and can click the icon to resume.

To enable auto-punctuation, change the dialect, or filter sensitive language, click the gear icon to open the Settings.

If you need help with what you can say for things like punctuation, symbols, making corrections, or controlling dictation, click the question mark icon near the microphone to open the Help sidebar.

To stop using dictation , click the "X" in the corner of the icon's window to close it.

Related: How to Use Voice Dictation on Windows 10

The web version of Microsoft Word is free, as long as you have a Microsoft account . The dictation feature is currently available when using Edge, Firefox, Chrome, and Brave web browsers .

Visit Microsoft Word for the web , sign in, and open your document or create a new one. Go to the Home tab and click the Dictate icon. If it's your first time using the feature, you'll be prompted to allow access to your microphone .

Just like in the desktop application, you'll see a small microphone icon at the bottom. You can move the icon by dragging it. Simply click the icon and begin speaking.

You can pause or stop by clicking the icon again or by saying, "Pause dictation" or "Stop dictation." Then click the icon to continue when you're ready.

To adjust the language, microphone, or other options, click the gear icon near the microphone icon to open the Dictation Settings. Make your changes and click "OK" to save them.

For help with what you can say or specific commands for controlling dictation, click the question mark icon to open the Help panel on the right.

When you finish using dictation, click the "X" in the corner of the icon's window to close it.

Related: How to See Which Apps Are Using Your Microphone on Windows 10

If you use Word on your Android device, iPhone, or iPad, dictation can be handy, especially when you're on-the-go. Open your document and tap the microphone icon.

Begin speaking, tap the icon to pause or stop, or say "Pause dictation" or "Stop dictation" just like the desktop and web applications .

To change the settings, tap the gear icon. Make your adjustments and tap the X to save them and return to your document.

For additional help with dictation on your mobile device , tap the question mark icon.

To stop dictating and type instead, simply tap the keyboard icon.

If you enjoy using the dictation feature in Microsoft Word, be sure to check out how to transcribe audio in Word too.

Related: How to Use Microsoft Word's Hidden Transcription Feature

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