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How to Use Voice Typing in Microsoft Word Windows and Mac?

Preparing a long document by typing word by word can easily make you boring. Microsoft Word being a most popular documentation software offers simple solution to overcome this situation. It is called “Dictate” feature which helps to convert your speech to text and type on the document. You can use voice typing in Microsoft Word without touching keyboard and finish the document quickly. After finishing the document, you can use Editor to check spelling and grammar to correct mistakes before sharing the document with others.

Voice Typing in Microsoft Word

Before explaining the function in Word, here are the things you should understand.

• Voice typing or dictate function needs internet connection. This means, your voice input is sent to Microsoft and processed for converting to text. Though Microsoft claims they do not store any voice data, you should be aware of this and avoid using dictation for preparing confidential documents.
• The function is available in both Windows and Mac versions of Word as part of Microsoft 365 subscription.
• You do not need to activate voice typing and is available as an in-built feature in Word. Similarly, you also do not need any additional configurations in system level.
• Dictate feature in Word is different than “Voice typing” accessibility feature in Windows operating system and “Dictation” feature in macOS.

Considering voice typing or dictation is part of both operating system and Word, here are the possible ways to use in Word:

• Dictate feature in Word for Windows
• Voice typing feature in Windows OS
• Dictate feature in Word for Mac
• Dictation feature in macOS

1. Use Voice Typing in Word Windows Version (Dictate)

It is super easy to start using dictation in Word.

• Open a blank Word document and go to “Home” tab.
• Click on “Dictate” icon from the ribbon to open a toolbar menu.

• Click the microphone icon in the toolbar and start speaking. Word will automatically recognize your voice input and start converting to text in your document. However, make sure you have stable internet connection for this to work faster.

• For configuring the dictation, click on the gear icon in the toolbar. You have options to select the language, microphone device , adjust volume, enable auto-punctuation and filter sensitive phrases. If you make changes, make sure to click “Save” button to apply your settings.

2. Use Windows Voice Typing in Word

As mentioned above, Windows has a separate feature called voice typing. This works similar as Word dictation and generate text output from voice or audio input. Earlier, you should setup external microphone and configure voice recognition for using Windows voice typing feature. Now, you can simply start using the feature by using a keyboard shortcut on any text input screen.

• Open your Word document and press “Win + H” keys.
• This will open a toolbar showing a microphone, settings and help icons.
• Click the microphone icon and start using voice typing similar to dictation feature in Word.

• For configuring the voice typing, click on the gear icon and change your settings.

3. Use Voice Typing in Word for Mac (Dictate)

Word for Mac ( Microsoft 365 subscription ) also has a similar setup like Windows version.

• When you are in Word document, go to “Home” tab and click on “Dictate” icon in the ribbon.

• On the pop-up that appears, click on the microphone icon and start talking.
• Word will convert your speech to text and start typing on the document.
• Click on the gear icon to configure the dictate options. Here you can switch the language , select different microphone, set input volume level, enable auto-punctuation and enable avoiding sensitive content while text conversion process.

4. Using macOS Dictation Feature in Word

Mac comes with a “Dictation” feature similar to Windows voice typing. This is by default enabled and you can check and configure the settings if required.

• Click on the Apple logo menu and select “System Preferences…” option.
• Go to “Keyboard” section and then click “Dictation” tab.

• Make sure “Dictation” is “On”, select the language and check the keyboard shortcut keys . By default, pressing function key twice will open dictation feature in Mac.
• Launch Word app to open a blank document and press Fn key twice on your keyboard.
• This will show the microphone and you cat start speaking.
• Mac will convert your speech to text and type on the document.

Remember that when using dictation, Mac will send your voice inputs, contacts and location information to Apple for processing and converting to readable text.

Voice Typing Commands for Word

As we tested, voice typing and dictation features work very well with all the above options for converting your speech to text. However, the problem is that you should understand some basic commands for using these features.

• For example, you need to say “full stop” or “period” to end a sentence and “next line” to start a new line when using “Dictate” in Word. Most of these command also work with voice typing feature in all Windows apps.
• However, these commands are slightly different when using “Dictation” feature in macOS. For example, the command for creating a new line with macOS dictation feature is “new line” and using “next line” command will not work.

Below are the links to get complete list of voice typing commands from official Microsoft and Apple documentations.

• Dictate commands for Word Windows
• Dictate command for Word for Mac
• Voice typing commands for Windows OS
• Dictation commands for macOS

Final Words

We strongly recommend using the “Dictate” feature which comes as part of Word app. This function does not need internet connection and your voice input is not sent to Microsoft/Apple for processing. In case, if you are not comfortable using Word feature, then you can use the system wide “Voice typing” in Windows or “Dictation” in Mac. However, this needs a stable internet connection and your voice input is sent to Microsoft/Apple for processing. In either case, make sure to go through the voice typing/dictation commands and familiarize yourself before using the function.

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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. 

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.

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.

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 Geek

How to dictate a document in microsoft word.

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Dictate a document on your desktop, dictate a document on the web, dictate a document on your mobile device.

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

• Microsoft Office
• Microsoft Word

How to Use the Dictation Tool in Microsoft Word

Pankil is a Civil Engineer turned freelance writer. Since his arrival at Guiding Tech in 2021, he delves into the world of how-tos, and troubleshooting guides for Android, iOS, and Windows. Besides his new-found love for mechanical keyboards, he's a disciplined footfall fan and loves international travel with his wife.

• Microsoft Word includes speech-to-text functionality, allowing you to write and edit your documents in various languages.
• The dictation tool is available on all platforms, including PC, Mac, Android, iPhone, and the web.
• Word’s dictation tool also lets you edit, format, and insert punctuation marks using voice commands.

On Microsoft Word for PC or Mac

After you’ve connected a microphone to your computer, you can start using the dictation tool in Microsoft Word. You can use the following steps to dictate documents on both Windows and Mac.

Step 1: Open any document in Microsoft Word.

Step 2: In the Home tab, click the Dictate button.

Step 3: When you activate the Dictate button, you will see a red dot appear on it. Additionally, a small recording window will also appear. After that, you can start speaking to see text appear on the screen.

Step 4: Click the gear-shaped icon to change your spoken language or select a different audio input device. Additionally, you can enable auto-punctuation and filter for sensitive phrases from this menu.

You can pause the dictation tool by clicking the microphone icon or close it by clicking the X icon . Note that if you switch to another app or program on your computer, the dictation tool will pause automatically.

On Microsoft Word Online

Using the dictation tool in Microsoft Word Online is a similar experience to one on the desktop. You can use the web version of Microsoft Word for free with your Microsoft account.

The dictation tool in Word Online works with all the popular browsers, including Chrome, Edge, Firefox, and Brave. Here’s how you can use it.

Step 1: Open your preferred web browser and visit Microsoft Word for Web .

Step 2: Sign in with your Microsoft account and open a new or existing document.

Step 3: Click the Dictate icon and allow the browser to access your microphone if you haven’t already.

Step 4: Once the floating dictation window appears, Word should start transcribing everything you say in your document.

You can click the cog-shaped icon to change language, microphone device, and access additional options.

How to Use the Dictation Tool in Microsoft Word on Mobile

Microsoft Word’s dictation tool isn’t just for desktop users. You can also use this tool to dictate documents on your Android or iPhone. This saves you from typing a lot while creating long documents with your phone.

Step 1: Open the Microsoft Word app on your Android or iPhone.

Step 2: Open any existing document or create a new one. Tap the microphone icon on your right. You may have to grant Word permission to record audio if you’re using this feature for the first time.

Step 3: The app should start recording your voice and transcribing everything you say. You can use the available shortcuts to add punctuation, new lines, and erase words.

Step 4: Tap the gear-shaped icon to reveal the dictation settings. You can change the spoken language, enable or disable auto-punctuation, and access other options from this menu. After using the tool, tap the keyboard icon .

Various Dictation Commands You Can Use in Microsoft Word

The best part about Word’s dictation tool is that it lets you edit, format, and insert punctuation marks using voice commands.

You can say the name of the punctuation mark or a symbol you want to insert, and Word will add it to your document. For instance, if you say “comma,” Word will insert a comma. Likewise, you can also say “plus sign” or “equal sign,” and Word will add it to your document.

Aside from inserting symbols and punctuation, you can format your text using voice commands. For instance, if you say “I love using Microsoft Office” and then say “Bold Microsoft,” it will bold the word Microsoft in your sentence. Likewise, you can use formatting commands to italicize, highlight, or underline words in a sentence .

Here are some additional dictation commands you can use in Microsoft Word.

• New line: to leave a line break
• Insert comment: to add a comment box
• Delete: to delete the last word or punctuation mark
• Delete that: to remove the last spoken phrase
• Exit dictation: to close the dictation tool

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Last updated on 27 June, 2024

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How To Enable The Speech To Text Mac Shortcut In macOS

Here’s how to enable a speech to text Mac shortcut in MacOS.

Want to talk to your computer and have it type for you? Setting up a speech to text Mac shortcut is easy to do and doesn’t require any additional Mac dictation software. The macOS already has voice to text natively built into the operating system. Here’s an easy speech to text Mac shortcut tutorial for beginners.

Open System Preferences

Keyboard options, dictation & language selection, enhanced dication & offline access, setup a speech to text mac shortcut, place your mouse where you want to start dictating text, press your assigned function key or sequence, start talking, macos speech to text tips, how to use speech to text on macos.

To use speech to text on macOS, you first need to turn it on. This is a very easy tutorial. If you are very Mac savvy, then just enable the Dication feature under the Keyboard setting in System Preferences . Or follow the steps below. Let’s begin!

On your Mac, choose the Apple menu in the top left of your menu bar and select System Preferences from the drop-down menu.

• Apple > System Preferences

After you open the System Preferences panel, you’ll see a collection of preference icons. Select Keyboard .

• System Preferences > Keyboard

There are several sub-options under the Keyboard ‘s Dictation submenu: Keyboard, Text, Shortcuts, Input Sources, Dictation.

• Click on the Dictation sub menu.
• Turn on Dictation .
• If you’re asked if you want to improve Siri and Dictation, click Not Now .
• Choose a Language . To dictate using another language besides English, click the Language pop-up menu, then choose a language and dialect.
• Apple > System Preferences > Keyboard > Dictation > On

Enhanced Dictation is optional. You can skip to the next step if you want.

Do you want the ability to dictate speech to text without an Internet connection? Depending on your installed version of the macOS, you might be presented with an option to enable offline dictation. This could be useful if you are in an area with limited connectivity or want to use this feature while on an airplane.

Just be aware that this feature requires at least a gigabyte of hard drive storage. Make sure you have extra space for these files before trying to install.

• Apple > System Preferences > Keyboard > Dictation > Use Enhanced Dictation

How do you want to tell your Mac to start listening for your speech to text input? The default Mac speech to text shortcut for dictation is to press the Function key twice. But you can use the Command, Control, or whatever keys you want. Just select Customize to change to the keyboard shortcut of your choice.

• Apple > System Preferences > Keyboard > Dictation > Shortcut

How To Dictate Text

Once you’ve enabled the Dictation feature and selected your keyboard shortcut, you can now start speaking into your computer and letting it type for you. Try using this speech-to-text feature to compose an email . You’ll be surprised how much time this feature can save you on a daily basis!

• Open a document or locate a text field where you want to start dictating text.
• Click your mouse in the place where you want to start dictating.
• Press the Function key twice (or whatever keyboard shortcut you previously selected).
• A microphone icon should appear with a fluctuating loudness indicator and make a chirp sound.

Once the microphone is active, your computer will start to turn your voice into text.

• Start talking. Speak clearly and only try to dictate in short bursts. Try one or two sentences at a time.
• When you’re finished dictating, press your keyboard shortcut key again.

Here are some tips for using the speech to text feature on macOS:

• Speak clearly and slowly. If you speak too fast, or mumble, your dictation results will be bad. Going back to re-edit everything isn’t worth the time. Just do it right the first time.
• Speak in smaller chunks. Don’t try dictating a college commencement speech in one try. The Mac speech to text function isn’t made to listen for long periods of time. Smaller sections that are 60 seconds are less work best.
• Avoid background noise. If possible, move to a quiet area. Background noise can cause unpredictable results with the Mac dictation software.
• Speak punctuation marks as needed. If you want to end a sentence, then just say “period” or “questions mark” and the dictation software will add that punctuation for you.
• Create new lines or paragraphs. To create a new line or a paragraph break, just say “new line “ or “new paragraph “.
• Use a professional external microphone. The default microphone on your MacBook will work fine for most users. However, if you are having issues with your dictation results, you can try using an external microphone like the( Amazon link) Blue Yeti ($99+) .

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How to Dictate Documents in Microsoft Word

Great for writing speeches or your autobiography

Most people can speak faster than they can type. Take advantage of this superpower by dictating your documents! Using speech-to-text is a great way to quickly get your thoughts down in writing. We’ll show you how to dictate documents in Microsoft Word on a computer or your smartphone.

If you use the Mac or Windows desktop version of Word, you won’t find the dictate button unless you subscribe to Microsoft 365. However, you can use the free Microsoft Word web app or smartphone apps to dictate to your heart’s desire. We’ll assume you have a good internet connection and a device with a microphone enabled. 

How to Use Dictation in Word on Macs, PCs, or the Web

The steps for dictating documents in Word are largely the same, no matter whether you’re using the desktop app or the browser-based version.  

• Launch the Word app, either the desktop app on your Mac or PC or the web app in Chrome, Firefox, or Edge.

• In the Home menu, select the microphone icon.

• If prompted, select the button to Allow the use of your microphone.

• Web app users will see a toolbar with controls for your microphone. Select the microphone icon to begin dictating.

• Once the microphone icon is activated, you can begin speaking, and you’ll see your words appear in the Word document.

• Web users can select the gear icon on the dictation toolbar to choose the spoken language, select which microphone device they want to use, and toggle auto-punctuation and the profanity filter on or off.

• You can use your keyboard or Word’s suggestions to edit your document without needing to turn the microphone off. 
• When you’re finished, you can exit dictation by selecting Close ( X ) in the dictation toolbar or pressing the microphone button on the ribbon again. 

That’s enough to get started with dictating a Word document on a computer. But keep reading for some expert tips and tricks.

How to Use Dictation on Your Smartphone’s Word App

Smartphones are made for dictation. You might feel strange talking to yourself, but it’s certainly faster than using your phone’s tiny keyboard.

Start with a new Word document or open an existing one. Tap the screen where you want to start dictating, and then select the microphone icon. You can choose the microphone icon inside the Word app itself or the icon on your soft keyboard. Either one will work. 

The benefit of using the Word app’s microphone icon is that you’ll have access to some other dictation tools. You’ll see a toolbar with standard punctuation, a spacebar, and a carriage return (new line) button. Sometimes it’s easier to tap those buttons than it is to use voice commands. 

You’ll also have access to the gear icon to adjust the settings like the spoken language, auto punctuation, and the profanity filter.  

The first time you select the microphone icon in the Word app, you may be prompted to grant Word permission to record audio on your phone. You can choose to either allow it every time you use the app or only this time.

At any point, you can always select the Help button, where you’ll find information on all the voice commands you can use. 

Tips and Tricks for Dictating in Microsoft Word

Sure, you can dictate the text of a Word document, but did you know about all the other things you can do in Word with voice commands? You can use your voice to edit, format, create lists, and add a comment. 

Punctuation Tips & Tricks

You’ll get used to saying the names of punctuation marks and symbols when you dictate.

• Add punctuation simply by saying the name of the punctuation mark you want to insert. You can say things like period , comma , new line , and apostrophe . 
• Say open quotes and close quotes .
• You can say ellipsis or dot dot dot … it’s up to you!
• For punctuation like parentheses, brackets, and braces, you can say either left or open bracket (or parentheses or brace) and either right or close bracket (or parentheses or brace). 
• If it’s a character, you can probably dictate it. Try commands like asterisk , m-dash , copyright sign , and degree symbol . 

Editing Tips & Tricks

Think of it this way. You’re the boss and Word is your employee. Just tell Word what you want it to do. 

• If you say delete , Word will delete the last word or punctuation mark that appears before the cursor.
• If you say delete that , it’ll remove the last thing you said.
• You can tell Word to delete a specific word in the middle of a sentence. For example, let’s say you dictated, “You can’t judge a book by its awful cover.” You could say delete awful , and then you’d be left with “You can’t judge a book by its cover.”
• Rather than saying backspace repeatedly to go back several spaces, you can just say backspace [1-100] . In other words, you can say backspace twenty . 
• If you make a mistake, you can always say undo .

Formatting Tips & Tricks

Like the editing tips, you can use voice commands to add formatting to specific words or phrases.

• For simple formatting like bold , italics , underline , and strikethrough , you can pair those commands with words or phrases in your document. For example, in the screencap below, we said, “ bold phrases ,” and it did!
• To undo all the formatting from the document, say clear all formatting . 
• Use the align command to align your text left, right, or center.
• If you’re not sure a particular command exists, try it and find out. For example, you can say, underline last sentence , and Word will know exactly what you mean.
• Creating lists is easy with commands like start list , start numbered list , and exit list .

Bonus Dictation Tips & Tricks

Before you go, check out these final dictation tips and tricks.

• Say add comment to create a blank comment box that you can type into.
• Even better, say something like add comment I love this paragraph period , and it will insert a comment with the text “I love this paragraph.”
• Dictate currency symbols. You can say dollar sign , pound sterling sign (don’t forget the “sterling” or it will insert the # sign), euro sign , or yen sign .
• Insert common emojis like smiley face , winky face , heart emoji , or frowny face . 

 If you know of any more dictation commands in Microsoft Word, leave them in the comments!

Maggie Marystone is a freelance technology writer, human rights worker, and storyteller based in Chicago. Read Maggie's Full Bio

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Text to Speech On Mac

Liam Anderson

November 10, 2024

Text-to-speech on Mac can boost your productivity and accessibility. You can easily have your Mac read aloud any text on the screen with built-in features or third-party apps. This handy capability allows you to multitask, aid comprehension, or assist with visual impairments.

Mac’s native text-to-speech options are simple to set up. You’ll find them in the Accessibility settings under Spoken Content. Turn on “Speak selection” to have selected text read aloud. For more advanced features, third-party apps offer additional voices and controls.

Using Text-to-Speech on Your Mac

Your Mac has built-in text-to-speech (TTS) features that can read aloud any text you select. This can be helpful for proofreading, multitasking, or simply listening to content instead of reading it.

How to Use Text-to-Speech

• Select the text: Highlight the text you want to be read aloud.
• Right-click (or Control-click): Right-click on the selected text.
• Choose “Speech”: In the context menu, hover over “Speech” and then select “Start Speaking.”

Your Mac will start reading the selected text aloud using the default voice.

Customizing the Voice

You can customize the voice, speaking rate, and other settings:

• Open System Settings: Go to Apple menu > System Settings .
• Navigate to Accessibility: Click on “Accessibility” in the sidebar.
• Select “Spoken Content”: In the Accessibility settings, click on “Spoken Content.”
• System Voice: Choose from a variety of voices. You can even download additional voices in different languages and accents.
• Speaking Rate: Adjust the speed at which the text is read.
• Announcements: Configure your Mac to announce notifications and alerts.

Keyboard Shortcuts

For quicker access, use these keyboard shortcuts:

• Start Speaking: Option + Esc
• Stop Speaking: Option + Esc (press again to stop)

Using Text-to-Speech in Applications

Many Mac applications support text-to-speech. For example:

• Safari: You can have web pages read aloud.
• Pages and Microsoft Word: Use TTS to proofread your documents.
• Books: Listen to audiobooks or have your ebooks read to you.

Advanced Features

• Highlighting: Enable highlighting to follow along as the text is read.
• Saving spoken text: Save the spoken text as an audio file.

By exploring these features, you can tailor text-to-speech to your needs and preferences.

Accessibility Uses

Text-to-speech is a valuable accessibility tool for people with:

• Visual impairments: It allows them to access written content.
• Dyslexia: It can help with reading comprehension.
• Learning disabilities: It can assist with focus and information processing.

Text-to-speech on your Mac is a versatile feature with various applications. Whether you need assistance with reading or prefer to listen to content, it can be a valuable tool.

Understanding Text to Speech on macOS

Text to speech on macOS converts written text into spoken words. This feature enhances accessibility and productivity for many users. It offers customizable voices , speed controls, and integration with various system functions.

Basics of Text to Speech

Text to speech (TTS) on macOS uses speech synthesis to create audio from text. You can access TTS features through System Preferences. The system offers multiple voices and languages to choose from.

To use TTS:

• Select text in any app
• Right-click and choose “Speech”
• Select “Start Speaking”

You can adjust speech speed in System Preferences. This allows you to find a comfortable listening pace. MacOS also supports third-party TTS apps for more advanced features.

Built-in macOS TTS Features

MacOS includes several built-in TTS tools:

• Speak Selection: Reads highlighted text
• Speak Screen: Reads entire screen content
• Typing Feedback: Speaks characters as you type

These features work across most macOS apps. You can customize TTS settings in System Preferences > Accessibility > Spoken Content.

Accessibility and TTS

TTS on macOS greatly improves accessibility for users with visual impairments or reading difficulties. It allows them to consume written content more easily.

Voice Control, another accessibility feature, lets you control your Mac using voice commands. This works alongside TTS to create a hands-free computing experience.

To enable Voice Control:

• Go to System Preferences > Accessibility
• Select “Voice Control”
• Click “Enable Voice Control”

TTS also aids in proofreading by letting you hear your text aloud. This can help catch errors you might miss when reading silently.

Exploring Text to Speech Options

Text to speech on Mac offers a range of customizable features. You can select from various voices, adjust speech rates, and choose between system and third-party options.

Voices and Languages

Mac’s text to speech functionality supports a wide array of voices and languages. You can pick from different accents and genders to suit your preferences. Many voices sound quite natural, mimicking human speech patterns.

To change voices:

• Open System Settings
• Click on Accessibility
• Select Spoken Content
• Choose your preferred voice

Mac offers voices in numerous languages, allowing multilingual users to switch between them easily. Some high-quality voices require additional downloads but provide more lifelike audio output .

Adjusting Speech and Speed

You can fine-tune the speech rate and pitch to match your listening comfort. A slider in the Spoken Content settings lets you adjust these parameters.

To modify speech settings:

• Go to System Settings > Accessibility > Spoken Content
• Use the Speaking Rate slider to change speed
• Click the voice name to adjust pitch and other voice characteristics

Experiment with different combinations to find the ideal balance between clarity and speed. Slower rates may improve comprehension, while faster speeds can cover more text quickly.

System Voices and Privacy

Mac’s built-in voices offer a privacy advantage as they don’t require internet connectivity. Your text isn’t sent to external servers for processing. This ensures your data stays on your device.

System voices are processed locally , maintaining your privacy. They’re ideal for sensitive information or when working offline. However, they may sound less natural than some third-party options.

Table: System Voices vs. Third-Party Voices

Consider your priorities when choosing between system and third-party voices. Weigh privacy concerns against audio quality and voice variety to select the best option for your needs.

Utilizing TTS Applications

Text-to-speech apps offer Mac users powerful tools to convert written content into spoken words. These applications range from built-in options to third-party solutions with advanced features.

Best Text to Speech Apps

Capti Voice stands out as a top TTS app for Mac. It offers natural-sounding voices and supports multiple languages. Capti Voice excels in reading long documents and web pages.

Speechify is another popular choice. It uses AI to create lifelike voices and allows you to customize reading speed. Speechify also offers a browser extension for easy web reading.

ElevenLabs provides high-quality AI voices. It’s known for its realistic speech synthesis and voice cloning capabilities.

App Store and Third-Party Solutions

The Mac App Store offers several TTS options. Invicta TTS is a simple, free app available for quick text-to-speech conversion.

Third-party solutions often provide more advanced features. These may include voice customization, file format support, and integration with other apps.

When choosing a TTS app, consider factors like voice quality, language support, and ease of use. Some apps offer free trials, allowing you to test their features before purchasing.

Integration Across Devices

Many TTS apps now offer cross-device functionality. This allows you to sync your content and settings between your Mac, iPhone, and iPad.

AI readers often provide desktop and mobile apps. This enables you to start listening on your Mac and continue on your iOS device seamlessly.

For podcast creators, some TTS apps offer features to convert written scripts into audio files. This can streamline your production process and ensure consistent voice quality.

Remember to check system requirements and compatibility when selecting a TTS app for your Mac and other devices.

Frequently Asked Questions

Text-to-speech on Mac offers various customization options and shortcuts. Users can activate this feature, change voices, and use it with different applications.

How can I activate text to speech on my Mac?

To enable text-to-speech on your Mac , go to System Settings and click ‘Accessibility’. Select ‘Spoken Content’ and turn on ‘Speak selection’. This allows your Mac to read selected text aloud.

You can also enable ‘Speak items under the pointer’ for additional functionality.

What are the shortcut keys for text to speech functionality on macOS?

The default shortcut for text-to-speech is Option + Esc. This reads the selected text.

You can customize these shortcuts in System Settings under Accessibility > Spoken Content > Speak selection.

How can I add or change voices for text to speech on a Mac?

To add or change voices:

• Click on the System Voice drop-down menu
• Select ‘Customize’
• Choose your preferred voices
• Click ‘OK’ to download the selected voice data

Can I use text to speech with MS Word on a Mac, and how?

Yes, you can use text-to-speech with MS Word on your Mac. Simply select the text you want read aloud and use the system-wide shortcut (Option + Esc by default).

Alternatively, you can use Word’s built-in Read Aloud feature found in the Review tab.

Is there a free text to speech application available for Mac users?

Yes, your Mac comes with built-in text-to-speech capabilities. For advanced features, Speechify offers a free version of their text-to-speech app for Mac.

This app allows you to listen to text at various speeds and works with multiple applications.

How does Kindle’s Text-to-Speech feature work on a Mac?

Kindle’s text-to-speech feature is not natively available on Mac. However, you can use your Mac’s built-in text-to-speech function with Kindle Cloud Reader in your web browser.

Select the text in Kindle Cloud Reader and use the system shortcut to have it read aloud.

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Voice to text (Dictate) in Word 2019

I have Office 2019 and I have looked for the "Dictate" button in Word - but do not have it. I want to speak and the words appear in Word or Onenote for |Windows 10 - I can't find it in OneNote either

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Thank you Dave, I thought it was available in 2019, what about OneNote. I have One Note for Windows 10, but strangely I do not have it from Office 2019 - unless it is called that.

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Microsoft 365 saves you time and effort with transcription and voice commands in Word

• Dan Parish, Partner Group Product Manager
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Harness the power of your voice 

Now more than ever, we’re all very busy—juggling family, work, friends, and whatever else life throws our way. New enhancements in Office leverage the  Azure Cognitive Services  AI platform so you can harness the power of your voice to spend less time and energy creating your best work and focus on what matters most. 

Save time and create great content using Transcribe in Word for the web 

Whether you’re a reporter conducting interviews, a researcher recording focus group sessions, or an online entrepreneur recording informal discussions, you want to be able to focus on the people you’re talking to without worrying about taking notes and without having to spend hours transcribing your conversations after-the-fact. If that sounds like you,  Transcribe in Word  is here to help.

Now you can record your conversations directly in Word for the web and transcribe them automatically. Transcribe detects different speakers so after you finish recording, you can easily follow the flow of the transcript. After your conversation, you can revisit parts of the recording by playing back the time-stamped audio and you can even edit the transcript if you see something amiss.  

Your transcript will appear alongside the Word document, along with the recording, which enables you to leverage your transcript to create great content in the way that is best for you. Say you want to pull the perfect quote from an interview to support the main point of your story—just click the plus icon on any line of the transcript and voila, the exact quote is inserted. Want to send the entire transcript to your colleague? Simply click “add all to document” and your full transcript will be laid out in Word. 

Like many people, you might use a variety of tools to get the job done – that’s why Transcribe enables you to upload audio or videos you recorded outside of Word. Whether you record on your phone or via one of the many calling and video conferencing apps, you can simply select the file to upload and transcribe. Transcribe supports .mp3, .wav, .m4a, or .mp4 files.  

Transcribe in Word is available today in Word for the web for all Microsoft 365 subscribers and is supported in the new Microsoft Edge or Chrome browsers.  With Transcribe you are completely unlimited in how much you can record and transcribe within Word for the Web.  Currently, there is a five hour limit per month for uploaded recordings and each uploaded recording is limited to 200mb. Transcribe in Office mobile will be coming by the end of the year! Currently, transcribing audio into English (EN-US) is the only language supported, but we are working on support for more languages.

Transcribe in Word enables you to stay focused on your conversation in the moment, saves you valuable time and energy by transcribing it for you, and is integrated into Word so you can focus on the message of your document and not fuss around with different windows or applications. 

Break away from the keyboard using dictation with voice commands 

Since  Dictate  arrived on the scene, millions of people have leveraged the power of their voice to conquer the blank page. Whether you’re stuck waiting in the car to pick up takeout, on a short walk to stretch your legs, have a temporary or permanent disability that makes typing difficult, or you just think better when on the move, you need flexibility to transition throughout your day while getting everything done. We’ve been adding voice commands to Dictate so that you can break away from the keyboard. Whether on desktop or mobile (or transitioning between devices), you can stay in the flow and focus on your message by using dictation with voice commands to add, format, edit, and organize your text.  

Say things like “start list” or “bold last sentence” to let your ideas flow without stopping to adjust your text. Voice commands understand a variety of symbols so you can add things like “ampersand” and “percent sign”, and you don’t have to sound like a robot! We’ve based commands on the way people naturally talk so that you can capture your ideas easily. So saying things like “dot dot dot” when you can’t remember “ellipses” works just as well. 

Since you’re constantly juggling work and life, you may get that phone call you’ve been waiting for while working on your paper. There’s no need to rush to the keyboard in a panic. Simply say “pause dictation” and take the call. Working with others in the document? You can collaborate using your voice too—say “add comment [with your content here]” and capture your message in one shot without missing a beat.  

Dictation can also help with informal writing as well—sometimes a message needs some personality! You can now say things like “smiley face” or “heart emoji” to give your message that little extra touch. Check out  this article  for a list of all the voice commands. 

Dictate with voice commands in Word is available in Word for the web and Office mobile for free when signed into your Microsoft account. Voice commands are coming to Word desktop and Word for Mac apps towards the end of the year for Microsoft 365 subscribers.  

We hope these new voice capabilities save you time and allow you the flexibility you require as you move throughout your busy day!

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How To Use Speech To Text In Microsoft Word?

Users are often required to write a long document by typing words into the software which takes a lot of time. Instead of that, users can use the Speech Recognition feature of Microsoft Word that enables typing with voice in Microsoft Word. Let us try to learn and review some easy steps for how to use speech-to-text in MS Word .

Note: Requirements for Microsoft’s speech-to-text software Valid  Microsoft 365  subscription Stable Internet Connection

If you have both, then you are ready to Use Speech To Text Feature in Microsoft Word! Let’s Come to the steps.

Steps To Use Speech-To-Text Microsoft Word

Step 1: At first, open the Control Panel in the machine. Now, click on Speech Recognition.

Step 2: Then click on Start Speech Recognition to convert the speech to the word in the Microsoft Document. It will open a new window.

Step 3: Click on Next to move ahead in the process of how to voice type in MS Word .

Step 4: In the next window, click on the Headset Microphone and click the Next button to move ahead in the process.

Step 5: Now, in the next window, find a line written to read it loudly. It will help to mark the voice on the device. After reading the line loudly, click on the Next button present there.

Step 6: In the next window, click on the Enable Document Review option. It will help in typing words by listening to the speech & reviewing paragraphs the document if necessary. After that, click on the Next button.

Step 7: Now click on the Manual Activation method. In this case, you should start the Speech Commanding operation on your own. It will reduce issues while writing documents. After that, click on the Next button.

Step 8: At the end of the process, a tutorial is available to understand the process. If needed, it can be viewed. In this case, click on Skip Tutorial . And the window will be closed.

Step 9: At the end, find a button that is now available on the screen. Click on the Mic symbol to enable the speech commanding operation. When it is ready to use, it will say Listening . Now, you can say anything & it will be written down in Microsoft Word.

Hence, we have successfully converted the speech to text in Microsoft Word. Now you can use the speech-to-text feature of Microsoft Word that enables typing with voice for typing long paragraphs time-saving . We hope you this time saving guide and helped you, teaches you something useful that you can apply and increase your speed by saving time.

FAQs To Use Speech Text Feature in Microsoft Word

1. What’s the shortcut for speech-to-text on Windows?

Press Win + H to start speaking. It opens speech recognition for typing.

2. Can I use speech-to-text in any application or window?

Yes, you can use speech-to-text in any application or window that takes text input. For example Notepad , , word processing apps etc.

3. Can I use speech recognition in multiple languages?

Yes, Windows supports various languages for speech recognition. You can switch between languages and dictate in the language you’re comfortable with.

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