How to Transcribe Audio to Text in Word

Kevin Stratvert
16 May 202308:37

TLDRIn this tutorial, Kevin demonstrates how to transcribe audio to text in Microsoft Word using the 'Transcribe' feature, available with a Microsoft 365 subscription. He explains the process of uploading audio files, recording directly in Word, and customizing the transcript with speaker names and timestamps. The video also highlights the ability to edit the transcript and add it to a Word document, showcasing the integration with OneDrive for cloud storage and backup.

Takeaways

  • ๐Ÿ˜€ Microsoft Word offers a feature to transcribe audio to text, enhancing document creation from spoken content.
  • ๐ŸŽง You can upload existing audio files or record directly within Word for transcription.
  • โœ๏ธ The transcription feature allows you to edit the text, modify speaker names, and customize the transcript's appearance.
  • ๐Ÿ’ก A Microsoft 365 subscription is required to use the transcription feature in Word.
  • ๐ŸŒ Over 80 languages are supported for transcription, making it versatile for various users.
  • ๐Ÿ”Š The 'Dictate' option provides real-time transcription as you speak, while 'Transcribe' handles pre-recorded audio.
  • ๐Ÿ“น You can transcribe audio from various file formats, including MP4 video files from which the audio is extracted.
  • ๐Ÿ”„ Recordings are saved and transcribed to OneDrive, offering a backup and easy access to the files.
  • โฏ๏ธ Playback controls within Word let you adjust the speed and synchronize the audio with the highlighted text.
  • ๐Ÿ–Š๏ธ The transcript can be edited directly within Word, with options to add it to the document in different formats.
  • ๐Ÿ”— A link to the original recording is provided in the document, allowing you to revisit the audio.

Q & A

  • What is the main feature discussed in the video?

    -The main feature discussed in the video is the ability to transcribe audio to text within Microsoft Word.

  • What are the two options available under the 'voice' category in Microsoft Word?

    -The two options available under the 'voice' category in Microsoft Word are 'Dictate' and 'Transcribe'.

  • What is the difference between 'Dictate' and 'Transcribe' in Word?

    -Dictate provides a real-time transcript of what you are saying, while Transcribe is used for converting existing audio or recorded audio into a transcript.

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

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

  • How many languages are supported for transcription in Word?

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

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

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

  • How can you edit the speaker names in the transcription?

    -You can edit the speaker names by clicking on the pen icon next to the speaker label and updating it to the desired name.

  • What is the purpose of the plus icon next to the transcribed text?

    -The plus icon allows you to add a specific section of the transcribed audio to the Word document.

  • How can you synchronize the text with the audio playback in the transcription?

    -The text automatically highlights as it plays back, allowing you to synchronize the text with the audio.

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

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

  • Can you transcribe audio in other Microsoft 365 apps besides Word?

    -Yes, transcription functionality is also available in OneDrive and Word on the Web.

  • What is Whisper AI, and how does it relate to the video's content?

    -Whisper AI is a free alternative for generating transcripts, mentioned as an option for those who do not have Microsoft Word or a Microsoft 365 subscription.

Outlines

00:00

๐Ÿ“ Converting Audio to Text in Microsoft Word

Kevin introduces a feature in Microsoft Word that allows users to convert audio to text. This can be done by uploading an existing audio file or recording directly within Word. The process is facilitated by the 'dictate' and 'transcribe' options found under the 'voice' category on the home tab. 'Dictate' provides a real-time transcript, while 'transcribe' is used for converting pre-recorded audio. The user can modify speaker names, edit the text, and customize the transcript's appearance. A Microsoft 365 subscription is required for this feature. The tutorial includes instructions on how to use the 'transcribe' option, select a language, upload audio or video files, and start recording. It also demonstrates how to pause and resume recording, save the transcript, and access it from OneDrive.

05:06

๐Ÿ”Ž Editing and Incorporating the Transcript

The script explains how to edit the transcript within Word. Users can see the speaker, timestamp, and text. The playback controls allow synchronization of the audio with the text, and the speed can be adjusted. The timestamp feature enables jumping to specific points in the audio. The pen icon is used to edit the transcript, including changing speaker names and correcting text errors. There's an option to add only a specific section of the transcript to the document. The transcript can be added to the Word document in various formats: just text, text with speakers, text with timestamps, or both. The recording link is accessible from within the document. The 'transcribe' pane can be closed and reopened from the 'voice' category. The script also mentions that only one transcript can be attached per document, but the text and recording remain accessible even after starting a new transcription. The video concludes with a mention of Whisper AI as an alternative for transcript generation without a Microsoft 365 subscription.

Mindmap

Keywords

Transcribe

Transcribe refers to the process of converting spoken language into written form. In the context of the video, this is the main feature being discussed, where audio files or live speech can be turned into text within Microsoft Word. The script mentions that users can upload existing audio or record directly in Word and then have it transcribed, which is particularly useful for creating text from lectures or interviews.

Microsoft 365 subscription

A Microsoft 365 subscription is a service provided by Microsoft that gives users access to a suite of applications and services, including Microsoft Word. The video explains that to use the transcription feature in Word, one needs to have a Microsoft 365 subscription, highlighting the requirement for accessing advanced features like audio transcription.

Dictate

Dictate is a feature within Microsoft Word that allows for real-time transcription of spoken words as they are spoken. The script differentiates between 'dictate' and 'transcribe', with the former providing immediate conversion of speech to text as it happens, which is useful for creating documents by speaking rather than typing.

Transcribe pane

The Transcribe pane is a user interface element in Microsoft Word that appears when the 'Transcribe' feature is activated. It is where users can manage their transcriptions, including uploading audio, selecting languages, and reviewing the transcribed text. The script describes how this pane opens on the right-hand side of the Word interface and includes options for various transcription tasks.

Language selection

Language selection is an option within the transcription feature that allows users to choose the language of the audio they are transcribing. The script highlights that there are over 80 languages available, indicating the feature's support for a wide range of languages, which is important for users working with diverse audio sources.

Audio file formats

Audio file formats refer to the different types of digital audio files that can be used with the transcription feature. The script specifies that Word supports formats like MP4, and it can extract audio from video files for transcription, showcasing the flexibility of the feature in handling various types of media.

Playback controls

Playback controls are tools within the transcription interface that allow users to play, pause, and navigate through the audio while it is being transcribed or after transcription is complete. The script mentions that these controls help synchronize the audio with the transcribed text, which is crucial for reviewing and editing the transcript accurately.

Timestamps

Timestamps in the context of the video refer to the time markers associated with different parts of the transcribed text. These are used to indicate when a particular piece of speech was recorded, which can be helpful for locating specific sections of the audio or transcript. The script describes how timestamps are displayed alongside the transcribed text.

Speaker differentiation

Speaker differentiation is the ability of the transcription feature to identify and label different speakers in an audio recording. The script explains that users can edit the speaker names and that the feature can support multiple speakers, which is particularly useful for transcripts of interviews or panel discussions where it's important to know who said what.

OneDrive

OneDrive is a cloud storage service provided by Microsoft, which is mentioned in the script as the location where audio files are uploaded and transcribed files are stored. The video explains that transcriptions are saved to OneDrive, allowing users to access and manage their files from the cloud, which is convenient for backup and sharing purposes.

Editing transcript

Editing transcript refers to the process of making changes to the text after it has been transcribed from audio. The script describes how users can edit the text, correct speaker labels, and fix any errors directly within the Word document, emphasizing the feature's flexibility in post-transcription text management.

Highlights

Microsoft Word allows audio transcription into text.

Requires a Microsoft 365 subscription for full functionality.

Users can upload existing audio files or record directly in Word.

Transcribe feature supports over 80 languages.

Audio or video files can be uploaded for transcription.

Recordings can be paused and resumed within Word.

Transcribed audio is saved to OneDrive for backup.

Playback controls allow for adjusting the speed of the audio.

Text automatically highlights in sync with the audio playback.

Timestamps enable quick navigation to specific points in the audio.

Transcript can be edited to correct speaker names and text.

Segments of the transcript can be added directly to the Word document.

Transcripts can be formatted with or without speakers and timestamps.

Each document can only attach one transcript at a time.

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

Whisper AI is an alternative for free transcription without Microsoft 365.

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