Word Online's Transcribe Feature: A Quick Guide to Transcribing Audio

Updated at: 27/06/2025

Need to transcribe audio quickly and easily? Microsoft Word Online's built-in transcription feature offers a simple solution. This guide provides a quick walkthrough of the process, showing you how to upload your audio files, initiate transcription, and review the results. Learn how to leverage this powerful tool for efficient audio-to-text conversion, saving you time and effort. Let's get started!

Methods: Transcribing Pre-recorded Audio

Step-by-Step Instructions

  1. Access Word Online

    • Log into Word Online via office.com.
    • Open a new or existing document.
    Open a new or existing document. Open a new or existing document.
    Access Word Online

  2. Initiate Transcription

    • Go to the 'Home' tab and select 'Transcribe' from the 'Dictate' dropdown menu.
    Go to the 'Home' tab and select 'Transcribe' from the 'Dictate' dropdown menu.
    Initiate Transcription

  3. Upload Audio File

    • Click 'Upload Audio'.
    • Select your audio file using the file picker.
    Select your audio file using the file picker. Select your audio file using the file picker.
    Upload Audio File

  4. Process and Review Transcription

    • Wait for Word Online to transcribe the audio.
    Wait for Word Online to transcribe the audio.
    Process and Review Transcription

Tips

  • The transcribed text will be grouped by speaker, allowing for easy identification of different voices.
  • You can edit the speaker names and the transcribed text itself.
  • Clicking on timestamps will play audio from that point.

Methods: Real-time Transcription using Word Online's Recorder

Step-by-Step Instructions

  1. Access Word Online

    • Log into Word Online via office.com.
    • Open a new or existing document.
    Open a new or existing document. Open a new or existing document.
    Access Word Online

  2. Initiate Transcription

    • Go to the 'Home' tab and select 'Transcribe' from the 'Dictate' dropdown menu.
    Go to the 'Home' tab and select 'Transcribe' from the 'Dictate' dropdown menu.
    Initiate Transcription

  3. Record Audio

    • Click 'Start Recording'.
    • Record your audio. You can pause and resume as needed.
    • Click 'Pause', then 'Save and Transcribe' when finished.
    Click 'Pause', then 'Save and Transcribe' when finished. Click 'Pause', then 'Save and Transcribe' when finished. Click 'Pause', then 'Save and Transcribe' when finished.
    Record Audio

Tips

  • This allows you to work on other aspects of your document while recording.
  • The transcribed audio will be saved in your OneDrive in a folder called 'Transcribed Files'.
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Common Mistakes to Avoid

1. Poor Audio Quality

Reason: Background noise, low recording volume, or distorted audio makes accurate transcription difficult.
Solution: Ensure a quiet environment with a clear audio source and adjust recording levels for optimal clarity.

2. Incorrect Language Selection

Reason: Choosing the wrong language setting will result in inaccurate or nonsensical transcriptions.
Solution: Double-check and select the correct language before starting the transcription process.

FAQs

Does Word Online's transcription feature support all audio formats?
No, it currently supports only .mp3 and .wav files. Other formats will need to be converted before uploading.
How accurate is the transcription?
Accuracy depends on audio quality (clear audio with minimal background noise yields better results) and the clarity of the speakers. It's generally good for understandable speech but might miss nuances or contain minor errors.
Is the transcription feature free?
Yes, the transcription feature is included with a Microsoft 365 subscription that provides access to Word Online. Availability may depend on your specific plan.