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How to transcribe audio files to text with Microsoft Word for the web
Upload an audio file to Word for the web and get a full transcript with speaker labels and timestamps, using the Transcribe tool that comes with your Microsoft 365 account.
By Nur Islam- 2:29 video
- 5 steps
- 36.4K views
Jump to a step (5)
Typing up a recorded call, interview or meeting by hand takes far longer than the recording itself. Paying for a separate transcription service adds another subscription when you may already have a tool that does it.
Word for the web has a `Transcribe` option under `Dictate`. Upload a recording and Word saves it to OneDrive, transcribes it, and separates the speakers. You then add the transcript to your document as plain text, with speaker names, with timestamps or with both.
There is a monthly allowance. In the video my account shows 300 minutes of uploaded audio per month.
What you need
- A Microsoft 365 account with Word for the web
- An audio file in WAV, MP4, M4A or MP3 format
- OneDrive space for the uploaded audio
Step by step
0 of 5 done-
01
Open a blank document in Word for the web
Sign in to your Microsoft 365 account in the browser, open Word and create a new blank document.
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02
Open Transcribe and upload the audio
Select the arrow next to
Dictateand chooseTranscribe. The panel lists the supported formats:.wav,.mp4,.m4aand.mp3. SelectUpload audioand choose your file.Word uploads the file to OneDrive and starts transcribing. A longer file takes longer.
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03
Review the transcript and speakers
When it finishes, scroll through the transcript in the panel. Word detects different speakers and labels them
Speaker 1,Speaker 2and so on. In the video the phone call recording is split between two speakers. You can fix any recognition errors before you add it to the document. -
04
Add the transcript to the document
Select
Add to documentand choose one of the options: text only, with speakers, with timestamps, or with speakers and timestamps. I pick speakers and timestamps.The document starts with the audio file name, which links to the recording in OneDrive.
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05
Check how many minutes you have left
Select
New transcriptionto see your monthly allowance. In the video the account shows 300 minutes a month, with 238 already used and 62 left.
Tips and common problems
- Uploaded transcription has a monthly limit. My account shows 300 minutes a month, so check the remaining minutes before uploading a long recording.
- The audio file is saved to your OneDrive. Delete it there if you do not want to keep the recording.
- Choose the speakers and timestamps option when you need to find a quote later or see who said what.
- Read the transcript through before sharing it. Names and technical terms are the most common recognition errors.
Quick version
The short version of this tutorial covers the same steps in under a minute: open Word for the web, choose Transcribe under Dictate, upload your audio and add the transcript to the document. Watch the short.
Questions
Can Microsoft Word transcribe audio files?
Yes. In Word for the web, select the arrow next to Dictate, choose Transcribe, and upload a .wav, .mp4, .m4a or .mp3 file.
Is Word's transcription free?
It is included with a Microsoft 365 account at no extra cost, but there is a monthly allowance. The account in the video has 300 minutes of uploaded audio per month.
Does Word identify different speakers?
Yes. Word labels speakers as Speaker 1, Speaker 2 and so on, and you can add the transcript with speakers, timestamps or both.
