Microsoft Word includes voice-to-text functionality, allowing you to dictate your documents using a microphone. You can use the dictation tools in Microsoft Word to write and edit your documents in a variety of languages.
The keyboard isn’t the only way to add text to your Word document. So, if you’re looking for a break or don’t feel like typing, here’s how you can use Microsoft Word’s dictation engine to turn your speech into written text.
How to Use Dictation Tool in Microsoft Word for PC or Mac
Once you’ve connected the 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 Dictation button.
Step 3: When activating the Dictation button, you will see a red dot on it. In addition, a small recording window will also appear. You can then start speaking to see the text appear on the screen.
Step 4: You can click the gear icon to change your spoken language or choose a different audio input device. Alternatively, you can enable auto-punctuation and filter sensitive phrases from this menu.
You can pause the dictation tool by clicking the microphone icon, or close the tool by clicking the X icon. Note that if you switch to another application or program on your computer, the tool Dictation will automatically pause.
How to Use Dictation Tool in Microsoft Word Online
Using the dictation engine in Microsoft Word Online is a similar experience to that of a desktop computer. You can use the web version of Microsoft Word for free with your Microsoft account.
The dictation tool in Word Online works with all popular browsers, including Chrome, Edge, Firefox, and Brave. Here’s how you can use it.
Step 1: Open your favorite web browser and go to Microsoft Word for Web.
Step 2: Sign in with your Microsoft account and open a new or existing document.
Step 3: Click the Dictation icon and allow the browser to access your microphone if you haven’t already.
Step 4: When the floating dictation window appears, Word will start transcribing everything you say in your document.
You can click the cog icon to change the language, microphone device, and access additional options.
How to Use Dictation Tool in Microsoft Word on Mobile
Microsoft Word’s dictation engine 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 document. Tap the microphone icon on your right. You may have to give Word permission to record audio if you’re using this feature for the first time.
Step 3: The app will start recording your voice and transcribe everything you say. You can use the available keyboard shortcuts to add punctuation, new lines, and delete words.
Step 4: Tap the gear icon to display the Dictation settings. You can change the spoken language, turn auto-punctuation on or off, and access other options from this menu.
After using the tool, tap the keyboard icon.
Different dictation commands you can use in Microsoft Word
The best part about Word’s dictation tool is that it allows you to edit, format, and insert punctuation with voice commands.
You can say the name of the punctuation mark or symbol you want to insert, and Word will add it to your document. For example, 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.
In addition to inserting symbols and punctuation marks, you can format your text with voice commands. For example, if you say “I like to use Microsoft Office” and then say “Microsoft bold”, the word Microsoft will be bold 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.
- Newline: for line break
- Insert comment: to add a comment box
- Delete: to remove the last word or punctuation
- Delete that: to delete the last spoken phrase
- Exit dictation: to close the dictation tool
Type with your voice
Dictation tools can be useful when typing long documents. This feature is quite accurate and quite easy to use if you know all the voice commands. Try it and share your experience in the comments section below.
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