Use Microsoft Word to create transcripts from Audio

Media with informative audio requires closed captions and/or transcripts to be accessible. Audio-only media needs transcripts, while video with audio can use captions or both captions and a transcript. Luckily, Microsoft Word can be used to create transcripts for live dictation or prerecorded audio files for up to 300 minutes per month.

Prerecorded Audio

Ensure you have the audio file saved to your computer. Audio files must be in .wav, .mp4, .m4a, .mp3 formats.

1. Open a new Word document. 
2. In the Home tab (usually open by default), select the drop down for Dictate in the Voice group (i.e. select the small down arrow under the Dictate button). 
3. Select Transcribe. The Transcribe panel should pop up on the right side of the Word window. 
4. Select the language in the audio from the drop-down menu. 
5. Select the Upload Audio button, then select the audio file. 
6. Wait for the transcription. Do not close the Transcribe pane while waiting. Text editing can be performed in the document while transcription is processing. 
7. Once the transcript is generated, the text can be added to the Word document. Select the Add to document button at the bottom of the pane and select out of the four options: Just text, With speakers, With timestamps, or With speakers and timestamps.  
   1. Including speakers is important if there is more than one speaker.  
   2. Timestamps are crucial for longer audio files if folks need to reference a particular section of the media, but including every timestamp can be distracting. Best practice is including the timestamps for significant change in speaker, topic change, or slide change. Delete any timestamps that are not relevant. 
   3. If applicable, find-and-replace (Ctrl + H in Windows) can be used to replace generic identification such as “Speaker 1” with names. 
8. Make any corrections to the transcript as needed. The transcription sometimes breaks phrases into sentences incorrectly, so reviewing is important for optimal readability. 
9. Insert or edit headings if needed. For example, audio for a PowerPoint lecture will probably need the slide numbers and titles to be heading 2s. 
10. Provide the transcript either as an accessible document or on a Canvas page or both. 

Live dictation

1. Open a new Word document. 
2. In the Home tab (usually open by default), select the Dictate button in the Voice group. Word will start listening immediately.
3. Make any corrections to the transcript as needed.
4. Insert or edit headings if needed.
5. Provide the transcript either as an accessible document or on a Canvas page or both in addition to the audio file.

• Microsoft support page on Word Transcribe
• Microsoft support page on Word Dictate
• W3C Web Accessibility Initiative on Transcripts