Why continue writing documents the old way in Microsoft Word When can you dictate the text instead? This is a functionality of Microsoft's word processor that many users are still not aware of. However, the Advantages of Word's voice dictation tool They are very interesting.
After a long period of testing, the idea, born within Microsoft Garage (the company's R&D group), has already been implemented in Microsoft Word for Microsoft 365 and in PowerPoint for Microsoft 365. Also in the versions free Word for the web.
Now that it is a reality, it seems undeniable that Microsoft's Dictate tool It can help us a lot when working with all types of documents. It is especially advantageous for people who have difficulty using the keyboard, have a medical problem, or simply for those who want to work more efficiently and save time.
In this post we are going to see what the voice dictation function in Word is and how we can use it.
What is Microsoft Word voice dictation
Those of us who spend a good part of our lives writing, answering emails and writing documents, sometimes do not realize all the time we spend. Not only that, using the keyboard every day can cause discomfort such as wrist pain and others.
Therefore, the possibility of dictating by voice in Word can be really interesting for many people. The idea is simple: talk to our computer and let it translate our words into the text. In other words: write with your voice.
All of this is possible thanks to cutting-edge voice recognition technology, the same one that is behind Cortana and Microsoft Translator. These are some of its most notable features:
- High-precision speech-to-text conversion.
- Available in 29 spoken languages (60 languages for real-time translation).
- Commands enabled to better define the dictation.
- Two scoring modes: automatic and manual.
- Visual tracking of the speech-to-text conversion process.
How is it used
The Microsoft Word dictation tool can be used on any PC that has Windows 10 or Windows 11 installed. Next, we are going to explain how you can access it and then the basic way to use it:
Activate the voice dictation function in Word
To activate this tool, there are three possible methods:
- 1 method: First of all, we open Word and click on the tab "Start". There, we select "Dictation".
- 2 method: We use the key combination Windows + h. By doing so, a top tab will appear where you can activate online dictation (to deactivate it, the same keys are used).
- 3 method: It is perhaps the most complex of the three. We open Word and search for the word "Options" on the bottom. Then we search «Customize ribbon» and we open the most used commands tab. There we click on «All tabs», then we choose "Start" and finally we choose the option "Voice".
Configure the tool
After activating the tool and before starting to use it, you must click on the Settings icon in the small Microsoft Dictate toolbar. Here we will be able test the microphone to ensure that it works well and, therefore, our voice and its messages will be interpreted correctly.
Another necessary prior step is activate the automatic scoring function, so that our dictation automatically includes periods, commas and other marks without having to pronounce them. It also can dictate text in other languages from the “Spoken languages” command.
Optionally, you can activate or deactivate the swear words filter. If we activate it, curses, swear words and foul words will be automatically blocked. We will not see them in the text, since in their place there will be only a row of asterisks.
After making any of these changes in the Settings window, we must click "Save."
Start dictating
Once the configuration options are established, we can start using the tool. As we talk, we will see how what we say is written on the Word sheet. For the result to be correct, we have to pay attention to some aspects:
Should be also dictate punctuation marks and other indications (period, comma, colon, new line, new paragraph, etc.). For delete a word or piece of text, you have to say "delete", "delete" or "undo".
Finally, you have to know that the result of the dictation will not always be one hundred percent perfect. Therefore, it is important review the resulting text in detail when we finish. In this way we can detect and correct possible spelling or grammatical errors.
Advantages and disadvantages
This magnificent tool can bring us great advantages in our daily lives, although when using it we also have to take into account some possible drawbacks. Although these are relatively unimportant, it doesn't hurt to remember them:
Pros
- We save precious time, since speaking is always less laborious and faster than writing.
- We gain in comfort, since we are not forced to adopt a posture in front of the screen. We can dictate sitting on a couch, walking, or while doing anything else.
- We improve the quality of the text, almost involuntarily. By speaking out loud, it is easier to realize how the text we are dictating ultimately sounds like and we can correct it as we go.
Against
- The transcription is sometimes incomplete. Sometimes it is not possible to insert exclamation or question marks, or confusion occurs when dictating some punctuation marks.
- Doesn't offer much privacy. Unless we are alone at home or in the office, anyone can listen to us and know the content of the text we are dictating.
- The final texts must be reviewed. Unfortunately, despite its high degree of precision, this tool is not free from the possibility of making mistakes. After dictating, it is always time to review what was dictated.
All in all, the final balance of the Word voice dictation tool is extremely positive. It makes life easier. An excellent resource that, with the passage of time and the arrival of future improved versions, will become even better.