Why continue typing documents the old-fashioned way in Microsoft Word when you can dictate the text instead? This is a feature of Microsoft's word processor that many users are still unaware of. However, the advantages of Word's voice dictation tool are quite compelling.
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's a reality, it seems undeniable that Microsoft's Dictate tool can be a great help when working with all kinds of documents. It's especially advantageous for people who have difficulty using a keyboard, a medical condition, 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 drafting documents sometimes don't realize how much time we spend on it. Not only that, but using a keyboard every day can cause discomfort such as wrist pain and other issues.
Therefore, the ability to dictate by voice in Word can be really interesting for many people. The idea is simple: speak to your computer and have it transcribe your words into the text. In other words: write with your voice.
All of this is possible thanks to state-of-the-art voice recognition technology , the same technology behind Cortana and Microsoft Translator. Here 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 you start using it, click the Settings icon in the small Microsoft Dictate toolbar. Here you can test the microphone to make sure it's working properly and that your voice and messages will be interpreted correctly.
Another necessary preliminary step is to activate the automatic punctuation function so that our dictation automatically includes periods, commas, and other punctuation marks without us having to pronounce them. You can also dictate text in other languages ​​using the "Spoken Languages" command.
Optionally, you can enable or disable the profanity filter. If enabled, swear words, profanity, and obscene language will be automatically blocked. You won't see them in the text; instead, there will only be 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:
Punctuation marks and other indications (period, comma, colon, new line, new paragraph, etc.) must also be dictated. To delete a word or text fragment , you must say "delete," "undo," or "remove."
Finally, it's important to know that the dictation won't always be 100% perfect. Therefore, it's crucial to carefully review the resulting text once you've finished. This way, you can identify and correct any 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.