How to Dictate Documents in Microsoft Word

How to Dictate Documents in Microsoft Word:

Most people can speak faster than they type. Take advantage of this superpower by fixing your documents! Using speech-to-text is a great way to get your ideas into writing quickly. We’ll show you how to dictate documents in Microsoft Word on a computer or smartphone.

If you use the Mac or Windows desktop version of Word, you won’t get the Dictate button unless you subscribe to Microsoft 365. However, you can use free microsoft word Web app or smartphone app to direct your heart’s desire. We will assume that you have a good internet connection and a . is a tool with microphone Capable.

How to Use Dictation in Word on Mac, PC or the Web

The steps for dictating documents in Word are largely the same, whether you’re using the desktop app or the browser-based version.

  1. Launch the Word app, either the desktop app on your Mac or PC, or the web app in Chrome, Firefox, or Edge.
  1. In House Menu, select the microphone icon.
  1. If prompted, select the button to do Permission using your microphone.
  1. Web app users will see a toolbar with controls for your microphone. Select the microphone icon to begin dictating.
  1. Once the microphone icon is activated, you can begin speaking, and you will see your words appear in the Word document.
  1. Web users can select the gear icon on the Dictation toolbar to choose the language spoken, which microphone device they want to use, and toggle auto-punctuation and profanity filters on or off.
  1. You can use your keyboard or Word’s suggestions to edit your document without turning off the microphone.
  2. When you are finished, you can exit dictation by selecting close (x) in the dictation toolbar or by pressing the microphone button on the ribbon again.

This is enough to get started with dictating a Word document on a computer. But keep reading for some expert tips and tricks.

How to Use Dictation on Your Smartphone’s Word App

Smartphones are made for dictation. You might find it awkward to talk to yourself, but it’s definitely faster than using your phone’s tiny keyboard.

Start with a new Word document or open an existing document. Tap the screen where you want to start dictating, and then select the microphone icon. You can choose the microphone icon within the Word app itself or the icon on your soft keyboard. Either one will do.

The advantage of using the Word app’s microphone icon is that you’ll have access to some other dictation tools. You’ll see a toolbar, a spacebar, and a carriage return (new line) button, along with standard punctuation. Sometimes tapping those buttons is easier than using voice commands.

You’ll also have access to the gear icon to adjust settings like spoken language, auto punctuation, and abusive filters.

When you select the microphone icon in the Word app for the first time, you may be asked to allow Word to record audio on your phone. You can choose to allow it every time you use the app or only this time.

At any point, you can always select help button, where you’ll find information about all the voice commands you can use.

Tips and Tricks for Dictating in Microsoft Word

Sure, you can dictate the text of a Word document, but do you know of all the other things you can do with voice commands in Word? You can use your voice to edit, format, create lists and add a comment.

Punctuation Tips and Tricks

you will get used to saying names punctuation marks and symbols when you give orders.

  • Add punctuation just saying the name of the punctuation mark you want to insert. you can say things like Period, a little break, new line, and apostrophe.
  • Say open quotes and close quote.
  • you may say oval or dot dot dot… this is up to you!
  • For punctuation marks like parentheses, parentheses, and braces, you can either say Left or open bracket (or parentheses or brace) and either right or close bracket (or parentheses or braces).
  • If it’s a character, you can probably direct it. try commands like asterisk, m-dash, copyright sign, and degree symbol.

Editing Tips & Tricks

Think of it this way. You are the boss and Word is your employee. Just tell Word what you want it to do.

  • if you say remove, Word will remove the last word or punctuation mark that appears before the cursor.
  • if you say remove it, it will remove the last thing you said.
  • You can ask Word to remove a specific word in the middle of a sentence. For example, let’s say you’ve decreed, “You can’t judge a book by its terrible cover.” you could say delete terrible, and then you’ll be left with “You can’t judge a book by its cover”.
  • instead of saying backspace To go back to multiple places over and over again, you can just say backspace [1-100]. In other words, you can say backspace twenty.
  • If you make a mistake, you can always say undo.

Drafting Tips and Tricks

Like editing tips, you can use voice commands to add formatting to specific words or phrases.

  • For simple formatting like adventure, slant, graphs, and strikethrough, you can associate those commands with words or phrases in your document. For example, in the screencap below, we said, “bold phrase, “And it did!
  • To undo all formatting from a document, say clear all formatting.
  • use aligned The command to align your text to the left, right, or center.
  • If you’re not sure if a particular command exists, give it a try and find out. For example, you can say, underline the last sentence, and Word will know exactly what you mean.
  • It’s easy to create lists with commands like start list, start numbered list, and exit list.

Bonus Dictation Tips & Tricks

Before you go, check out these ultimate dictation tips and tricks.

  • Say add comment To create a blank comment box in which you can type.
  • even better, say something like add comment i like this paragraph duration, and it will insert a comment with the text “I like this paragraph”.
  • Dictate currency symbols. you may say dollar sign, pound sterling sign (don’t forget “sterling” or it will insert a # sign), euro sign, or yen sign.
  • add mango emojis like Smiley face, blinking face, heart emoji, or frowny face.

If you know of any more dictation commands in Microsoft Word, leave them in the comments!