If you are still typing every email, meeting note, and rough idea by hand, there is an easier way.
Microsoft 365 includes two genuinely useful tools: Dictate and Transcribe. They let you speak instead of type, which is handy when you are short on time, fed up with the keyboard, or trying to get ideas down before they vanish.
At Control Alt Delete IT, we often find that people already pay for these features but never use them. So this guide is a simple, human-friendly walkthrough from Wes Davies on how to make them work properly without turning it into a full IT project.
30-Second Summary
Too busy to read the whole thing? Here is the short version:
- Dictate turns your speech into text inside Word, Outlook, and other Microsoft 365 apps.
- Transcribe is better for meetings, interviews, and recorded audio.
- You need:
- a working microphone
- a decent internet connection
- Microsoft 365 signed in and up to date
- You can say things like:
- "full stop"
- "comma"
- "new paragraph"
- It is a great time-saver for small businesses.
- If it is not working properly, we provide it support Bolton businesses can call on for setup, troubleshooting, and advice.
- If you need help getting more from Microsoft 365, we also provide office 365 support Bolton businesses and home users can rely on.
Now, if you want the slightly longer version, carry on.
Why Bother With Dictation at All?
Because typing is slow.
Not always. Not for everyone. But often enough.
If you can talk faster than you can type, and most people can, then Dictate is one of those features that makes you wonder why you ignored it for so long.
It is especially useful if you:
- write lots of emails
- create reports or quotes
- take meeting notes
- think better out loud than at a keyboard
- want to give your wrists a bit of a break
For businesses that need office 365 support Bolton services, this is also a good reminder that Microsoft 365 usually has more built in than people realise. You may already be paying for tools that save time every single day. As part of our managed IT services, we regularly help clients make better use of what they already have.
The Dictation Tool: The Quick Win
The Dictate feature is available in Microsoft Word, Outlook, PowerPoint, and other Microsoft 365 apps. In plain English, it listens to what you say and types it out for you.
It is ideal for:
- emails
- letters
- first drafts
- notes
- "I know what I want to say, I just cannot be bothered typing it"
And yes, when it works well, it feels a bit like cheating.
How to Turn On Dictate
You do not need anything fancy to get started.
Before you begin:
- Make sure your microphone works.
- Make sure you are connected to the internet.
- Make sure Microsoft 365 is signed in properly.
If any of that sounds annoyingly vague, that is exactly the sort of thing we handle with pc maintenance in Bolton.
On desktop:
- Open Word, Outlook, or another Microsoft 365 app.
- Go to the Home tab.
- Click Dictate (the microphone icon).
On Word for the Web:
- Open your document in the browser.
- Go to the Home tab.
- Click Dictate.
- If your browser asks for microphone access, click Allow.
Then do this:
- Start speaking normally.
- Pause between thoughts if needed.
- Click the microphone again when you are done.
That is it. No dramatic training montage required.
Useful Voice Commands That Make Life Easier
If you just talk, Microsoft 365 will usually keep up.
If you want cleaner formatting, use a few simple commands as you go:
- "full stop"
- "comma"
- "question mark"
- "new line"
- "new paragraph"
- "undo"
- "delete"
A few quick tips:
- Speak clearly, not like you are rushing through the shipping forecast.
- Use a quiet room if possible.
- A better headset usually means better results.
If Dictate keeps making a mess of things, the problem is often not the feature itself. It is usually the microphone, permissions, updates, or device setup. That is where proper IT support for Bolton businesses can save a lot of fiddling about.
Transcribe: Better for Meetings, Calls, and Interviews
Dictate is for speaking straight into a document.
Transcribe is for when you have:
- a meeting
- an interview
- a recorded call
- a voice note you want turned into text without replaying it 14 times
It is mainly available in Word for the Web, and it can create a transcript with different speakers separated out. That alone can save a surprising amount of time.
Why Transcribe Is Worth Using
For small businesses, Transcribe is useful because it helps with:
- meeting notes without someone frantically typing
- interviews that need reviewing later
- call summaries you can actually search through
- speaker labels, so you know who said what
How to Use Transcribe
- Open Word for the Web.
- Go to Home.
- Click the arrow next to Dictate.
- Select Transcribe.
- Choose:
- Upload audio for an existing file such as
.mp3,.wav, or.m4a - Start recording for a live conversation
- Upload audio for an existing file such as
- Review the transcript in the side panel.
- Edit anything that needs tidying up.
- Click Add to document if you want to insert it into the page.
Simple idea. Big time-saver.
What You Need for It to Work Properly
You do not need a recording studio.
You do need the basics sorted.
Quick checklist
- A stable internet connection
- Microsoft 365 updated
- A microphone that is not awful
- Microphone permissions enabled in Windows, macOS, or your browser
Laptop microphones are often fine for casual use. But if you are doing a lot of dictation, or using Transcribe for business meetings, a decent USB headset can make a noticeable difference.
At Control Alt Delete IT, we can supply and set up the right hardware if needed. That is part of the practical, no-nonsense small business IT support in Bolton we provide.
Why Ask a Local IT Guy Instead of Wrestling With It Yourself?
Because sometimes "it should only take five minutes" turns into an hour of settings, permissions, updates, and mild regret.
If you are based in Bolton, Daisy Hill, or Westhoughton, Wes Davies at Control Alt Delete IT can help with the practical side of getting Microsoft 365 working the way it should.
That includes:
- Office 365 setup and support
- Teams and SharePoint configuration
- microphone and device troubleshooting
- PC maintenance and performance checks
- remote support or on-site help
If you have been searching for it support Bolton or office 365 support Bolton, this is exactly the sort of everyday issue we deal with. Friendly help. Clear answers. No call-centre script.
A Quick Note on Privacy and Security
One sensible reminder: Dictate and Transcribe process audio in the cloud.
For most people, that is perfectly workable. But if you handle sensitive client data, legal material, or regulated information, it is worth checking your internal rules before using cloud transcription for everything.
If you are unsure, we can help you look at the practical side of security, permissions, and Microsoft 365 setup without drowning you in jargon.
Final Thought
If you already have Microsoft 365, you may as well get your money's worth.
Dictate is brilliant for everyday writing.
Transcribe is ideal for meetings and recorded audio.
Neither tool is difficult to use once it is set up properly.
If you want help with setup, troubleshooting, or getting more from Microsoft 365, Control Alt Delete IT provides friendly, local IT support in Bolton for small businesses and home users.
For help with Microsoft 365, device setup, or a one-off fix, please visit our contact page.
Control Alt Delete IT
Friendly, practical IT support from Wes Davies
www.controlaltdeleteit.co.uk