How to transcribe - image of a girl using a smart phone voice recognition with her phone

This is a very detailed article for how to transcribe audio, including oral history interviews, and I update it regularly because the world of transcription is evolving fast. This is a comparative  review of transcription and voice recognition tools including speech-to-text (voice recognition using Google, Word, and Dragon), paid transcription services including the new Happy Scribe, and slick technologies to make the DIY transcribing process more efficient. I write biographies, histories, and do family history work for clients, so I have spent a ridiculous amount of time experimenting with methods to transcribe interviews and audio. It is an important but tedious process. I truly hope this article saves you some learning curve.

Transcription tools- logos of: Dragon, Google, oTranscribe, TranscribeMe! Rev

Disclaimer: This page contains some affiliate links which means if you purchase various products we mention by using our links, we make a commission, such as with Amazon. Be assured that I’m only sharing the methods I actually use, but I do appreciate when you buy with my links because it helps fund articles like this one.

The best transcription answer depends on the job:

The best answer for me varies depending on the particulars of each project. In short, I’ll show you how to do dictation and transcription using the most cost-effective and efficient tools, and give you an idea of which tool works best for the job. As a note, recently I had 6 audio hours from a client day spent telling stories. It would have taken me forever to transcribe myself so I clipped the audio into half-hour  chunks and sent them out to various services, while transcribing some of the work myself using different methods. This got the job done, and also gave a good side-by-side comparison of the costs and time involved with each approach.

This article details how to transcribe using the following methods:

  1. Transcribing audio with speech-to-text
    1. Google
  2. Microsoft Office 365
  3. Dragon
  4. oTranscribe
  5. Having a helpful human do it for you
  6. Sending files to HappyScribe
  7. Zoom + Rev and Sending files out to Rev
  8. Sending files out to TranscribeMe
  9. Other methods for having someone to transcribe
  10. How to Transcribe video with YouTube
  11. A new tool for me –
  12. Loom beta – real-time captions + transcripts of videos

(Disclaimer: This page contains affiliate links which means if you purchase some of the products with our links, we might make a small commission. We really appreciate the support you give us when you use our links.  It’s a very small part of our income, but it helps fund our free resources!)

1. How to transcribe with Google Speech-to-Text

If you’re not a great typist, speech-to-text technologies can be wonderful, and Google launched its free service to much fanfare. Its powerful voice recognition does not, however, allow you to upload a file for transcription. Some people suggest that you can play audio next to your computer microphone and have it transcribe, but when I tried, the result was garbage.

Related article: best affordable microphones

Workaround method to transcribe an audio file using Google speech-to-text:

The workaround for dictating an audio file using Google is that you can listen to an audio file and speak the words aloud.  I have found that it is most efficient to listen to the audio on my Android phone with headphones.

Click on this pic to see a video of me dictating an audio file using Google Speech-to-text

These are the steps for using the workaround dictation method:

  1. Open a Google Doc using Chrome as your browser. Other browsers won’t work.
  2. Make sure your microphone is on and functioning.
  3. Click Tools on the navigation bar, select “voice typing.” Then click the large microphone icon that pops up.
  4. Listen to the audio file using your phone or other device with headphones on. Without headphones, Google would hear your warm voice plus the audio playing in the background. Messy!
  5. Then start speaking what you hear.

Video of workaround dictation method:

Here is a video that shows me actually doing the listen/dictate process using Google speech to text (click here to watch it: google speech to text best). My body is not seen in the frame because I am sitting in the chair facing the computer, but I am holding my phone and speaking into my desktop computer microphone. You can’t hear the audio because I am listening with earphones (otherwise two voices would confuse the program). You can hear my voice saying the words I hear, and onscreen Google is doing a reasonable job of taking dictation. It does a decent job–not as accurate or fast as Dragon–but hey, it’s free. Also, you shouldn’t need a powerhouse computer.  This method takes me about the same amount of time as typing a file using oTranscribe, or 1 hour for 30 minutes of audio. (My typing test speed is 85 WPM). Don’t forget: you have to use Chrome as your browser.

2. How to transcribe with Microsoft Word 365:

Okay, so I originally wrote this article like two years ago and regularly come back and edit it. It wasn’t until I was teaching a class last night that a student told me that if you have a Microsoft Office 365 subscription, you can dictate using speech-to-text right in Microsoft Word. This morning I checked it out and sure enough! It’s slick. The principle is the same as when dictating with Google speech-to-text, described above.

Here are the steps to dictate with speech-to-text technology in Microsoft Word:

Note: these were the steps on a Mac. Menus will vary on a PC.

  1. Set up a microphone on your computer. You might get away with the internal mic, but it will be more accurate if you have a decent microphone that sits closer to your mouth.
  2. Open Microsoft Word using your 365 subscription.
  3. Select the “Edit” menu then select “Start Dictation” in the sub-menu, or you may have a microphone icon.
  4. Start speaking.

Here is a screen capture video walking you through the process of dictating into a Microsoft Word document:

Screen shot of paragraph transcribed using Microsoft Word 365 dictation feature: Screen shot showing me dictating a paragraph in Microsoft Word 360

If you are finding this useful, I invite you to check out my “how to conduct oral history interviews” mini course online. It’s full of videos, printable templates, tutorials, and walk-throughs. You’ll love it.

Capture the voice and stories of someone you love

3. How to transcribe audio using Dragon

Note: This article used to have a long section about how to dictate using Dragon. However, Dragon for Mac is no longer supported. The PC version is still alive and well, so I have decided to pull the details from this article, and refer you to my separate detailed tutorial instead. Click here to read my detailed review of how to use Dragon. 

4. How to Transcribe using oTranscribe –  A free tool online that mimics a dictation machine

In the olden days when I worked at a law firm, I typed dictation using a foot pedal dictation machine and headset. The machine used little tapes, and the foot pedal setup was was very efficient. These units can can still be purchased for transcribing digital files but I was wondering how to transcribe efficiently without one. I use oTranscribe solely for the straight-up process of listening to and typing up a file, no voice dictation or speech recognition is involved.

Here is how oTranscribe works:
      • oTranscribe is a free online app. It is browser-based, which means it does not require you to download software.
      • It has keyboard shortcuts for pausing and rewinding instead of using a foot pedal. You can also change the listening speed to faster or slower so you have to rewind less.
      • Once you have it open on your browser, you upload an audio file.
      • Then, you can listen to the digital file (I generally use headphone) and type what I hear right into the text editor online.
      • When I am done, I paste the text into Microsoft Word. Also, oTranscribe does a good job saving the file as you go. When I close the browser and return later, the file is still uploaded and I can begin where I left off (I didn’t expect that). It does occur to me that these files are hanging out there on the Internet somewhere, so when I am processing a confidential or sensitive file, I work offline using Dragon in Microsoft Word instead.

Remember, there is no voice involved with oTranscribe. You cannot use the various speech-to-text dictation methods with oTranscribe online. In other words, oTranscribe is for listening and typing. Bottom line, oTranscribe has been a great productivity boost for when I have no other choice but to physically type up an audio file such as if the audio is bad (e.g., old cassette tapes) or if my voice is tired and I need a break.

Read related full explanation of how to transcribe with oTranscribe 

For the sake of comparison, using oTranscribe took me an hour and five minutes to transcribe a 30-minute audio segment (my typing test speed is 85 WPM).

Here is a screen shot of a transcription I did a while back using oTranscribe:

Screen shot from OTranscribe online

5. Have a helpful human do it for you

Tech is great, but there are some drawbacks, and sometimes you want a human to do it for you. For example, if the audio is old or bad in some way, or if the speakers have a difficult accent. You may be uncomfortable sending it to who-knows-where and wondering who-knows-what might be done with your data. It’s a fair point.

We’ve struggled with finding reliable transcriptionists, but recently found a business that has been around for 22 years that treats transcribing with love. They are located in Arizona, USA. Here is what the owner of MHTranscripts, Teri Schaller, has to say,

“Occasionally I get new clients who do use automated transcription services and the best feedback and encouragement I receive from these clients is how much they love working with us, how complete and well done our transcripts are and how they appreciate our service.  Even if you have an automated transcript, we can work on it to fix the errors and make it look beautiful.

My clients range from Fortune 100 companies to television networks to radio news organizations to the top universities and health care research organizations in the country.  My favorite projects, however, are the audio or video files we transcribe of veterans and families. I love hearing their stories, researching more on their lives and knowing I’m providing something of value for the recipient’s family after the interviewee has passed.
I have personally transcribed over 500 WWII veterans’ stories with the added expertise coming from my degree in WWII History. Clients love our oral history transcripts because we also research every-day people, via sites such as Ancestry or; if the person has died, I will include their obituary and/or any newspaper article written about them at the end of their transcript, photos, whatever I find. Totally personalized transcripts with no-extra charge service.
Feel free to view my website:  I’ve been in business over 22 years now.  I do offer special rates to anyone doing interviews of family/friends/etc.  Small businesses like Evalogue.Life are the backbone of this country. These next few years are going to be a challenge to all of us. Learning from the past from people who lived/live it enriches all of our lives. Reach out to us via the website.”

6. Sending files out to HappyScribe

As of 2020, I have a new favorite transcription service called HappyScribe, which uses a machine but is amazingly accurate. You pay a modest fee per audio hour. Click here to check out HappyScribe.

As of the writing of this article, the price was 12 Euros per audio hour (about $14USD with Oct. 2020 exchange rates). The web-based interface is very easy. You drag and drop audio files or videos, tell it whether you want a transcription or an SRT (video subtitle) and click transcribe. You can upload multiple files at once. It runs in the background and emails you when it is done, usually only taking a few minutes for files in the range of about a half hour. Then you download an amazingly accurate file, complete with timestamps, punctuation, and capitalization. Compared to what I used to get from older versions of Dragon, it’s a night-and-day difference and is a fraction of the cost of Rev.

7. Paying someone else – send audio out to TranscribeMe

TranscribeMe is a big professional service online for transcribing audio. They have a “first pass” service that I understand uses a combination of machine and human transcription to save money. The cost for this service is $0.79 per audio minute. I sent in four audio files that were each about 30 minutes in length, and was surprised at the quality returned–not perfect, but really quite good. I submitted the files at about 1 p.m. on a Saturday and all four were returned by 8 a.m. on Monday. Bottom line: if the audio quality is decent and you don’t need 100% perfect transcription, I was pleased with the mix of quality for the price. I would definitely use this service again when I don’t have time to transcribe something myself.  Here is a link to their website. How to transcribe? Consider sending your files to TranscribeMe. This is a creen shot showing what the results of my audio file transcription looked like using their "First Pass" service.

TranscribeMe has two higher levels of service:

TranscribeMe coupon codeThe “Standard” Transcription Service is 99% accurate, with an edited transcript and 2-3 day turnaround. There are some additional surcharges for certain things like heavy accents or poor audio quality but in general, the cost for this is $2 per audio minute.  Their “Verbatim” is a 100% accurate word-for-word transcript that would be overkill for oral history purposes. Indeed, some of the filler words would actually detract from smooth reading of an interview.  That rate is $2.75 per audio minute.

8. Zoom + Rev and Sending audio to Rev

Rev is another big transcription company online, with straightforward pricing at $1 per audio minute.

Zoom + Rev add-on service

One new development is that as of mid-2020, Rev now has a monthly plan to do real-time captioning of Zoom meetings. I tried it and after monkeying with the settings for a bit, it works beautifully. I’ve now been using it for months and I’m a big fan because I get a transcript automatically whenever I record a Zoom meeting, and there are real-time captions in the meeting so people can follow along if they are having a hard time hearing. The cost is $20 per month. This is a game changer for our oral history business, which has largely shifted to Zoom during the pandemic. This service means we can provide a machine-generated transcript after each interview with no additional work or cost. We’ve been waiting years for this! Click here to read about the Rev + zoom partnership.

Note: there is currently no way to turn off the timestamps in the exported transcripts, but there is a manual workaround in Word (or other similar program). Otherwise, it’s time consuming to remove them manually if you want a transcript that is easy to read. I reached out to the company and they told me they have a new version in beta testing right now that will add the functionality to export a file with or without timestamps so that will be great news. Other services I use such as Happy Scribe and Loom already have this feature and it’s great.

Here is the workaround, provided by a reader, Deborah, whose genius husband figured this out and shared it with me:

  • Copy and paste entire text into Word
  • In the menu bar of Word, click on “Edit” and then “Replace” (may be in a different place in different versions)
  • In the bottom of the box that pops up, click “special” and then click “any digit,” then “replace.”  This will delete any numeric digits.
  • Then, I repeated the same process, but entered a “:” as the symbol I wanted to replace.
  • Do a happy dance that your hundreds of time stamps have magically disappeared!!!

Having Rev transcribe audio files: 

Another option is to send audio files to Rev, you can get a human to transcribe audio files. Of all the methods reviewed in this article, this service provided the most accurate, cleanest final result. I was very, very pleased and if I ever need to get a transcription close to perfect (and don’t have time to do it myself), I would use their service again. I submitted a file at 1:00 p.m. on a Saturday and it was returned to me at 5:00 p.m. the same day even though I did not request expedited service. That particular file was 30 minutes in length, so the cost was $30. The word count was 5,090. By experience, I know that it usually takes about an hour to transcribe 30 minutes of audio, but mine would not have been as perfect as what they returned so really it would have taken me longer for an equivalent result. Note that if you use TapeACall (only available for iPhone), they have an integrated partnership with Rev so it’s easy to send in your audio files recorded by phone for transcription. Here is a link to Rev’s website. How to transcribe audio? Consider using Rev, a great professional service. Here is a screen shot showing a transcription excerpt from Rev

9. Rev with TapeACall

This handy service allows you to tape any call on an iPhone. (Note: it used to be available for Android, and I loved it, but alas, it is no longer supported, so I’m now out of luck).

TapeACall has an automatic integration with Rev if you want to send your audio file within the TapeACall app.

There is a per-minute option. Click here to see their current pricing.  You can try the app for free, but can only listen to a short clip of your call before they make you pay. Lately, I have been using this service a lot for interviews by phone because I never found an app for my phone that worked well. For example, most of the smartphone apps want to record every one of your phone calls. Click here the TapeACall website.

10. How to Transcribe Video YouTube

Did you know that YouTube can transcribe the words that are spoken in a video? This was designed for closed captioning, and also for search engines to pick up your video content. One of the coolest features is to transcribe into another language. So if you are working with a video interview instead of audio, this might be the way to go. Alternatively, you can convert an audio file into a video format and then run it through YouTube, but online reviews suggest that the accuracy isn’t all that great. It seems like a lot of steps to convert audio into video, then upload to YouTube and run it through, especially if the results are mediocre. Many of the comments mention that they couldn’t get it to work. Still, I mention it as an option, especially if language translation is important, or if you are working with video already. If you want to give it a whirl, just do a search on YouTube and there are some good video tutorials showing how to get a transcription using YouTube. Here is a link to a 6 minute tutorial with over 100,000 views.

11. A new tool for me –

I’ve recently been told about a very cost effective tool – for getting a quality machine transcription at a very affordable price. As of right now, there are free options and an annual subscription is $99 for several hours of audio every month. I have heard great things from several students and colleagues, so I’ll be checking it out and reporting back. It may be the most cost effective out-of-house options. Have you used it? Let me know your experience.

11. Loom – transcripts beta 

Loom is a video tool I use to record quick videos and screen captures, such as when I’m sending personal video greetings via email, or when I want to record instructions for tasks to my team. The strength of Loom is that it is web-based, and it’s a simple click of a button to start recording a video, and then I can send that video via a link without having to download big files. (I often do download anyway, such as when I record SOPS, explained below, but this step is optional)

I use Loom regularly to record standard operating procedures (SOPs) and to give my team instructions for how to do various tasks. Rather than sending lengthy emails, I simply start recording and walk through a screen share, showing me actually doing the task. Loom is a subscription service for which I pay $8 a month. (As an aside, it has been a game-changing tool for my workflow that has made delegation so much more efficient.) Anyway, they recently provided beta functionality of a downloadable document with video captioning (subtitles as an SRT file) or a transcript. It works great! Now, when I am recording a video to walk my team through how to do a task, I also export a transcript, which I then copy into the SOP document.

It’s super slick. Since it’s in beta, I wonder if it will continue to be available as part of the $8 per month service or if they will start charging more, because this is a fabulous resource.

Capture the voice and stories of someone you love

Related articles:

Best affordable microphones

Oral History Questions and Audio Resources

12 Tips to Record Voice

Transcribing Audio with Dragon Speech to Text

Transcribing Audio with Google Speech to Text

oTranscribe tutorial article

Rhonda Lauritzen

Rhonda Lauritzen is the founder and an author at Evalogue.Life – Tell Your Story. Rhonda lives to hear and write about people’s lives, especially the uncanny moments. She especially enjoys unplugging in nature. Check out her latest books: How to Storyboard, and Remember When, the inspiring Norma and Jim Kier story

Disclaimer: This page contains affiliate links which means if you purchase some of the products we mention by using our links, we make a commission. Be assured that I’m only sharing the methods I actually use, but I do appreciate when you buy with my links because it helps fund articles like this one.

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