how to write a speech in ms word

How to use speech to text in Microsoft Word

Speech to text in Microsoft Word is a hidden gem that is powerful and easy to use. We show you how to do it in five quick and simple steps

Master the skill of speech to text in Microsoft Word and you'll be dictating documents with ease before you know it. Developed and refined over many years, Microsoft's speech recognition and voice typing technology is an efficient way to get your thoughts out, create drafts and make notes.

Just like the best speech to text apps that make life easier for us when we're using our phones, Microsoft's offering is ideal for those of us who spend a lot of time using Word and don't want to wear out our fingers or the keyboard with all that typing. While speech to text in Microsoft Word used to be prone to errors which you'd then have to go back and correct, the technology has come a long way in recent years and is now amongst the best text-to-speech software .

Regardless of whether you have the best computer or the best Windows laptop , speech to text in Microsoft Word is easy to access and a breeze to use. From connecting your microphone to inserting punctuation, you'll find everything you need to know right here in this guide. Let's take a look...

How to use speech to text in Microsoft Word: Preparation

The most important thing to check is whether you have a valid Microsoft 365 subscription, as voice typing is only available to paying customers. If you’re reading this article, it’s likely your business already has a Microsoft 365 enterprise subscription. If you don’t, however, find out more about Microsoft 365 for business via this link .

The second thing you’ll need before you start voice typing is a stable internet connection. This is because Microsoft Word’s dictation software processes your speech on external servers. These huge servers and lighting-fast processors use vast amounts of speech data to transcribe your text. In fact, they make use of advanced neural networks and deep learning technology, which enables the software to learn about human speech and continuously improve its accuracy.

These two technologies are the key reason why voice typing technology has improved so much in recent years, and why you should be happy that Microsoft dictation software requires an internet connection.

An image of how voice to text software works

Once you’ve got a valid Microsoft 365 subscription and an internet connection, you’re ready to go!

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Step 1: Open Microsoft Word

Simple but crucial. Open the Microsoft Word application on your device and create a new, blank document. We named our test document “How to use speech to text in Microsoft Word - Test” and saved it to the desktop so we could easily find it later.

Step 2: Click on the Dictate button

Once you’ve created a blank document, you’ll see a Dictate button and drop-down menu on the top right-hand corner of the Home menu. It has a microphone symbol above it. From here, open the drop-down menu and double-check that the language is set to English.

One of the best parts of Microsoft Word’s speech to text software is its support for multiple languages. At the time of writing, nine languages were supported, with several others listed as preview languages. Preview languages have lower accuracy and limited punctuation support.

Supported languages and preview languages screen

Step 3: Allow Microsoft Word access to the Microphone

If you haven’t used Microsoft Word’s speech to text software before, you’ll need to grant the application access to your microphone. This can be done at the click of a button when prompted.

It’s worth considering using an external microphone for your dictation, particularly if you plan on regularly using voice to text software within your organization. While built-in microphones will suffice for most general purposes, an external microphone can improve accuracy due to higher quality components and optimized placement of the microphone itself.

Step 4: Begin voice typing

Now we get to the fun stuff. After completing all of the above steps, click once again on the dictate button. The blue symbol will change to white, and a red recording symbol will appear. This means Microsoft Word has begun listening for your voice. If you have your sound turned up, a chime will also indicate that transcription has started.

Using voice typing is as simple as saying aloud the words you would like Microsoft to transcribe. It might seem a little strange at first, but you’ll soon develop a bit of flow, and everyone finds their strategies and style for getting the most out of the software.

These four steps alone will allow you to begin transcribing your voice to text. However, if you want to elevate your speech to text software skills, our fifth step is for you.

Step 5: Incorporate punctuation commands

Microsoft Word’s speech to text software goes well beyond simply converting spoken words to text. With the introduction and improvement of artificial neural networks, Microsoft’s voice typing technology listens not only to single words but to the phrase as a whole. This has enabled the company to introduce an extensive list of voice commands that allow you to insert punctuation marks and other formatting effects while speaking.

We can’t mention all of the punctuation commands here, but we’ll name some of the most useful. Saying the command “period” will insert a period, while the command “comma” will insert, unsurprisingly, a comma. The same rule applies for exclamation marks, colons, and quotations. If you’d like to finish a paragraph and leave a line break, you can say the command “new line.”

These tools are easy to use. In our testing, the software was consistently accurate in discerning words versus punctuation commands.

Phrase and output screen in Microsoft Word

Microsoft’s speech to text software is powerful. Having tested most of the major platforms, we can say that Microsoft offers arguably the best product when balancing cost versus performance. This is because the software is built directly into Microsoft 365, which many businesses already use. If this applies to your business, you can begin using Microsoft’s voice typing technology straight away, with no additional costs.

We hope this article has taught you how to use speech to text software in Microsoft Word, and that you’ll now be able to apply these skills within your organization.

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How to Record From Voice to Microsoft Word Text: A Step-by-Step Guide

Recording your voice and having it transcribed into text on Microsoft Word is a pretty nifty feature. It’s like having your very own secretary, without the coffee runs. It’s perfect for when you’re on the go and have a brilliant idea that just can’t wait. Or maybe typing isn’t your thing and you’d rather talk it out. Either way, it’s a simple process that can save you time and keep your ideas flowing.

Step by Step Tutorial on Recording From Voice to Microsoft Word Text

Before we dive into the step-by-step guide, let’s talk about what we’re trying to achieve here. We want to take your spoken words and turn them into written text on a Microsoft Word document. It might sound like something out of a sci-fi movie, but it’s actually pretty straightforward with the right tools.

Step 1: Set up your microphone

First things first, you’ll need a good-quality microphone. Make sure it’s plugged in and set as your default recording device.

Setting up a microphone might seem daunting, but it’s usually as simple as plugging it into your computer. If you’re using a laptop, you might already have a built-in microphone. Just make sure it’s not covered or blocked by anything.

Step 2: Open Microsoft Word

Now that your microphone is ready to go, open up Microsoft Word on your computer.

You’ll need a relatively recent version of Word to use the voice transcription feature. If you’re running an older version, you might need to upgrade or find a different method for voice-to-text.

Step 3: Access the Dictate feature

Look for the ‘Dictate’ button in the Home tab on the ribbon. It’s usually near the top right of the screen.

The Dictate feature is powered by Microsoft’s speech recognition technology. It’s the same tech that powers Cortana, so you know it’s pretty smart.

Step 4: Start dictating

Click on ‘Dictate’ and wait for the red recording icon to appear. Then start speaking clearly and at a moderate pace.

Remember to enunciate and speak naturally. The software is good, but it’s not perfect. If you mumble or talk too fast, it might not catch everything.

Step 5: Edit the transcribed text

Once you’re done speaking, click the Dictate button again to stop recording. You can then edit the transcribed text as you would with any other text in Word.

The transcription isn’t always going to be 100% accurate. You’ll need to go through and make corrections, just like you would with a human transcriber.

After you’ve completed these steps, your spoken words should be neatly transcribed into text in your Microsoft Word document. You can then format, edit, and use the text just like any other text in Word.

Tips for Recording From Voice to Microsoft Word Text

Use a quiet room with minimal background noise to ensure the best transcription accuracy.
Speak at a steady, moderate pace and enunciate clearly to help the software understand you.
Use punctuation commands like “comma,” “period,” or “new paragraph” to format the text as you speak.
Review and edit the transcribed text carefully, as the software can make mistakes.
If you’re planning to record for a long time, take breaks to rest your voice and maintain clarity.

Frequently Asked Questions

Can i use any microphone for voice-to-text in microsoft word.

You can, but for the best results, use a high-quality microphone that’s designed for voice recording.

Is voice-to-text in Word available on all versions?

The Dictate feature is available in Microsoft 365 and the most recent versions of Word. If you have an older version, you might not have access to this feature.

Can I use voice-to-text in Microsoft Word on my phone or tablet?

Yes, the mobile versions of Word also support voice transcription. The process might be slightly different, but the basic steps are the same.

How accurate is the voice-to-text transcription in Microsoft Word?

It’s pretty accurate, but it’s not perfect. You’ll need to review and edit the text to correct any mistakes the software might make.

Can I dictate in languages other than English?

Yes, Microsoft Word’s Dictate feature supports multiple languages. Just make sure you’ve set your language preferences correctly before you start dictating.

Set up your microphone and make sure it’s the default recording device.
Open Microsoft Word on your computer.
Access the Dictate feature in the Home tab.
Start dictating your speech.
Edit the transcribed text.

Recording your voice directly into Microsoft Word can save you a ton of time and keep your ideas flowing without interruption. Imagine being able to brainstorm and get your thoughts down on paper (or screen, in this case) without having to stop and type everything out. With the simple steps outlined above, you’ll be turning your spoken word into text in no time.

Keep in mind that while technology is a fantastic tool, it’s not without its quirks. You’ll need to speak clearly and possibly make some edits to the transcribed text. But don’t let that deter you. With a little practice, you’ll be a voice-to-text pro. And who knows? This could completely change your workflow, making you more productive than ever. So go ahead, give it a try, and see how recording from voice to Microsoft Word text can elevate your document-creation game.

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Read his full bio here.

How to Dictate in Word: A Step-by-Step Guide for Voice Typing

Dictating in Word can be a real time-saver! Instead of typing everything out, you can just speak, and Word will type it for you. How cool is that? All you need is a microphone, and you’re good to go. Let’s dive into the steps to get you dictating like a pro in no time.

Step by Step Tutorial on How to Dictate in Word

Before we get into the nitty-gritty, it’s important to know that dictating in Word can revolutionize how you work. You can get your thoughts down much faster, which is great for those who think quicker than they type. Plus, it’s super helpful for those with physical limitations that make typing difficult.

Step 1: Check Your Equipment

To dictate in Word, you need a microphone. Most laptops have one built-in, but you can also use an external mic.

Having a good quality microphone ensures that Word can understand you clearly. If your laptop doesn’t have a built-in mic or if you’re not happy with its quality, consider buying an external one.

Step 2: Open Word

Open up a new or existing Word document where you want to start dictating.

Before you can start speaking your thoughts into existence, you need to have Word open. It’s like opening a blank canvas before painting.

Step 3: Click on the "Home" tab

Find the "Home" tab at the top of the Word window.

The "Home" tab is where all the magic happens. It’s your command center for all things Word.

Step 4: Select "Dictate"

Look for the microphone icon in the top right corner and click on it to start dictating.

This little microphone icon is your gateway to hands-free typing. Click it, and watch as your words appear on the screen.

Step 5: Start Speaking

Once you click "Dictate," wait for the icon to turn red, then start speaking your text.

Speak clearly and at a moderate pace. Remember to say punctuation marks out loud, like "comma" or "period," to include them in your text.

Step 6: Edit as Needed

After you’ve finished dictating, go through the text and make any necessary edits.

Even the best technology isn’t perfect. Always proofread to catch any mistakes and make sure your text is just how you want it.

After you’ve completed these steps, your document will have all your spoken words converted to text. It’s like having a personal scribe who types up everything you say!

Tips for Dictating in Word

Speak clearly and at a steady pace for best results.
Use phrases like "new line" or "new paragraph" to organize your text.
Say punctuation marks out loud; for example, "period" or "comma."
Proofread your document after dictating, as there may be some errors.
Practice makes perfect; the more you use it, the better it gets at recognizing your voice.

Frequently Asked Questions

What do i do if word isn’t picking up my voice.

Make sure your microphone is connected properly and that the volume is turned up. Also, check that Word has permission to access your mic in your computer’s privacy settings.

Can I dictate in different languages?

Yes, Word’s dictation feature supports multiple languages. Just make sure to set the correct language before you start dictating.

How accurate is Word’s dictation?

Word’s dictation is fairly accurate, but it might make some mistakes. That’s why it’s important to proofread after dictating.

Can I add punctuation or formatting while dictating?

Yes, you can. Say the name of the punctuation or formatting you wish to add, like "comma" or "bold."

What should I do if Word stops dictating suddenly?

Check your internet connection, as Word’s dictation feature requires it to work. Also, make sure your microphone is still connected.

Check your mic
Click the "Home" tab
Select "Dictate"
Start speaking
Edit your document

In conclusion, dictating in Word is a fantastic tool that can significantly enhance your productivity and accommodate various accessibility needs. With a little bit of practice and attention to detail, you can effortlessly transform your spoken words into written text, streamlining your workflow and freeing up valuable time. Don’t forget to check your microphone setup, speak clearly, and proofread your work for the best results. As we embrace the era of technology in all aspects of our lives, harnessing the power of voice-to-text conversion is yet another leap towards more efficient and inclusive communication. Whether you’re a fast thinker, physically unable to type, or simply looking to optimize your work process, give Word’s dictation feature a try—you might just be pleasantly surprised at how well it works.

Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.

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How to use speech-to-text on Microsoft Word to write and edit with your voice

You can use speech-to-text on Microsoft Word through the "Dictate" feature.
With Microsoft Word's "Dictate" feature, you can write using a microphone and your own voice.
When you use Dictate, you can say "new line" to create a new paragraph and add punctuation simply by saying the punctuation aloud.
If you're not satisfied with Word's built-in speech-to-text feature, you can use a third-party program like Dragon Home.
Visit Business Insider's Tech Reference library for more stories.

While typing is certainly the most common way to create and edit documents in Microsoft Word , you're not limited to using a keyboard.

Word supports speech-to-text, which lets you dictate your writing using voice recognition.

Speech-to-text in Word is convenient and surprisingly accurate, and can help anyone who has issues typing with a typical keyboard.

You can use speech-to-text in Microsoft Word in the same way on both Mac and PC.

Check out the products mentioned in this article:

Apple macbook pro (from $1,299.00 at apple), acer chromebook 15 (from $179.99 at walmart), how to use speech-to-text on word using dictate.

Make sure you have a microphone connected to your computer. This can be built-in, like on a laptop, or a separate mic that you plug into the USB or audio jack.

It doesn't matter which type you use, though the best kind of mic to use is a headset, as it won't need to compete with as much background noise as a built-in microphone.

1. In Microsoft Word, make sure you're in the "Home" tab at the top of the screen, and then click "Dictate."

2. You should hear a beep, and the dictate button will change to include a red recording light. It's now listening for your dictation.

3. Speak clearly, and Word should transcribe everything you say in the current document. Speak punctuation aloud as you go. You can also say "New line," which has the same effect as pressing the Enter or Return key on the keyboard.

4. When you're done dictating, click "Dictate" a second time or turn it off using your voice by saying, "Turn the dictate feature off."

You can still type with the keyboard while Dictate is on, but if you click outside of Word or switch to another program, Dictate will turn itself off.

Want to change languages? You can click the downward arrow on the Dictate button to choose which of nine or so languages you want to speak. You might also see additional "Preview Languages," which are still in beta and may have lower accuracy.

Speech-to-text alternatives

You're not limited to using the Dictate feature built into Word. While not as popular as they once were, there are several commercial speech-to-text apps available which you can use with Word.

The most popular of these, Dragon Home , performs the same kind of voice recognition as Word's Dictate, but it also lets you control Word, format text, and make edits to your text using your voice. It works with nearly any program, not just Word.

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Main content

How to Dictate Documents in Microsoft Word

Great for writing speeches or your autobiography

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

If you use the Mac or Windows desktop version of Word, you won’t find the dictate button unless you subscribe to Microsoft 365. However, you can use the free Microsoft Word web app or smartphone apps to dictate to your heart’s desire. We’ll assume you have a good internet connection and a device with a microphone enabled.

How to Dictate Documents in Microsoft Word image 1

How to Use Dictation in Word on Macs, PCs, or the Web

The steps for dictating documents in Word are largely the same, no matter whether you’re using the desktop app or the browser-based version.

Launch the Word app, either the desktop app on your Mac or PC or the web app in Chrome, Firefox, or Edge.

How to Dictate Documents in Microsoft Word image 2

In the Home menu, select the microphone icon.

How to Dictate Documents in Microsoft Word image 3

If prompted, select the button to Allow the use of your microphone.

How to Dictate Documents in Microsoft Word image 4

Web app users will see a toolbar with controls for your microphone. Select the microphone icon to begin dictating.

How to Dictate Documents in Microsoft Word image 5

Once the microphone icon is activated, you can begin speaking, and you’ll see your words appear in the Word document.

How to Dictate Documents in Microsoft Word image 6

Web users can select the gear icon on the dictation toolbar to choose the spoken language, select which microphone device they want to use, and toggle auto-punctuation and the profanity filter on or off.

How to Dictate Documents in Microsoft Word image 7

You can use your keyboard or Word’s suggestions to edit your document without needing to turn the microphone off.
When you’re finished, you can exit dictation by selecting Close ( X ) in the dictation toolbar or pressing the microphone button on the ribbon again.

That’s 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 feel strange talking to yourself, but it’s certainly faster than using your phone’s tiny keyboard.

How to Dictate Documents in Microsoft Word image 8

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

How to Dictate Documents in Microsoft Word image 9

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

How to Dictate Documents in Microsoft Word image 10

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

How to Dictate Documents in Microsoft Word image 11

The first time you select the microphone icon in the Word app, you may be prompted to grant Word permission to record audio on your phone. You can choose to either allow it every time you use the app or only this time.

How to Dictate Documents in Microsoft Word image 12

At any point, you can always select the Help button, where you’ll find information on 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 did you know about all the other things you can do in Word with voice commands? You can use your voice to edit, format, create lists, and add a comment.

Punctuation Tips & Tricks

You’ll get used to saying the names of punctuation marks and symbols when you dictate.

How to Dictate Documents in Microsoft Word image 13

Add punctuation simply by saying the name of the punctuation mark you want to insert. You can say things like period , comma , new line , and apostrophe .
Say open quotes and close quotes .
You can say ellipsis or dot dot dot … it’s up to you!
For punctuation like parentheses, brackets, and braces, you can say either left or open bracket (or parentheses or brace) and either right or close bracket (or parentheses or brace).
If it’s a character, you can probably dictate it. Try commands like asterisk , m-dash , copyright sign , and degree symbol .

Editing Tips & Tricks

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

How to Dictate Documents in Microsoft Word image 14

If you say delete , Word will delete the last word or punctuation mark that appears before the cursor.
If you say delete that , it’ll remove the last thing you said.
You can tell Word to delete a specific word in the middle of a sentence. For example, let’s say you dictated, “You can’t judge a book by its awful cover.” You could say delete awful , and then you’d be left with “You can’t judge a book by its cover.”
Rather than saying backspace repeatedly to go back several spaces, 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 .

Formatting Tips & Tricks

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

How to Dictate Documents in Microsoft Word image 15

For simple formatting like bold , italics , underline , and strikethrough , you can pair those commands with words or phrases in your document. For example, in the screencap below, we said, “ bold phrases ,” and it did!
To undo all the formatting from the document, say clear all formatting .
Use the align command to align your text left, right, or center.
If you’re not sure a particular command exists, try it and find out. For example, you can say, underline last sentence , and Word will know exactly what you mean.
Creating lists is easy with commands like start list , start numbered list , and exit list .

Bonus Dictation Tips & Tricks

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

How to Dictate Documents in Microsoft Word image 16

Say add comment to create a blank comment box that you can type into.
Even better, say something like add comment I love this paragraph period , and it will insert a comment with the text “I love this paragraph.”
Dictate currency symbols. You can say dollar sign , pound sterling sign (don’t forget the “sterling” or it will insert the # sign), euro sign , or yen sign .
Insert common emojis like smiley face , winky face , heart emoji , or frowny face .

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

Maggie Marystone is a freelance technology writer, human rights worker, and storyteller based in Chicago. Read Maggie's Full Bio

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How to Use the Dictation Tool in Microsoft Word

Pankil is a Civil Engineer turned freelance writer. Since his arrival at Guiding Tech in 2021, he delves into the world of how-tos, and troubleshooting guides for Android, iOS, and Windows. Besides his new-found love for mechanical keyboards, he's a disciplined footfall fan and loves international travel with his wife.

Microsoft Word includes speech-to-text functionality, allowing you to write and edit your documents in various languages.
The dictation tool is available on all platforms, including PC, Mac, Android, iPhone, and the web.
Word’s dictation tool also lets you edit, format, and insert punctuation marks using voice commands.

On Microsoft Word for PC or Mac

After you’ve connected a microphone to your computer, you can start using the dictation tool in Microsoft Word. You can use the following steps to dictate documents on both Windows and Mac.

Step 1: Open any document in Microsoft Word.

Step 2: In the Home tab, click the Dictate button.

Step 3: When you activate the Dictate button, you will see a red dot appear on it. Additionally, a small recording window will also appear. After that, you can start speaking to see text appear on the screen.

Step 4: Click the gear-shaped icon to change your spoken language or select a different audio input device. Additionally, you can enable auto-punctuation and filter for sensitive phrases from this menu.

You can pause the dictation tool by clicking the microphone icon or close it by clicking the X icon . Note that if you switch to another app or program on your computer, the dictation tool will pause automatically.

On Microsoft Word Online

Using the dictation tool in Microsoft Word Online is a similar experience to one on the desktop. You can use the web version of Microsoft Word for free with your Microsoft account.

The dictation tool in Word Online works with all the popular browsers, including Chrome, Edge, Firefox, and Brave. Here’s how you can use it.

Step 1: Open your preferred web browser and visit Microsoft Word for Web .

Step 2: Sign in with your Microsoft account and open a new or existing document.

Step 3: Click the Dictate icon and allow the browser to access your microphone if you haven’t already.

Step 4: Once the floating dictation window appears, Word should start transcribing everything you say in your document.

Using Dictate Tool in Microsoft Word Online

You can click the cog-shaped icon to change language, microphone device, and access additional options.

How to Use the Dictation Tool in Microsoft Word on Mobile

Microsoft Word’s dictation tool isn’t just for desktop users. You can also use this tool to dictate documents on your Android or iPhone. This saves you from typing a lot while creating long documents with your phone.

Step 1: Open the Microsoft Word app on your Android or iPhone.

Step 2: Open any existing document or create a new one. Tap the microphone icon on your right. You may have to grant Word permission to record audio if you’re using this feature for the first time.

Step 3: The app should start recording your voice and transcribing everything you say. You can use the available shortcuts to add punctuation, new lines, and erase words.

Dictate Tool in Microsoft Word Mobile App

Step 4: Tap the gear-shaped icon to reveal the dictation settings. You can change the spoken language, enable or disable auto-punctuation, and access other options from this menu. After using the tool, tap the keyboard icon .

Dictation Tool Settings in Word for Mobile

Various Dictation Commands You Can Use in Microsoft Word

The best part about Word’s dictation tool is that it lets you edit, format, and insert punctuation marks using voice commands.

You can say the name of the punctuation mark or a symbol you want to insert, and Word will add it to your document. For instance, if you say “comma,” Word will insert a comma. Likewise, you can also say “plus sign” or “equal sign,” and Word will add it to your document.

Aside from inserting symbols and punctuation, you can format your text using voice commands. For instance, if you say “I love using Microsoft Office” and then say “Bold Microsoft,” it will bold the word Microsoft in your sentence. Likewise, you can use formatting commands to italicize, highlight, or underline words in a sentence .

Here are some additional dictation commands you can use in Microsoft Word.

New line: to leave a line break
Insert comment: to add a comment box
Delete: to delete the last word or punctuation mark
Delete that: to remove the last spoken phrase
Exit dictation: to close the dictation tool

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Last updated on 27 June, 2024

The above article may contain affiliate links which help support Guiding Tech. However, it does not affect our editorial integrity. The content remains unbiased and authentic.

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While many of us use both Siri and Alexa, the keyboard still reigns supreme when writing. Even if we usually speak faster than type, we think better with keys on our fingers.

However, when Google Doc's voice typing feature came out, many were curious if Word offered the same innovation. We checked it out: we opened Word, and there it was in the top right corner of the ribbon.

So to help you eke out the most out of Word, we'll share how to get started with Dictate , the most common English commands you should know, and the languages the speech-to-text feature supports.

How to Use Dictation on Microsoft Word

Microsoft Word is available in five different platforms—Windows, macOS, iOS, Android, and Web. Whatever platform you're using, you have to either log in or create a free Microsoft account to use the dictate feature.

If you're planning to use this feature on your computer, make sure you have a microphone installed on your computer. If you don't have one yet, you can check out our guide to the best microphones . Alternatively, you can also use your Android device as a mic.

Using Dictate on Windows, macOS, and Web

Once logged in, all you have to do is to press the Dictate button on the ribbon, and voila! You're good to go! You should see a small recording window with a Settings button, a Mic icon , and a question mark for Help . When Dictate starts, you should either see a "Listening" prompt or a red Mic icon.

Using Dictate on iOS and Android

If you're using the Dictate feature on your iOS or Android device, the procedure is a bit different. Instead of looking for the dictate button on the ribbon, you'll spot it right on the screen at the upper right of the formatting menu.

As soon as you click the button, it will start recording your input immediately.

Using Dictate on iPad

On your iPad, the dictate feature is embedded directly in your on-screen keyboard. You'll find the microphone icon to the left of your spacebar. As soon as you press that, you'll get a spectrogram view of your voice recording.

Before you start speaking, allow the Microsoft Word app to use the microphone when you're using it for the first time!

Writing with Your Voice: Essential Commands

Using Microsoft Word's dictate feature is as simple as speaking into your mic. However, it cannot read intonation, punctuation, and intent (yet), so we have to say it out loud.

Here's a list of some commands that you can give while dictating.

Basic Commands

Next line: enter
undo: reverses the last action or command
delete: removes the last word or punctuation
delete that: removes the last spoken phrase
delete [word/phrase]: removes the latest instance of [word/phrase]

Punctuations

period/full stop: " . "
comma: " , "
question mark: " ? "
exclamation mark/point: " ! "
apostrophe: " 's "
colon: " : "
semicolon: " ; "
strikethrough
superscript

You can use the above commands on any word or phrase you've previously dictated. For example, if you say "the quick brown fox jumps over the lazy dog", then you can follow it up by saying "underline jumps" to get the same sentence with the word "jumps" underlined.

The following formatting commands are also available, although you cannot apply them to specific words or phrases.

decrease indent
alight [left/center/right]
clear all formatting

Making Lists

If you want to dictate a bulleted or numbered list, you can use the following commands:

start numbered list

Mathematics and Finance

If you want to do some heavy writing, Microsoft Word allows you to insert math and currency symbols using dictate.

plus sign: " + "
minus sign: " - "
multiplication sign: " x "
division sign: " ÷ "
equal sign: " = "
percent sign: " % "
number/pound sign: " # "
plus or minus sign: " ± "
less than sign/left angle bracket: " < "
greater than sign/right angle bracket: " > "

Other Symbols

Microsoft Word also allows you to use other signs and symbols for dictation. These make it easier for you to dictate email addresses, website URLs, and others.

asterisk: " * "
forward slash: " / "
backslash - " \ "
vertical bar sign/pipe character: " | "
underscore: " _ "
em-dash: " --"
en-dash: " - "
at-sign: " @ "
ampersand/and sign: " & "

You can also have a little bit of fun with Word's emoji commands.

smiley face: " :) "
frowny face: " :( "
winky face: " ;) "
heart emoji: " <3 "

Dictation Commands

You can use these commands if you want to access the menu icons on the dictation window without using your mouse.

pause dictation
exit dictation

How to Change Word's Dictation Settings

You can change Word's dictation settings by selecting the gear icon on the dictation window. Here, you can change the following options:

Auto punctuation : It allows Word to automatically place punctuation in your document if supported in your dictation language.
Profanity filter : Marks offensive words and phrases with **** instead of the spoken word.
Spoken language : This lets you choose the dictation language in the drop-down menu.

Supported Languages

Aside from English, Microsoft Word also supports the following languages for dictation:

Each of these languages has its own set of commands you can use to dictate in the app effectively. Visit Microsoft Support for the complete list.

Related: Yes, Get Microsoft Word for Free: Here's How

Microsoft Word Dictation: More Than Just a Nifty Feature

Although the most common use of voice-typing is for taking notes when we're on the go, Microsoft Word's dictation tool is powerful enough for us to write complete papers. We can even use it to create a full-fledged document, with proper formatting and spacing.

Although, it's difficult to get used to the first time, it's a breeze to work with once you get the hang of it. Also, it's not just a nifty tool to improve your productivity, the dictate function is an excellent accessibility innovation for users with injuries or disabilities.

So whether you're suffering from repetitive stress injury or a gaming-related cramp, or have limited use of your hands, voice-typing is available to help you accomplish your writing tasks in Microsoft Word.

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How to use speech-to-text on Microsoft Word to write and edit with your voice

Dave johnson .

You can use speech-to-text on Microsoft Word through the "Dictate" feature.
With Microsoft Word 's "Dictate" feature, you can write using a microphone and your own voice.
When you use Dictate, you can say "new line" to create a new paragraph and add punctuation simply by saying the punctuation aloud.
If you're not satisfied with Word's built-in speech-to-text feature, you can use a third-party program like Dragon Home.

While typing is certainly the most common way to create and edit documents in Microsoft Word , you're not limited to using a keyboard.

Word supports speech-to-text, which lets you dictate your writing using voice recognition.

Speech-to-text in Word is convenient and surprisingly accurate, and can help anyone who has issues typing with a typical keyboard.

You can use speech-to-text in Microsoft Word in the same way on both Mac and PC.

Check out the products mentioned in this article:

Apple macbook pro (from $1,299.00 at apple), acer chromebook 15 (from $179.99 at walmart), how to use speech-to-text on word using dictate.

Make sure you have a microphone connected to your computer. This can be built-in, like on a laptop, or a separate mic that you plug into the USB or audio jack.

It doesn't matter which type you use, though the best kind of mic to use is a headset, as it won't need to compete with as much background noise as a built-in microphone.

1. In Microsoft Word, make sure you're in the "Home" tab at the top of the screen, and then click "Dictate."

2. You should hear a beep, and the dictate button will change to include a red recording light. It's now listening for your dictation.

4. When you're done dictating, click "Dictate" a second time or turn it off using your voice by saying, "Turn the dictate feature off."

You can still type with the keyboard while Dictate is on, but if you click outside of Word or switch to another program, Dictate will turn itself off.

Speech-to-text alternatives

You're not limited to using the Dictate feature built into Word. While not as popular as they once were, there are several commercial speech-to-text apps available which you can use with Word.

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How to transcribe audio in microsoft word.

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Microsoft debuted in August 2020 an audio transcription feature for the online version of Word that converts audio (recorded or uploaded from a file) directly to text, and even separates the text based on the speaker. Here's how to use the feature.

To transcribe audio with Word, you must be a Microsoft 365 premium subscriber . If you have the free version and you try to use the feature, you'll be met with a message asking you to subscribe.

You can have Word transcribe audio that you record directly within Word. Sign in to Microsoft 365, and open Word. In the "Home" tab, click the arrow next to "Dictate" and then select "Transcribe" from the menu that appears.

If this is your first time using the feature, you'll need to give Microsoft permission to access your microphone .

Give permission to onedrive to use your microphone

The "Transcribe" pane will open in the right-hand side of the window. Select "Start Recording."

Once selected, the timer will start. Now, you'll want to begin speaking. You won't see the transcription happen live as you're speaking because Microsoft found that to be a bit too distracting during its testing.

After you're finished, click the "Pause" button and then select "Save and Transcribe Now."

It may take a few minutes for Word to finish transcribing the audio recording and uploading it to OneDrive .

Once this is done, you'll see the transcription appear in the same pane you recorded the audio. Each section will have a timestamp, the speaker's name, and the transcribed text. Microsoft automatically separates the text by the speaker.

If Word detects multiple speakers, you'll see "Speaker 1," Speaker 2," and so on. If Word can't detect multiple speakers, you'll just see "Speaker."

You might notice that the transcript doesn't perfectly reflect the recorded audio accurately. You can edit a section of the transcript by hovering your mouse over the incorrect text and then selecting the pen icon.

Now you can edit the transcription found in this section. You can also edit the name of the speaker, as well as every instance where the speaker (i.e., Speaker 1 or Speaker 2) appears by ticking the box next to "Change All Speaker." When you're finished, click the checkmark.

If necessary, you can use the playback controls to revisit the audio recording. This is necessary if the transcript is long, and you can't remember exactly who said what. Here's the function of each button, from left to right:

Playback speed
Fast forward

When you're finished editing the transcript, you can add it to the document by selecting the "Add All To Document" button at the bottom of the pane.

Once selected, the audio recording and the content of the transcript will appear in the document.

If you already have an audio file that you want to transcribe, you can upload it to Word. Sign in to Microsoft 365, and open Word. In the "Home" tab, click the arrow next to "Dictate" and then select "Transcribe" from the menu that appears.

The "Transcribe" pane will open in the right-hand side of the window. Select "Upload Audio." You can upload these audio file types:

File Explorer (Finder for Mac) will open. Navigate to the location of the audio file, select it, and then click "Open."

Microsoft will begin transcribing the audio file. Depending on the size of the file, this could take quite a bit of time.

Once Microsoft finishes transcribing the audio file, the text will appear in the pane.

If you face the same issue with your audio file, you can edit the text by hovering over the section and clicking the "Pen" icon. If you need to hear the audio again, you can do so by using the audio controls.

Next, edit the name of the speaker (and each instance that the speaker appears by ticking the "Change All Speaker" box) and the text from that section. When finished, click the "Checkmark."

Once you've edited the content of the transcript, click "Add All To Document."

Add all audio transcript content to Word doc

The audio file and text of the transcript will be added to the Word document.

While not perfect, this feature can potentially save you a lot of time, especially if the speaker in the audio is speaking clearly.

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Home » Tech Tips » Apps » How to Use Voice Typing in Microsoft Word Windows and Mac?

How to Use Voice Typing in Microsoft Word Windows and Mac?

Preparing a long document by typing word by word can easily make you boring. Microsoft Word being a most popular documentation software offers simple solution to overcome this situation. It is called “Dictate” feature which helps to convert your speech to text and type on the document. You can use voice typing in Microsoft Word without touching keyboard and finish the document quickly. After finishing the document, you can use Editor to check spelling and grammar to correct mistakes before sharing the document with others.

Voice Typing in Microsoft Word

Before explaining the function in Word, here are the things you should understand.

Voice typing or dictate function needs internet connection. This means, your voice input is sent to Microsoft and processed for converting to text. Though Microsoft claims they do not store any voice data, you should be aware of this and avoid using dictation for preparing confidential documents.
The function is available in both Windows and Mac versions of Word as part of Microsoft 365 subscription.
You do not need to activate voice typing and is available as an in-built feature in Word. Similarly, you also do not need any additional configurations in system level.
Dictate feature in Word is different than “Voice typing” accessibility feature in Windows operating system and “Dictation” feature in macOS.

Considering voice typing or dictation is part of both operating system and Word, here are the possible ways to use in Word:

Dictate feature in Word for Windows
Voice typing feature in Windows OS
Dictate feature in Word for Mac
Dictation feature in macOS

1. Use Voice Typing in Word Windows Version (Dictate)

It is super easy to start using dictation in Word.

Open a blank Word document and go to “Home” tab.
Click on “Dictate” icon from the ribbon to open a toolbar menu.

Click the microphone icon in the toolbar and start speaking. Word will automatically recognize your voice input and start converting to text in your document. However, make sure you have stable internet connection for this to work faster.

Dictation Working in Word Windows Version

For configuring the dictation, click on the gear icon in the toolbar. You have options to select the language, microphone device , adjust volume, enable auto-punctuation and filter sensitive phrases. If you make changes, make sure to click “Save” button to apply your settings.

Configure Dictation Settings in Word Windows

2. Use Windows Voice Typing in Word

As mentioned above, Windows has a separate feature called voice typing. This works similar as Word dictation and generate text output from voice or audio input. Earlier, you should setup external microphone and configure voice recognition for using Windows voice typing feature. Now, you can simply start using the feature by using a keyboard shortcut on any text input screen.

Open your Word document and press “Win + H” keys.
This will open a toolbar showing a microphone, settings and help icons.
Click the microphone icon and start using voice typing similar to dictation feature in Word.

For configuring the voice typing, click on the gear icon and change your settings.

3. Use Voice Typing in Word for Mac (Dictate)

Word for Mac ( Microsoft 365 subscription ) also has a similar setup like Windows version.

When you are in Word document, go to “Home” tab and click on “Dictate” icon in the ribbon.

On the pop-up that appears, click on the microphone icon and start talking.
Word will convert your speech to text and start typing on the document.
Click on the gear icon to configure the dictate options. Here you can switch the language , select different microphone, set input volume level, enable auto-punctuation and enable avoiding sensitive content while text conversion process.

Configure Dictation Settings in Word for Mac

4. Using macOS Dictation Feature in Word

Mac comes with a “Dictation” feature similar to Windows voice typing. This is by default enabled and you can check and configure the settings if required.

Click on the Apple logo menu and select “System Preferences…” option.
Go to “Keyboard” section and then click “Dictation” tab.

Make sure “Dictation” is “On”, select the language and check the keyboard shortcut keys . By default, pressing function key twice will open dictation feature in Mac.
Launch Word app to open a blank document and press Fn key twice on your keyboard.
This will show the microphone and you cat start speaking.
Mac will convert your speech to text and type on the document.

Using System Dictation Function in macOS Word

Remember that when using dictation, Mac will send your voice inputs, contacts and location information to Apple for processing and converting to readable text.

Voice Typing Commands for Word

As we tested, voice typing and dictation features work very well with all the above options for converting your speech to text. However, the problem is that you should understand some basic commands for using these features.

For example, you need to say “full stop” or “period” to end a sentence and “next line” to start a new line when using “Dictate” in Word. Most of these command also work with voice typing feature in all Windows apps.
However, these commands are slightly different when using “Dictation” feature in macOS. For example, the command for creating a new line with macOS dictation feature is “new line” and using “next line” command will not work.

Below are the links to get complete list of voice typing commands from official Microsoft and Apple documentations.

Dictate commands for Word Windows
Dictate command for Word for Mac
Voice typing commands for Windows OS
Dictation commands for macOS

Final Words

We strongly recommend using the “Dictate” feature which comes as part of Word app. This function does not need internet connection and your voice input is not sent to Microsoft/Apple for processing. In case, if you are not comfortable using Word feature, then you can use the system wide “Voice typing” in Windows or “Dictation” in Mac. However, this needs a stable internet connection and your voice input is sent to Microsoft/Apple for processing. In either case, make sure to go through the voice typing/dictation commands and familiarize yourself before using the function.

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Microsoft 365 Life Hacks > Writing > How To Write a Speech Everyone Will Remember (In a Good Way)

How To Write a Speech Everyone Will Remember (In a Good Way)

Speeches have the power to move, inspire and celebrate some of life’s greatest moments—or make your audience scout out the nearest exit. To keep an audience engaged and deliver a meaningful or persuasive speech—you have to do more than stand up and give an impromptu talk to a room full of people. You need to know how to write a good speech.

Whether you’re speaking at a graduation or a wedding reception, every good speech follows four important guidelines:

1. Keep it short & sweet. One of the best markers of a good speech is that it ends before people get antsy.

2. Don’t make it about you. You may have everyone’s attention, but keep the spotlight where it belongs—on the audience.

3. Practice, practice, practice. Practice with a friend, use a free coaching tool , or record yourself and listen for any parts that venture off topic or don’t need to be included.

4. Watch your grammar. Run a grammar check on your script to avoid embarrassing errors or even possible bias in your final speech.

Different types of speeches have special considerations, too. Here are some of the most common types, along with additional tips to deliver them well.

How to write a best man speech or maid of honor speech :

Be generous with compliments. Thank the other speakers, congratulate the newlyweds, and say a few nice words about the ceremony, the other guests, and the couple themselves. Convey the warmth that the occasion brings.
Be strategically funny. You’ll probably have people from different generations and cultures there to celebrate, and possibly even the boss or colleagues of the bride and groom. Humor is great, but don’t cross the line with things like inappropriate jokes, references to exes, or embarrassing anecdotes that could make Grandma blush and give the newlyweds something to fight about on their honeymoon.
End on a celebratory note. Leave the happy couple and their guests feeling even more joyful. Read a memorable quote or love poem, and then propose a toast or invite the guests to applaud the happy couple.

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How to write a graduation speech :

Gather inspiration. Some of history’s best graduation speeches are posted online as transcripts and videos. Watch them for inspiration on topics, delivery, and overall themes that you can emulate in your own speech.

Acknowledge the graduates and their supporters. Thank and acknowledge the faculty and families while you name and celebrate the accomplishments of the graduates. Hitting an educational milestone is a team effort that deserves broad recognition.
End with an inspirational look toward the future. Graduation is an ending that is also a beginning. End your speech with a positive quote or your own heartfelt message about a bright future.

How to write a persuasive speech :

Describe the current situation in detail. Set the stage by giving context to the idea or argument you’re going to introduce. Describe the current state along with any different viewpoints that are being widely shared.
Share the drawbacks of inaction. Describe the pitfalls of not adopting an idea, changing an approach, or doing the thing you’d like them to do. Provide supporting facts that demonstrate how important it is to find a solution.
Introduce your solution. Share your idea or solution and describe why it’s the best approach. Paint a picture of how things will be once the solution is in place. Clearly tie it to the pitfalls you described before. End with a clear call to action.

How to write an informative speech:

Create a strong thesis. After you set the context with a brief introduction, deliver a strong, clear thesis statement. Make a note to follow your statement with a pause to emphasize the importance of your thesis statement and allow the audience to fully take it in.
Consider the audience. Focusing on your audience, decide what type of information and what level of detail they’ll be most interested in. Include stories or anecdotes that will resonate.
End with a concluding statement. Summarize the information you shared and why your audience should care. End your speech with a strong, concise conclusion that reiterates your thesis statement and leaves your audience with the main takeaway of your speech.

Above all, have fun. A good speech is a gift to your audience that they’ll remember for years to come.

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How To Use Speech To Text In Microsoft Word?

Users are often required to write a long document by typing words into the software which takes a lot of time. Instead of that, users can use the Speech Recognition feature of Microsoft Word that enables typing with voice in Microsoft Word. Let us try to learn and review some easy steps for how to use speech-to-text in MS Word .

Note: Requirements for Microsoft’s speech-to-text software Valid Microsoft 365 subscription Stable Internet Connection

If you have both, then you are ready to Use Speech To Text Feature in Microsoft Word! Let’s Come to the steps.

Steps To Use Speech-To-Text Microsoft Word

Step 1: At first, open the Control Panel in the machine. Now, click on Speech Recognition.

Step 2: Then click on Start Speech Recognition to convert the speech to the word in the Microsoft Document. It will open a new window.

Steps To Use Speech-To-Text Microsoft Word - step 2

Step 3: Click on Next to move ahead in the process of how to voice type in MS Word .

Steps To Use Speech-To-Text Microsoft Word - step 3

Step 4: In the next window, click on the Headset Microphone and click the Next button to move ahead in the process.

Steps To Use Speech-To-Text Microsoft Word - step 4

Step 5: Now, in the next window, find a line written to read it loudly. It will help to mark the voice on the device. After reading the line loudly, click on the Next button present there.

Steps To Use Speech-To-Text Microsoft Word - step 5

Step 6: In the next window, click on the Enable Document Review option. It will help in typing words by listening to the speech & reviewing paragraphs the document if necessary. After that, click on the Next button.

Steps To Use Speech-To-Text Microsoft Word - step 6

Step 7: Now click on the Manual Activation method. In this case, you should start the Speech Commanding operation on your own. It will reduce issues while writing documents. After that, click on the Next button.

Steps To Use Speech-To-Text Microsoft Word - step 7

Step 8: At the end of the process, a tutorial is available to understand the process. If needed, it can be viewed. In this case, click on Skip Tutorial . And the window will be closed.

Steps To Use Speech-To-Text Microsoft Word - step 8

Step 9: At the end, find a button that is now available on the screen. Click on the Mic symbol to enable the speech commanding operation. When it is ready to use, it will say Listening . Now, you can say anything & it will be written down in Microsoft Word.

Steps To Use Speech-To-Text Microsoft Word - step 9

Hence, we have successfully converted the speech to text in Microsoft Word. Now you can use the speech-to-text feature of Microsoft Word that enables typing with voice for typing long paragraphs time-saving . We hope you this time saving guide and helped you, teaches you something useful that you can apply and increase your speed by saving time.

FAQs To Use Speech Text Feature in Microsoft Word

1. What’s the shortcut for speech-to-text on Windows?

Press Win + H to start speaking. It opens speech recognition for typing.

2. Can I use speech-to-text in any application or window?

Yes, you can use speech-to-text in any application or window that takes text input. For example Notepad , , word processing apps etc.

3. Can I use speech recognition in multiple languages?

Yes, Windows supports various languages for speech recognition. You can switch between languages and dictate in the language you’re comfortable with.

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Easy Steps to Write an Effective Speech

A Step-by-Step Guide to Writing an Effective Speech: Tips and Examples

A speech is a way to share your thoughts or stand up for a cause. To make an effective speech, it's important to not only speak clearly, but also to carefully plan what you'll say. By preparing your speech well, you can ensure your message is delivered effectively. At Vedantu, students can learn how to create strong speeches with a clear structure and engaging content.

The platform offers resources to help students practise speech writing, improve their presentation skills, and gain confidence in public speaking. This preparation helps students communicate their ideas better and make a strong impact on their audience.

help everyone understand and follow what you’re saying.

How to Write a Speech?

Writing a speech involves thorough research and careful planning to effectively convey your message. Great speeches often include compelling details and inspiring content that resonates with the audience. Learning to write impactful speeches can be achieved with a bit of guidance. Here’s a step-by-step guide to help you craft a speech:

Self Introduction Start your speech by introducing yourself. If there's a host or master of ceremonies, they might introduce you first. Regardless, you should clearly state who you are and briefly explain what your speech will cover. The introduction can be formal or informal, depending on your audience. For example, a formal introduction might include your professional title, while an informal one might simply mention your name and a fun fact.

Introduction to the Topic Next, introduce the topic of your speech. Provide a brief overview of what you will discuss. Make sure to grab the audience's attention with a hook, like a surprising fact or a question. This helps in engaging the audience right from the start.

Main Points Outline the key points you want to address in your speech. Make sure each point is clear and relevant to the topic. Use examples, anecdotes, or data to support your points. This helps in making your speech more relatable and persuasive.

Conclusion End your speech with a strong conclusion. Summarise your main points and restate the purpose of your speech. Aim to leave a lasting impression by delivering a memorable closing statement or call to action.

Practice and Delivery Finally, practice your speech several times. Focus on your tone , pace, and body language. Practising helps you deliver your speech confidently and effectively, ensuring that your message is communicated clearly to your audience.

Addressing Friends/Classmates/Peers

Hello everyone! My name is ________, and today, I’d like to discuss _________ with you all.

Good morning, friends. I am ________, and I am excited to speak with you about _________.

Addressing Teachers/Higher Authorities

Good morning/afternoon/evening. I would like to begin by thanking _______ for the opportunity to share my thoughts on _________ today.

Good day to everyone. I am ________, and I am honoured to speak about _________ with you.

The Opening Statement

The first seven seconds of a speech are crucial, as they determine whether the audience will stay engaged. Therefore, starting with a compelling opening statement is essential to capture their attention. Crafting a speech involves thorough research and structuring it in an engaging, informative, and coherent way is crucial.

When assigned a topic, begin by brainstorming ideas and jotting down everything that comes to mind. This process helps identify which aspect of the topic to focus on, guiding the drafting of your speech.

An effective opening statement should be relevant to your topic. Use clever wording to make a strong impression and capture the audience's interest . Here are some strategies for framing an engaging opening statement:

Asking an Engaging Question Starting with a question can immediately grab the audience's attention. It sparks curiosity and encourages them to think, thus preparing them to listen more attentively.

Fact or a Surprising Statement Presenting an intriguing fact or statement can captivate the audience. This could include a joke, as long as it's relevant and appropriate. A well-timed laugh can refresh their interest and make them eager to hear more.

Adding a Quote Select a quote that aligns with your topic and resonates with your audience. Whether it’s from a famous person or a story, a relevant quote can add depth and set the tone for your speech. Choose a quote that is memorable or thought-provoking to make a significant impact.

Choice of Words

When delivering or writing a speech, it's crucial to choose your words with care. Selecting the right language is essential, whether you're expressing support for or opposition to a topic. Be sure to provide sufficient evidence to back up your points. Use short, clear sentences to enhance the impact of your speech. Your choice of words and what you emphasize will shape how your audience perceives your message.

When writing a speech, ensure that you:

Avoid long, confusing sentences.

Check for spelling, grammar, and sentence structure errors.

Refrain from using contradictory statements that might confuse the audience.

Authenticity

Authenticity in a speech engages the audience more effectively. Incorporate personal anecdotes, experiences, and genuine thoughts to build rapport. However, stay focused on the topic and avoid getting sidetracked with unrelated details.

Writing in 1st Person

Using the first-person perspective in a speech can be more effective than a third-person approach. However, make sure it does not become too subjective or divert from the main topic.

Tips for Writing a Speech

Before you start writing, know what your speech is about and what you want to achieve. Decide if you want to inspire, entertain, or inform your audience.

Think about who will be listening to your speech. Tailor your content to fit their interests and needs so they stay engaged.

Make sure your speech is clear and to the point. Avoid making it too long or it might become boring. Stick to the important details.

After writing your speech, check it for mistakes and make changes if needed. Practice saying it out loud so you feel confident and don’t stumble.

Finish your speech by summarising the main ideas. Leave your audience with something to think about, so they remember your message.

Format on How to Write a Speech

Here’s a structured format of How to write a speech:

Start with a clear and engaging title that reflects the main topic of your speech.

2. Introduction

Greet the audience and introduce yourself.

State the purpose of your speech.

Give a brief overview of what you will talk about to grab the audience's attention.

Main Points : Organise your speech into several main points. Each point should be clear and supported with examples, evidence, or anecdotes.

Sub-points : Include supporting details under each main point to add depth and clarity.

4. Transitions

Use smooth transitions between different points to help your speech flow naturally.

5. Conclusion

Summarise the key points of your speech.

Restate the purpose or main message.

End with a strong closing statement or call to action to leave a lasting impression.

6. Q&A (if applicable)

Prepare to answer any questions from the audience if your speech includes a question-and-answer session.

7. Practice

Rehearse your speech multiple times to ensure you are familiar with the content and delivery.

How to Write a Speech: Examples

Example 1: Speech on Environmental Conservation

Good morning everyone!

My name is John Smith, and today I’m here to talk about the importance of environmental conservation. Our planet is facing severe challenges due to pollution, deforestation , and climate change. We must take action to protect our environment .

Firstly, we need to reduce our waste by recycling and composting. Secondly, conserving energy by using renewable sources is essential. Lastly, planting more trees will help restore balance in our ecosystems.

Each one of us can make a difference by adopting these simple practices in our daily lives. Together, we can ensure a healthier planet for future generations. Thank you for your attention!

Example 2: Speech on the Importance of Education

Good afternoon everyone!

I’m Sarah Johnson, and I’m excited to discuss the value of education in our lives. Education is not just about gaining knowledge, but also about preparing ourselves for the future. It opens doors to new opportunities and helps us grow personally and professionally.

To begin with, education empowers individuals to make informed decisions. It also enhances critical thinking and problem-solving skills. Finally, it helps us understand and appreciate diverse cultures and perspectives.

Investing in education is investing in a better future for ourselves and our communities. Let’s value and support educational opportunities for everyone. Thank you!

To Test Your Knowledge of How to Write a Speech, try these Tasks:

Task 1 - Write a Short Speech: Pick a topic you are passionate about, such as your favourite hobby or a cause you care about. Write a 3-minute speech on this topic. Make sure to include a clear introduction, main points, and a conclusion. Practise delivering your speech in front of a mirror or a friend.

Task 2 - Analyse a Famous Speech: Watch a famous speech online, like Martin Luther King Jr.’s “I Have a Dream” or a speech from a recent event. Take notes on how the speaker introduces themselves, the key points they make, and how they conclude. Try to identify any special techniques they use to keep the audience engaged and use these techniques in your speech writing.

Now check out if you got them all right from the answers below:

Task 1 - Write a Short Speech:

Good morning everyone,

Today, I want to talk about something that has a huge impact on our lives – reading. Reading is not just a way to pass the time; it is a gateway to knowledge and imagination. Through books, we explore different worlds, understand diverse cultures, and learn new ideas. Reading also helps improve our language skills and concentration. Whether it's a novel, a biography, or a magazine, each piece of reading material offers something valuable. I encourage all of you to make reading a part of your daily routine. It’s a small habit that brings great rewards. Thank you.

Taks 2 -Review and Improve a Sample Letter:

To analyse a famous speech like Martin Luther King Jr.’s “I Have a Dream,” start by noting how he introduces himself and sets the tone. King begins with a reference to the Emancipation Proclamation, connecting his message to historical struggles for freedom. He introduces his main points by addressing the ongoing racial injustice and articulating his dream of equality, creating a vivid picture of a hopeful future. His conclusion uses a powerful repetition of the phrase “I have a dream” to reinforce his vision and leave a lasting impression. The speech employs imagery, metaphors, and emotional appeals to engage the audience. To apply these techniques, focus on a strong introduction, clear key points, and a memorable conclusion in your speech, using repetition and vivid descriptions to make it impactful.

Takeaways from this Page

Writing a speech involves careful planning and practice. Begin with a clear introduction to capture attention and state your main points clearly. Use simple and engaging language to keep your audience interested. Rehearse your speech to ensure smooth delivery and correct any mistakes. Finally, end with a strong conclusion that reinforces your main message and leaves a lasting impression.

FAQs on Easy Steps to Write an Effective Speech

1. How to write a speech format?

To understand how to write a speech format, start by organising your speech into three main parts: introduction, body, and conclusion. Clearly outline your main points and supporting details. This format helps in delivering a structured and effective speech.

2. How to write a welcome speech?

When learning how to write a welcome speech, begin with a warm greeting and introduce yourself. Mention the purpose of the event and the key individuals present. Keep it brief and engaging to set a positive tone for the event.

3. How to write a speech on teacher's day?

To write a speech on Teacher's Day, start by expressing appreciation for teachers. Highlight their contributions and impact on students' lives. Use personal anecdotes or quotes to make the speech heartfelt and memorable.

4. How to write a welcome speech for chief guest?

When writing a welcome speech for a chief guest, ensure you acknowledge their presence respectfully. Mention their achievements and the significance of their visit. Craft your speech to reflect the honour of having them as a guest.

5. How to write a speech for students?

For writing a speech for students, choose a topic relevant to their interests and needs. Use simple language and relatable examples. Structure your speech to be engaging and motivational to keep students attentive.

6. What is the best way to structure how to write a speech format?

The best way to structure how to write a speech format is to divide your speech into three main parts: introduction, body, and conclusion. This format helps in organizing your thoughts and ensures a clear flow of ideas.

7. How to write a welcome speech effectively?

To write a welcome speech effectively, start with a friendly greeting and introduce yourself. Outline the purpose of the event and acknowledge key guests or participants. Make sure to keep it concise and engaging.

8. How to write a speech on teacher's day to make it impactful?

To make a speech on Teacher's Day impactful, focus on the role of teachers in shaping students' futures. Share personal stories or experiences that highlight their dedication. Conclude with a heartfelt thank you.

9. How to write a welcome speech for chief guest in a formal setting?

Writing a welcome speech for a chief guest in a formal setting involves greeting them warmly, mentioning their achievements, and explaining the importance of their presence. Keep the tone respectful and appreciative.

10. How to write a speech for students to ensure it is engaging?

To ensure a speech for students is engaging, choose a topic that resonates with their interests. Use simple language and interactive elements. Structure your speech to include relatable examples and a motivational conclusion.

11. What are the key points in how to write a speech format?

Key points in how to write a speech format include having a clear introduction, a well-organized body with main points, and a strong conclusion. This format helps in delivering a coherent and effective speech.

12. How to write a welcome speech for various events?

How to write a welcome speech for various events involves greeting the audience, introducing the event’s purpose, and acknowledging any special guests. Tailor the speech to fit the nature of the event and keep it engaging.

Listen to your Word documents

There are many reasons to listen to a document, such as proofreading, multitasking, or increased comprehension and learning. Word makes listening possible by using the text-to-speech (TTS) ability of your device to play back written text as spoken words.

There are multiple tools for listening to your Word documents:

Read Aloud reads all or part of your document. You can use Read Aloud on its own or within Immersive Reader for Word in Windows and MacOS.

Immersive Reader is a set of tools that help improve reading fluency and comprehension. For more information about Immersive Reader, see Learning Tools in Word .

Speak reads only the text you've selected. Speak is available for Windows only. For more information about Speak, see Use the Speak text-to-speech feature to read text aloud .

Narrator is the Windows Screen reader app that reads your dialog boxes, buttons, and other user interfaces as well as the text. For more information about Narrator, see Using Windows Narrator in Office for the web .

Speech is a built-in accessibility feature of MacOS. When you set up Speech preferences in your Mac system preferences, you can select text and have it read by pressing a keyboard combination you’ve defined.

Note: For the full list of supported languages, see Language and voice support for the Speech service.

Listen with Read Aloud

Read Aloud is only available for Office 2019, Office 2021, and .

Change Read Aloud settings

Use the Reading speed slider to change the reading speed.

Under Voice Selection , select the voice you want.

Listen to selected text with Read Aloud.

Select the text to be read aloud.

Start Read Aloud from Review tab or shortcut or select play on Read Aloud UI.

Keyboard shortcuts

You can easily control Read Aloud using the following keyboard shortcuts in Windows:

CTRL + Alt + Space	Start Read Aloud
CTRL + Space	Play or pause Read Aloud
CTRL + Left Arrow	Skip to start of current paragraph
CTRL + Left Arrow + Left Arrow	Skip to start of previous paragraph
CTRL + Right Arrow	Skip forward to start of next paragraph
Alt + Left Arrow	Decrease reading speed
Alt + Right Arrow	Increase reading speed

Listen to your documents with Speak

Speak is a built-in feature of Word, Outlook, PowerPoint, and OneNote. Speak reads aloud only the text you select. Read Aloud reads the entire document starting from your cursor location like an audiobook.

To use Speak:

Select a word or block of text in your document.

Tip: For instructions about how to add the Speak icon to your Quick Access Toolbar, see the help article Use the Speak text-to-speech feature to read text aloud .

Supported languages

Read Aloud uses the proofing language set for the document. To change the language, see the help article Fix text-to-speech reading in wrong language .

Depending on your platform, text-to-speech (TTS) uses software that comes built into your device or through a Microsoft service. The voices available will differ between TTS services. If you’re using Immersive Reader, see the help article Download voices for Immersive Reader, Read Mode, and Read Aloud for more information.

Our team is working on making voices sound more natural, so keep looking for improvements.

Troubleshooting

If you don’t see Read Aloud available, make sure that you’re signed into your Microsoft 365 account, and then try restarting the Word app or logging out and back in.

If you are unable to access Neural Voices, make sure you have a stable internet connection and are signed into your Microsoft 365 account.

Read Aloud doesn’t store your content or audio data. Microsoft uses your content only to provide you with audio results. For more information about experiences that analyze your content, see Connected Experiences in Office .

In MacOS you can listen to documents using Read Aloud or Speech.

Listen with Read Aloud for MacOS

Change Read Aloud settings

Use the Reading speed slider to change the voice speed.

Keyboard shortcuts

You can easily control Read Aloud using the following keyboard shortcuts in MacOS:

CTRL + Option + Space	Start Read Aloud
Option + Space	Play or pause Read Aloud
Option + up arrow	Skip to start of previous paragraph
Option + down arrow	Skip forward to start of next paragraph

Listen to your documents with Speech

Speech is a built-in accessibility feature of MacOS. After you activate Speech for your Mac, you can select text and have it read by pressing a keyboard combination you’ve defined.

To activate Speech, do the following:

On the Apple menu, select System Preferences .

Supported languages

Read Aloud uses the proofing language set for the document. To change the language, see the help article Fix text-to-speech reading in wrong language .

Depending on your platform, text-to-speech (TTS) uses software that comes built into your device or by a Microsoft service. The voices available will differ between TTS services. If you’re using Immersive Reader, see the help article Download voices for Immersive Reader, Read Mode, and Read Aloud for more information.

Our team is working on making voices sound more natural, so keep looking for improvements.

Troubleshooting

If you don’t see Read Aloud available, make sure that you’re signed in to your Microsoft 365 account, and then try restarting the Word app or logging out and back in.

If you are unable to access neural voices, please make sure you have a stable internet connections and are signed in to your Microsoft 365 account.

In Word for the Web, you can listen to your documents using Immersive Reader.

Using Immersive Reader

Change Immersive Reader settings

You can change the voice speed and selection for Immersive Reader.

Use the Voice Speed slide to change the voice speed.

Listen with Read Aloud in Word for iPad

Tap the menu icon at the top.

Tap Read Aloud .

Listen to selected text with Read Aloud.

Start Read Aloud from Review tab or overflow menu or select play on Read Aloud UI.

Change Read Aloud settings for iPad

In the Read Aloud controls, tap the gear icon.

Listen with Read Aloud in Word for iPhone

Tap the Review tab.

Change Read Aloud settings for iPhone

To change the speech rate, in the Read Aloud controls, tap the gear icon.

When you’re online, Read Aloud tries to detect the language of the text and can support multiple languages in a single document. For the full list of supported languages, see the help article Language and voice support for the Speech service .

Listen with Read Aloud in Word for Android phone

At the top, tap the menu icon.

Change Read Aloud settings for Android phone

For the full list of supported languages, see the help article Language and voice support for the Speech service .

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Full Transcript of Michelle Obama’s Speech at the Democratic Convention

The former first lady spoke for just over 20 minutes and told the convention that “hope is making a comeback.”

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Michelle Obama smiling as she stands onstage at the Democratic National Convention.

By The New York Times

Aug. 21, 2024

OK. We got a big night ahead. Thank you all so much. Thank you so much. OK. There you go.

Hello, Chicago! Yeah. All right. Something wonderfully magical is in the air, isn’t it? You know, we’re feeling it here in this arena, but it’s spreading across this country we love. A familiar feeling that has been buried too deep for far too long. You know what I’m talking about. It’s the contagious power of hope.

The anticipation, the energy, the exhilaration of once again being on the cusp of a brighter day. The chance to vanquish the demons of fear, division and hate that have consumed us and continue pursuing the unfinished promise of this great nation, the dream that our parents and grandparents fought and died and sacrificed for.

America, hope is making a comeback.

Yeah. But, to be honest, I am realizing that, until recently, I have mourned the dimming of that hope. And maybe you’ve experienced the same feelings, that deep pit in my stomach, a palpable sense of dread about the future.

And for me, that mourning has also been mixed with my own personal grief. The last time I was here in my hometown was to memorialize my mother — the woman who showed me the meaning of hard work and humility and decency, the woman who set my moral compass high and showed me the power of my own voice.

Folks, I still feel her loss so profoundly. I wasn’t even sure if I’d be steady enough to stand before you tonight, but my heart compelled me to be here because of the sense of duty that I feel to honor her memory. And to remind us all not to squander the sacrifices our elders made to give us a better future.

You see, my mom, in her steady, quiet way, lived out that striving sense of hope every single day of her life. She believed that all children, all — all people have value. That anyone can succeed if given the opportunity. She and my father did not aspire to be wealthy. In fact, they were suspicious of folks who took more than they needed. They understood that it wasn’t enough for their kids to thrive if everyone else around us was drowning.

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IMAGES

How to use speech-to-text on Microsoft Word to write and edit with your
How to use speech-to-text on Microsoft Word to write and edit with your
How to use speech-to-text on Microsoft Word to write and edit with your
How to Use Text to Speech MS Word
Speech to Text for Microsoft Word : Microsoft Office Software
Enable Text to Speech or Speak in Microsoft Word

COMMENTS

Dictate your documents in Word
It's a quick and easy way to get your thoughts out, create drafts or outlines, and capture notes. Windows Mac. Open a new or existing document and go to Home > Dictate while signed into Microsoft 365 on a mic-enabled device. Wait for the Dictate button to turn on and start listening. Start speaking to see text appear on the screen.
How to Enable & Use SPEECH-TO-TEXT (Dictate) in WORD
Want to use your voice to type in Microsoft Word rather than your keyboard? Using dictation, or commonly known as "speech-to-text", is a simple feature offe...
How to use speech to text in Microsoft Word
Step 2: Click on the Dictate button. Once you've created a blank document, you'll see a Dictate button and drop-down menu on the top right-hand corner of the Home menu. It has a microphone ...
How to Record From Voice to Microsoft Word Text: A Step-by-Step Guide
Step 4: Start dictating. Click on 'Dictate' and wait for the red recording icon to appear. Then start speaking clearly and at a moderate pace. Remember to enunciate and speak naturally. The software is good, but it's not perfect. If you mumble or talk too fast, it might not catch everything.
How to Dictate a Document in Microsoft Word
With your computer's internal microphone, or with a USB microphone in hand, you can dictate your document in Word on both Windows and Mac. Head to the Home tab and click "Dictate." When the microphone icon appears, you can drag to move it anywhere you like. Click the icon to begin dictating, click again to stop or pause.
How to Dictate in Word: A Step-by-Step Guide for Voice Typing
Step 2: Open Word. Open up a new or existing Word document where you want to start dictating. Before you can start speaking your thoughts into existence, you need to have Word open. It's like opening a blank canvas before painting. Step 3: Click on the "Home" tab. Find the "Home" tab at the top of the Word window.
How to Use Speech-to-Text on Word to Write and Edit
1. In Microsoft Word, make sure you're in the "Home" tab at the top of the screen, and then click "Dictate." Click "Dictate" to start Word's speech-to-text feature. Dave Johnson/Business Insider ...
Dictate in Microsoft 365
Dictate in Microsoft 365. Word for Microsoft 365 Outlook for Microsoft 365 More... Dictation lets you use speech-to-text to author content in Office with a microphone and reliable internet connection. Use your voice to quickly create documents, emails, notes, presentations, or even slide notes.
How to Dictate Documents in Microsoft Word
Launch the Word app, either the desktop app on your Mac or PC or the web app in Chrome, Firefox, or Edge. In the Home menu, select the microphone icon. If prompted, select the button to Allow the use of your microphone. Web app users will see a toolbar with controls for your microphone. Select the microphone icon to begin dictating.
How to Use the Dictation Tool in Microsoft Word
You can use the following steps to dictate documents on both Windows and Mac. Step 1: Open any document in Microsoft Word. Step 2: In the Home tab, click the Dictate button. Step 3: When you ...
How to Dictate Text in Microsoft Office
At the main Office screen, click the icon for Word. Open a document and click the Dictate icon on the Home Ribbon and dictate your text. When finished, click the icon again to turn off Dictation ...
How to Use Voice-Typing on Microsoft Word and Get More Done
Using Dictate on Windows, macOS, and Web. Once logged in, all you have to do is to press the Dictate button on the ribbon, and voila! You're good to go! You should see a small recording window with a Settings button, a Mic icon, and a question mark for Help. When Dictate starts, you should either see a "Listening" prompt or a red Mic icon.
How to Use Speech-to-Text Voice Typing in Word & Docs
Learn how to use voice typing and dictation speech-to-text technology to type without using your hands in Google Docs and Microsoft Office apps like Word, Ou...
How to use Dictation and voice commands in Microsoft Word (2021)
A step-by-step tutorial on how to use the updated Dictation and voice commands in Microsoft Word for the web. Dictation in Microsoft Word is a useful way to ...
How to use speech-to-text on Microsoft Word to write and edit with your
With Microsoft Word 's "Dictate" feature, you can write using a microphone and your own voice. When you use Dictate, you can say "new line" to create a new paragraph and add punctuation simply by ...
How to Transcribe Audio in Microsoft Word
Sign in to Microsoft 365, and open Word. In the "Home" tab, click the arrow next to "Dictate" and then select "Transcribe" from the menu that appears. The "Transcribe" pane will open in the right-hand side of the window. Select "Upload Audio." You can upload these audio file types:
How to Use Voice Typing in Microsoft Word Windows and Mac?
Open a blank Word document and go to "Home" tab. Click on "Dictate" icon from the ribbon to open a toolbar menu. Open Dictate in Word Windows Version. Click the microphone icon in the toolbar and start speaking. Word will automatically recognize your voice input and start converting to text in your document.
Dictate text using Speech Recognition
Customers who aren't Microsoft 365 subscribers or want to control their PC with voice may be looking for: Windows Dictation. Use dictation to talk instead of type on your PC. Windows Speech Recognition. To set up Windows Speech Recognition, go to the instructions for your version of Windows: Windows 10. Windows 8 and 8.1.
Voice Commands and Transcriptions in Microsoft Word
Voice commands understand a variety of symbols so you can add things like "ampersand" and "percent sign", and you don't have to sound like a robot! We've based commands on the way people naturally talk so that you can capture your ideas easily. So saying things like "dot dot dot" when you can't remember "ellipses" works ...
How To Write a Speech Everyone Will Remember
1. Keep it short & sweet. One of the best markers of a good speech is that it ends before people get antsy. 2. Don't make it about you. You may have everyone's attention, but keep the spotlight where it belongs—on the audience. 3. Practice, practice, practice.
How To Use Speech To Text In Microsoft Word?
Step 1: At first, open the Control Panel in the machine. Now, click on Speech Recognition. Step 2: Then click on Start Speech Recognition to convert the speech to the word in the Microsoft Document. It will open a new window. Step 3: Click on Next to move ahead in the process of how to voice type in MS Word. Step 4: In the next window, click on ...
How to Transcribe Audio to Text in Microsoft Word
In this step-by-step tutorial video, learn how you can transcribe speech in Word. Transcribe converts speech (recorded directly in Word or from an uploaded a...
Easy Steps to Write an Effective Speech
Format on How to Write a Speech. Here's a structured format of How to write a speech: 1. Title. Start with a clear and engaging title that reflects the main topic of your speech. 2. Introduction. Greet the audience and introduce yourself. State the purpose of your speech. Give a brief overview of what you will talk about to grab the audience ...
Listen to your Word documents
Change Read Aloud settings. Select the gear icon in the controls at the top right. Use the Reading speed slider to change the reading speed. Under Voice Selection, select the voice you want. Listen to selected text with Read Aloud. Select the text to be read aloud. Start Read Aloud from Review tab or shortcut or select play on Read Aloud UI.
Read the Full Transcript of Michelle Obama's DNC Speech
The former first lady spoke for just over 20 minutes and told the convention that "hope is making a comeback." By The New York Times OK. We got a big night ahead. Thank you all so much. Thank ...

How to use speech to text in Microsoft Word

How to use speech to text in Microsoft Word: Preparation

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Step 1: Open Microsoft Word

Step 2: Click on the Dictate button

Step 3: Allow Microsoft Word access to the Microphone

Step 4: Begin voice typing

Step 5: Incorporate punctuation commands

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How to Record From Voice to Microsoft Word Text: A Step-by-Step Guide

Step by Step Tutorial on Recording From Voice to Microsoft Word Text

Step 1: Set up your microphone

Step 2: Open Microsoft Word

Step 3: Access the Dictate feature

Step 4: Start dictating

Step 5: Edit the transcribed text

Tips for Recording From Voice to Microsoft Word Text

Frequently Asked Questions

Is voice-to-text in Word available on all versions?

Can I use voice-to-text in Microsoft Word on my phone or tablet?

How accurate is the voice-to-text transcription in Microsoft Word?

Can I dictate in languages other than English?

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Related posts:

How to Dictate in Word: A Step-by-Step Guide for Voice Typing

Step by Step Tutorial on How to Dictate in Word

Step 1: Check Your Equipment

Step 2: Open Word

Step 3: Click on the "Home" tab

Step 4: Select "Dictate"

Step 5: Start Speaking

Step 6: Edit as Needed

Tips for Dictating in Word

Frequently Asked Questions

Can I dictate in different languages?

How accurate is Word’s dictation?

Can I add punctuation or formatting while dictating?

What should I do if Word stops dictating suddenly?

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How to use speech-to-text on Microsoft Word to write and edit with your voice

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Dictation Commands