Mac Set Up Dictation For Microsoft Word

Posted By admin On 10.04.20
  • Jan 19, 2018 On Windows 10, Speech Recognition is an easy-to-use experience that allows you to control your computer entirely with voice commands. Anyone can set up and use this feature to navigate, launch.
  • Mar 05, 2016  How to set up Speak selected text in Microsoft Word in Windows and assign a key command. Working on Windows 7 and Microsoft Word 2013. On a Mac, set up voice feedback from System Preferences.
  • 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. Looking for Text-to-Speech instead? If you are looking for speech output instead, check out: Listen to your Word documents with Read Aloud.
  • By Joe Hutsko, Barbara Boyd. If you long for a secretary who takes dictation, your days of waiting are over. Follow the first set of steps to set up the dictation part of the Dictation & Speech preferences, and then read on to learn how your Mac can read text to you or alert you when something occurs, such as when you try to quit an application without saving a document.
  • 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. Looking for Text-to-Speech instead? If you are looking for speech output instead, check out: Listen to your Word documents with Read Aloud.

macOS Catalina introduces Voice Control, a new way to fully control your Mac entirely with your voice. Voice Control uses the Siri speech-recognition engine to improve on the Enhanced Dictation feature available in earlier versions of macOS.1

How to turn on Voice Control

Jul 12, 2017  The purple microphone will light up as you speak if your Mac can hear you. Using Voice Dictation. To use voice dictation in an application on your Mac, first select a text field in an application. Next, press the Fn (Function) key twice or click the Edit menu and select Start Dictation. Speak to your Mac and the words you speak will start. Sep 14, 2016  Mac App Store Preview Dictation - Speech to text. I wish there were some instructions guiding the user on how to set up the app to do the v-to-t in that language. Thus, the 4 stars instead of 5 ones. The Apple app is good but I believe that this one is better. I can easily send the finished dictation to Word etc.

After upgrading to macOS Catalina, follow these steps to turn on Voice Control:

  1. Choose Apple menu  > System Preferences, then click Accessibility.
  2. Click Voice Control in the sidebar.
  3. Select Enable Voice Control. When you turn on Voice Control for the first time, your Mac completes a one-time download from Apple.2
    Voice Control preferences

When Voice Control is enabled, you see an onscreen microphone representing the mic selected in Voice Control preferences.

To pause Voice Control and stop it from from listening, say 'Go to sleep' or click Sleep. To resume Voice Control, say or click 'Wake up'.

How to use Voice Control

Get to know Voice Control by reviewing the list of voice commands available to you: say 'Show commands' or 'Show me what I can say'. The list varies based on context, and you may discover variations not listed. To make it easier to know whether Voice Control heard your phrase as a command, you can select 'Play sound when command is recognised' in Voice Control preferences.

Basic navigation

Voice Control recognises the names of many apps, labels, controls and other onscreen items, so you can navigate by combining those names with certain commands. Here are some examples:

  • Open Pages: 'Open Pages'. Then create a new document: 'Click New Document'. Then choose one of the letter templates: 'Click Letter. Click Classic Letter'. Then save your document: 'Save document'.
  • Start a new message in Mail: 'Click New Message'. Then address it: 'John Appleseed'.
  • Turn on Dark Mode: 'Open System Preferences. Click General. Click Dark'. Then quit System Preferences: 'Quit System Preferences' or 'Close window'.
  • Restart your Mac: 'Click Apple menu. Click Restart' (or use the number overlay and say 'Click 8').

You can also create your own voice commands.

Number overlays

Use number overlays to quickly interact with parts of the screen that Voice Control recognises as clickable, such as menus, checkboxes and buttons. To turn on number overlays, say 'Show numbers'. Then just say a number to click it.

Number overlays make it easy to interact with complex interfaces, such as web pages. For example, in your web browser you could say 'Search for Apple stores near me'. Then use the number overlay to choose one of the results: 'Show numbers. Click 64'. (If the name of the link is unique, you might also be able to click it without overlays by saying 'Click' and the name of the link.)

Voice Control automatically shows numbers in menus and wherever you need to distinguish between items that have the same name.

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Grid overlays

Use grid overlays to interact with parts of the screen that don't have a control, or that Voice Control doesn't recognise as clickable.

Say 'Show grid' to show a numbered grid on your screen, or 'Show window grid' to limit the grid to the active window. Say a grid number to subdivide that area of the grid, and repeat as needed to continue refining your selection.

To click the item behind a grid number, say 'Click' and the number. Or say 'Zoom' and the number to zoom in on that area of the grid, then automatically hide the grid. You can also use grid numbers to drag a selected item from one area of the grid to another: 'Drag 3 to 14'.

To hide grid numbers, say 'Hide numbers'. To hide both numbers and grid, say 'Hide grid'.

Dictation

When the cursor is in a document, email message, text message or other text field, you can dictate continuously. Dictation converts your spoken words into text.

  • To enter a punctuation mark, symbol or emoji, just speak its name, such as 'question mark' or 'per cent sign' or 'happy emoji'. These may vary by language or dialect.
  • To move around and select text, you can use commands such as 'Move up two sentences' or 'Move forward one paragraph' or 'Select previous word' or 'Select next paragraph'.
  • To format text, try 'Bold that' or 'Capitalise that', for example. Say 'numeral' to format your next phrase as a number.
  • To delete text, you can choose from many delete commands. For example, say 'delete that' and Voice Control knows to delete what you just typed. Or say 'Delete all' to delete everything and start over.

Voice Control understands contextual cues, so you can seamlessly transition between text dictation and commands. For example, to dictate and then send a birthday greeting in Messages, you could say 'Happy Birthday. Click Send.' Or to replace a phrase, say 'Replace I’m almost there with I just arrived'.

You can also create your own vocabulary for use with dictation.

Create your own voice commands and vocabulary

Create your own voice commands

  1. Open Voice Control preferences, such as by saying 'Open Voice Control preferences'.
  2. Click Commands or say 'Click Commands'. The complete list of all commands opens.
  3. To add a new command, click the add button (+) or say 'Click add'. Then configure these options to define the command:
    • When I say: Enter the word or phrase that you want to be able to speak to perform the action.
    • While using: Choose whether your Mac performs the action only when you're using a particular app.
    • Perform: Choose the action to perform. You can open a Finder item, open a URL, paste text, paste data from the clipboard, press a keyboard shortcut, select a menu item or run an Automator workflow.
  4. Use the checkboxes to turn commands on or off. You can also select a command to find out whether other phrases work with that command. For example, 'Undo that' works with several phrases, including 'Undo this' and 'Scratch that'.

To quickly add a new command, you can say 'Make this speakable'. Voice Control will help you configure the new command based on the context. For example, if you speak this command while a menu item is selected, Voice Control helps you make a command for choosing that menu item.

Create your own dictation vocabulary

  1. Open Voice Control preferences, such as by saying 'Open Voice Control preferences'.
  2. Click Vocabulary, or say 'Click Vocabulary'.
  3. Click the add button (+) or say 'Click add'.
  4. Type a new word or phrase as you want it to be entered when spoken.

Learn more

  • For the best performance when using Voice Control with a Mac notebook computer and an external display, keep your notebook lid open or use an external microphone.
  • All audio processing for Voice Control happens on your device, so your personal data is always kept private.
  • Use Voice Control on your iPhone or iPod touch.
  • Learn more about accessibility features in Apple products.

1. Voice Control uses the Siri speech-recognition engine for U.S. English only. Other languages and dialects use the speech-recognition engine previously available with Enhanced Dictation.

2. If you're on a business or school network that uses a proxy server, Voice Control might not be able to download. Have your network administrator refer to the network ports used by Apple software products.

If you have mobility or motor impairments, repetitive stress injuries, or you find typing on a keyboard difficult in any way, there's an alternative. Dictation lets you talk instead of type, and voice-to-text transcribes what you say into words on the screen. It's among the Mac's many accessibility features. All you have to do is set it up and get going.

How to enable and use Dictation

Basic dictation is essentially always enabled by default — you just need to activate it.

  1. Click into a text area like a document or the address bar of your web browser.
  2. Double-press the Fn key. A microphone will appear on your screen and if it's receiving audio, you'll see activity inside of it.

  3. Speak the text you want to type. You can speak various punctuation and symbols, including brackets, percent signs, and more. You can also say phrases like 'caps on' to turn on capital letters.

  4. Click Done under the microphone icon or press the Fn key once when you're finished dictating.

The more you use Dictation, the more it learns how you speak — like your accent and cadence. It may seem finicky at first, but as you use it more, it'll get better and better. Apple has a great starter guide on how to dictate punctuation and formatting, as well.

How to change your Dictation language

Did you know that you can dictate your text in multiple languages? Here's how.

  1. Open System Preferences from your Dock or Applications folder.

  2. Click Keyboard.

  3. Click Dictation.

  4. Click the drop-down next to Language.

  5. Click Add Language…

  6. Click the checkboxes next to languages that you wish to add.

  7. Click OK.

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To use those languages, you can switch to the default dictation option at any time by going to System Preferences > Keyboard > Dictation Language and selecting your current language from the dropdown menu.

How to enable and use Enhanced Dictation

Enhanced Dictation enables you to dictate without an internet connection, and dictate continuously; this means that your words will convert to text more quickly since they're being processed locally on your device.

  1. Open System Preferences from your Dock or Applications folder.

  2. Click Keyboard.

  3. Click Dictation.

  4. Click the checkbox next to Use Enhanced Dictation. Enhanced Dictation will take several minutes to download if you haven't done so already.

Once enabled, you can use Enhanced Dictation the same way you would regular dictation. Press the Fn key twice when your cursor is in a text field. If the microphone shows up, speak what you want to be typed and click Done or press the Fn key once.

How to change the Dictation keyboard shortcut

While the Fn key on your Mac's keyboard is the default trigger for dictation, you can change that in the Dictation section of the keyboard preference pane

  1. Open System Preferences from your Dock or Applications folder.

  2. Click Keyboard.

  3. Click Dictation.

  4. Click the drop-down menu next to Shortcut.

  5. Click an option in the list or click Customize to create your own (seems like only the arrow keys work).

How to enable/disable Dictation Commands

Dictation Commands allow you to do things with your text just by speaking. For example, you can select a whole paragraph, go back to the beginning, or replace a phrase with another phrase.

You can only use Dictation Commands with Enhanced Dictation enabled.

  1. Click the Apple menu button on the top left of your screen.
  2. Click System Preferences.

  3. Click Accessibility.

  4. Click Dictation in the menu on the left. You'll have to scroll down a bit to find it.

  5. Click Dictation Commands…

  6. Click the checkbox next to each dictation command you'd like to disable. They're all enabled by default.

  7. Click Done in the bottom right corner of the window.

Reading through the Dictation Commands list is a great way to learn all the things you can do with text just by speaking to your Mac. You can also click the checkbox next to Enable advanced commands, which will enable system commands.

How to enable the dictation keyword phrase

Want to feel like you're in a sci-fi movie? Enable the dictation keyword phrase and you'll be able to use dictation commands even when you're not dictating. So you can be all 'computer, replace 'boots' with 'cats',' and the phrase will be replaced in your text. It's a bit finicky, but when it works, it's so cool!

You have to have Enhanced Dictation enabled for this to work.

  1. Click the Apple menu button on the top left of your screen.
  2. Click System Preferences.

  3. Click Accessibility.

  4. Click Dictation in the menu on the left. You'll have to scroll down a bit to find it.
  5. Click the checkbox next to Enable the dictation keyword phrase.

  6. Enter a keyword phrase if you want to change it from 'Computer'. (But if you leave it as 'Computer', you sound like the captain of a spaceship!)

Now when your cursor is in a text field, you can just say the keyword phrase and your dictation command and it'll do it.

How to enable a sound when a command is recognized

You have to have Enhanced Dictation enabled for this to work.

  1. Click the Apple menu button on the top left of your screen.
  2. Click System Preferences.

  3. Click Accessibility.

  4. Click Dictation in the menu on the left. You'll have to scroll down a bit to find it.

  5. Click the checkbox next to Play sound when command is recognized.

How to enable/disable output mute during dictation

If you accidentally open a website with an autoplay video or you're listening to music but want to dictate something quickly, you can mute audio output during dictation so that you don't have to manually fiddle around with volume.

You must have Enhanced Dictation enabled to use this feature.

  1. Click the Apple menu button on the top left of your screen.
  2. Click System Preferences.

  3. Click Accessibility.

  4. Click Dictation in the menu on the left. You'll have to scroll down a bit to find it.

  5. Click the checkbox next to Mute audio output while dictating.

Dictation accessibility in macOS Catalina

In macOS Catalina, Apple has opted to change things up a bit regarding dictation and accessibility. While there was previously a section for accessibility options for dictation in System Preferences, those capabilities have been folded into the new Voice Control accessibility feature. Voice Control is a greatly expanded set of capabilities that allow you to control every aspect of your Mac, including text entry, with your voice.

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Questions?

Dictation questions? Let us know in the comments below!

Updated July 2019: Updated instructions for macOS Mojave and added a section about what's happening with dictation accessibility in macOS Catalina.

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