How to Use Dictation to Type with Your Voice

Type with Your Voice

Dictation lets you speak instead of type. It is built into Windows and Microsoft 365, and it is surprisingly accurate. Great for when you have a lot to write or if typing is difficult.

Windows Voice Typing

Windows has built-in voice typing that works in any application.

How to Start Voice Typing

• Click where you want to type
• Press Windows key + H
• A microphone icon appears
• Start speaking

Tips for Windows Voice Typing

• Speak clearly at a normal pace
• Say punctuation out loud: "Hello comma how are you question mark"
• Say "new line" or "new paragraph" to move to a new line
• Say "delete that" to remove the last phrase
• Click the microphone or press Windows + H again to stop

Punctuation Commands

| Say This | To Get This | |----------|-------------| | Period | . | | Comma | , | | Question mark | ? | | Exclamation mark | ! | | Colon | : | | Open quote / Close quote | " " | | New line | Move to next line | | New paragraph | Start new paragraph |

Dictation in Microsoft Word

Word has its own dictation feature with more commands.

Starting Dictation in Word

• Open Microsoft Word
• Go to the Home tab
• Click Dictate (microphone icon)
• Start speaking when the microphone turns on

Word Dictation Commands

| Say This | What Happens | |----------|--------------| | Bold | Starts bold text | | Italics | Starts italic text | | Underline | Starts underlined text | | Stop bold/italics/underline | Stops formatting | | Bullet point | Starts a bullet list | | Numbered list | Starts a numbered list | | Delete | Removes last word | | Backspace | Removes last character |

Correcting Mistakes

If dictation gets something wrong:

• Stop dictation
• Select the incorrect text
• Type or dictate the correction
• Resume dictation

Dictation in Outlook

Use dictation to write emails quickly:

• Create a new email
• Click in the message body
• Click Dictate in the ribbon (or use Windows + H)
• Speak your message
• Review and send

Email Dictation Tips

• Dictate the body, but type the subject line
• Always review before sending
• Speak recipient names carefully
• Say "new paragraph" between sections

Dictation in Microsoft 365 Online

Voice typing also works in the web versions:

• Open Word, Outlook, or other Office app in your browser
• Look for the Dictate button in the toolbar
• Allow microphone access if prompted
• Start speaking

Getting Better Results

Speak Clearly

• Use a normal speaking pace
• Pronounce words fully
• Pause briefly between sentences
• Avoid background noise

Use a Good Microphone

• Built-in laptop microphones work but can pick up noise
• Headset microphones give better results
• Position the microphone consistently

Quiet Environment

• Close windows if there is traffic noise
• Move away from noisy equipment
• Mute notifications that might interrupt

Common Issues

Dictation Not Starting

• Check your microphone is connected
• Check microphone permissions in Windows Settings > Privacy > Microphone
• Make sure no other app is using the microphone

Poor Accuracy

• Speak more slowly
• Enunciate clearly
• Reduce background noise
• Try a different microphone

Dictation Types Wrong Words

• Add words to your personal dictionary
• Correct mistakes so the system learns
• Speak unusual names or terms more slowly

When Dictation Helps Most

• Writing long documents or reports
• Drafting emails quickly
• Taking notes in meetings (with permission)
• When you have repetitive strain from typing
• When you think faster than you type

Privacy Note

Voice data may be sent to Microsoft for processing. Check your organisation's policies if working with sensitive information.

Need Help?

For help with dictation or accessibility features, contact helpdesk@netlumait.com.au or call 1300 521 162.