How to Use Dictation and Voice Typing in Microsoft Office
Tired of typing? Microsoft Office includes a built-in Dictation tool that lets you speak instead of type in Word, Excel, Outlook, and PowerPoint. It’s a fast, hands-free way to create documents, emails, and presentations.
🚀 Brought to you by Axio Networks, an award-winning managed IT provider in Scottsdale, Arizona. We help businesses optimize Microsoft 365 tools for efficiency and accessibility.
📌 Step 1: Enable Dictation in Microsoft Office
Microsoft’s Dictate feature is available in Word, Outlook, PowerPoint, and OneNote (Windows, Mac, and Web).
How to Start Dictation
- Open Word, PowerPoint, OneNote, or Outlook.
- Click the Home tab.
- Select Dictate 🎤 (Microphone icon).
- Start speaking, and your words will appear on the screen!
✅ Dictation works in multiple languages—click the language dropdown to change it.
📌 Step 2: Use Voice Commands for Formatting
✔ Say “New Line” – Moves the cursor to a new line.
✔ Say “Delete that” – Removes the last spoken text.
✔ Say “Bold that” / “Italicize that” – Formats selected text.
✔ Say “Period” / “Comma” / “Question mark” – Adds punctuation.
✅ Voice commands let you format text without using your keyboard!
📌 Step 3: Use Dictation in Outlook for Hands-Free Emails
- Open Outlook and click New Email.
- Click Dictate 🎤 in the Message toolbar.
- Speak your message, and Outlook will type it for you.
- Use voice commands like “New Paragraph” to format emails.
✅ Perfect for quick email responses without typing!
📌 Step 4: Use Dictation in Excel for Data Entry
✔ Open Excel and select a cell.
✔ Click Dictate 🎤, then start speaking numbers or data.
✔ Say “Next Column” or “Next Row” to move between cells.
✅ Great for hands-free data entry in spreadsheets!
📌 Step 5: Use Voice Typing in Microsoft Office for the Web
If using Word, Outlook, or OneNote in a browser, Dictation still works!
- Open a document in Word for the Web.
- Click Home > Dictate 🎤.
- Start speaking to enter text.
✅ No need to install anything—just sign in to Office Online!
💡 Axio Networks Pro Tip
For better accuracy, use a noise-canceling microphone and speak clearly. Need help setting up Microsoft 365 accessibility features? Axio Networks provides expert IT solutions—contact us today! 🚀