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How to use the Microsoft dictation feature

Fed up of typing? Would you rather just talk to your computer and let it do the typing for you?…. Then say hello to the Microsoft dictation function.

Dictation lets you use speech-to-text to author content in Office applications, such as Word or Outlook. All you need is a microphone and a reliable internet connection. It’s a quick and easy way to get your thoughts out, create drafts or outlines, or capture notes. 

How do I do this?

Here’s how you can use the Microsoft Dictation feature.

Once you’re signed into your Microsoft 365 account, make sure your microphone is turned on in Microphone Settings. 

Microsoft Word

1. Launch Microsoft Word and either start a new blank document, or open an existing document.

2. Go to Home > then select ‘Dictate‘ button from the top ribbon.

Dictate in Microsoft Word

3. Wait for the Dictate button to turn on and start listening.

4. Now start speaking to see the text appearing within your Microsoft Word document. You can insert punctuation at any time by saying them explicitly, plus you can add “New Lines” within your document.

5. You can fix any mistakes manually with your keyboard, without having to toggle the mic icon off.

Microsoft Outlook

The same functionality is available within Microsoft Outlook.

When you start a new message, or message reply, the dictation icon will appear in the Message menu within the top ribbon.

The steps to use this functionality will be the same as they are in Microsoft Word, as detailed above.

Dictation in Microsoft Outlook

NOTE: You must be signed into your Microsoft 365 account to use this functionality.

Further Information

If you have any questions about this or need assistance, then please contact the GCC Group Support Team on 0345 260 1151 or

Microsoft 365

In our personal and business lives, we’re becoming more connected than ever. Microsoft 365 is the world-class cloud-based platform which helps you to achieve your goals from anywhere.

Microsoft 365 is a suite of apps bringing together all the greatest Office applications in one cloud-based platform, enabling your people to connect, collaborate and get things done from anywhere.

Speak to us
 today to find out which Microsoft 365 applications could be deployed in your business.