Transcription tools
ⓘ Important Considerations
When it comes to transcribing research data, you shouldn't use unauthorized AI, like ChatGPT or Deepthink. These tools pose risks to data security and confidentiality, as sensitive information might be stored or processed in ways that don't comply with GDPR.
However, there are alternative options that SSE recommends for transcribing, Microsoft Word and Teams
Frequently Asked Questions
Can I use Copilot to edit transcriptions?
Yes. Copilot operates within the permissions granted to your Microsoft 365 account, so you're allowed to upload files for editing and spell checking. Your data remains secure and compliant with Microsoft's data protection standards.
Contact us
Have questions about using AI at SSE? Feel free to get in touch with the library.
Email: library@hhs.se
Phone: 08-736 90 00
Chat: Look for the icon on the right edge of your screen when we're available.
Staffed hours
Monday - Friday: 10:00 - 15:00
Weekends: Closed
📝 Transcribe with MS Word
Microsoft Word offers a built-in transcription feature that makes it easy to convert audio files into text.
It works with several languages and gives the best results with clear recordings. You can review and edit the text right in Word, and since everything stays within Microsoft’s system, it’s a safe and convenient option for research use.
How to transcribe with Word
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Open Word
Create a new Word document, and make sure you are signed in with your SSE Microsoft 365 account. -
Find the tool
On the "Home tab", locate the "Dictate" button (usually on the right side of the toolbar).
Click the small arrow next to "Dictate" to open a dropdown menu.
Select "Transcribe" from the list. -
Upload a file
A pane will open on the right side of the document titled "Transcribe".
Click "Upload audio" and select the file you want to transcribe
The program supported the formats: .mp3, .wav, .m4a, and .mp4. -
Process audio
Word will upload and process the file. This may take a few minutes depending on the length of the audio.
Once complete, the transcript will appear, divided by speaker if the audio is clear enough. -
Review and edit
You can listen to the audio alongside the transcript.
Click on the pencil icon to edit any part of the text.
Click "Add to document" to insert the transcript to the document. You can choose whether to include speakers and timestamps.
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Save transcript
The transcript is saved to your OneDrive. Make a copy if you want to store it on a local drive.
Step by step video guide:
Transcribe with Teams
Microsoft Teams has a built-in transcription tool, letting you turn spoken content into a text automatically.
Once the meeting is started, Teams captures the conversation in real time. When it ends the transcript is saved and participants will be able to review, download, or share the notes. Since the tool is part of Microsoft, it's a safe and reliable way to get transcripts from meetings.
Note: Teams can only transcribe one language at a time, so if you switch between languages, you’ll need to manually change the transcription language in the settings.
How to transcribe with Teams
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Join a meeting
Open Microsoft Teams and join a meeting, make sure you're signed in with your SSE Microsoft 365 account. -
Start transcription
Once in the meeting, click one the "More" button, i.e. the three dots...in the meeting toolbar.
Select "Record and transcribe" from the menu and choose "Start transcription".
Pick what laguange you're speaking and teams will begin capturing everything that’s said in real timd.
All participants will be notified that the meeting is being transcribed. -
See notes live
The live transcript will appear in a panel on the right-hand side of the window.
You can scroll through it as the meeting continues. Only participants from your organization can see the transcript unless it's shared. -
Access transcript
After the meeting, you'll be able to access the transcription in two places:
1. From the Teams chat, linked to the meeting summary.
2. From your Outlook/Teams calendar, by opening the meeting booking and clicking the “Transcript” or “Meeting Recap” tab, depending on your Teams version.
There you can review the full transcript, search for key phrases and download it. -
Review and edit
You can listen to the audio alongside the transcript.
Click on the pencil icon to edit any part of the text.
Click "Add to document" to insert the transcript to the document. You can choose whether to include speakers and timestamps.
Step by step video guide: