How to Use Dictation in Word: Commands, Settings and Fixes

For a lot of people, talking feels far quicker than typing, and Word's Dictate button turns your voice into text as you go. It's brilliant for first drafts, meeting notes and getting a blog post out of your head before you lose the thread. You just need a microphone, a Microsoft 365 account and a decent internet connection.

Starting dictation

1. Open a new or existing document, signed in to Microsoft 365.
2. Go to Home > Dictate.
3. Wait until the Dictate button shows it's listening.
4. Start speaking. Your words appear on the screen.
5. Say "pause dictation" or "stop dictation" when you're done.

On a Mac, Microsoft says you can also start dictation with Option+F1. To pick up again after a pause, Microsoft gives Alt+` or the microphone icon in the floating dictation menu.

Saying punctuation and new lines

Word won't guess every comma, so you say them. A few of the commands Microsoft lists for English:

Say	You get
"full stop" or "period"	.
"comma"	,
"question mark"	?
"new line"	A line break
"open quotes" ... "close quotes"	Quotation marks
"colon"	:

There's also an Auto Punctuation setting, under the gear icon, which you can switch on or off where it's available for your language. I leave it on for rough drafts and turn it off when I want full control.

Editing and formatting by voice

You don't have to stop and reach for the mouse to fix things. Microsoft's commands include:

• "delete" on its own removes the last word or punctuation before the cursor.
• "delete that" or "scratch that" removes the last thing you said.
• "bold last word" or "underline last sentence" formats what you've just said.
• "create bullet list" and "exit list" start and end a list.
• "add comment" followed by your words inserts a comment with that text.
• "show commands" brings up the list if you forget.

Selecting text without touching the mouse

You can also select by voice, which makes the formatting commands far more useful. Microsoft lists commands such as "select" followed by a word or phrase, "select sentence", "select paragraph" and "select that". Once something's selected, say "bold" or "italicize" and it's done. It takes a little practice, but it's handy when you're dictating with a cup of tea in one hand.

The settings worth checking

Select the gear icon on the dictation toolbar to see Microsoft's settings:

• Spoken Language: by default it's set to your document language. Change it if you're dictating in another one.
• Microphone: choose which mic Word listens to, useful if you've got a headset plugged in.
• Auto Punctuation: on or off, where available.
• Filter sensitive phrases: masks potentially sensitive phrases with asterisks.

Microsoft notes that preview languages may have lower accuracy or limited punctuation support, so expect more tidying if you're using one.

Why the Dictate button might be missing or greyed out

This is where most people get stuck. According to Microsoft, dictation is only available with Microsoft 365. It isn't available in Office 2016 or 2019 for Windows without Microsoft 365, and you need Windows 10 or above. If the button's there but greyed out, check the document isn't read-only. Sign in with your Microsoft 365 account, open an editable copy, and it should appear.

When Word says it can't use your microphone

If you see a message saying Word doesn't have access to your microphone, Microsoft's first check is that no other app or webpage is already using it. Close your video call app and try again. If the message says there's a problem with the microphone or it can't be detected, make sure it's plugged in, test it, and check the microphone settings on your computer.

Getting better accuracy

Microsoft's own troubleshooting tips are practical:

• Use a fast, reliable internet connection.
• Cut background noise, or move somewhere quieter.
• Speak a little more deliberately than you would in conversation.
• Try a headset or external microphone instead of the built-in one.
• Check your mic isn't muted and the input level isn't too low.

Word also underlines words it thinks it may have misheard. Click one to see alternatives, or select Ignore if it was right.

What happens to your voice

For client work, this matters. Microsoft says the service doesn't store your audio data or transcribed text. Your speech is sent to Microsoft and used only to give you the text. That's reassuring, but I'd still avoid dictating passwords or anything highly confidential in a shared office, simply because people can hear you.

My take

Dictation won't give you a finished document, but it's the fastest way I know to get a messy first draft down. Talk it out in one go without stopping to fix every slip, then edit with the keyboard afterwards. Trying to dictate perfect copy is slower than either method on its own. Learn "new line", "full stop" and "scratch that" and you'll cover most of what you need. When the draft's done, my guide to starting copywriting as a business owner will help you polish it, and here's how to recover an unsaved Word document in case Word closes mid-sentence.

Frequently asked questions

Where is the Dictate button in Word?

On the Home tab. You need to be signed in to Microsoft 365 on a device with a microphone.

Why can't I see Dictate in Word?

Microsoft says dictation needs Microsoft 365. It isn't available in Office 2016 or 2019 for Windows without it.

How do I add punctuation when dictating?

Say it, for example comma, full stop, question mark or new line. You can also turn on Auto Punctuation.

How do I undo a mistake by voice?

Say delete that or scratch that to remove the last thing you said.

Does Microsoft keep my dictation recordings?

Microsoft says the service doesn't store your audio data or transcribed text.