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If you didn’t experience the early days of dictation software, consider yourself lucky. It was boring and inaccurate. I was an early adopter and I remember thinking it was more than rewarding. But that’s the nature of technology – we’re all guinea pigs at some point.
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Fortunately, we now have dictation technology that actually works. Although not perfect, it is accurate more than 90% of the time. You can speak in your natural voice, which was unheard of in the 1990s. And with voice commands, you’ll be more productive while doing it.
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Here, I’ll introduce you to the different types of speech-to-text software and provide tips for getting the most out of the one you use. And of course, I’ll share my picks for the best dictation software with detailed reviews for each app.
As you search online for dictation software, keep in mind that this software can include many different types of programs and services. The terms dictation software, speech to text, voice recognition, voice to text, and speech recognition can all refer to a program that converts your voice into text on a screen in real time. But sometimes searches for these terms turn up products that offer something else entirely.
For example, some products transcribe audio files to text, but not your voice in real time. Others bill themselves as personal AI assistants (perform all computer tasks using speech) and may include a dictation component. And you might use companies that offer human transcription services – they use real people to transcribe your audio files into text.
Then there are AI assistants in many of the devices we use every day: Apple’s Siri, Amazon’s Alexa, and Microsoft’s Cortana. These are great for scheduling meetings, playing music, and finding a place to eat, but they’re not designed to transcribe your papers, meetings, and other documents.
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For this review, I’ve focused on software, either standalone or embedded in a device, that is used for speech-to-text transcription.
Why do you want to do this? For starters, dictation software enables people with disabilities – both physical and linguistic – to access technologies and be more productive. For example, if you can’t use your hands, you can still work on a computer, create documents, and access the web with dictation technology. And people with chronic conditions like carpal tunnel syndrome can use their voice to avoid the repetitive stress of typing.
But as technology has improved over the past 20 years and costs have come down, dictation software is now available to everyone as a tool to increase productivity almost instantly. Students can write essays and take notes on lectures depending on the capabilities of the software. And the average user can dictate notes, shopping lists, text or reminders while doing other tasks, making multitasking a reality. Think: Take a walk while “writing” your next novel.
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Whether sending a text message or dictating your TPS report, getting your words right should be a top priority. Software that accurately records your speech instills confidence and allows you to focus on what you’re saying and less on how you’re saying it. That’s not to say you shouldn’t try to articulate your words (you should), but the best dictation software can usually navigate the minor fluctuations and mistakes of everyday speech correctly. Accuracy was the first quality I looked for when deciding which software to choose.
Although Dictation software is very good at recognizing different voices, it is not perfect. Here are some tips that will work best.
With dictation software, your voice is recorded by a microphone that is built into your device (computer, tablet, mobile) or as part of a specific software suite (such as Microsoft Office). For the occasional Dictation user jotting down notes and shopping lists, the built-in microphone should work just fine. But if you’re using it more heavily — writing content constantly, dictating meetings, sending emails — consider something that more effectively picks up sound waves from your voice.
For under $100, there are plenty of options for headsets with microphones or external microphones used by YouTube podcasters and interviewers. For this test, I used a mid-range USB headset from Jabra for all mobile applications. It’s lightweight, very comfortable, and has fairly good sound/audio quality. If you prefer not to be tethered to your device, wireless options like the Jabra Elite 45h ($100) may be faster for you. And the top-rated Blue Snowball USB microphone ($70) has its cool retro look and adjustable stand.
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To test accuracy, I used the same 209-word script for all programs. It consisted of five paragraphs, varying sentence lengths, several punctuation marks, numbers, and a proper noun for good measure. There were also a few compound adjectives (eg third person) that caused problems for all but one program – hyphenation unless instructed to do so. I didn’t penalize a program if it missed automatic hyphen insertion. For all but the mobile-specific candidates, I used my Jabra headset. There was little background noise in my office test space.
I dictated the script to every program I tested. Then I stopped, recorded the accuracy and any impressions (eg, “capitalized random words in the third sentence”) and repeated this step two more times. Since my dictations were never rendered flawlessly, I used the average of three attempts to determine accuracy. I also tried different commands, and other features where offered, such as adding a difficult word to the program’s vocabulary to ensure accuracy.
Keep in mind that many of these apps become more accurate the more you use them, so the accuracy numbers listed will likely improve with continued use. Also, since I was reading from a “script,” my speech rate was probably faster than the average person dictating their thoughts.
For one of the best dictation tools out there, look no further than your Mac, iPhone, or iPad. Apple’s built-in dictation feature, powered by Siri (I wouldn’t be surprised if the two merge someday), comes as part of Apple’s desktop and mobile operating systems. On iOS devices, you use it by pressing the microphone icon on the stock keyboard. On your desktop, you turn it on by going to System Preferences > Keyboard > Dictation, and then use a keyboard shortcut to enable it in your app.
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If you want the ability to navigate your Mac with your voice and use dictation, try Voice Control. By default, Voice Control requires the Internet to work and has a time limit of about 30 seconds per word. To remove these restrictions for Mac, enable Enhanced Dictation and follow the instructions here for your operating system (you can also enable it for iPhone and iPad). Enhanced Dictation adds a local file to your device so you can dictate offline.
You can format and edit your text using simple commands like “new paragraph” or “select previous word”. Tip: You can view available commands in a small window, like a small cheat sheet, while learning the ropes. Apple also offers a number of advanced commands for things like math, currency, and formatting.
Apple Dictation Accuracy: For this test, I used a borrowed iPhone 14 with the basic Dictation feature. For my 209-word test, it flubbed an average of 8 words for three tests, giving it an accuracy rating of 97%. Like Gboard, it also correctly transcribes some (but not all) of the tricky combination modifiers. And also like Gboard, it easily matched my speech track.
Recommendation: For occasional dictation, I recommend the standard Dictation feature available on all Apple systems. But if you need more custom audio features (for example, medical terms), opt out