How to Dictate in Outlook

Screen capture of a new email being composed in Outlook with the 'Dictate' feature activated, showing a pop-up microphone symbol

How to Dictate in Outlook

The dictation feature lets you use speech-to-text to author content in Office Outlook with a microphone and reliable internet connection. It’s a quick and easy way to draft emails and send replies.

The dictation feature in Outlook allows you to dictate text into Word, PowerPoint, Excel, and OneNote documents. Once the document is loaded, you’ll be able to add comments and edit formatting using visual cues.

How to Enable Mic on Mac?

You must first enable the dictation feature on your Mac before you can use it. Follow the steps below to complete this:

  1. Choose the Apple menu, then click System Settings.
  2. Select Privacy & Security in the sidebar. (You may need to scroll down.)
  3. Click Microphone.
  4. Turn access to the microphone on or off for each app in the list. Now, you are ready for voice typing.

How to Dictate in Outlook on macOS?

To learn how to use speech to text dictation feature to type email by speaking on your macOS, please follow the steps below to voice-to-text your message:

  1. Start a New Email or reply and go to Message.
  2. Then Dictate while signed into Microsoft 365 on a mic-enabled device.
  3. Wait for the Dictate button to turn on and start listening.
  4. Start speaking to see text appear on the screen.
  5. Move your cursor to a placeholder, and start speaking to see text appear.
  6. Insert punctuation (question mark, comma, full stop, etc.) at any time by saying them explicitly.
  7. To create a new line, say “New Line” or “New paragraph.”
  8. To stop the reading, click the Stop Speaking button.

How to Enable Mic on Windows?

Before using the dictation feature on your Windows device, you must first enable it for speech recognition and voice commands. Please follow the steps below to accomplish this:

  1. Select Start, then click Settings on the drop-down menu.
  2. Then scroll down and select Privacy. Choose the Microphone icon.
  3. In Allow access to the microphone on this device, select Change and make sure Microphone access for this device is turned on.
  4. Then, allow apps access to your microphone. In Microphone settings, go to Allow apps to access your microphone and make sure it’s turned on.

How to Dictate in Outlook on Windows?

You can dictate emails easily by following the steps below:

  1. Start a New Email or reply and go to Message
  2. Dictate on a device with a microphone while logged into Microsoft 365.
  3. Wait for the dictate button to be active.
  4. To see text appear, move your cursor to the Subject line and start dictating.
  5. Use explicit punctuation (such as a question mark, comma, full stop, etc.) at any time.
  6. Say “New Line” or “New Paragraph” to begin a new line.
  7. Click the Stop Speaking button to end the reading.

How to Dictate your emails in Outlook on iOS?

You can dictate emails on your iPhone by following the steps below:

  1. Start a New Email or reply, and tap the microphone icon to turn on dictation.
  2. Wait for the Dictate button to turn on and start listening.
  3. To see a text displayed on the screen, begin speaking.

How to Dictate your emails in Outlook on Android?

The steps listed below can help you dictate emails on your Android device:

  1. Tap the microphone icon to enable dictation when you start a new email or reply.
  2. Start listening after the Dictate button turns on.
  3. Start speaking to see text appear on the screen.

How to Enable Auto Punctuation in Outlook?

Email dictation in Outlook also offers an auto punctuation feature. With auto punctuation, Outlook adds commas or periods according to the speaker’s pauses.

  1. To turn auto punctuation on or off, click the Dictate button on the Message tab.
  2. Then click the Settings icon
  3. Select or deselect Enable Auto-punctuation.

How to Dictate Punctuation in Outlook?

  1. Tap to place the insertion point where you want to insert text.
  2. Click the microphone icon on the virtual keyboard or look for it in any text area.
  3. After clicking the icon, you can start speaking.
  4. If you don’t see the microphone icon, make sure Dictation is turned on.
  5. Outlook automatically inserts punctuation for you as you speak to insert text.
  6. To get the most out of voice dictation, use keywords to add punctuation or line breaks. Then the marks will be added automatically.
  7. When you finish, tap the microphone icon which there is an x on it.

What Can You Do with Outlook

With Outlook on your PC, Mac, or mobile device, you can:

  • Organize email to let you focus on the messages that matter most.
  • Manage and share your calendar to schedule meetings with ease.
  • Share files from the cloud so recipients always have the latest version.
  • Stay connected and productive wherever you are.

Frequently Asked Questions

What is Outlook

Microsoft Outlook is the preferred email client to send and receive emails by accessing Microsoft Exchange Server email. Outlook provides access to contact, email calendar, and task management features.

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