Transcribing audio by hand is the digital equivalent of watching paint dry—while simultaneously having a tooth pulled. Without novocaine.

You've been there: hunched over your keyboard, constantly rewinding those five seconds where everyone decided to talk at once, desperately typing what sounds like either "market segmentation" or possibly "muffin sensation." Your fingers cramp, your brain melts, and somehow three hours pass to transcribe 20 minutes of audio.

Here's a radical thought: maybe you didn't get into creative work to spend hours as a human dictation machine. The good news is that it's no longer 2010, and technology has finally caught up with this particular problem.

This guide walks you through eight straightforward steps to transform your audio files into accurate text—without the mental anguish, carpal tunnel, or questioning your career choices. Let's reclaim those hours of your life.

What best practices improve accuracy in noisy recordings?

Improvements often start with advanced audio cleaning features, such as noise reduction, before transcription. Tools like sound enhancement software can help isolate voices from background noise, boosting accuracy. Methods like using high-quality microphones, doing test recordings, and reducing chatter also contribute to clearer transcription results. If your software allows it, enabling multi-speaker identification can further separate each person’s words.

Protecting your audio data: privacy and security

Safeguarding your audio files is crucial whether you’re transcribing a personal interview or a top-secret business roundtable. According to robust privacy measures, you should start by encrypting your data in transit and at rest. This includes storing files on secure servers with the latest security patches and restricting who can access them through role-based permissions. If your work touches sensitive topics, ensure compliance with regulations like GDPR in the EU or HIPAA in the U.S. Also, always double-check how your chosen transcription software handles data, especially if it offers cloud-based collaboration.

What is audio file transcription?

Audio transcription is the process of transforming audio or video files into text format. Whether it's a recorded meeting, an interview, a podcast episode, or even a court hearing, audio transcription makes the information accessible, easy to analyze, and searchable. Converting audio files to text creates a permanent record that can be referenced without replaying the original recording.

Webinars, business calls, research notes, films, podcasts, and anything else containing spoken words are prime candidates for text transcription. By transcribing audio files to text, you're not just storing information—you're making it infinitely more usable, shareable, and accessible to people with hearing impairments.

4 ways to transcribe audio files to text

So you've got an audio file and you need to transcribe it to text. Many content creators face this challenge daily. Here's how to tackle it head on with four different methods to transcribe audio files to text:

Manual transcription of audio files

Manual transcription means you listen to the audio recording and type out what you hear, word for word. It's as straightforward and time-consuming as it sounds.

Pros:

• You control the accuracy.
• No need for specialized software.
• Allows for nuance in punctuation and editing.

Cons:

• Adds hours to your workflow
• Requires a lot of audio playback.
• Requires intense focus.
• Resource intensive.

Automatic software to transcribe audio files

Automatic transcription software uses algorithms and AI to convert spoken words into written text. It's the tech-savvy way to transcribe audio files to text quickly. It's a convenient solution for journalists, medical professionals, content creators, and anyone else needing quick, accurate transcriptions in multiple languages with support for various audio file formats.

Pros: Fast turnaround time, affordable pricing options (including free tiers), supports multiple file formats like MP3, WAV, and MP4, and often includes editing tools.

• Quick turnaround.
• Cost-effective.
• High accuracy for clear audio.

Cons: May struggle with heavy accents, background noise, or poor audio quality; accuracy typically ranges from 85-95% depending on conditions.

• Struggles with accents and background noise.
• Often requires a subscription or per-minute fee.
• Depending on software quality, it can produce errors.

Human transcription services for audio files

Human transcription services involve sending your audio files to a company where professional transcriptionists produce text for you. These professionals manually transcribe the audio, accounting for nuances, accents, and context. Law and medicine industries often use human transcription services for situations when accuracy and privacy are of the utmost importance.

Pros:

• Extremely accurate.
• Can handle complex audio files.

Cons:

• Expensive.
• Longer wait times.
• Additional logistics to work through with third-party teams.

Mobile apps that transcribe audio to text

Voice-to-text mobile apps on iOS and Android use your phone's built-in capabilities to transcribe audio. These apps offer the convenience of converting spoken words into text without extra equipment. It's transcription at your fingertips, literally.

Pros:

• Convenient for quick tasks.
• No additional cost.
• Great for on-the-go content creation.

Cons:

• Limited in features.
• May lack accuracy.
• Quality may not be the best.

Each of the four methods has its own advantages and drawbacks. But if speed and efficiency are what you're after, automatic transcription software often takes the cake.

Exploring real-life transcription use cases

Transcripts aren’t just for podcasters or marketers—they underpin critical operations in multiple industries. Legal teams frequently rely on transcripts for depositions, contract negotiations, and court proceedings. Healthcare professionals face similar needs, using transcribed patient records to provide accurate diagnoses and treatment plans. Accessibility advocates often champion transcribed audio or video content to ensure it’s inclusive for people with hearing impairments. Academic researchers, meanwhile, can comb through transcripts of interviews or focus groups more efficiently, freeing up time for deeper analysis.

How to transcribe audio files to text: Step by step

As we've stressed, manually transcribing audio files to text can be a dull, time-consuming task. But with the right transcription software, it can be as simple as uploading your audio file and grabbing another cup of coffee while the AI does the work.

Here's a step-by-step guide to get you started. Either read along or watch our in-depth tutorial below:

1. Choose transcription software or service

First things first, choose a transcription tool that best suits your needs.

Whether you're looking for an automated software solution, a dedicated mobile app, or human transcription services, it's essential to consider factors like:

• Accuracy: The tool's precision in transcribing audio, capturing jargon, and ensuring quality outputs.
• Speed: The turnaround time for a transcription can vary from a few seconds to a few days.
• Cost: Weigh the tool's price against its benefits.
• Ease of use: A user-friendly interface makes the transcription process smooth and efficient.

Your choice will influence the quality, security, and efficiency of the output. For this tutorial, we'll use Descript's transcription software, because in our totally biased opinion, it's the best tool for transcribing audio files to text with up to 95% accuracy.

2. Prepare your audio files for transcription

Before you upload anything, check the clarity and quality of your audio file. Clear, crisp audio with minimal background noise and interruption enhances the accuracy of the transcription, regardless of whether you're using automated software or human services. For best results, WAV files typically provide better quality than compressed formats like MP3.

If you're a podcaster with multiple hosts, for example, ensure each voice is clear and distinguishable.

3. Upload or import your audio files

Open Descript and click New project in the upper right corner.

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Then, name your project and click Choose a file to transcribe.

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Choose the file from your computer. After selecting open, Descript will automatically transcribe your audio or video file.

4. Configure transcription settings

Next, identify the speakers in your file. Select two from the dropdown menu if it's just you and another person.

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Descript will play you a short clip from your file, and you'll type in the speaker's name. Then click Add “Name” as speaker.

5. Start transcribing your audio to text

Once you've configured the settings, Descript will proceed with the transcription. It's usually quick, but the time can vary depending on the length of your audio file.

6. Review and edit the text transcript

Once it's complete, review the transcription for any errors. This is the most time-consuming part, but luckily, Descript has keyboard shortcuts that will let you correct words and punctuation quickly.

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You can also choose to automatically correct any mistakes made by the AI. You can find that tool in the upper right corner of your transcript.

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With Descript, you can transcribe audio files to text and then:

• Remove long periods of silence from your recording. Decide how many seconds of silence you'll tolerate, then reduce any excess accordingly.
• Remove filler words like "you know," "well," or "um," as well as unnecessary repetitions.
• Automatically highlight potential recording errors for you to proofread and review.

7. Export or save your text transcript

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Once you're satisfied with the transcript, you can export it in formats like PDF, HTML, Word, or plain text. And then you're done! Congrats, you've just transcribed your audio file to text and saved a bunch of time that you would have spent typing it all out manually.

5 tips to transcribe audio files to text accurately

Transcribing audio is an important skill. Make sure you follow these five essential tips and best practices to make sure you're doing it right.

1. Use high-quality audio files

The more precise the audio, the better the transcription. Always record your audio in a quiet environment with minimal background noise. For example, if you're recording an interview, use a dedicated microphone rather than relying on your laptop's built-in mic.

However, if you find yourself in a pinch and have no other alternative, Descript's Studio Sound can remove any background noise after the fact. This feature helps improve transcription accuracy even when recording conditions aren't ideal.

2. Choose the right audio-to-text software

Not all transcription tools are created equal. Pick one that aligns with your needs, goals, and quality standards. A human transcription service might be your best bet if you're after accuracy at any cost.

If speed and control are your priority, use automatic transcription software like Descript. The app produces an up to 95% accurate transcript, supports multiple languages, and editing the other 5% is quick and straightforward with its intuitive interface.

3. Transcribe audio files in sections

Don't try to tackle the whole audio file in one go. Break it down into manageable sections if you're transcribing it manually. This makes the task less overwhelming and allows you to focus on smaller parts to maintain accuracy.

If you have an hour-long lecture, consider transcribing it in 10-minute intervals. But if you'd like to go the automated route, tools like Descript take care of that for you.

4. Use timestamps in your transcription

The timestamp isn't just for reference, it's for clarity, too. Insert timestamps regularly or during key moments. This allows you to cross-reference the text and audio later on. In an interview, for instance, you might add a timestamp whenever a new question is asked or when a third speaker talks.

5. Use templates for audio transcription

Why start from scratch when you don't have to? Use a template to maintain a consistent format across all your transcriptions.

Some elements you can standardize are: speaker identification, timestamps, formatting for emphasis or questions, file naming conventions, and privacy notations for sensitive information.

• Font type and size: Decide all transcriptions must be in Times New Roman size 12 font, for example.
• Paragraph lengths: Keeping paragraphs no more than 3 sentences max makes the content easier to digest.
• Inaudible and crosstalk tags: Highlight unclear audio portions or instances when multiple speakers overlap.
• Sounds: You might add notations that convey non-verbal auditory context, like [laughter] or [door slams].

Overall, a template speeds up the process and makes the final text easier to read and analyze.

Best apps to transcribe audio files to text

The good news is that you have plenty of options for transcribing audio files to text. To help, here are four top-notch apps and software for audio transcription, complete with pros, cons, pricing, and limitations.

1. Descript

Descript does more than only transcribe audio files to text. It also makes your audio sound clean and beautiful compared to other apps. Descript automates transcription for you and makes its editing process a breeze. You can easily set timestamps and match your transcription with audio or visual content, all while maintaining strict privacy and security standards for your files.

Get started with Descript for free.

Pricing: Starts at $12/month for the basic plan.

Limitations: The free plan has a cap on transcription hours.

Pros: Supports multiple file formats (MP3, WAV, MP4, etc.), offers up to 95% accurate transcription, provides real-time collaboration, and includes powerful audio/video editing tools in one platform.

• High accuracy and minimal errors.
• User-friendly editing dashboard and tools.
• Offers automatic audio transcription features.
• Supports more than 23 languages, from English to Croatian

Cons: Free plan has limited transcription hours, and highest accuracy requires good audio quality with minimal background noise.

• Limited free plan.

2. Otter.ai

Otter.ai was originally created just to do transcriptions, but now it's turned into a work meeting notes transcriber. It's great for plugging into your Zoom meetings or any other group meetings needing summaries and a transcript.

Pricing: Free Basic plan available. The next tier up starts at $10 per user per month.

Limitations: The free plan offers 300 minutes of transcription per month.

Pros: Real-time transcription, supports multiple languages, automatic speaker identification, and secure file storage with strong privacy protections.

• Real-time transcription.
• Generous free plan.
• Collaboration features.

Cons: Interface primarily designed for meetings rather than creative content, and free plan limited to 300 minutes per month.

• Less accurate with background noise.
• No human transcription option.
• Its main function is transcription, not an all-in-one workflow tool.

3. Dragon Anywhere

Dragon Anywhere is a mobile app that makes it easy to create documents with speech-to-text functionality. Its “voice typing” style makes it ideal for on-the-go text document creation, formatting, and editing—no need for Microsoft Word to create clean documents.

Pricing: After your 7-day free trial, the monthly subscription starts at $15.

Limitations: No free plan available.

Pros: Excellent for dictation and voice-to-text, supports multiple languages, works offline, and includes document formatting capabilities.

• Extremely accurate.
• Customizable voice commands.
• Works well for professionals.

Cons:

• Expensive.
• Requires training the software to your voice.

4. Amazon Transcribe

Amazon Transcribe is a highly accurate speech transcription tool that's great for meetings, creating custom models for accuracy, and ensuring the privacy of sensitive information. It's geared for enterprise teams with more demanding security needs.

Pricing: Get 60 minutes a month of speech-to-text for a year. Then the first 250,000 minutes start at $0.024 each.

Limitations: Not as user-friendly for those without technical skills.

Pros: Highly accurate for multiple languages, customizable vocabulary, redacts personally identifiable information for privacy, and supports batch processing.

• Highly scalable.
• Good for bulk transcriptions.
• Supports multiple languages.

Cons:

• Pay-as-you-go pricing can add up.
• Geared more toward developers.

Your transcription experience hinges on the tool you pick, so it's essential to vet each tool, ensuring it aligns with your text file needs and budget. For example, if you need hours of audio transcribed, a free option with limited monthly minutes isn't going to cut it.

Transcribe audio files to text with Descript

Descript is your go-to transcription tool for converting audio files to text in real time. It has free transcription options, supports multiple file formats like WAV, MP3, and MP4, and offers quick turnaround times. Whether you're dealing with podcasts, phone calls, or video content, Descript's automatic transcription software ensures accurate transcripts, even with background noise. Plus, your files remain secure with Descript's privacy protections.

Compatible with Windows and Mac, Descript helps streamline your workflow. You can upload audio or video files and enjoy features like timestamps, subtitles, and speech recognition in multiple languages. Export your transcripts as a Word document, sync to Google Docs or OneDrive, or publish in HTML for a blog post. The platform's intuitive design makes it easy to transcribe audio files to text without technical expertise.

Want to speed up your audio transcription process without sacrificing quality? Try Descript today.

FAQs about transcribing audio files to text

What is the easiest way to transcribe audio files to text?

The easiest way to transcribe an audio file to text is by using automatic transcription software like Descript or Otter.ai. These AI-powered tools can convert most audio formats to text with up to 95% accuracy, depending on the audio quality.

How can I transcribe audio files to text for free?

You can transcribe an audio file to text for free using the free plans offered by transcription services like Descript (which offers some free transcription minutes) or by manually transcribing it yourself. Many automatic transcription tools offer free trials or limited free minutes per month.

How do I transcribe mp3 audio files to text?

To transcribe an MP3 audio file to text, you can either upload it to a transcription service that supports MP3 formats (like Descript, Otter.ai, or Amazon Transcribe) or transcribe it manually. Automatic services will typically process an MP3 file in minutes, with accuracy depending on the audio quality.

How do I ensure data security when using transcription services?

Data security is crucial and starts with encryption to protect information in transit and at rest. You can consult strict access controls for guidance on role-based permissions. Additionally, look for transcription software that complies with data protection regulations like HIPAA or GDPR if you’re handling sensitive information. Encouraging a culture of security awareness also helps keep your data safe from breaches.