How to Set Up Microsoft Word Ready for Transcription

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Microsoft WordWhen working on large transcription projects, most clients will instruct you to install Microsoft Word on your computer. A few use WordPerfect but a majority of them prefer Microsoft Word as their word processing software.

To help you master this great software, I have written a detailed post showing you how to set it up correctly.

Transcription Training

Working from home as a transcriptionist is not an easy job. It is a skill that requires proper training. So, before I show you how to set up Microsoft Word ready for transcription, I would like to recommend two really awesome courses.  Free 7-Lesson Mini Course and How to Transcribe and Excel In General Transcription.

These are two excellent transcription courses suitable for work from home transcribers just like you. They will get you on the right track and shorten your learning curve. So, check them out here Transcribe Anywhere and on Udemy.

Now that that’s out of the way, let’s get started!

Step 1:  Fonts

  • Open Windows Start Menu.
  • Choose All Programs.
  • Click on Microsoft Office.
  • Then click Microsoft Word. The above display will appear.
  • Ensure that the document has 1-inch margins on all sides. If not, use the ruler and drag it to 1 inch each.
  • The next step is saving the file. In case there is a blackout your work will be saved automatically. You do this by right-clicking on the Main Menu tab of Word. Click on Save As. A pop-up window will appear. Type the name of the file in that bar then click the Save button. You can either save the file in My Documents or in the Desktop area.
  • After that go to Home tab, Theme Fonts then choose either Calibri or Times New Roman 12pt. These are widely accepted fonts.


Step 2:  Spacing and Indenting

  • Click on Page Layout then go to an area named Indent. There is Left and Right. On the Left wording, hover over it and set it to 1pt. Then go to Spacing there is Before and After wordings. Click on After and put it on 14 pt. This will ensure single spacing between your lines and paragraphs.

Step 3:  Headers and Footers

  • Click on Insert then Header. You will find four tabs. There is: Blank, Blank (Three Columns), Alphabet and Annual. My transcription clients prefer Black (Three Columns) and Alphabet but use what your client prefers. There is also a section for Edit Header and Remove Header. Use Edit Header when you want to make changes and use Remove Header when you no longer need a header in your transcript.
  • Use the above process to include footers in your transcript.

Step 4:  AutoCorrect Features

  • Click the Main Menu tab
  • On the left-hand corner of that pop-up, you will see Word Options.
  • Click on Word Options then go to Proofing tab
  • Under Proofing there is AutoCorrect Options tab
  • Check the boxes on that page including the Replace Text As You Type
  • Here you will find two fields as shown in the example below.









  • Then check the box that says “Automatically use suggestions from the spell checker then hit okay button. Every time you type the word Sp it will automatically type Speaker. When you type Int it will bring interviewer.

More Information

I hope you liked today’s post. If you need more posts like this check out How to Set Up Express Scribe Ready for Transcription

Thinking of venturing into the world of transcription? I highly recommend the Free 7-Lesson Mini Course offered by Janet Shaugnessy over at Transcribe Anywhere. She will teach you what transcription entails, whether it’s a good fit for you, how much to earn and why transcription is an in-demand skill right now.

Need more transcription resources? Feel free to check out these awesome ebooks:

3 thoughts on “How to Set Up Microsoft Word Ready for Transcription

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