How to Set Up Microsoft Word Ready for Transcription

When working on large transcription projects, most clients require you to install Microsoft Word on your computer. A few may 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 write a transcript in Microsoft Word so that you can set up templates for every type of transcription job.

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.

How to Transcribe in Word

After you complete steps one through five, make sure to save your document to use as a Word transcript template for future jobs. If you have yet to become a transcriptionist, you can learn how to set up an account and pass your first transcription test here.

Related: Timestamps in Transcription: Know When and How to Use Them

Step 1:  Transcription Font

• Open Windows Start Menu.
• Choose All Programs.
• Click on Microsoft Office.
• 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 on each side.
• 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, “transcription template” in the text box then click the Save button. You can either save the file in My Documents or on the Desktop.
• Next, go to the Home tab, Theme Fonts, and then choose either “Calibri” or “Times New Roman” 12pt font. These are widely accepted fonts for transcribing.

Related: How to Set Up Express Scribe Ready for Transcription

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 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 are 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.

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

Step 5:  Save as a Transcription Template

• Now that you’ve walked through steps one through four, save your document as a Word transcript template.
• Every time you have a new transcription task to complete, make a copy of your template and rename it to match your new project. You can use your template for general transcription, interviews, legal, and medical projects.

Transcription in Word

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 you can earn, and why transcription is an in-demand skill right now.

Need more transcription resources? Check out these additional resources:

• Jump-start Your Work At Home General Transcription Career by Lisa Mills
• Make Money From Home: How to Become a Non-Medical Home-Based Transcriptionist by April Hodson