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How do I use AI for transcription?
Short answer
Upload a recording to an AI transcription tool, or record live, and it turns speech into text with timestamps and speaker labels. Microsoft Word's Transcribe feature gives Microsoft 365 subscribers 300 minutes of uploads a month. Otter, Fireflies, Gemini and your phone's voice recorder are other options. Always check names, numbers and technical terms afterwards.
Options compared
| Tool | Best for | Cost |
|---|---|---|
| Word Transcribe | Uploading interviews and voice notes | Included with Microsoft 365 (300 minutes a month) |
| Otter | Meetings and live transcription | Free plan, paid plans. See how much does Otter AI cost? |
| Fireflies, Fathom | Online meetings on Zoom, Teams and Meet | Free plans. See how much does Fireflies AI cost? |
| Gemini, ChatGPT | Short recordings and summaries | Free plans with limits |
| Teams, Zoom | Meetings already on those platforms | Included with business plans |
How to get a good transcript
- Record in a quiet room with the microphone close to the speakers.
- Upload as MP3, M4A, WAV or MP4.
- Label speakers once so the tool can learn them.
- Ask an AI chatbot to turn the transcript into notes, actions or a summary.
- Check figures, names and any technical terms.
Privacy and consent
Recordings and transcripts are personal data. Tell people you are recording, keep files secure and delete them when no longer needed. See is it legal to record calls with AI? and is Otter AI GDPR compliant?
Related questions
Can AI transcribe meeting notes?
Yes. See how to use AI meeting notes in Microsoft Teams and how to use AI notes in Zoom
How accurate is AI transcription?
Very good on clear audio in standard English, weaker with strong accents, crosstalk and noise.
Can AI transcribe phone calls?
Some tools can, but you must follow the rules on recording calls. See can Otter AI record phone calls?
Sources
- Microsoft Support: transcribe your recordings in Word
- Otter Help Center: supported languages
- ICO: guide to UK GDPR
Checked 18 October 2026. Rules and prices change, so check the source before you rely on it. This is general information, not legal, tax or financial advice.
More on getting started with ai
- Are AI chatbots dangerous?
- Can AI analyse a video?
- Can AI compare two documents?
- Can AI help me write a book?
- Can AI proofread a document?
- Can ChatGPT be used for business?
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