How to Get Audio Transcribed – Free and Practical Ways

Audio content is everywhere, and knowing how to get audio transcribed is becoming an increasingly valuable skill.

From podcasts and interviews to lectures and voice memos, we’re constantly surrounded by important information in audio format.

But what if you need to convert that audio into text?

Whether you’re a student, researcher, journalist, or business professional, mastering the art of audio transcription can be invaluable.

In this blog post, we’ll explore various methods, tools, and best practices for audio transcription, helping you turn spoken words into written gold.

Why Transcribe Audio?

Before we dive into the “how,” let’s briefly touch on the “why.” Audio transcription offers numerous benefits:

1. Improved accessibility – Written content is more accessible to people with hearing impairments or those who prefer reading.
2. Enhanced searchability – Text is easily searchable, making it simpler to find specific information within long audio files.
3. Content repurposing – Transcripts can be used to create blog posts, articles, or social media content from audio sources.
4. Better comprehension – Some people learn better by reading than listening, making transcripts a valuable study aid.
5. SEO benefits – Search engines can index text content, potentially improving your online visibility.

Now that we understand the importance of audio transcription, let’s explore how to do it effectively.

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Method 1: Manual Transcription

Let’s start with the most straightforward (albeit time-consuming) method: manual transcription.

Steps for Manual Transcription:

1. Gather your tools – You’ll need an audio player (like VLC or Windows Media Player) and a text editor (such as Microsoft Word or Google Docs).
2. Listen and type – Play the audio and type what you hear. It’s often helpful to use keyboard shortcuts to pause and play the audio quickly.
3. Use time stamps – For longer recordings, insert time stamps at regular intervals or key points in the conversation. This makes it easier to reference specific parts of the audio later.
4. Review and edit – Once you’ve finished the initial transcription, listen to the audio again while reading your transcript to catch any errors or omissions.

Pros of Manual Transcription:

• High accuracy, especially for complex or technical content
• No cost (other than your time)
• Full control over the format and style of the transcript

Cons of Manual Transcription:

• Very time-consuming (it can take 4-6 hours to transcribe one hour of audio)
• Requires good typing skills and attention to detail

Practical Example:

Sarah, a journalism student, needed to transcribe a 30-minute interview for her final project.

She decided to use Express Scribe’s free version for this task.

Here’s how she optimized her workflow:

1. Sarah downloaded and installed Express Scribe from the NCH Software website.
2. She imported her interview audio file into Express Scribe.
3. In Express Scribe’s settings, she customized the hotkeys for play/pause, rewind, and fast forward to match her preferences.
4. She opened Google Docs in a separate window for typing the transcript.
5. Using Express Scribe’s variable speed playback, Sarah slowed down the audio to 80% speed for parts where the speakers talked quickly.
6. She utilized Express Scribe’s auto-backspace feature, which automatically rewinds the audio a few seconds each time she resumes playback after pausing.
7. For longer pauses or breaks in the interview, Sarah used Express Scribe’s timestamp insertion feature to mark these in her transcript.

Sarah was able to complete her manual transcription more efficiently than if she had used a standard media player.

The software’s intuitive controls allowed her to focus on typing accurately without constantly switching between windows to control audio playback.

Other Software Options for Manual Transcription

While Express Scribe is a popular choice, there are several other software options available for manual transcription.

Here’s a list of alternatives, including both free and paid options:

1. oTranscribe (Free)
   • Web-based application, no download required
   • Simple, distraction-free interface
   • Supports audio and video files
   • Features interactive timestamps and automatic saving
2. F4transkript (Free and Paid versions)
   • Available for Windows and Mac
   • Free version offers basic functionality
   • Paid version includes advanced features like speaker recognition and improved workflow options
   • Supports foot pedal control
3. InqScribe (Paid, free trial available)
   • Available for Windows and Mac
   • User-friendly interface with customizable shortcuts
   • Supports both audio and video files
   • Offers a free trial period
4. Transcribe by Wreally (Paid, free trial available)
   • Web-based application
   • Features automatic speech recognition for rough drafts
   • Includes a built-in text editor with spellcheck
   • Offers a free trial period
5. FTW Transcriber (Free and Paid)
   • Open-source software available for Windows, Mac, and Linux
   • Minimalist interface focused on transcription tasks
   • Supports various audio and video formats
   • Customizable keyboard shortcuts

When choosing transcription software, consider factors such as:

• Your operating system (Windows, Mac, or Linux)
• Whether you prefer a web-based or desktop application
• The types of files you’ll be transcribing (audio only or video as well)
• Your budget
• Specific features you need (e.g., foot pedal support, variable speed playback, auto-save)

While some paid options offer more advanced features, free software can often meet the needs of most casual or occasional transcribers.

It’s worth trying out a few different options to find the one that best fits your workflow and preferences.

Method 2: Automated Transcription Services

If you have a lot of audio to transcribe or are short on time, automated transcription services can be a game-changer.

These services use artificial intelligence and machine learning algorithms to convert speech to text quickly and accurately.

Popular Automated Transcription Services:

1. Otter

• Offers real-time transcription
• Provides 600 minutes of free transcription per month
• Features speaker identification and keyword highlighting

2. Rev.com

• Offers both automated and human transcription services
• Automated transcription costs $0.25 per minute
• Provides a user-friendly interface and quick turnaround times

3. Trint

• Specializes in transcription for media professionals
• Offers a web-based editor for easy transcript correction
• Provides features like speaker identification and vocabulary customization

4. Sonix

• Supports transcription in over 40 languages
• Offers a free trial with 30 minutes of transcription
• Provides an automated editor for quick transcript clean-up

Steps for Using Automated Transcription Services:

1. Choose a service – Select an automated transcription service based on your needs and budget.
2. Upload your audio – Most services allow you to upload audio files directly or provide a URL to your audio.
3. Wait for processing – Depending on the length of your audio and the service’s speed, this could take a few minutes to an hour.
4. Review and edit – While automated services are increasingly accurate, they’re not perfect. Always review the transcript and make necessary corrections.

Pros of Automated Transcription:

• Fast (often 3-5 times faster than real-time)
• Cost-effective for large volumes of audio
• Consistent quality regardless of typing speed or fatigue

Cons of Automated Transcription:

• May struggle with accents, background noise, or technical terminology
• Accuracy can vary (typically 80-95% accurate)
• Requires review and editing for perfect accuracy

Practical Example:

Mark, a podcast host, needed to transcribe his weekly 1-hour episodes.

He decided to use Rev.com’s automated transcription service.

Here’s his workflow:

1. After editing his podcast audio, Mark exports it as an MP3 file.
2. He uploads the MP3 to Rev.com and selects the automated transcription option.
3. Within 15 minutes, he receives a notification that his transcript is ready.
4. Mark opens the transcript in Rev’s online editor and spends about 30 minutes reviewing and correcting any errors, paying special attention to the names of guests and technical terms related to his podcast topic.
5. Once satisfied, he exports the final transcript as a Word document and publishes it alongside his podcast episode.

By using an automated service, Mark saves several hours each week while still providing accurate transcripts for his listeners.

Method 3: Hybrid Approach (Automated + Manual Editing)

For many people, a hybrid approach combining automated transcription with manual editing offers the best balance of speed, accuracy, and cost-effectiveness.

Steps for the Hybrid Approach:

1. Use an automated service – Start by running your audio through an automated transcription service.
2. Perform a thorough edit – Listen to the audio while reading the automated transcript, making corrections as needed.
3. Focus on problem areas – Pay extra attention to proper nouns, technical terms, and sections with background noise or multiple speakers.
4. Format and polish – Once the content is accurate, format the transcript for readability, adding paragraph breaks, speaker labels, and any necessary annotations.

Pros of the Hybrid Approach:

• Faster than fully manual transcription
• More accurate than purely automated transcription
• Cost-effective for most projects

Cons of the Hybrid Approach:

• Still requires a significant time investment for editing
• May have higher upfront costs than manual transcription

Practical Example:

Dr. Emily Chen, a researcher in marine biology, needed to transcribe 10 hours of interviews with various experts for her latest paper.

She opted for a hybrid approach:

1. Dr. Chen used Otter.ai to automatically transcribe all 10 hours of audio, which took about 30 minutes to process.
2. She then spent approximately 1 hour per 1 hour of audio editing the transcripts. This involved:

• Correcting scientific terms and species names that the AI misheard
• Adding proper punctuation and paragraph breaks
• Identifying speakers (which Otter.ai attempted but sometimes mixed up)

1. For particularly complex sections, Dr. Chen slowed down the audio playback to 0.75x speed, making it easier to catch and correct errors.
2. After editing, she used Otter.ai’s built-in search function to double-check the spelling of key terms across all transcripts, ensuring consistency.

By using this hybrid approach, Dr. Chen was able to transcribe and edit 10 hours of interviews in about 15 hours total – a significant time-saving compared to fully manual transcription, while still maintaining the high level of accuracy required for academic work.

Best Practices for Audio Transcription

Regardless of the method you choose, following these best practices will help ensure high-quality transcripts:

1. Use good audio equipment – When recording, use a quality microphone and try to minimize background noise. Better audio input leads to better transcription output.
2. Speak clearly – If you’re creating the audio, speak at a moderate pace and enunciate clearly. This helps both human transcribers and AI algorithms.
3. Provide context – Give your transcriber (human or AI) context about the topic, including any specialized vocabulary or proper nouns.
4. Use a consistent format – Decide on a format for your transcript (e.g., verbatim vs. clean read, how to handle filler words, etc.) and stick to it consistently.
5. Include non-verbal information – Note relevant non-verbal cues like [laughter], [pause], or [crosstalk] to provide a fuller picture of the conversation.
6. Double-check proper nouns – Names, places, and technical terms are often the most challenging for automated systems, so pay extra attention to these.
7. Use time stamps – For longer recordings, include time stamps at regular intervals or key points in the conversation.
8. Edit for readability – While staying true to the original audio, edit the transcript for clarity and readability, removing excessive filler words and false starts if they don’t add value.

Choosing the Right Method for You

The best transcription method depends on your specific needs. Consider the following factors:

• Volume of audio – For large amounts of audio, automated or hybrid methods are usually more practical.
• Accuracy requirements – If 100% accuracy is crucial (e.g., for legal or medical purposes), manual transcription or a carefully edited hybrid approach may be necessary.
• Budget – Manual transcription is free but time-consuming, while automated services have a financial cost but save time.
• Turnaround time – If you need transcripts quickly, automated services can provide near-instant results.
• Technical complexity – For audio with a lot of technical jargon or industry-specific terms, manual or hybrid methods often work best.

Wrap-Up

Audio transcription is a powerful tool that can unlock the value hidden in hours of recorded content.

Whether you choose manual transcription for its accuracy, automated services for their speed, or a hybrid approach for the best of both worlds, the key is to find a method that fits your needs and workflow.

Remember, practice makes perfect. The more you work with transcription, the more efficient and accurate you’ll become.

And don’t be afraid to experiment with different tools and techniques – what works best for one project might not be ideal for another.