Tips for Transcribing

• Use Express Scribe, a software that allows you to rewind, slow-down audio, and insert timestamps, among other functions. It's very hard and time-consuming to transcribe by using simply a music or audio player that doesn't have these capabilities. Express Scribe also includes helpful features such as:

  • "extra volume boost" and "noise reduction" (both can be found under "File">"Special Audio Processes")

  • automatic play/pause, which plays the audio file for 7 seconds, pauses for 2, and resumes, having rewound itself about 1 second (to enable this, press F12)

• Complement Express Scribe with a foot pedal (here's the one we use at MLC). The Express Scribe store provides a link to a third-party vendor where one can be purchased (also available on Amazon). A foot pedal will make transcription even faster by allowing you to easily rewind, pause and fast forward.

• Consider using FTW Transcriber, transcription software for Windows and Android. It’ similar to Express Scribe and it can be used with a foot pedal or hotkeys. As of December 2020, FTW has a free version which only plays audios up to minute 15:00 and a paid version ($24.00 for 2 years) which has all of the features. 

• For audio recordings of poor quality, you may use WavePad Audio Editor as an alternative to Express Scribe's "Special Audio Processes".  Once you clean up the audio file on WavePad, you can download it and play it on Express Scribe. See "Editing Audio Files" below and check out our video tutorial on WavePad.

• Consider buying an ergonomic keyboard, (here's the one we use at MLC) which would make typing more comfortable (and faster). There are some keyboards in particular that include extra keys that can be programmed to open/perform frequently-used programs or functions (volume, favorites, zoom in/out etc.)

• Add words to the Microsoft Word dictionary and/or program Word to auto correct words that you find yourself misspelling frequently or that are somewhat time consuming to type using conventional methods. This may prove more or less helpful depending on your language combination.

  • Here are two examples that apply to the English language: 1. Program Word to auto correct the word "i" to "I" (first person pronoun); this way, you don't have to press shift and "i" to write "I". In the long run, not having to press the Shift key will save you time. 2. Program Word to auto correct words like "cant," "dont," "doesnt," etc. to "can't," "don't," "doesn't." Over time, not having to type the apostrophe will save you time.

  • Here is an example that applies to the Spanish language: Program Word to auto correct "nino/nina/ninos/ninas" to "niño/niña/ninõs/niñas".

• Run a spell check with Word after you complete each project and consider clicking the AutoCorrect option, that way words you misspell frequently can get added and, henceforth, be automatically corrected by Word.

• Use Fast Fox (a software by NCH, the same company that makes Express Scribe) or some other text expander software to automatically type words (or whole phrases) for you based on a text command. Text expander software is particularly useful for super frequent words such as (unintelligible) and ((Crosstalk)).

• Program Express Scribe to easily insert time stamps. Instructions: Options > Other > Hot-Keys > Add > Command: Copy Time > Change (Press whatever key you want as the hot key. I use F2) > OK. You will now be able to insert a timestamp in a Word document by pressing F2 + Ctrl + V. If you want your timestamp to have the words "Spanish Spoken," "French Spoken" (or any other language or character, as applicable): Options > Display > Prefix: ((Spanish Spoken > Suffix: )) > OK

• Learn how to master the Find and Replace function. This tool may be more for helpful for editing, but at times may also be helpful for transcribing/translating (if you realize afterwards, for instance, that you made a frequent mistake). A brief tutorial can be found here.

• For double column projects, consider copying the foreign language transcription portion in the left column and pasting it into the right column and have this be the foundation of your translation (rather than simply looking at the left column and translating onto a right column that is blank by sight only). At the very least, this will ensure that all dashes and stutters will be included in the English translation side. This is particularly (and perhaps only) helpful for lengthy blocks, not necessarily for very short blocks.

• Toggle between the clean and edited version to check what the final document will look like and see if any other adjustments need to be made. Find instructions on how to do so here.

• Consider having dictionaries (the ones you most frequently use) open at all times in different tabs in your browser. See the Dictionaries tab for a list of useful dictionaries.

• If you have the means, consider buying and working with two monitors and arrange the windows as you see fit. For example, one of the monitors could be devoted to the internet and the other to Word. This will allow you to reduce the times you shift between or open and close windows.

• Similarly, consider having google maps open in a different tab in your browser to check and confirm addresses.

• Learn the shortcuts associated with your computer's operating system (Windows 7, 8, OS X, etc.) to make navigating within your computer much faster. If you have a Mac, you can start here; if you have a PC, you can start here.

• Learn the shortcuts associated with the internet browser you use. Here are the ones for Google Chrome.

• Familiarize yourself with all the powerful tools that Microsoft Word has to offer. Allen Wyatt's site is a great place to start.

• Learn how to introduce symbols by using Alt codes (Windows) and Option codes (Mac). Click here.

• Lastly, learn the keyboard shortcuts for Word.

As transcribers, we frequently receive recordings of poor quality. Sometimes we’re not able to hear the speakers well. As a consequence, it’s difficult to accurately transcribe their speech. Express Scribe, the industry standard professional transcription software, provides three of the most basic, commonly used Special Audio Processes designed to improve the quality of the audio (Background Noise Reduction, Extra Volume Boost, and High Pass Filter).

However, these options are pre-configured and may not solve every audio issue you may come across.

WavePad Audio Editor is another software from NCH (the makers of Express Scribe), which has a lot more functions, and each function can be configured to individually fit your audio cleanup needs.

Unlike Express Scribe, WavePad is not a foot pedal-controlled player. If you want to use a foot pedal, you can download the cleaned-up audio file from WavePad and play it on Express Scribe.

You may also download NCH’s Pedable Foot Pedal Software, which you can use to connect your pedal to WavePad. However, not all of the advantages of the use of the pedal are available on WavePad. 

Click here to download WavePad

Here are the links to the most useful NCH video tutorials for the use of WavePad in transcription work:

• Navigating the WavePad Interface

• Open and Play Audio Files

• Background Noise Removal

And here is the link to our own video on using WavePad for transcription work:

• WavePad Features

Zoom 100% - Alt, W, J

Toggle Track Changes - Ctrl + Shift + E

New Document - Ctrl + N

Open Document - Ctrl + O

Open Recent File - Alt, F, R

Save - Ctrl + S

Save As… - F12

Close Document - Ctrl + W

Jump to Top of Visible Window - Alt + Ctrl + Pg Up

Jump to Bottom of Visible Window - Alt + Ctrl + Pg Up

Jump to Beginning of Document - Ctrl + Home

Jump to End of Document - Ctrl + End

Jump to a Specific Page Ctrl + G

Type á - Ctrl + ‘, a or Alt + 0225 (On number pad, check Num Lock)

Type é - Ctrl + ‘, e or Alt + 0233

Type í - Ctrl + ‘, i or Alt + 0237

Type ó - Ctrl + ‘, o or Alt + 0243

Type ú - Ctrl + ‘, u or Alt + 0250

Type ï - Ctrl + Shift + :, i or Alt + 0239

Type ü - Ctrl + Shift + :, u or Alt + 0252

Type ñ - Ctrl + Shift + ~, n or Alt + 0241

Type ¿ - Ctrl + Shift + ? or Alt + 0191

Type ¡ - Ctrl + Shift + ! or Alt + 0161

Copy Text Style/Format - Ctrl + Shift + C

Paste Text Style/Format - Ctrl + Shift + V

Find - Ctrl + F

Replace - Ctrl + H

Skip by words - Ctrl + ← or →

Skip by paragraphs - Ctrl + ↑ or ↓

Highlight by words - Ctrl + Shift + ← or →

Highlight rows - Ctrl + Shift + ↑ or ↓

Backspace words - Ctrl + Backspace

Delete words - Ctrl + Delete

Change between all upper-case, first letter upper-case, and all lower-case - Highlight word, Shift + F3

Apply/Remove Highlighting - Ctrl + Alt + H

Set to Single-space - Ctrl + 1

Set to Double-space - Ctrl + 2

Set to 1.5 space - Ctrl + 5

Tab over (in a table) - Ctrl + Tab

Insert row above cursor - Alt, J, L, A

Insert row below cursor - Alt, J, L, E

Insert a comment - Alt, R, C

Insert an ellipsis - Alt + Ctrl + Period

Select Spelling and Grammar - Alt, R, S

Turn track changing on/off - Ctrl + Shift + E

PC users, find more shortcuts here.

Mac users, find shortcuts here.

**Do you have a tip you would like to share with other transcriptionists? If so, feel free to email Osvaldo at osvaldo@mlconnections.com, Rosario at rosario@mlconnections.com or any of our project managers**