How To Use Dictation In Outlook?

How To Use Dictation In Outlook? The Outlook is a software tool developed by Microsoft. It is a standard tool for business professionals who are looking for an effective and efficient way to manage their work and personal lives.

The latest version of Outlook also includes dictation features, which enable one to speak aloud as they write emails or compose text messages directly into their inboxes with just the use of voice commands.

This can be very helpful while you’re on-the-go traveling around or if you are using your PC in other ways like participating in meetings where one isn’t allowed to take notes electronically.

Dictation in Outlook is a great way to accelerate the way you manage your email and notes. In this article, we’ll show you how to turn on dictation in Outlook 2016, and then you can start using it quickly and easily.

  • What exactly is Dictation Mode?
  • How does it work?
  • What are some advantages and disadvantages of using it?

To send emails faster, you can now dictate your emails in Microsoft Outlook. Just click on the microphone button and start talking. Your words will be automatically converted into text by the program, which is called Dictation Mode.

You can also record voice memos and then share them with contacts and others who do not have access to Microsoft Office 365. You can now dictate the subject, add people to the To, CC, and BCC lines, and mention people.

Where is the Dictate button in Outlook?dictation-button 1

When you click on the New Email button, the “dictate” button is available in the right-hand corner of your message tab.

Related Post: How To Clean Up Outlook Mailbox


To use dictation and voice commands in Microsoft Outlook, you must:

  • You must have a computer or device with a microphone.
  • Have a Microsoft 365 subscription.
  • Have a stable internet connection.

How to Dictate Email in Microsoft Outlook?

Microsoft’s speech recognition technology has your back as a busy entrepreneur because it lets you actually speak into a device so that you can create documents quickly by dictating them instead of typing. Instead of pecking away at the keyboard, go ahead and dictate to the computer – just like when we were kids and had no idea what the “delete” button was for.

There’s no such thing as a “typist” at – this emailing service uses voice transcription to send one of your recordings instead of the text equivalent.

Dictation is definitely a time-saver because it means you don’t need to do any typing yourself: once you have dictated a message, it’s up to developers and language experts to convert your voice recording into an automated email that can be sent with just a click of the mouse button – no questions asked.

  • Open Microsoft Outlook>> Create a new email or reply or forward >> go to Message tab >> Click the Dictate button which enables mic device. dictation-button 2
  • When using the simplified view, click on ‘more’ at the top-left corner of the Google Chrome browser and choose ‘dictation.’ simplified-view-dictate-768x390 3
  • Dictation toolbar appears, click on the Microphone to start or stop dictation. listening-outlook 4
  • By default, Outlook auto-detect the language you’re speaking. So, click on the gear logo setting button and select the language you want in the list.
  • spoken-lauguage-outlook 5
  • Once your language is set up, you can begin talking and what you are speaking will appear on your screen in text form. You can modify or correct any time by moving the cursor around and doing it again. Keep your toggle switch ON while you’re correcting, since it won’t make any difference.

How to use voice dictation in Outlook?

To make a good body for your email such as the above-mentioned examples, there are plenty of ways to go about, such as:

  • Punching email address in the “To”
  • Punching email address in the “CC” or “Bcc”
  • Enter the subject
  • Using punctuations.

Outlook’s dictation is designed to do so many other things in addition to making it easier for people to dictate their emails quickly.

  • Add [name] to email
  • Then Add [name] to cc line
  • Add [name] to bcc line
  • Change the subject line to [new subject]
  • New Line
  • New Paragraph
  • Send an email, you will see a confirmation dialog, then say “Yes“

While using the keyboard shortcut for sending an email message (CTRL+SHIFT+S) and your cursor is at the email message body, and, you use the above line, for instance “Add Joe Blow to bcc line”, Joe’s email address is auto-generated into the Bcc field. Do not move your cursor from body to Bcc field. Add-name-to-bcc-line 6

Everybody knows what a spoon is, with Auto Spoon enabled, Outlook will not only be spelled correctly but also punctuated. enable-auto-punctuation 7

Why auto punctuation activation is important?

Here we are talking about Dictation which means Outlook automatically detects speech to text and converts the spoken word into written, often editable text.

What if you need to add punctuation to your text, for instance “comma (,)?” Do you believe that by simply saying it will appear in the text automatically?

The answer is “Yes” but only if you enable auto punctuations.

Now whenever you speak punctuations symbols, they will automatically convert into the respective symbols. We hope this is clearer to all of our readers.

Filter Sensitive Phrases

Most of the time, our fingers will stumble across certain words that just don’t want to type. That’s why it’s so important to design a keyboard that helps you focus on what you’re writing and not how much you hate autocorrect. Filter-sensitive-phrases-300x168 8

Buying from Outlook enables users to filter sensitive phrases and words.


Dictation automatically ends when you stop speaking in Outlook, Is it True?

If you are using Outlook then dictation will end when you stop speaking. However, if you are using other email clients, such as Yahoo Mail, Gmail, etc., then dictation will continue until you finish your sentences.

Does Outlook 2013 have dictation?

Microsoft Office has long had voice recognition features, but Outlook 2013 now ships with one as well.

Microsoft has released the new feature for Mac based on transcription software and will make all the difference if you are looking to take control of your productivity. Once the document is loaded, you’ll be able to add comments and edit formatting using visual cues.

Dictate Outlook not working

The main cause of Dictate Outlook not working is a bug in your browser or the software.

If your microphone is disabled or if you’re encountering a message stating there is a problem with your microphone, try these:

  • Make sure the microphone is plugged in.
  • Test the microphone to make sure it’s working.
  • Check your Microphone settings in Control Panel.


In summary, you should use dictation to create email messages and meeting requests. You should have a microphone that is compatible with dictation, as well as access to an online service that allows you to dictate often.

If you have all that and you’re comfortable with speaking into your device, dictation can be a fast way to record messages. If you have any other questions about dictation in Outlook, leave them in the comments. I’ll try to respond to everyone.

With Outlook 2010 and later, you can use dictation for email by signing in to Office Professional Plus 2013 or Business Essentials 2013. You can also edit emails using dictation in Word 2011.

Microsoft has discontinued support for voice dictation in older versions of Office. They no longer work in Outlook 2010 or any other versions from 2013 and up. All other versions are supported but not optimized for use on tablets, phones and desktop computers.