Office 365 Transcription

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Aug 26, 2020 Microsoft 365 subscribers recently got access to some AI-powered capabilities - a transcription capability for the Word for the Web app and an expanded Dictate feature for the Word for the Web. Make the transcript available to mobile participants Download the transcript to your computer. In the meeting chat, select Attach beneath the compose box and then upload the transcript.

Microsoft today started rolling out new transcription capabilities and support for voice commands to Word for the web for all Microsoft 365 subscribers.

The new transcription technology, which will be made available for free to Microsoft 365 subscribers writing with Word via a web browser, allows people to both record and upload audio files to be. Add Voicemail Transcription to your Office 365 Organization in just two clicks and zero ongoing maintenance task. (See even more ways to use Nexiwave). I have 25+ years of experience in IT and worked with Office 365 since 2012. I am a speaker in various community events like Microsoft Ignite (2019, 2020, 2021), Teams Nation (known before as TeamsFest), Microsoft 365 Virtual Marathon, Commsverse, CollabDays, SharePoint Saturdays, Power Platform community. And the list goes on.

The new Transcribe in Word feature is supported in the new Microsoft Edge and other Chrome-based browsers, and it currently only comes with support for transcribing audio into English (EN-US).

Microsoft will also launch a transcription feature for Office mobile until the end of the year, with the company also currently evaluating other endpoints.

Transcribe conversations effortlessly

The new Microsoft 365 for the web (formally Office 365) Transcribe in Word feature allows transcribing recorded or uploaded conversations automatically in Word the web, cutting the need for dedicated third-party apps.

Transcribe in Word also detects the speakers in recorded conversations on its own, making it a lot easier to follow the flow of an interview or a discussion when going through the generated transcript.

You can learn how to transcribe live recorded conversations or discussions uploaded as an audio file using the detailed instructions available here.

'After your conversation, you can revisit parts of the recording by playing back the timestamped audio and you can even edit the transcript if you see something amiss,' Dan Parish, Microsoft Principal Group PM Manager for Natural User Interface & Incubation, explained.

'Your transcript will appear alongside the Word document, along with the recording, which enables you to leverage your transcript to create great content in the way that is best for you.'

At the moment, the feature also comes with a five-hour limit of transcription time per month for any uploaded recordings (in .mp3, .wav, .m4a, or .mp4 formats), as well as a file size limit of 200mb.

Office 365 Teams Transcription

Voice commands via Dictation

'We’ve been adding voice commands to Dictate so that you can break away from the keyboard. Whether on desktop or mobile (or transitioning between devices), you can stay in the flow and focus on your message by using dictation with voice commands to add, format, edit, and organize your text,' Parish added.

A full list of all the voice commands currently available can be found on this Office support page dedicated to helping you learn how to use Dictate in Word for the web.

'Voice commands understand a variety of symbols so you can add things like 'ampersand' and 'percent sign', and you don't have to sound like a robot!', Parish said. 'We’ve based commands on the way people naturally talk so that you can capture your ideas easily.'

The new Dictate with voice commands feature is available to all Word for the web and Office mobile users for free after they sign in using their Microsoft accounts.

Microsoft says that support for voice commands will also roll out to Word for desktop and Word for Mac app until the end of the year for Microsoft365 subscribers.

'New enhancements in office apps allow you to harness the power of your voice to spend less time and energy creating your best work, so can focus on what matters most,' Parish added.

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This article is for the Microsoft 365 or Office 365 admin as described in About admin roles who wants to set up the Cloud Voicemail feature for everyone in the business.

Note

Cloud Voicemail supports depositing voicemail messages only in an Exchange mailbox and doesn't support any third-party email systems.

Office 365 Transcription

Note

When a delegate answers a call on behalf of a delegator, notifications are not available in Cloud Voicemail. Users can receive notifications for missed calls.

Cloud-only environments: Set up Cloud Voicemail for Online Phone System users

For Online Phone System users, Cloud Voicemail is automatically set up and provisioned for users after you assign a Phone System license to the users.

Note

For Online Skype for Business Phone System users with on-premises provided phone numbers, you may need to enable hosted voice mail with Set-CsUser -HostedVoicemail $True.

Set up Cloud Voicemail for Exchange Server Mailbox Users

The following information is about configuring Cloud Voicemail to work with users who are online for Phone System but have their mailbox on Exchange Server.

  1. Voicemail messages are delivered to users' Exchange mailbox via SMTP routed through Exchange Online Protection. To enable successful delivery of these messages, please be sure that Exchange Connectors are configured correctly between your Exchange servers and Exchange Online Protection; Use Connectors to Configure Mail Flow.

  2. To enable Voicemail features such as customizing greetings and visual voicemail in Skype for Business clients, connectivity from Microsoft 365 or Office 365 to the Exchange server mailbox via Exchange Web Services is required. To enable this connectivity, you must configure the new Exchange Oauth authentication protocol described in Configure OAuth authentication between Exchange and Exchange Online organizations, or run the Exchange Hybrid Wizard from Exchange 2013 CU5 or greater. Additionally, you must configure integration and Oauth between Skype for Business Online and Exchange server described in Configure Integration and OAuth between Skype for Business Online and Exchange Server.

Set up Cloud Voicemail for Skype for Business Server Users

To configure Skype for Business server users for Cloud Voicemail, please see Plan Cloud Voicemail service for on-premises users.

Enabling protected voicemail in your organization

When someone leaves a voicemail message for a user in your organization, the voicemail is delivered to the user's mailbox as an email message attachment. Using mail flow rules to apply message encryption, you can prevent those voicemail messages from being forwarded to other recipients. When you enable protected voicemail, users can listen to protected voicemail messages by calling into their voicemail mailbox or by opening the message in Outlook, Outlook on the web, or in Outlook for Android or iOS. Protected voicemail messages can't be opened in Skype for Business or Microsoft Teams.

For more information about message encryption, see Email encryption.

To set up protected voicemail, do the following:

  1. Go to https://admin.microsoft.com and sign in using an account with global administrator permissions.
  2. Select Show all and then go to Admin centers > Exchange.
  3. In the Exchange Admin Center, select Mail flow > Rules.
  4. Select +Add, and then select Apply Office 365 Message Encryption and rights protection to messages.
  5. Provide a name for the new mail flow rule and then under Apply this rule if, select The message properties > Include the message type > Voice mail. Select OK.
  6. Under Do the following, select Apply Office 365 Message Encryption and rights protection to the message with and then select Select one. Under RMS template, select Do not forward. Select OK and then Save.

    Note

    If the RMS template list is empty, you need to set up Message Encryption. For more information about setting up Message Encryption, see the following articles:

Setting voicemail policies in your organization

Warning

For Skype for Business customers, disabling voicemail through a Microsoft Teams calling policy might also disable the voicemail service for your Skype for Business users.

Voicemail transcription is enabled by default and transcription profanity masking is disabled by default for all organizations and users; however, you can control them by using the Set-CsOnlineVoicemailPolicy and Grant-CsOnlineVoicemailPolicy cmdlets.

Voicemail messages received by users in your organization are transcribed in the region where your Microsoft 365 or Office 365 organization is hosted. The region where your tenant is hosted might not be the same region where the user receiving the voicemail message is located. To view the region where your tenant is hosted, go to the Organization profile page and then click View details next to Data location.

Important

You can't create a new policy instance for transcription and transcription profanity masking using the New-CsOnlineVoiceMailPolicy cmdlet, and you can't remove an existing policy instance using the Remove-CsOnlineVoiceMailPolicy cmdlet.

You can manage the transcription settings for your users using voicemail policies. To see all available voicemail policy instances, you can use the Get-CsOnlineVoicemailPolicy cmdlet.

Turning off transcription for your organization

Because the default setting for transcription is on for your organization, you may want to disable it by using Set-CsOnlineVoicemailPolicy. To do this, run:

Turning on transcription profanity masking for your organization

Transcription profanity masking is disabled by default for your organization. If there is a business requirement to enable it, you can enable transcription profanity masking by using Set-CsOnlineVoicemailPolicy. To do this, run:

Turning off transcription for a user

User policies are evaluated before the organizational default settings. For example, if voicemail transcription is enabled for all of your users, you can assign a policy to disable transcription for a specific user by using the Grant-CsOnlineVoicemailPolicy cmdlet.

To disable transcription for a single user, run:

Turning on transcription profanity masking for a user

To enable transcription profanity masking for a specific user, you can assign a policy to enable transcription profanity masking for a specific user by using the Grant-CsOnlineVoicemailPolicy cmdlet.

To enable transcription profanity masking for a single user, run:

Important

The voicemail service in Microsoft 365 and Office 365 caches voicemail policies and updates the cache every 4 hours. So, policy changes that you make can take up to 4 hours to be applied.

Help your users learn Teams voicemail features

We have the following information for your users on managing their voicemail settings as well as other calling features in Teams:

Office 365 Voicemail Transcription

  • Manage your call settings in Teams. This article explains how to manage all end-user Teams calling features.

Help your users learn Skype for Business voicemail features

We have training information and articles to help your users be successful with Skype for Business voicemail. Point them to the following articles:

Office 365 Login Portal

365

Office 365 Transcribe

  • Check Skype for Business voicemail and options: This article explains how to listen to your voicemail in Skype for Business, change your voice mail greeting, change your voicemail settings, and listen to your voicemail at different speeds.

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