How to Set Up Microsoft Word Ready for Transcription

When working on large transcription projects you will realize that most clients will instruct you to install Microsoft Word on your computer. Now, there are some who prefer WordPerfect but Microsoft Word is the most commonly used word processing software. To help you master this great software, I have outlined below how to set up correctly.

Step 1:  Fonts

  1.   Open Windows Start Menu.

  2.   Choose All Programs.

  3.   Click on Microsoft Office.

  4.   Then click Microsoft Word. The above display will appear.

  5.   Ensure that the document has 1 inch margins on all sides. If not, use the ruler and drag it to 1 inch each.

  6.   The next step is saving the file. In case there is a blackout your work will be saved automatically. You do this by right-clicking on the Main Menu tab of Word. Click on Save As. A pop up window will appear. Type the name of the file in that bar then click the Save button. You can either save the file in My Documents or in the Desktop area.

  7.   After that go to Home tab, Theme Fonts then choose either Calibri or Times New Roman 12pt.  These are widely accepted fonts.

Step 2:  Spacing and Indenting

  1.   Click on Page Layout then go to an area named Indent. There is Left and Right. On the Left wording, hover over it and set it to 1pt. Then go to Spacing there is Before and After wordings. Click on After and put it on 14 pt. This will ensure single spacing between your lines and paragraphs.

Step 3:  Headers and Footers

  1.   Click on Insert then Header. You will find four tabs. There is: Blank, Blank (Three Columns), Alphabet and Annual. My transcription clients prefer Black (Three Columns) and Alphabet but use what your client prefers. There is also a section for Edit Header and Remove Header. Use Edit Header when you want to make changes and use Remove Header when you no longer need a header in your transcript.

  2.   Use the above process to include footers in your transcript.

Step 4:  AutoCorrect Features

  1.   Click the Main Menu tab

  2.   On the left hand corner of that pop up you will see Word Options.

  3.   Click on Word Options then go to Proofing tab

  4.   Under Proofing there is AutoCorrect Options tab

  5.   Check the boxes on that page including the Replace Text As You Type

  6.   Here you will find two fields as shown in the example below.









  1.   Then check the box that says “Automatically use suggestions from the spell checker then hit okay button. Every time you type the word Sp it will automatically type Speaker. When you type Int it will bring interviewer.

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3 thoughts on “How to Set Up Microsoft Word Ready for Transcription

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