How to transcribe on the Computer?
13.03.2009
Transcription means the conversion into written, typewritten or printed form, of a spoken language source. For scientific transcribing on the computer there are 3 advices:
1. Choose your transcription software
The following information tells you about various transcription programs which are all free, with one exception. We always use "transcription" to mean the typing-up of one's own recordings, as automatic speech recognition is impossible when more than one person is involved (to find out why, click here).
Windows Mediaplayer, iTunes and other similar programs are not suitable for transcribing. They lack important functions which make typing up recordings much, much simpler. The main ones are: reduced playback speed, automatic brief rewind interval (of a second or two) when pressing "stop", footswitch support, time markers and text shortcuts for inserting specific words or phrases via a quick key combination.
We developed the f4 program ourselves and have researched and tested all the others we list here. All the software can be supported by our footswitch, which speeds up the transcription process by up to 30%.
Audiotranscription on PCs
For audio-transcribing on a PC we recommend our f4 software. An alternative is Express Scribe , which is to be recommended if you have files in dss format or lots of short texts which need to be typed up one after the other.
Audiotranscription on MACs
f5 is our program for transcribing audio and video on a MAC.
Video transcription on PCs or MACs
f4 and f5 are fine and free tools for transcribing videos on Win and Mac.
Set up your transcription software
1. Install your preferred transcription software and run any audio file to test it.
2. Alter the volume settings.
3. Adjust the automatic rewind interval (e.g. to 1.5 seconds).
4. If you wish, alter the playback speed.
5. Use the text shortcuts. In f4 or Word you can create your own shortcuts such as "Interviewer Müller:" "Experimentee Dr. Humfried Welta:". (Go to "File/Settings" or "Tools/AutoCorrect"). This should save you lots of time when entering your text. For example, if you press ALT + 1, f4 will automatically insert the word "Interviewer".
2. Transcription rules
All scientific or academic transcriptions must be based on a system of rules. The precise rules depend on your research work and the data it requires. For example, sometimes non-verbal sounds are of interest too, or, on the other hand, only the general gist of the speakers’ comments is needed. The rules described with examples in Kuckarts 2007 (see Literature) are a good rule of thumb for audio transcription. A transcription based on these rules might look something like this:
Interview with Ms Berkempers (21 Oct 05, from 12:00 to 13:15)Interviewer: To begin ... How long exactly have you been involved with Agenda 21 here in Neustadt?
Ms Berkempers: Our first meeting took place in September. That was in ’96. Since then the group has been very active.
Interviewer: And how would you describe your work?Ms Berkempers: It is my job to coordinate the entire meeting. And to try, ... /erm/ ... to push it forward.
Interviewer: With regard to your personal motivation, what’s your view when you occupy yourself with implementing the Agenda, how did you get involved? I mean, was it a personal, a professional or a different kind of experience?
Ms Berkempers: ((laughs)) By chance. I heard about it because I happened to pick up a flyer from an initiative called “save ???” or something. And they made a reference to Agenda 21 and mentioned that politicians seem to be totally ignoring it ...
3. The best way and the best place to transcribe
Without a footswitch, you are better off typing in the software's text window. For example, you can play and stop with F4, rewind and fast forward with F3 and F5, insert time markets with F8 and use text shortcuts with ALT+1, format text and, if necessary, undo operations.
If you are using a footswitch we recommend you transcribe directly into Word. It provides you with a working environment you are used to and you can use the functions you are already familiar with.
Additional recommendations for transcribing
1. Comments by different speakers are separated by an empty line (i.e. two line breaks). This facilitates reading later on.
2. Line numbers can be inserted later in Word. To do this, open your transcription in Word once you have finished and select "File/Page Layout". Once there you can activate line numbers on the appropriate tab.
3. When working with qualitative analysis software like ATLAS.ti, MAXqda and Transana it is now more usual to work with paragraph numbers as opposed to line numbers. These programs insert the paragraph numbers automatically, after one has imported the text. Texts can also be printed from these programmes so that the transcription including paragraph numbers is available on paper (e.g. for handing out to an analysis group).
4. Texts must usually be made anonymous. This is easy to do in Word using the "search and replace" function in the "Edit" menu. Simply search for "Mr Müller" and replace it with "Mr XYZ".
5. Don't forget to regularly save your transcription and make a backup copy.
6. For subsequent use in programs such as ATLAS.ti, MAXQDA or similar, please select rtf format.
7. You cannot write long, drawn-out words L I K E T H I S. Programs like MAXQDA will not be able to identify these words as normal script.
8. You should allow around four to eight hours for transcribing one hour's worth of interviews. The quickest time we encountered was three hours. Please remember that it is no easy task to transcribe for eight hours a day. Frequent pauses are a must.
9. A footswitch is helpful for big transcription jobs. We sell footswitches at very reasonable prices.
I'm a private user and would like to try this software. Thanks
You can download the software from our website for free!
Thanks for providing this software and Information!
Thanks so much for this free software!!!Bless you!!!
Hello from USA
Can this software transcribe audio into text so that a deaf person can read what is being said? Steve
Hi Steve,
no that is not possible. We don´t have a speech recoginition software. It is only a help when you need to type a voice recording on your own.
Best regards
Thorsten
I like the functionality of the F4 / F4 video software for transcription. However, at my workplace there is an Olympus RS28 foot switch available. Can this foot switch be used in combination with F4? It seems not.
Hello, no i am afraid, that is not possible. You are able to use our usb footswitch science or office. In the US the office footswitch costs 69 Dollars incl. shipping.
Hello,
I downloaded and installed your Video f4 software a few months ago (Windows) - and it worked great for me and I was able to get transcriptions from many of my videos!
Last week I had to re-format my hard-drive, and when I downloaded your software again and went back to transcribe more video, I'm being told "file format not supported" (they're .mpg)
What happened? Was the software updated or changed since my first download or did I download different software from the first time?
Thanks ~
Hi, yes we have developed some updates, but all of them are able to read mpg files. You need to install Quicktime to use f4 v4 or you need to have an actual mediaplayer to use f4media. if that doesn´t work for you, please send an email to info@audiotranskription.de
best regards
Thorsten
Hi,
We in India, at our end have a locally available footswitch namely Orien, I am unable to operate my transcriptions for f4 video or f4 media softwares with my footswitch. My footswitch can you please guide if we can use the f4 media or f4 video software with this footswitch.
Regards,
Amit Kumar
Hi Amit Kumar,
you need a switch simulating the keystrokes "F9" on pressing and "F4" on release.
Unfortunately I do not know the market at india.
Regards
Thorsten Pehl
Hello, from Lithuania,
I am a PhD student, and I am interested if I could make a transcription if the clients speak not English but Lithuanians language. Does it only for English-speakers?
Thank you
Hi,
I am trying to use your program to code some non-human behavior. I am therefore not trying to type on a transcript, but would only like to mark the start and stop of particular behaviors. I have mpg files but can't open them with your program. I have downloaded Quicktime, but can't seem to open the files with that either. Any suggestions about what I can try next?
Thanks for your time,
Sophia
Hi Sophia, i suggest using another software for that specific purpose. Go on and read that review about several videoanalysistools: http://www.gespraechsforschung-ozs.de/heft2006/tb-rohlfing.pdf (in english!)
Is it possible to use the transcription programme for languages other than german and english? How about Polish and Hungarian. Please can you let me know as soon as possible as I am planning some work with partners in these countries and need to know for progressing the plans. Thanks for your help with this.
Best wishes,
bridget
Hi Bridget: you can use every recording and language you want to! But it is NO automatic transcription, you have to type on your own!
I have downloaded the free version f4, playing a mp3 audio through it can hear the words but not getting a transcription. What am I doing wrong?
Thanks
Hello Lis,
you have to make the transcription by hand. The software supports your transcription, but it is no automatic recognition.
We have a version of this software and are trying to use it with the recommended infinity footpedal, however we are having trouble configuring the footpedal with the software. When we press 'play' on the footpedal it takes us out of the software program completely. I was wondering how we can configure the footpedal with the program so we can use the footpedal to play, rewind, stop, fastforward and such.
Thank you.
Jaimie
Hi Jaimie, please contact us via email and we try to find a solution. Tell us about your OS, the name and versionnumber of the software.
Hi
How can I get Transcriptions to allow me to type in my own word processor (Apple Pages). And how do I do the same thing in F4? I need to be able to format my text as I go along, and also need the default font to be fairly large, perhaps 18pt or I can't read it comfortably. I have been having trouble setting that up.
Thanks
Ruth Rickard
Dear Ruth, currently we are working on these two features. Right now it is not possible to do that. Best regards
Thorsten
hi there,
i've just downloaded your software (thank you!) however it is in german (?) how do i change it to English?!
Simply go to the menu "DATEI - EIGENSCHAFTEN" and choose english and press OK.
hey! I try to open WMA files and also renamed them in *.wma but I can't open it.. What's wrong?
If you use a MAC, you need to install a plugin to play wma files (because thats a microsoft fileformat *g*).
On windows wma files are able to open in f4 3.1 and f4 v4 version.
Thank you for this wonderful software. Now my students at the university can tyranscribe their interview audiorecordings faster than having to pause, rewind and play their recordings. Helpful indeed. Can I pass them a copy of the software?
Hello Christopher,
yes you are allowed to do that. If all persons are happy with the software, we would be happy if you like to donate a little bit for the further development :-)
best regards
Thorsten
Hei,
Firstly, great thanks for cool program f4. Work with it is really easy, except I have sometimes problems that my Windows system brokes down with I work with F4. Like f4 program just disappears while working and computer stop working, so need to completely restart. And I experience same problem sometimes when I try to exit f4, then it closes but computer does not allow any more to access other programs and files and needs restart. How that could be solved? Thanks a lot.
Hi
I have extracted some files from a DVD into mp4 format. Whilst I can view them using Windows Media Player, and VLC 1.1.4 I cannot open them in f4 media, also the drop down box for "Files of type:" is empty.
I can open an mp3 file but if I try an mp4 I get "kein Multimedia Datei"
I'm running WIndows 7 if that helps.
TIA Paul
Please convert it to mpg or avi.
best regards
thorsten
Re file input formats
Tried avi and it works a treat.
Many thanks Paul
Dear Thorsten,
at first let me thank you for such a simple and user-friendly tool. However, I would like to know if there are any possibilities to change timestamp format? We are planning to use ELAN for further annotation of transcriptions produced by F4 but apparently ELAN accepts timestamps of 00:00:00.000 format whereas F4 uses 00:00:00-0.
Many thanks,
Skaiste A.
Hello Skaiste,
the f4 timestamps are not configurable. But you can easily change the format afterwards by "search and replace".
Does this mean that I have to do the transcribing manually? I thought your software was supposed to play the file and then write out the text, or am I mistaken? Is there a software that does that?
Hello,
f4 is not a software for automatic recognition. We can not reccomend such software. F4 is a support for transcibing manally.
Hello,
f4 is not a software for automatic recognition. We can not reccomend such software. F4 is a support for transcibing manally.
This is great! I'm using the F5 and is perfect for what I need! thank you so much!!
Post new comment