How to Use Voice-to-Text AI Services

Advanced artificial intelligence is reshaping how we interact with technology and voice-to-text services are one of the most practical, widely accessible tools born from that evolution. Whether you're sending hands-free messages while driving, transcribing meetings, or writing a blog post without typing a word, AI-driven speech recognition tools are becoming everyday essentials.

But to get the best from these tools, it helps to understand not just how to turn them on but how to use them effectively.

What Are Voice-to-Text AI Services?

Voice-to-text (also called speech-to-text) services use advanced artificial intelligence models to convert spoken language into written text. These services rely on a blend of machine learning, natural language processing (NLP), and acoustic modelling to recognise speech patterns and transcribe them in real time.

Many of today’s systems are trained on thousands of hours of audio, enabling them to distinguish accents, filter out background noise, and even spot punctuation cues like pauses or intonation changes. The result? A fast, hands-free way to create content, capture thoughts, and boost productivity.

How to Set Up Voice-to-Text on Your Device

Most devices and platforms include built-in tools, but if you need something more powerful, there are also specialised services.

1. Built-In Tools:

• Windows: Press Windows + H to launch the Voice Typing tool. You may need to enable it in Settings under Speech or Accessibility.

• Mac: Enable dictation under System Settings > Keyboard > Dictation. Use the shortcut key to start (often Fn or double-tap Control).

• iPhone/iPad: Tap the microphone icon on the keyboard. Found in Notes, Messages, or any app using the native keyboard.

• Android: Tap the mic icon in Gboard or your chosen keyboard app.

  
  

2. Web-Based Tools & Apps:

For users needing longer or more accurate transcriptions:

• Otter.ai: Great for live meetings, lectures, and team collaboration. Offers speaker identification and keyword search.

• Google Docs Voice Typing: Found under Tools > Voice Typing in Chrome. Ideal for writers.

• Descript: Transcribes audio and video for podcasters and creators. Also offers editing via text.

• Whisper by OpenAI: A powerful, open-source tool for developers or those needing transcription across many languages.

  
  

Tips for Improving Accuracy  

Even with the power of advanced AI, clear input = better output. These tips will help your transcriptions come out clean and accurate:

1. Use a quality microphone

Your device’s internal mic works, but an external mic reduces background noise and improves clarity. Yes of course you CAN use your phone, but remember that these are not top-quality microphones. It's horses for courses and you need to be prepared for some mikes not being fit for your desired outcome.

2. Speak naturally but clearly

Avoid shouting or slowing your speech unnaturally. Speak as you would in a conversation, with slight pauses for punctuation. The AI's are good but not perfect so extreme speeds or a complex language that the tool may not be totally fluent in can swing. speech to text significantly.

3. Reduce background noise

Choose a quiet space. AI can filter out some noise, but barking dogs and clinking mugs still throw it off. They ARE getting better and noise reduction filters can be applies to things like phones when attempting text to speech however, a quiet spot is the best spot.

4. Train the software (if possible)

Some platforms like Dragon or Otter learn your speech patterns over time. Add custom terms, names, or jargon for better results. Whilst this is one of the best ways to ensure your AI adapts and modifies to your specifications, it's not for everyone from an educational standpoint AND a financial standpoint. That being said there are presets within certain AI's that allow you to set a tone and a language that assists in ensuring your content is tailored to you!

5. Proofread!

No AI is perfect, so it's always good to double-check for homophones (“there” vs “their” ect) and formatting issues. Voice-to-text powered by advanced artificial intelligence can add value to almost any industry or workflow. Bloggers and writers capture stream-of-consciousness thoughts, first drafts, or full articles without typing. Great for idea generation during walks or commutes.

Best Use Cases for Voice-to-Text AI

Healthcare professionals: Dictate medical notes, patient history, or prescriptions — saving time and reducing admin workload.

Students and educators: Record and transcribe lectures or study sessions. Use text transcripts for review or inclusion in research projects.

Customer service teams: Log conversations, create summaries, or capture client feedback in real time for analysis.

Remote workers: Transcribe Zoom meetings or brainstorming sessions into editable documents instantly.

Content creators: Transcribe interviews, podcasts, and videos for repurposing into blog posts, captions, or searchable archives

My Thoughts

Voice-to-text services are more than just clever shortcuts. Thanks to advanced artificial intelligence, they’ve become intelligent, responsive tools for modern productivity and they continue to evolve. The best part? Most of these tools are free, built-in, or accessible with just a few clicks.

Whether you're aiming for hands-free note-taking, smarter collaboration, or more inclusive workflows, speech-to-text can help you get more done simply by speaking up.

As always, I encourage you and anyone who has the capacity in your business to spend at least one hour a day researching and interacting with these technologies as they develop. The progress is extraordinarily quick, and it's vital to not get left behind. If you are not sure where to start… then contact Projekt Rising!

About Projekt Rising

Find out more: Contact the Projekt Rising team to learn how mobile AI and automation tools can be adapted to your industry. Our experts can help you understand the practical uses of AI now and prepare for the more advanced capabilities on the horizon. Alternatively, please see our case studies to learn how we have helped many brands improve their time management and efficiency using our AI toolkit.