How to dictate in Outlook
and Word on Windows

The short version

There are three ways to dictate into Outlook and Word on a Windows PC. Microsoft 365 has its own Dictate button. Windows has voice typing on Win+H. And apps like VoltType add their own hotkey. The first two are built in and use Microsoft's online speech service. Here is how each one works.

1. Dictate in Word (Microsoft 365)

Microsoft says dictation lets you use speech-to-text in Microsoft 365 “with a microphone and reliable internet connection.”

• Open a new or existing document and go to Home > Dictate, while signed in to Microsoft 365 on a device with a microphone.
• Wait for the Dictate button to turn on and start listening.
• Start speaking. The text appears in your document.
• To resume dictation, press Alt + ` (the ` and ~ key) or select the mic icon in the floating dictation menu.

Useful commands from Microsoft's list: “delete” removes the last word or punctuation mark, “delete that” removes the last thing you said, and “add comment” opens a comment box.

Can't find the Dictate button? Microsoft says the feature is only available to Microsoft 365 subscribers, is not in Office 2016 or 2019 for Windows without Microsoft 365, and needs Windows 10 or above.

Source: Microsoft Support, “Dictate your documents in Word”, checked 23 Oct 2026.

2. Dictate in Outlook (Microsoft 365)

New Outlook for Windows:

• Start a new email or reply, and select the body of the message.
• Go to the Message tab and select Dictate.
• Wait for the button to turn on, then speak. To resume, press Alt + ` or the mic icon in the ribbon.

Classic Outlook: start a new email or reply, select the body, go to the Message tab and select Dictate while signed in to Microsoft 365 on a device with a microphone.

The gear icon on the dictation bar lets you change the spoken language and the microphone, and switch auto punctuation and the profanity filter. On privacy, Microsoft's page says: “Your speech utterances are sent to Microsoft and used only to provide you with text results.”

Source: Microsoft Support, “Dictate your emails in Outlook”, checked 23 Oct 2026.

3. Windows voice typing (Win+H)

Voice typing is part of Windows and works in any text box, including Word and Outlook, with or without Microsoft 365.

• Click into the email body or the document.
• Press Windows key + H. Wait for the “Listening...” alert, then speak.
• Say “Stop listening” to stop. Press Windows key + Alt + H to move through the voice typing menu with the keyboard.

Microsoft says voice typing uses online speech recognition, and that you need to be connected to the internet, have a working microphone and have your cursor in a text box. If it won't start, see Windows 11 voice typing not working? 8 fixes.

The words for commas, full stops and new lines are in voice typing punctuation commands, and for Gmail in Chrome see how to voice type in Gmail.

Source: Microsoft Support, “Use voice typing to talk instead of type on your PC”, checked 23 Oct 2026.

4. VoltType's hotkey

VoltType is a dictation app for Windows that types into the app in front of you, including Outlook and Word.

• Click into the email body or the document.
• Hold Ctrl + Space and speak. Let go, and VoltType types the text where your cursor is.
• For longer passages, press Ctrl + Shift + D to start, and press it again to stop. You can change this key in Settings.

VoltType does not use Win+H, so both can stay on the same PC. On the free plan, your voice is sent over the internet to be transcribed, up to 3,000 words a month. On Pro, in Offline mode, your voice is transcribed on your PC, in 25 languages. Pro covers all supported languages. For the 74 that are not on your device, your voice is sent over the internet to be transcribed.

Plans are on the pricing page. To see how Offline mode works, read offline dictation on Windows, or check what VoltType sends yourself.

The difference between cloud and on-device recognition is explained in on-device vs cloud speech recognition.

Which one should I use?

• You have Microsoft 365 and you're online: the Dictate button in Word and Outlook is already there, with commands made for documents and email.
• You want one key for every app: Win+H works in any text box when you're online.
• You need dictation with no connection: VoltType's Offline mode on Pro.

Sources

• Microsoft Support, “Dictate your documents in Word”: support.microsoft.com, checked 23 Oct 2026.
• Microsoft Support, “Dictate your emails in Outlook”: support.microsoft.com, checked 23 Oct 2026.
• Microsoft Support, “Use voice typing to talk instead of type on your PC”: support.microsoft.com, checked 23 Oct 2026.

Frequently asked questions

How do I start dictation in Word?

Go to Home > Dictate while signed in to Microsoft 365, wait for the button to turn on, then speak. Microsoft says the feature is for Microsoft 365 subscribers and needs a reliable internet connection (checked 23 Oct 2026).

How do I dictate an email in new Outlook?

Start a new email or reply, select the message body, then go to Message > Dictate. Press Alt + ` to resume.

Can I dictate in Outlook without Microsoft 365?

Windows voice typing (Windows key + H) works in any text box when you are online. VoltType also works in Outlook with its own hotkey, Ctrl + Space.