Essential Guide for Voicemail-to-Text Transcription (2024)
Learn the ins and outs of voicemail-to-text transcription for every phone and how to use transcripts to improve workflows and increase accurate note-taking .
If you’re the kind of person who has 32 missed calls and 24 new voicemails a day, this content is for you. It can be daunting to sift through all the calls you get in a day—we get it, you’re busy.
Voicemail-to-text transcription is your solution.
Instead of wasting time listening to hours of audio, why not transcribe the audio and skim through the text instead? Now, you can efficiently sort through voicemail by topic, search for keywords later, and organize your inbox effectively.
Voicemail-to-text transcription is a no-brainer for busy professionals and execs—so it’s about time you become an expert!
What Is Voicemail-to-Text Transcription?
Voicemail-to-text transcription converts the audio of a voicemail into written text using advanced technology which varies by service provider. The voicemail becomes a readable block of text that can be searched, sent via email, or stored in a notes app.
Voicemail-to-text allows you to read your voicemails instead of listening to them, making it easier to scan, search, and manage your voicemail messages. Say goodbye to replaying messages over and over to take notes!
What Phones Have Voicemail-to-Text Transcription?
Most modern smartphones are equipped with some form of voicemail-to-text transcription software. It looks a little bit different for each provider:
Android Phones
Many Android phones offer voicemail-to-text transcription through built-in apps like Google Voice. With Google Voice, you can access transcribed voicemails directly in the app, making it easy to read and manage your messages.
Apple iPhones
iPhones with iOS come with Visual Voicemail, which includes voicemail-to-text transcription. This feature is integrated into the Phone app, allowing you to read your voicemails directly within the voicemail tab.
Samsung Phones
Samsung phones often support voicemail-to-text transcription through carrier services or apps like Google Voice. Some Samsung models have their own voicemail apps with built-in transcription capabilities.
Voice-to-Text Transcription Solutions by Phone Type
Every phone has a different way of providing the voicemail-to-text feature. Here are the most common in phone solutions we see today:
Phone Type | Solution | Description |
Apple | Built-in feature on iPhones that transcribes voicemails into text directly in the Phone app. | |
Android | A service that transcribes voicemails and displays them within the Google Voice app. | |
Samsung | Often supported through carrier services, integrates with Samsung’s native voicemail app. |
The Technology Behind Voicemail-to-Text Transcription
Voicemail-to-text transcription uses some pretty cool tech to turn your audio messages into text.
Speech recognition software, like Dictation by Apple, listens to your voicemail and converts those spoken words into written text. This software has gotten really good thanks to huge datasets that teach it to understand different accents, speech patterns, and even dialects.
AI and machine learning help the software get smarter over time, learning from each new piece of audio to improve accuracy. Natural Language Processing (NLP) is another software that helps the system understand the context and meaning behind words.
Most modern voicemail-to-text services use cloud computing to handle the speed of transcription and the storage of the text so you can access it from any device.
Transcription Services for Voicemail-to-Text
In-app voicemail-to-text transcription isn’t the most accurate. In fact, both Google and Apple’s accuracy rates are reported at only 80%. Is there a better way to convert voicemails to text?
Yes! Using a transcription service is the most reliable way to convert voicemail to text so that you can reference the transcript later without fear of inaccuracies. Transcription services can have an accuracy rate of 99% or higher.
Here are some of the top transcription services worth looking into.
Top Transcription Services for Voicemail-to-Text Transcripts
1. SpeakWrite
SpeakWrite converts voicemails to text through its easy-to-use transcription app. You simply upload your voicemail and a human transcriptionist will convert the voicemail to text for you in under 3 hours.
The best part? SpeakWrite guarantees 99% accuracy every time and can customize the transcript template for you if you are looking for something specific.
2. YouMail
YouMail converts voicemails to text using its advanced voicemail service. You can upload your voicemail, and their automated system will transcribe it for you, delivering the text via email or SMS. The transcription is quick and helps you manage your voicemails efficiently.
3. Rev
Rev offers a reliable voicemail-to-text service through its easy-to-use platform. Simply upload your voicemail, and a human transcriptionist will transcribe the message for you, typically within a few hours.
4. Ditto
Ditto provides voicemail-to-text transcription with convenience and accuracy. Upload your voicemail and their team of professional transcriptionists will convert it to text, usually within a short timeframe.
5. Otter.ai
Otter.ai uses advanced AI technology to transcribe voicemails into text quickly and efficiently. Simply upload your voicemail, and their system will process and deliver the transcription in real time.
Benefits of Voicemail-to-Text Transcription
Managing your messages gets a whole lot easier with voicemail transcription. Let’s look at a few benefits of transcribing your voicemails:
- Time Saver: Reading a text is often faster than listening to a voicemail, helping you quickly scan for important information and prioritize responses.
- Accessibility: Text versions of voicemails are handy in noisy environments or when you can’t listen to audio and they make it easy to search and reference specific messages.
- Organization: Transcripts can be easily stored, organized, and retrieved so you never lose an important message.
- Documentation: Having a written record of voicemails is useful for keeping track of communications, especially in professional settings.
Pros and Cons of Voicemail-to-Text Transcription
Voicemail transcription is certainly a net positive, but it’s good to know the pitfalls of this kind of transcription. Check out these pros and cons so you can be fully informed.
Pros | Cons |
Time Efficiency | Accuracy Issues |
Quickly read and scan messages without listening to lengthy audio. | Automated transcription may not always be accurate, especially with background noise or accents. |
Accessibility | Cost |
Easily access voicemails in noisy environments or when audio playback isn’t possible. | Professional transcription services can be expensive. |
Organization | Privacy Concerns |
Store and organize transcripts for easy retrieval and reference. | Transcribing sensitive information might raise privacy and security issues. |
Documentation | Setup Required |
Maintain a written record for legal or professional purposes. | Initial setup for voicemail-to-text services can be time-consuming. |
Searchability | Dependency on Technology |
Use text search functions to find specific information within your voicemails. | Reliability on internet connection and software functionality. |
Practical Ways to Use Voicemail-to-Text Transcripts
So, you have transcripts from all of your voicemails…now what? Voicemail transcripts can be incredibly practical. Maybe you’re using them to create a running to-do list. Or maybe you use them to draft an email to your team about a client’s concerns.
If you’re a legal professional, these transcripts can serve as documentation in a case or as notes to refer back to. The bottom line is transcribing a voicemail allows you to have a searchable, indexable record of what has been communicated to you—and that is invaluable.
How to Transcribe Voicemails with SpeakWrite
Transcribing your voicemails doesn’t need to be rocket science. SpeakWrite’s convenient app makes the process nice and easy for you:
Step 1: Download the SpeakWrite app.
Start by downloading the SpeakWrite app from the App Store or Google Play. Don’t want another app on your phone? No problem—use their website instead!
Step 2: Create an account.
Open the app and create a new account or log in if you already have one.
Step 3: Upload your voicemails.
In the app, select the option to upload a file. Choose your voicemail or phone call recording from your device.
Step 5: Submit for transcription.
Submit the file for transcription. SpeakWrite’s professional transcriptionists will start working on your file immediately.
Step 6: Receive and review.
Within a few hours, you’ll receive the transcribed text. Review it for accuracy and make any necessary notes or edits.
What is Voice Over Internet Protocol (VoIP)?
VoIP is a technology that allows you to make voice calls using a broadband internet connection instead of a regular phone line. VoIP converts your voice into digital signals that travel over the internet, enabling clear and efficient communication.
This technology supports voice calls, video calls, text messages, and file sharing.
VoIP is cost-effective, offers enhanced features like call forwarding and voicemail-to-text, and is widely used by businesses and individuals for both domestic and international communications.
What is VoIP-to-Text?
VoIP-to-text is a feature offered by many Voice over Internet Protocol (VoIP) services that transcribes voicemails into written text. This allows users to read their voicemail messages instead of listening to them so they can respond to communications quickly.
Who Uses VoIP-to-Text?
VoIP is mostly used in a business setting to streamline communication processes:
- Small Businesses: VoIP-to-text helps small businesses streamline communication. Employees can quickly read messages, prioritize tasks, and keep a searchable record of all communications.
- Large Corporations: For large corporations, VoIP-to-text enhances efficiency by integrating with multiple communication tools—like Zoom—allowing for seamless management of calls, video meetings, and messages.
- Remote Teams: Remote teams benefit from VoIP-to-text by staying connected and organized. Real-time transcription ensures that all team members can access and respond to important messages promptly.
- Customer Service Centers: Customer service centers use VoIP-to-text to maintain accurate records of customer interactions, ensuring prompt and effective responses to inquiries and issues.
VoIP Services Offering Voicemail-to-Text
3CX
Setting up voicemail-to-text in 3CX is straightforward. In the management console, you configure the voicemail settings to enable transcription for all users. This feature helps businesses stay organized.
Nextiva
Nextiva provides an easy setup for voicemail transcription through its Nextiva Voice portal. You can activate voicemail-to-email with text transcription, which sends transcribed voicemails directly to your email.
VoIP-to-Text vs. Voicemail-to-Text
VoIP-to-text and voicemail-to-text serve similar purposes but cater to different needs. VoIP-to-text typically offers more advanced features like real-time transcription, integration with various communication tools, and support for multiple communication formats (calls, video, and messages).
Voicemail-to-text is more straightforward and focused on transcribing audio voicemail messages. It is ideal for users who primarily need a simple way to read their voicemails without additional features.
The choice between the two depends on the specific requirements of the user and the complexity of their communication needs.
VoIP-to-Text vs. Voicemail-to-Text | ||
Feature | VoIP-to-Text | Voicemail-to-Text |
Real-Time Transcription | Yes, often includes real-time transcription capabilities. | No, typically transcribes after the voicemail is received. |
Integration | Integrates with various communication tools (calls, video, messages). | Primarily focused on transcribing voicemail messages. |
Communication Formats | Supports multiple formats (voice, video, text). | Focused solely on voicemail audio messages. |
Complexity | Offers advanced features and functionality. | Simple and straightforward with a specific focus. |
Use Case | Ideal for business environments needing versatile communication. | Ideal for users needing an easy way to read voicemail messages. |
Cost | Often part of a comprehensive VoIP service package. | May require additional services or apps for transcription. |
Voicemail-to-Text —Frequently Asked Questions
Can voicemail be converted to text?
Yes, voicemail can be converted to text using transcription services or apps that transcribe the audio message into a readable format.
How do I get my voicemail to show up as text?
To get your voicemail as text, you can use built-in phone features like Visual Voicemail on iPhones or third-party apps such as Google Voice and SpeakWrite.
How do I get voicemail to transcribe?
You can transcribe voicemail by uploading the audio file to a transcription service or using a phone feature that supports voicemail transcription.
How do I turn on voicemail transcription on Android?
To turn on voicemail transcription on Android, you can use Google Voice or check if your carrier provides a voicemail transcription service through their app.
Is there an app that converts voicemail to text?
Yes, several apps can convert voicemail to text, including SpeakWrite, Google Voice, YouMail, and Rev. These apps use advanced technology to transcribe your voicemails into readable text quickly and accurately.
Can you transcribe phone calls?
Yes, you can transcribe phone calls using transcription services or apps that convert spoken conversations into text. These services, like SpeakWrite, allow you to upload your recorded phone calls, which are then transcribed by professional transcriptionists for accuracy.
Convert Your Voicemail to Text with SpeakWrite
Ready to save time and stay organized with your voicemails?
Try SpeakWrite to transcribe your voicemails into text. With their easy-to-use app, you get accurate and fast transcriptions from real human transcriptionists. No more replaying messages to jot down notes or missing important information.
Try SpeakWrite today and experience the convenience and efficiency of having your voicemails transcribed with 99% accuracy in just a few hours. It’s time to take back your voicemail, one transcript at a time.
