Outlook has its own Dictate button, and Windows has voice typing, and both need the internet. This guide covers what Microsoft says each one requires, and an offline option, Whisper Dictator, for when you have no connection or no Microsoft 365 subscription.
Installed from the Microsoft Store: the app passed Microsoft's review and comes signed by Microsoft, with no Windows warnings.
Available for Windows 10 and 11.
Windows 10/11 (64-bit) · Free tier: 7 transcriptions/day
Microsoft's Outlook page says the dictation feature is only available to Microsoft 365 subscribers, and that the Dictate button may be missing for non-subscribers.
The same page says dictation works with a microphone and reliable internet connection. Microsoft also says the service does not store your audio data or transcribed text.
Windows voice typing (Win+H) works in any text field but, per Microsoft, needs an internet connection and uses online speech recognition.
Click into the Outlook message body, hold the hotkey, speak, and release. It needs no Microsoft 365 subscription and no internet to transcribe, and the text is typed at the cursor.
How an offline hotkey fits an Outlook workflow.
Text is typed into the active field, so it works in any Outlook message body, reply or forward.
It does not rely on a Microsoft 365 subscription or on Outlook's Dictate button being available.
After the model download, it works without a connection.
Whisper covers 99 languages. Outlook's page lists 16 supported languages plus preview languages.
Smaller models for speed on older laptops, larger ones for accuracy.
Outlook lets you speak commands for punctuation and special characters, with a per-language command list. Whisper Dictator has no voice commands today.
Get it free from the Microsoft Store. The package is signed by Microsoft, so Windows shows no warning. The setup wizard then offers to download a Whisper model (Large-v3 Turbo recommended for most users) while you confirm your email.
Default hotkey is right-Alt (AltGr). Open an Outlook message, click into the body, hold the key, and speak.
Let go of the key. Whisper Dictator transcribes on your PC and types the text into the active field. No paste, no clipboard, no switching windows.
Using Microsoft's support pages for Outlook and Windows voice typing.
| Capability | Whisper Dictator | Dictate in Outlook | Windows voice typing (Win+H) |
|---|---|---|---|
| Needs internet to transcribe | ✓ No | ✕ Yes | ✕ Yes |
| Needs a Microsoft 365 subscription | ✓ No | ✕ Yes, per Microsoft | ✓ No |
| Works outside Outlook | ✓ | ✕ Office apps only | ✓ |
| Voice commands | ✕ None today | ✓ Per-language command list | Not covered here |
| Languages | 99 (Whisper) | 16 supported plus previews | About 50 listed for Windows 11 |
| Cost | 7 transcriptions/day free, then $39.99/year or $99 one-time | Part of Microsoft 365 | ✓ Included in Windows |
Microsoft's Outlook page says the service does not store your audio or transcribed text. Where Whisper Dictator loses: it runs on Windows only, the free tier is capped at 7 transcriptions a day, and it has no voice commands or custom vocabulary today.
Every statement about another product on this page comes from the official source listed below, checked on the date shown. Products change, so confirm on the vendor's page before you decide. Statements about Whisper Dictator describe the current Windows app.
The free tier covers casual use. Paid plans are a yearly or one-time purchase.
Enough to find out if voice dictation fits your workflow
Installed from the Microsoft Store: the app passed Microsoft's review and comes signed by Microsoft, with no Windows warnings.
Available for Windows 10 and 11.
~$3.33/month, billed annually
Pay once, own forever. No renewals.
Per Microsoft, in new Outlook you start an email, select the message body, go to the Message tab and select Dictate. You need a Microsoft 365 subscription and an internet connection. Windows voice typing (Win+H) also works in the message body.
Microsoft's page says the feature is only available to Microsoft 365 subscribers, and that the button may be missing for non-subscribers. It also lists signing in with an active subscription as a troubleshooting step.
Microsoft's page says dictation requires a microphone and reliable internet connection.
It types at the cursor in the active field, so it works in Outlook message bodies. Test it in your own Outlook setup, since add-ins and focus rules differ.
Not today. Whisper models usually return punctuated text, but there are no spoken formatting commands like the ones Outlook lists.
Install Whisper Dictator from the Microsoft Store and write your next Outlook email by voice.
Installed from the Microsoft Store: the app passed Microsoft's review and comes signed by Microsoft, with no Windows warnings.
Available for Windows 10 and 11.
Windows 10/11 · Free tier · Works offline