Express Dictate supports two methods of transferring recordings from a handheld recorder. If you have a digital handheld recorder (or PocketPC device) that uses a supported file format (e.g. MP3, WAV, WMA, etc.) and comes with its own connection cable and software, you can use the Audio File Transfer Method. If you are using an analog microcassette recorder or a digital recorder that uses proprietary formats, you can use the Audio Cable Method to import the dictation.

Note, if you have a handheld Pocket PC device, you should install the Express Dictate partner application Pocket Dictate on your PDA by downloading it from

Dock - Audio File Transfer Method

Use this option if you are using a digital recorder that uses a supported file format (e.g. MP3, WAV, WMA) to record your dictation.

Your handheld recorder must come with software that will automatically transfer the recordings and place them in a folder on your hard drive. For PocketPC devices, Microsoft ActiveSync can be set up to do this. (See below).

Once you have set up your handheld software, using Express Dictate select File -> "Transfer from Portable (Dock)" -> "Audio File Transfer Method" then browse to the folder on your hard drive where the docking software of your handheld has been set to download the audio files.

Once you have done this once, to Dock in future, simply click on the Dock button on the main window (after the handheld software has completed downloading the files).

Sony Recorders / Memory Stick Devices

There is one additional step when docking files from Sony Recorders - using the Sony Voice editor to export to wav files. This can be done very quickly once you know how.

Open Sony Voice Editor program. Follow the normal process to load files from the recorder or memory stick into the default Voice folder of the Sony Voice Editor. Once new folders/files are loaded into the Voice Editor, select the menu item File / Save as VOICE Folder. Browse to a folder that you have created for docking recordings. Select Wav file (16 bit) under Save as Type. Click on save.

Once this process is complete, use the Express Dictate Dock - Audio File Transfer method and point to the same folder that you saved to.

Load audio files from folder
Browse to the folder on your hard drive where the docking software of your handheld has been set to download the audio files.

Load files from sub-folders
When enabled, files are loaded from the selected folder and all it's sub-folders. When disabled, only files from the selected folder are loaded.

Delete files after loading
When enabled, audio files are deleted from the selected folder after they have been successfully loaded.

Only load files newer than those previously loaded
When enabled, files are only loaded if their modification date is newer than the most recent modification date of previously loaded files. This option may be useful if you do not want to enable the "Delete files after loading" option, but still want to prevent the same files being loaded again. Note that this option is not available the first time files are docked.

Automatically send files to default recipient after loading
When enabled, files are automatically sent after they have been successfully loaded. The default recipient can be configured in Options ~ Sending.

Dock - Audio Cable Method

This method must be used if you are using an analog microcassette recorder or the digital handheld you have uses a non-standard, proprietary file format.

The process is simply playing back the recording into the computer. This can be more effective then it might sound because with a duplex sound card and accurate threshold detect levels, the transfer can happen automatically in the background while you continue to type.

In order to transfer a recording from a portable dictaphone or notetaker into Express Dictate, you need to connect a lead between the Ear socket on the portable and the Line-In socket of the sound card. You should be able to purchase a suitable lead from an electronics store for under $10.

Connection Settings

Sound Record Device

If you have more than one sound card in your computer, select the sound card connected to your portable in this pull down list.

Audio Input Channel

This should usually be "Line" or "Line-In" for the transfer connection.

Record Volume Level

Adjust the record volume so that the level display just touches into the red in the louder peaks during dictation.

Activate Level

Transfer will automatically start and stop using the level of the incoming audio. The default setting is -15dB. If recording starts too early or does not automatically stop at the end of the tap, increase this level. If recording does not start correctly, or chops the end of a recording, reduce this level. You should correctly adjust the record volume level before you adjust the activate level.

High Speed Transfer Mode

If the player that you use to play in audio recordings can play back at double speed, Express Dictate can dock the recordings at high speed. Tick the 'high speed transfer' option and select the speed in percent (200 is double speed). As the recording is docked at high speed Express Dictate will automatically convert it down to normal speed.

Dictation Details

Dictation Name

You can rename the transfer dictation. For example, you can rename the dictation to the name of the client or the type of job.


As when dictating directly, you can type notes relating to the dictation directly in the Notes box. Typically you might type difficult to spell names or addresses.

Automatically Send when Done

Note: This option is not available if Express Dictate has not been registered and the trial period has expired.

When this option is checked, Express Dictate will send the dictation immediately when transfer is done. In day to day operation you will check this box.

For testing or if you want to add dictate further, uncheck this box.


If recording has started incorrectly, click the restart button to start recording from the start of the Tape.


When transfer is complete, click the Done button.

You should not need to do this manually. The Transfer Window should automatically close 15 seconds after the end of the recording. So long as your record volume and activate levels are set correctly, you should be able to start recording and "walk away".