File Management

Load Files

There are three ways to load recordings or videos into Express Scribe: by syncing with a folder to automatically check for new files, by manually selecting a file, or by transferring a file from a transcription device.


Set up Express Scribe to sync by clicking the Sync icon from the main toolbar. This takes you to the Incoming tab of the Options window (see Options ~ Incoming). Once Express Scribe is set up to automatically load recordings, it will check for new files regularly while it is running.


If you need to load recordings or a video into Express Scribe manually, press Ctrl+L or click the Load icon from the main toolbar. Browse to locate the recording or video files using the file field, or the browse and folder icon buttons to the right of the file field. You can load multiple files at the same time by holding down the shift key while selecting files.

For files received on CD-ROM, refer to the Loading Files from a CD section of this user guide.

Load and Delete Dictation Files (Ctrl+Shift+L):

This is the same as loading a file except that it deletes the original file after loading. This is useful if you are loading recordings one at a time from a shared folder to ensure that no one else loads the same file after you have.

Auto File Transfer:

You can load files directly from a handheld recorder using the Dock icon in the main toolbar. See the Transfer from Portable Handheld Recorders - Dock section of this manual for instructions.

Completing a Dictation

When you have completed the typing for a file, you can either Dispatch the typing by email to the person who dictated the file or you can simply mark the file as Done. Either action will remove the file from the active files list.

To Dispatch the selected file by email, press Ctrl+D or click the Dispatch tool-bar button. If you have typed the document using a word processor (e.g., Microsoft Word), you can attach the word processor file to the email (click Browse).

To mark the file as Done without emailing it, press Ctrl+N or click the Done tool-bar button.

Recovering a Completed Dictation

To recover an old dictation to amend the transcription file, open the "Recover Old Dictations" window. Do this by clicking the double-arrow icon in the secondary toolbar, or press Ctrl+R. The window will display files that have been Dispatched or marked as Done. Files will be automatically deleted from this list after 1 month. Note that only dictations that have been Dispatched or marked as Done can be recovered. Dictations that have been deleted cannot be recovered.

Delete File

To delete a file press Ctrl+Delete or click the Delete icon from the secondary toolbar, and then confirm that you wish to delete the file. Deleted files cannot be recovered. We recommend you mark files Done instead, as described above.

Save as DCT

You can save the current material (including the associated Word Processor document) as a DCT file so it can be loaded by another typist. This is useful if you are halfway through typing and want to forward your work to another typist. Be sure to save your wordprocessor document before selecting this option. Save as a DCT file by clicking the disk icon in the secondary toolbar, or by selecting File->Save as DCT.

Forward to...

Forward the recording (and any attachments) to another person by email, network or internet by pressing Ctrl+Shift+F or by clicking the Forward To icon from the secondary toolbar. See the Forwarding Files section for more information.

Controlling Audio and Video Files

Play (F9)

To play the selected file at the currently set speed, press F9 or press the Play button in the control section at the bottom of the Express Scribe window.

There is a speed adjustment slider to the left of the play controls along the bottom of the Express Scribe window which allows you to speed up or slow down the recording. Alternatively, you can press F11 to play at slow speed, F3 for fast speed or F10 to return to real speed. The slow and fast speed can be set using Options ~ Playback.

Stop (F4)

To stop press F4, or press the Stop button in the Control section on the bottom of the Express Scribe window.

Movement within the recording (F7, F8, Ctrl+Home, Ctrl+End, Ctrl+J)

To rewind or fast-forward, click and hold down the Rewind or Fast-forward buttons in the Control section on the bottom of the Express Scribe window.

To move to the start directly, hold down the Control key and press Home. To move to the end, press Ctrl+End.

You can also quickly move around the file using the scroll bar in the Control part of the Express Scribe window.

To jump to a specific time in the recording press Ctrl+J. A dialog will appear prompting you to enter the elapsed time you wish to jump to.

Foot pedals or system-wide 'hotkeys' can also be used to control Express Scribe. For more information see Controllers ~ Overview and About System-Wide Hot-Keys.


You can type using any Windows word processor including Microsoft Word, Corel WordPerfect, Lotus WordPro and others while Express Scribe runs in the background. Alternatively, for small amounts of text, you can type into Express Scribe's Notes window and then copy and paste the text into another document.

If you use a word processor, you should use system-wide hot-keys so that Express Scribe can be controlled while it is in the background. Alternatively, you can use a foot pedal controller. For more information, see About System-Wide Hot-Keys or Controllers ~ Overview.

If you don't use the Notes window, you can hide it by unticking View -> "Show Notes Window".

See also:

Keyboard Reference

Options ~ System-Wide Hot-Keys