How to Transcribe Audio and Video on iPad (iPadOS): A Step-by-Step Guide

To transcribe audio or video on an iPad, you can (1) record clean audio with Voice Memos, (2) keep your files organized in the Files app, then (3) choose between built-in options (good for quick notes) or a speech-to-text app or human transcription (best for publish-ready transcripts). This guide walks you through each method, shows how to export transcripts to TXT/DOCX/Google Docs, and explains when to send a file to GoTranscript for human quality checks, speaker labels, timestamps, and subtitles (SRT/VTT).

Primary keyword: transcribe on iPad

• Key takeaways
• Voice Memos + Files gives you a simple iPad workflow for recording and organizing audio.
• Built-in dictation and Live Captions can help with quick capture, but they have limits for long, multi-speaker recordings.
• Third-party speech-to-text (STT) apps can speed things up, but you still need proofreading for names, jargon, and speaker changes.
• For publish-ready transcripts, consider human transcription with options like speaker labels, timestamps, and subtitle files (SRT/VTT).

Before you start: set up your recording for better transcripts

Transcription quality starts with audio quality, so do a few basics before you hit record. A cleaner recording reduces edits later, no matter which transcription method you choose.

Quick setup checklist

• Use an external microphone if you can, especially for interviews or meetings.
• Record in a quiet room and avoid fans, traffic noise, and clacking keyboards.
• Put iPad in Airplane Mode to reduce interruptions and notification sounds in your recording.
• Keep the mic close to the main speaker and avoid placing it on a vibrating surface.
• Split long recordings into shorter parts to make uploading, transcribing, and reviewing easier.

Plan for speakers and terminology

• Ask people to say their name once at the start if you need speaker labels later.
• Write down key terms, acronyms, and proper names so you can correct them during proofreading.
• If you expect heavy accents or cross-talk, prioritize the best mic placement you can.

Step 1: Record on iPad with Voice Memos (and save a clean file)

Voice Memos is the simplest way to capture audio on iPadOS, and it works well for interviews, lectures, and personal notes. The goal is to get a clear recording and then move it into Files so you can upload it to an app, a cloud tool, or a transcription service.

Record in Voice Memos

• Open Voice Memos.
• Tap the Record button to start.
• Tap Stop when you finish.
• Tap the recording name to rename it (use a consistent format like “Client Interview – 2025-12-20”).

Optional: lightly edit the recording

• Trim long silence at the beginning or end if needed.
• Avoid aggressive “cleanup” that could distort voices and hurt transcription accuracy.

Share the audio to Files

• In Voice Memos, select your recording.
• Tap Share.
• Choose Save to Files.
• Pick a folder (for example, “Transcription Projects”) and tap Save.

Once your audio sits in the Files app, it becomes much easier to upload it to a transcription tool and to keep versions organized.

Step 2: Import audio and video into the Files app (so you can transcribe it)

Files is the hub for iPad transcription workflows because most tools accept uploads from Files. You can store recordings locally “On My iPad,” in iCloud Drive, or in third-party cloud folders if you have them connected.

Import from Photos (video or audio saved to Photos)

• Open Photos and select the video.
• Tap Share > Save to Files.
• Choose a folder and tap Save.

Import from AirDrop, email, or a link

• When you receive a file, tap it to open the share sheet.
• Select Save to Files.
• Save it into your project folder with a clear name.

Organize your transcription project folders

• Create one folder per project (example: “Podcast Ep 42”).
• Inside, keep subfolders like “Audio,” “Transcripts,” and “Final.”
• Use version names like “Interview_v1.txt” and “Interview_final.docx.”

Option A: Use built-in iPadOS features (best for quick notes)

iPadOS includes features that can help you capture spoken words as text, but they usually work best for short, simple content. If you need a publish-ready transcript with speaker labels and clean formatting, plan on more editing or choose another option below.

Use Dictation to capture short spoken text

• Open a notes or document app where you can type.
• Tap the microphone on the keyboard to start dictation.
• Speak clearly and add punctuation by saying “period,” “comma,” or “new line.”
• Tap the microphone again to stop.

Limitations to plan for: dictation is designed for composing text, not transcribing long recordings. It can struggle with multiple speakers, overlapping speech, and speaker labeling.

Use Live Captions for on-screen understanding (when available)

Live Captions can help you follow along with speech in real time, which can be useful for accessibility and quick comprehension. It may not fit a “save as transcript” workflow, and it may not reliably capture everything you need for a publish-ready deliverable.

For accessibility guidance and expectations around captions, you can review the WCAG accessibility guidelines as a general reference for clear, readable text alternatives.

Option B: Use third-party speech-to-text (STT) apps (best for speed with proofreading)

Third-party STT apps can convert an existing audio or video file into text and often include tools like playback with word highlighting. This approach is usually faster than typing manually, but you should still plan to proofread for accuracy, especially for names, technical terms, and speaker changes.

What to look for in an iPad transcription app

• Import from Files (audio and video support is a plus).
• Export options like TXT, DOCX, or share-to Google Docs.
• Time-stamped transcripts if you edit audio or create clips.
• Speaker identification (helpful, but verify it).
• Offline mode if you handle sensitive content or work without stable Wi‑Fi.

Typical STT workflow on iPad

• Save your file to Files (from Voice Memos, Photos, or a download).
• Open your STT app and choose Import or Upload.
• Select the file from Files and start transcription.
• Review the draft transcript while listening, then correct:
• names and places
• numbers, dates, and acronyms
• speaker switches and interruptions
• punctuation and paragraph breaks

Common STT pitfalls (and how to avoid them)

• Overlapping speech: ask speakers to pause and avoid talking over each other.
• Room echo: move closer to the mic or record in a softer room (curtains and carpet help).
• Long files timing out: split the recording into parts before uploading.
• Wrong speaker labels: treat auto speaker ID as a starting point, not a final answer.

If you want an automated route as a baseline draft, GoTranscript also offers automated transcription, which can be helpful when you plan to review and edit afterward.

Option C: Use human transcription (best for publish-ready transcripts and subtitles)

If you need a transcript you can publish, cite, or use for subtitles, human transcription can save time in editing. It’s also a strong option when the audio includes multiple speakers, accents, industry terms, or background noise.

What “publish-ready” usually needs

• Accurate words (including names, brand terms, and jargon).
• Clear formatting with paragraphs and punctuation.
• Speaker labels (Speaker 1 / Speaker 2 or actual names).
• Timestamps for editing, quoting, or legal-style reference.
• Subtitle files like SRT or VTT for video publishing.

When to choose human transcription on iPad

• You’re producing a podcast, YouTube video, course, or webinar.
• You need speaker labels for interviews, meetings, or panels.
• You need timestamps or subtitle formats (SRT/VTT).
• Your recording is hard: multiple speakers, crosstalk, or heavy accents.

Step-by-step: upload from iPad to GoTranscript

• Open Files and confirm your audio or video file is saved and named clearly.
• Go to Order transcription.
• Upload your file from Files.
• Select the options you need, such as:
• speaker labels
• timestamps
• verbatim vs clean read (based on your preferences)
• Submit your order and keep your project folder ready for the delivered transcript.

If your end goal is captions or subtitles, you can also order caption files directly through closed caption services so you can publish with a standard format.

How to export and share transcripts (TXT, DOCX, and Google Docs)

Export steps vary by app, but most iPad workflows follow the same idea: export a file type your team can edit, then store it in Files and share a link. Pick the format based on what you plan to do next.

Choose the right format

• TXT: best for simple, lightweight sharing and archiving.
• DOCX: best for editing, comments, and track changes.
• Google Docs: best for collaboration and quick sharing links.

Common export workflow on iPad

• In your transcription app (or document app), tap Share or Export.
• Select TXT or DOCX if available.
• Choose Save to Files and save it into your “Transcripts” folder.
• To use Google Docs:
• Upload the TXT/DOCX to Google Drive from iPad.
• Open it in Google Docs for editing and sharing.

Tip: keep an “edit log” version

• Save the raw export as “Draft.”
• Save your proofread copy as “Final.”
• If you add speaker labels or timestamps manually, note that in the filename.

Decision guide: what’s best for you on iPad?

The best method depends on what you need the transcript for and how much cleanup you can tolerate. Use this quick guide to match your goal to the right workflow.

Best for quick notes (speed matters most)

• Use Dictation into Notes or a doc app.
• Keep it short and speak clearly.
• Expect to fix punctuation and special words.

Best for personal reference (good enough, lightly edited)

• Record in Voice Memos and save to Files.
• Use a third-party STT app to generate a draft.
• Proofread the key sections you plan to quote or reuse.

Best for publish-ready transcripts (accuracy and formatting matter)

• Record clean audio, then upload the file for human transcription.
• Request speaker labels and timestamps if you need them.
• Choose subtitle outputs like SRT or VTT if you’re publishing video.

Common questions

Can iPad transcribe a recording from Voice Memos?

Yes, you can record in Voice Memos and then save the file to the Files app to upload it to a transcription app or service. Voice Memos itself focuses on recording, so transcription usually happens in another tool.

Can I transcribe a video on iPad?

Yes, if you can save the video to Files (often from Photos), many transcription tools can process the audio track. If a tool does not accept video, export or convert the audio track first using an editor that can save audio.

What’s the easiest way to export a transcript to DOCX?

Use a transcription tool that supports DOCX export, then choose Share/Export and save the DOCX to Files. If your tool only exports TXT, you can open the TXT in a document editor and save it as a DOCX.

How do I get a transcript into Google Docs from iPad?

Export your transcript as TXT or DOCX, save it to Files, then upload it to Google Drive. Open it with Google Docs so you can edit and share a link.

Why does my transcript have wrong punctuation and paragraphs?

Most automated tools guess punctuation and formatting based on speech patterns, which can be inaccurate with fast speech, interruptions, or noise. Plan a proofreading pass where you add paragraph breaks and fix punctuation around quotes and questions.

How do I improve transcription accuracy on iPad?

Use an external mic, record in a quiet room, keep the mic close, and split long recordings into smaller files. Also, rename files clearly and keep a list of proper names and terms for your proofreading step.

Do I need subtitles (SRT/VTT) or just a transcript?

If you’re publishing video, subtitle formats like SRT or VTT help platforms display timed text on screen. If you only need a written record for reading or quoting, a DOCX or Google Doc transcript may be enough.

If you want a simple iPad workflow but need a clean, shareable result, GoTranscript can help with the right solutions, from draft text to publish-ready deliverables. You can start by uploading your file to our professional transcription services and choose options like speaker labels, timestamps, or subtitle outputs (SRT/VTT) based on your project.