Welcome to the NeoTranscribe Guide
Everything you need to get NeoTranscribe up and running in minutes — and make the most of it. No technical background required.
First Steps
NeoTranscribe does not require a traditional installation — it is a portable application. You can place it on your desktop, in a folder of your choice, or even on a USB stick.
Windows security warning on first launch?
If Windows shows a message ("Windows protected your PC"), click "More info" and then "Run anyway". This warning occasionally appears for newly distributed software and is harmless.
Dictation — the core feature
The concept is straightforward: place your cursor in any input field, press a shortcut, speak — and your text appears. This works in every application: email, Word, Excel, browser fields, Slack, Teams, notes, and anywhere else.
Want to cancel a recording without inserting anything? Press Esc during the recording. Nothing will be inserted and nothing will change.
Text is always in the clipboard. Even if automatic insertion doesn't work in certain protected fields, your transcribed text is always copied to the clipboard. You can paste it manually with Ctrl + V.
AI Modification — Modify Presets
Sometimes a plain transcription is not enough — you want your spoken words shaped into a specific format. That is exactly what Modify Presets are for.
Imagine saying "tell Mrs Miller delivery arrives Thursday she should get in touch if any questions" — and NeoTranscribe automatically turns that into a complete, professional email. No editing needed.
How to use a preset
Managing your presets
In the settings window, under "AI Modification", you can:
- Edit existing presets — name, shortcut, and AI instruction
- Create new presets with the "+ Add preset" button
- Delete presets you no longer need
Example presets
Voice Search — dictate and search
With Voice Search you can launch a web search without touching the keyboard. Press a shortcut, speak your query, done.
The Voice Search shortcut can be changed freely in the settings window under "Shortcuts".
The Settings Window in Detail
Open the settings window at any time by clicking the NeoTranscribe icon in the system tray (bottom right, next to the clock).
Section: Audio Input
| Option | What it does |
|---|---|
| Language | The language you speak when dictating. "Auto-detect" works reliably in most cases. If recognition is inconsistent, set a fixed language (German, English, French, etc.). |
| Input Device (Microphone) | Which microphone NeoTranscribe uses. "Default (system)" uses whatever Windows has set as the default. If you have multiple microphones (headset, webcam, external mic), select the correct one explicitly here. |
Section: Shortcuts
| Shortcut | Function | Default |
|---|---|---|
| Main Shortcut | Starts and stops normal dictation. | Ctrl+Shift+Space |
| Voice Search Shortcut | Starts and stops dictation for web search. | Ctrl+Shift+G |
| Search Engine | Which search engine is used for Voice Search. |
Every shortcut must be unique. If you accidentally assign the same shortcut to two functions, NeoTranscribe will warn you when you try to save.
Section: Options
| Option | What it does |
|---|---|
| Auto-paste text | When active, NeoTranscribe pastes the transcribed text directly into the focused field using Ctrl+V. When inactive, the text is only placed in the clipboard for you to paste manually. |
| Show floating overlay | Displays a small status indicator while recording is active — a helpful visual cue that NeoTranscribe is listening. |
| Play sound on start | Plays a short audio signal when recording begins — useful acoustic feedback. |
| Start minimised | When active, no window opens on program start. NeoTranscribe waits silently in the background for your shortcuts. |
Section: AI Modification
Manage your Modify Presets here. A full explanation is in Section 3 (AI Modification).
Action Buttons
| Button | What it does |
|---|---|
| Test Microphone | Opens a live level meter. Speak into your microphone and check that the meter reacts. Very useful if you are unsure whether your microphone is working. |
| Check Connection | Tests whether NeoTranscribe can reach our servers. If this shows "OK", any issue you are experiencing is not a connectivity problem. |
| Help / Guide | Opens this page in your browser. |
| Save | Applies all changes you have made in the settings window. Don't forget — unsaved changes will be lost. |
| Minimise | Closes the settings window; NeoTranscribe continues running in the background. |
| Exit | Closes NeoTranscribe completely. If there are unsaved changes, you will be asked whether to save them. |
Interface Language
In the top-right corner of the settings window you will see three flags: 🇬🇧 English, 🇩🇪 German, 🇫🇷 French. Clicking a flag instantly switches the entire program interface to that language.
Two separate language settings: The interface language (what language the program displays) is set via the flags. The dictation language (the language you speak in) is set separately under "Audio Input" → "Language". Both settings are independent.
FAQ & Troubleshooting
The program shows "Connection failed" on startup.
NeoTranscribe needs a brief internet connection on startup to load your configuration. Try the following:
- Check that you are connected to the internet (Wi-Fi or cable).
- Click "Retry" in the window.
- If the problem persists, contact our support team (see below).
My dictation doesn't appear in the right field.
This happens when no input field was focused when you pressed the shortcut. Key point:
- Set your cursor in the target field before pressing the shortcut.
- The transcribed text is always in the clipboard — paste it manually with Ctrl+V.
How do I change the microphone?
Open the settings window (click the icon in the system tray), go to "Audio Input", and select your preferred microphone from the "Input Device" dropdown. Use "Test Microphone" to immediately verify the new device is responding.
NeoTranscribe doesn't appear in the taskbar.
Windows may be hiding the icon. To find it:
- Click the small arrow icon "Show hidden icons" at the bottom right, next to the clock.
- If NeoTranscribe appears there, you can pin it to the taskbar via right-click.
Multiple programs react to my shortcut.
Another application is probably using the same shortcut. Recommendations:
- Use combinations with Ctrl+Shift+... — these are rarely used by other programs.
- Ctrl+Alt+... is also usually conflict-free.
- Avoid common shortcuts like Ctrl+C or Ctrl+V.
Where are my settings stored?
All settings are saved in a file called config.json located directly next to NeoTranscribe.exe. To move the program to another computer, simply copy the entire folder — settings included.
Are my dictations private?
Yes. Your audio recording is transmitted encrypted to our European AI transcription service, processed immediately, and the result is sent back. Nothing is stored permanently. All servers are located in the EU.
Transcription is inaccurate or doesn't recognise my language correctly.
Tips for better results:
- Check microphone quality: Use "Test Microphone" and make sure the level meter reacts clearly when you speak.
- Fix the language: Under "Audio Input", set your language explicitly instead of using "Auto-detect".
- Reduce background noise: Loud background sounds can reduce accuracy.
- Speak clearly: A natural, steady pace delivers the best results.
Contact & Support
Your issue isn't listed, or you have a question not answered here? We are happy to help.
Contact Support
Send us an email at contact@neotranscribe.eu — we typically respond within one business day.
Please briefly describe what happened, which operating system you are using (Windows 10 or 11), and what you have already tried. This helps us assist you faster.