How to transcribe a recording on your iPhone

What are the ways to get a transcript on an iPhone?

There are three ways to do it. You can record directly in the KolWrite app. You can record in another app, usually Voice Memos, and send the file to KolWrite afterward. Or you can use a file you already have on your iPhone or in the cloud, like a recorded meeting, a lecture, or a video someone sent you.

Each method gives you a transcript with timestamps and speaker labels that you can read, edit, and export. Pick whichever fits how you work. Recording directly in the app skips a step if you already know you want a transcript, while sending an existing file works just as well if you recorded the audio somewhere else.

Generally, it makes sense to record in the app for an upcoming conversation, stick with Voice Memos if you already use it every day, and import files when someone else made the recording, like a video you downloaded or a file from a colleague.

How do you record directly in the KolWrite app?

Open the app, hit record, and let it run. Leave the screen awake if the app asks you to, and try not to switch to other apps for long stretches. Once you stop, the recording is saved and ready to transcribe. If the app asks for the spoken language, select it.

If you're recording a conversation, set the iPhone flat on the table between the people talking, face down, with nothing blocking the mic along the bottom edge. In a lecture, sit as close to the speaker as you can. Turn on a Focus mode before you start so incoming notification sounds don't end up on the recording.

How do you transcribe a Voice Memo?

Pick your recording in Voice Memos and tap the Share button to bring up the iOS share sheet. Tap KolWrite in the row of apps. If it isn't visible right away, scroll to the end of that row and tap More. Selecting it opens KolWrite with your file ready to transcribe.

Voice Memos records in M4A, a standard format that works well for transcription. It helps to rename the memo before you share it, since the filename carries over and makes the transcript easier to find later. Unless you have a specific reason to trim or edit the audio, leave the original file as is.

How do you transcribe a file from iCloud Drive or Files?

Find the recording in the Files app, whether it's stored on your iPhone, in iCloud Drive, or in another connected cloud service. Select the file, tap Share, and pick KolWrite, or import it from inside the KolWrite app instead. You can do the exact same thing with video files, as the app pulls the speech from the video's audio track.

When a file only lives in the cloud, your iPhone might have to download it first. If the icon looks dimmed or incomplete, tap it once to download a local copy, then share it again. Large files take longer to upload, so get on Wi-Fi and leave the app open until the transfer finishes.

Can you transcribe WhatsApp voice messages?

Yes. Press and hold the voice message in the WhatsApp chat, pick the option to share or forward it outside the app, and choose KolWrite. The audio will open in KolWrite and transcribe in Hebrew, Arabic, or any other supported language.

Because voice messages are usually brief, informal, and recorded on the go, it is wise to read through the transcript rather than relying on it blindly. Pay close attention to names and numbers, and listen back to verify them.

What can you do once the transcript is ready?

Read through the text while listening to the audio. Every line has a timestamp, so tapping a sentence plays back that exact moment. Speaker labels separate the different voices in a conversation so you can tell who said what. Clean up any mistakes before you share the text.

After you check it, you can export the text as a TXT, DOCX, or PDF document, or save it as an SRT or VTT file for video subtitles. Inside the app, you can also translate the transcript between supported languages, generate a summary, or use the built-in AI chat to ask questions about the recording. Treat any generated summaries or answers as drafts and check them against the full transcript.

How do you get a good result, and what should you check?

Physical changes make the biggest difference. Find a quiet room, put the phone closer to the person speaking, and make sure nothing blocks the microphone. Take the iPhone out of your bag or pocket, and take off any thick case that partly covers the microphone openings along the bottom. If you record a one-minute test and listen to it on headphones, you will learn more about your audio quality than you would from any software setting.

Once the transcript is done, listen back to the important parts to double-check names, numbers, and direct quotes, since automated transcription can get things wrong. From there, export the text as TXT, DOCX, PDF, or SRT, or ask questions about the recording in the app. If you are recording other people, let them know ahead of time. The laws on recording conversations depend on the country and the situation.