| File Types/Formats & Associated Software
(Windows Media Player)
|WAVEform Audio is a common file format and was one of the first audio file types
developed for use with the PC. It is lossless, but generally very large. N.B. Not all .wav files are
the same! Although they all end in .wav, depending on the recorder, the transcriptionist may need a
special ‘codec’ to play it back. An example is the Sanyo recording system, which records specifically
Sanyo .wav files. You should check that your transcriptionist has the ability to transcribe Sanyo
.WAVs. If not, Sanyo may oblige by sending out the relevant codec on CD, for a charge. Alternatively,
you can convert the .WAV file to an .MP3 file with mp3compr09f.zip
|MPEG/.MP3 (Winamp, Download Free ) winamp274_full.exe
||MPEG-1 Audio Layer 3 is a compressed WAV file often used in music. Many digital
recorders will also record MP3 or allow you to record WAV and then compress to MP3. The compressed
files will be around a twelfth the size of WAV files. However, should you want to replay this file in
>MP3 format, go to mp32wav.zip and download the converter.
(Windows Media Player)
|Windows Media Audio was developed for Windows Media Player, which is bundled with all
Windows-based PCs these days. It is even more compressed than an MP3 – to about one thirty-sixth the
size of a .wav – and smaller to send than a .WAV file, there is a considerable loss of sound
|Digital Standard Speech. The .dss file format was developed by Olympus, who also
provide playback software for this format via
DSS files are usually only 1/12th to 1/20th the size of conventional WAVE files.
||Encrypted dictation. Often used for medical transcription requiring confidentiality.
The recording is encrypted at the recording end and needs to be decrypted on receipt. A wide variety of
playback software will deal with these files.
||TrueSpeech, from the DSP group, was designed for personal computers and personal
communications devices. It has very high compression ratios ranging from 15:1 to 27:1 and is not a good
format for interview/focus group recording.
||CD Audio File. These files are standard recordings onto CD, and are generally the file
type of music files bought on CD. Most transcription recorders will not record CDA. If you are having a
professional recording made of a conference or series of lectures, for example, you may well find
yourself with CDA files. Most transcription software will not play back CDA format, although it is
possible to convert the audio file to a .WAV file by downloading CDEX_130.zip converter.
Polderbits Sound Editor
|If a file to be sent via email is too large or the recording needs to be broken up
into sections for other reasons, sound editor software, (examples of which are listed here), will do
this with ease.
|Transcription Playback Software
|Express Scribe (Free)
||This computer transcriber application features variable speed wave playback, foot
pedal operation, file management and more. This program will play back most audio file formats,
including encrypted dictation files.
|Olympus software has been specifically designed for audio files recorded on Olympus
|Sending Sound Files as an Attachment
- Switch on Recorder
- Click the Recorder into the cradle or fit cable directly to the Recorder
- REMOTE should be displayed on the Recorder (if not re-boot PC)
- DSS PLAYER 2002 will automatically be displayed on PC screen
- Followed by the Download Tray screen (below)
The Sound Files must be copied from the Device Manager to the
Download Tray in order to send as email attachments.To copy a Folder
- Click on Download in the Menu Bar
- Click on appropriate – Download Folder A – E
To copy Sound File(s)
To copy all Sound Files in all Folders
- Go to the Device Manager section
- Click on the Folder to display the appropriate Sound File(s)
- Select the Sound File(s)
- Go to Download in the Menu Bar
- Click on Download Selected Files
- Go to Download in the Menu Bar
- Select Download All
Note: We have used the word ‘copy’ to indicate that the Sound Files remain in the Recorder until
To check that Sound Files have been copied from Device Manager to the Download Tray simply click
on appropriate Folder in the Download Tray.
|Downloading Sound Files
Copy and Paste
- Select the appropriate Sound File(s) in the Download Tray section
To select an adjacent group of Sound Files hold the Shift key
down and select the first and last files using the mouse
To cherry pick Sound Files from a folder hold the Ctrl key down and select the individual Sound
Files with the mouse
- Go to Edit in Menu Bar and click on Copy
or use Keyboard shortcut by holding down the Ctrl key and click on C
- Open email system
- Set up new email message
- Go to Edit in Menu Bar and click on Paste
or use Keyboard shortcut by holding down the Ctrl key and click on V
- The Sound File will appear in your email attachment section.
- Send the email to the appropriate pa-services-direct mailbox
- Drag and drop – With both DSS Player 2002 and your email programs open – minimise these to
display both windows on screen – drag and drop appropriate sound files from DSS Player 2002
into your email.
|Further information on Audio Recording & Transcription
The above information has been put together by some of our members and is
published here for your help and advice. To find a transcriptionist, please click here
The co-founders would like to thank the following for all their efforts:
Anne Carroll (AC Business Support) for
researching and putting the following document together.
Additional material by Irene Boston (IB
Transcription Services), Anne Gerrish (Penguin Office Services), and Diane Jones
(PA Services Direct)
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