# Transcribe an audio or video file

> Import an mp3, wav, m4a, aiff, flac, aac or mp4 file in NoteOwl's Transcripts and get a speaker-labelled transcript you can replay, re-transcribe and export.

Source: https://www.noteowl.ai/docs/transcription/import-a-file · Last updated 2026-09-28 · Checked against NoteOwl 1.0.0

To transcribe a recording, open **Transcripts** in the sidebar and click **Import Recording** at the top right, or drag the file onto the screen. NoteOwl transcribes it on your Mac, labels the speakers, and writes a summary and action items. The file never leaves your Mac.

Importing recordings is part of NoteOwl Pro, which you can try free for 7 days: see [start the 7-day NoteOwl Pro trial](https://www.noteowl.ai/docs/pro/free-trial).

## Import a file

1. Click **Transcripts** in the sidebar, under **Library**.
2. Click **Import Recording** at the top right and choose the file. Or drag the file from Finder onto the **Transcripts** screen, and let go when it says **Drop to transcribe**.
3. Wait while NoteOwl transcribes it. The file appears in the list with its progress and **TRANSCRIBING · ON-DEVICE**, and **Import Recording** reads **Processing…**.
4. When it's done, NoteOwl selects the new transcript, with its summary and action items. The speakers are labelled a moment later.

![An imported recording in NoteOwl's Transcripts: 2:16, 2 speakers, imported Sep 28, 2026, from Ferncastle user interview.m4a, with the title Ferncastle user interview, the line Transcribed entirely on this Mac — the file never left your device, the buttons Re-transcribe, Identify Speakers, Summarize as and Create, and a player at 0:00 / 2:16](https://www.noteowl.ai/product/p2-import-header.webp)

## Which files can I import?

Audio and video recordings in mp3, wav, m4a, aiff, flac, aac and mp4, one file at a time. For an mp4 video, NoteOwl transcribes the sound. The formats are listed in [supported import and export formats](https://www.noteowl.ai/docs/reference/file-formats).

* **One file at a time.** The file chooser takes one file. If you drop several files together, NoteOwl imports only one of them.
* **One after another.** While NoteOwl is transcribing a file, it won't start another. If you try, it says **Still working — “interview\.m4a” wasn’t imported. Try again when this finishes.**
* **Recordings only.** A file that isn't audio or video is refused, for example **“notes.pdf” isn’t an audio or video recording, so there was nothing to import.**

## What does NoteOwl do after it transcribes a file?

It finishes the recording on your Mac, in this order:

| Step             | What you get                                                                                  |
| ---------------- | --------------------------------------------------------------------------------------------- |
| **Transcript**   | Every line with its time, saved with an audio copy for playback                               |
| **Summary**      | A summary of the whole recording, at the top of the page                                      |
| **Action items** | Tasks and promises from the recording, under the summary                                      |
| **Title**        | A name based on what was said, unless you've already named the recording                      |
| **Search**       | The recording joins your memory, so search and **Chat** can find it                           |
| **Speakers**     | Each line labelled **Speaker 1**, **Speaker 2** and so on, right after the transcript appears |

NoteOwl labels the speakers automatically while **Automatically identify speakers** is on, in **Settings → Memory** under **Speakers**. It's on by default.

If NoteOwl couldn't finish one of these steps, it says what's missing, such as **“interview\.m4a” is saved, without a summary.** The transcript is kept either way.

## Name the speakers

* **Rename them.** Click **Rename speakers** above the transcript, type a real name beside each speaker and click **Save**. Every line updates. Where it's safe to, NoteOwl also learns that voice for future recordings.
* **Identify them again.** Click **Identify Speakers** for **Automatic**, or open its menu and choose from **2 speakers** to **8 speakers** when you know how many people were talking. The number you choose sticks when you re-transcribe. NoteOwl then says how many it found, such as **Found 2 speakers.**
* **Merge two speakers.** If one person was split in two, click the merge button beside them in **Rename speakers** and choose **Merge into** the other speaker.
* **Fix one line.** Right-click the line, choose **Assign to** and pick the speaker who said it.

For more on speaker names and voices, see [name speakers and recognise voices](https://www.noteowl.ai/docs/meetings/name-speakers).

## How do I replay part of the recording?

Click the play button beside a line to hear that line again. **TAP TO REPLAY** above the transcript is the reminder.

To play the whole recording, use the player under the title: click play, drag the slider to move through it, and choose a speed from the menu that shows **1×**: **0.75×**, **1×**, **1.25×**, **1.5×** or **2×**.

![Six lines of an imported interview transcript in NoteOwl, from 1:36 to 2:12, each labelled Leo Martins or Rosa Alvarez, with its time and a play button](https://www.noteowl.ai/product/p2-import-transcript.webp)

To copy text, select any words, right-click a line and choose **Copy**, or click **Copy** above the transcript for all of it, each line with its speaker's name.

## Re-transcribe a file

If NoteOwl misheard something, or you've added names to **Vocabulary** since you imported the file, click **Re-transcribe** at the top of the recording, then **Re-transcribe** again to confirm. NoteOwl runs speech to text again on the audio it kept and replaces the transcript, using the vocabulary you have now. The confirmation says: **Runs speech-to-text again on this recording and replaces the current transcript. The audio is kept.**

When it's done, NoteOwl says **Re-transcribed — 12 lines replaced.**, with the number of lines it changed, or **Re-transcribed — the text came out the same.** A title you gave the recording stays. While **Automatically identify speakers** is on, NoteOwl then labels the speakers again, keeping the number you chose in **Identify Speakers**.

To add names and jargon, see [teach NoteOwl names and jargon](https://www.noteowl.ai/docs/templates/custom-vocabulary).

## Summarize or rewrite it

* **Summarize as** rewrites the summary in any of the 22 built-in templates or one of your own. See [choose or write a summary template](https://www.noteowl.ai/docs/templates/templates).
* **Create** turns the transcript into a **Report**, an **Email draft**, a **Blog post** or a **Social post**, or follows your own instruction with **Custom…**.

## Export the transcript

Click the Share button at the right of the row of buttons under the title, or right-click the recording in the list and choose **Export…**. Then choose **Copy Markdown**, **Save as Markdown**, **Save PDF**, **Save Text**, **Save Subtitles**, **Share…**, **Mail** or **Messages**.

**Save Text** saves the transcript as a .txt file, each line with its speaker. **Save Subtitles** saves an .srt subtitle file timed from the transcript; a line with no time is left out, and NoteOwl says how many.

![NoteOwl's Share sheet for an imported transcript: Copy Markdown, Save as Markdown, Save PDF, Save Text, Save Subtitles, Share…, Mail and Messages, with Saved to Ferncastle user interview.srt, and Exports are plain files. noteOwl never creates a web link or uploads your vault](https://www.noteowl.ai/product/p2-import-srt-saved.webp)

For what each format holds, see [export a note, or all of your data](https://www.noteowl.ai/docs/data/export).

## Common questions

### Does NoteOwl keep my original file?

No. NoteOwl keeps the transcript and an audio copy of the recording for playback, in its own folder on your Mac, and leaves your original file where it was. For a video, it keeps the sound, not the picture, so keep the original if you need it.

### Do I need the original file to re-transcribe it?

No. NoteOwl re-transcribes from the audio copy it kept when you imported the file, so it works even if the original has moved. Click Re-transcribe at the top of the recording in Transcripts.

### Does an imported file leave my Mac?

No. NoteOwl transcribes imported files on your Mac with on-device speech recognition, and each one's page says so in the line Transcribed entirely on this Mac — the file never left your device. It works without an internet connection.

### Can I import a file on NoteOwl Free?

No. Importing recordings is part of NoteOwl Pro, so on NoteOwl Free, Import Recording shows what NoteOwl Pro adds instead of opening a file. Files you imported during the trial stay on your Mac, and you can still open and export them on Free.

## Related

- [Supported import and export formats](https://www.noteowl.ai/docs/reference/file-formats): NoteOwl imports mp3, wav, m4a, aiff, flac, aac and mp4 recordings one at a time, and exports notes as Markdown, PDF, text or SRT, or everything as a zip.
- [Name speakers and recognise voices](https://www.noteowl.ai/docs/meetings/name-speakers): NoteOwl separates the voices in a meeting transcript. Name them once with Rename speakers, and NoteOwl can recognise those voices in later meetings.
- [Teach NoteOwl names and jargon](https://www.noteowl.ai/docs/templates/custom-vocabulary): Add “When I say” → “Replace with” rules in NoteOwl's Vocabulary, and names and jargon are spelled your way in dictation, meetings and imports from then on.
- [Export a note, or all of your data](https://www.noteowl.ai/docs/data/export): Export a NoteOwl meeting, dictation or transcript as Markdown, PDF, text or subtitles, or save everything to one zip file with Export all data.

Learn more: [Transcribe audio to text, on the NoteOwl Features page](https://www.noteowl.ai/features/transcription)