How to dictate emails in Outlook on a Mac
Outlook for Mac has a Dictate button for Microsoft 365 subscribers. Here is where it is, the shortcut and what it needs, plus two ways to dictate without a subscription.
You can dictate an email in Outlook on a Mac with Outlook's own Dictate button, with Apple Dictation, or with a dictation app like Speechy.
1. Outlook's Dictate button
- Start a new email or a reply.
- Choose Message›Dictate, or press ⌥F1, then speak.
You can pick the spoken language and microphone, and turn on automatic punctuation. Microsoft lists voice dictation for the new Outlook for Mac, version 16.58 or later.
What it needs: a Microsoft 365 subscription (Microsoft says Dictate is only for subscribers), a microphone, and a reliable internet connection, because it works online.
Say it. Speechy writes it.
Hold Fn, speak, and clean text lands in any app on your Mac.
2. Apple Dictation
Apple Dictation is built into macOS and types into an Outlook email with no subscription.
- Turn it on in System Settings›Keyboard›Dictation.
- Click into the email and press the Microphone key or your Dictation shortcut.
- Press Escape, or the shortcut again, to stop.
It stops on its own after 30 seconds without speech.
3. Speechy
Speechy is a dictation app for Mac: click into the email, hold Fn, speak, and let go. Your voice is transcribed on your Mac, so it works offline, and emails come out shaped like emails:
Connect Outlook in Speechy and you can also ask about your mail and calendar from any app: press ⌥⇧Space and say "Anything urgent in Outlook?" or "Find 30 minutes with Alex next week". Replies show in the notch first, with a few seconds to undo. See Speechy for Outlook.
Say it. Speechy writes it.
Hold Fn, speak, and clean text lands in any app on your Mac.
Which one to use
| Outlook Dictate | Apple Dictation | Speechy | |
|---|---|---|---|
| Works in | Outlook and Word, with Microsoft 365 | Any text field on your Mac | Any app on your Mac |
| Needs | Microsoft 365 and internet | Nothing extra | Paid, with a 3-day trial |
| Long pauses | No limit stated by Microsoft | Stops after 30 seconds of silence | Listens until you let go |
| Ask about your mail | No | No | Yes, with Outlook connected |
Checked on 21 October 2026 in Microsoft's Dictate in Outlook and Outlook for Mac features, and Apple's Dictation guide.