Our transcription editor makes reviewing transcripts a breeze. You can listen along with the audio, make edits, highlight, adjust speaker labels, and even take notes. Once you are done reviewing and editing, you can download your transcript directly from within the editor.
If you cannot access your entire transcript in the editor, your file may be longer than what is accessible based on your subscription plan. With a Basic plan, you can still download your entire transcript, it's only the length in the editor that is limited. If you upgrade your subscription to a Pro plan, you will have unlimited file-length access in the editor.
Accessing the Editor
Click on any file that has a transcript already completed to open the file in the transcription editor.
When the file opens, it will automatically be on AI Prompts.
Click on Transcript to view and edit your Transcript.
Navigating the Editor
When the editor is open, your audio/video file will be on the left, your transcript will be in the center, and additional menu items will be on the right.
There are three menus in the editor:
- The quickbar menu above your transcript - this is where most of your editing buttons are located
- The right-click context menu (right-click your mouse on the transcript to access) - has mostly buttons from the quickbar menu along with a few different buttons
- The right side panel menu - used for accessing detailed information about your file.
Editing Your Transcript
You can click on any of the tools/features listed below to learn more about using that function.
Located: Playback can be adjusted on your audio preview, quickbar menu, and within the transcript.
Shortcuts:
- Play/ pause SHIFT + SPACE
- skip forward CTRL + .
- skip backward CTRL + ,
On the audio/video preview, you have your playback controls. You can play audio, skip back or forward, adjust the volume and playback speed, turn on and off closed captions, and enter full-screen video mode.
We have a couple of keyboard shortcuts (hotkeys) that make playback a little easier. Instead of moving your mouse and hitting play and pause all the time, you can hit the Shift + Space key to start and stop the audio. If you need to skip back 15 seconds, you can hit Ctrl + , or skip forward with Ctrl + .
If you need to jump around in the transcript while reviewing, you can click the timestamp next to any speaker name, and the audio will jump to that point and begin playing.
Located: Can be added from the quickbar or right-click context menu. Can be viewed and edited from the right panel menu.
You can collaborate with your team or make personal notes by commenting on a portion of your transcript. To add a comment, highlight the portion of text you want to comment on and then click on Add Comment. The Comment Menu will automatically open in the right panel menu.
Type in your comment and then click on Save to add the comment.
Once you have saved your comment, click on next to the comment to mark as resolved, edit, reply or delete a comment.
Speaker names are assigned to each speaker in your file. Click any speaker label in your transcript to open the speaker label menu. You can edit existing speakers, add new speakers, and change which speaker is assigned to a paragraph.
You can also edit speakers under File Details in the right panel menu.
While we don't guarantee speaker labeling, the transcription editor makes it fairly easy to correct most issues with speaker labels.
Changing the Speaker label mid-paragraph
If you need to change the speaker label mid-paragraph, click your mouse where you would like the new speaker label to begin. Then double-tap on the enter/return key to generate a new speaker label. You can then change, edit, or create a new speaker name.
Please note that tapping the enter key once only starts a new paragraph for the current speaker. You must tap enter/return twice to assign a different speaker.
You can also use backspace at the start of the paragraph to merge the paragraph with the paragraph above.
Duplicate Speaker Names
There may be duplicated speaker names in certain situations, and they might be attributed to the same speaker. The speaker colors may vary as well. If our editor detects the duplication, a merging function will surface to combine similar speakers into a uniform representation.
Below the speaker names in the File Details right panel menu, you will see a Merge Speakers button. Simply click this button to merge similar names, and the color will unify along with them. If there is more than one duplication recognized, one click will fix them all.
Technical Issues
We strive to always include names provided, but there may be times when our team cannot do so. If the transcriptionist can't tell which person each name should go with or otherwise has trouble identifying them, they will use speaker numbers instead of names i.e., Speaker 1, Speaker 2, etc. Likewise, if there are similar voices that can't be distinguished, speakers may be identified in this way.
Another reason your speaker labels may not be correct is if you ordered Rush or submitted a file that is 90 minutes or longer. These files are split into smaller segments to be worked on, which can result in speaker labels being incorrect in the final file.
Located: Can be added from the quickbar or right-click context menu. Can be viewed and edited from the right panel menu.
You can save and share a clip of a transcript easily. First, highlight a portion of any transcript you own and click on Save Clip in the right-click context menu or click the scissor icon at the top of the transcript editor. Your clip will appear in the Saved Clips section accessible through the scissors icon on the right-hand menu.
From there, you can download, share or delete the clip.
Download Clip
Click on the download icon to download your clip. You can then choose to download the video, the transcript, or both. Your transcript can be downloaded in txt, docx or pdf format.
Share Clip
Click on the link icon to share your clip. Upon clicking the link icon, a link to the transcript with the clip's time range is copied to your clipboard. You can send this link to whoever you want to share your transcript with.
Clicking on this link will open the transcript with the video automatically set to the clip's time range and with the corresponding transcript text highlighted. Additionally, there is an overlay that directs the clip recipient to the portion of the transcript that is in the clip's time range.
Please note that your recipient will be able to see the entire video and the entire transcript, but the clip directs the recipient to the time range you specify.
Delete Clip
Click on the trashcan icon to delete the clip from your clip library.
Located: Can be added from the quickbar or right-click context menu. Can be viewed and edited from the right panel menu.
Shortcut: CTRL + SHIFT + H
Select the text you want to highlight and then click on the highlight icon. You can click on the icon again to change the color of the highlight or remove it.
Located: Can be accessed from the quickbar or right-click context menu.
Shortcuts:
- Redo CTRL + Y
- Undo CTRL + Z
You can undo and redo changes as long as you're in the same session. Once you leave the editor or open it in a new window/browser, your changes from the previous session cannot be undone.
Timestamps are displayed at the top of each paragraph within the editor. You can click on a timestamp to play the audio from that time.
Timestamps are automatically included for AI transcription. For human-generated transcripts, the timestamps add-on must be included at checkout to be able to download your transcript with timestamps.
When downloading your transcript you have the option to download your transcript without timestamps, with inline timestamps or with paragraph timestamps.
You can also download your transcript with both inline and paragraph timestamps by checking both boxes in the download menu.
Paragraph timestamps in your downloaded transcript are automatically hyperlinked to that paragraph in the editor. To remove the hyperlinks in Microsoft Word select the entire document by pressing Ctrl+A (Windows) or Command+A (Mac), then press Ctrl+Shift+F9 (Windows) or Command+Shift+F9 (Mac) to remove all field codes, which includes the hyperlinks.
Offset Timestamps
By default, all files are delivered with 00:00:00 timestamps. If you had a running timecode that started at 24 minutes, you would change this to 00:24:00.
You can change the start time of your timestamps by selecting Offset timestamps from the right-click context menu. This opens a pop-up that allows you to adjust the start time of your file, down to the second. By default, all files are delivered with 00:00:00 timestamps. If you had a running timecode that started at 24 minutes, you would change this to 00:24:00.
Individual timestamps within the transcript are not editable, and any offset changes will apply to the entire transcript.
What if I need to move the timestamps backward?
While we offer this for our caption files, we're unable to apply a negative offset for timestamps in a transcript (moving the start time backward instead of forward).
What if the timecodes in my file jump and aren't continuous?
We're currently offering a burned-in timecode beta trial. This article has more information on creating an order with the burned-in timecode add-on.
Located: Can be accessed from the quickbar or right-click context menu.
Click on the download icon to download your transcript. A menu will pop up with the settings for the download for you to confirm.
Select the transcript format, file type, and any additional export options you prefer, and then click on Export to download the file.
Output format options are different for AI transcription and human transcription but both have the option to download your transcript:
in-line
- Speaker names & timestamps are in-line with the transcript body.
- There is no cap on speaker name length.
Or columns
- Speaker names & timestamps in columns next to transcript body.
- Limited Speaker name length.
If you need additional formatting and editing outside of the settings we offer, you can edit the format and layout of your transcript after downloading your files using a word processing program like Microsoft Word or Google Docs.
You can download your original media by clicking on File Details from the right panel menu and then scroll to the bottom and click on Download media.
Located: Can be viewed on the quickbar menu.
Shortcut: CTRL + S
The Saved icon indicates that your edits are being automatically saved.
An internet connection is required for your files to save, and if you disconnect the saved icon will change to indicate that changes are not synced .
The Offline indicator will also appear if you are in Read Only Mode.
You can click on the saved icon to see when the transcript was saved and to manually save.
Located: Can be accessed from the quickbar or right-click context menu.
Shortcut: CTRL + F
You can use the search and replace feature to find specific words in your transcript. You can also replace the words one at a time or all at once by entering a word into the replace box under your search word and then select Replace or Replace all.
Use the left and right arrows to jump to the next or previous instance of your search word.
Located: Can be accessed from the quickbar or right-click context menu.
Shortcuts:
- Copy CTRL + C
- Cut CTRL + X
- Delete Del
You can copy text from your transcript with or without the speaker name and timestamp. You can adjust the setting for copying under More on the quickbar or under Editor Settings
in the right panel menu.
Highlight text and right-click, then select cut or delete to remove the highlighted section. Cut text can be pasted to a different section of the transcript.
Located: Can be accessed from the quickbar or right-click context menu.
Bookmarks allow you to quickly jump to important sections of your transcript. You can also share them for easy collaboration. To add a bookmark, right-click on the transcript where you want to start your bookmark and then click on Bookmark from the right-click context menu.
Once you've added a bookmark, it will be listed under Bookmarks in the right panel menu.
From there, you can play from the bookmark or click on to share or delete the bookmark.
Located: Can be accessed from the right-click context menu.
Shortcut: CTRL + J
Highlight text and right-click, then select Strikethrough to add a line through the selected text.
File Details 
File details can be accessed from the side panel menu. Here you can access insightful information about your transcript.
Currently Viewing shows which file you currently have in the editor. From here you can change to the AI captions editor if you ordered captions or to the human copy of the file if you ordered human-generated files. You can also upgrade to human-verified transcription.
Speakers shows you the speakers in your transcript. From here, you can edit your speaker names and details. Read Speaker names under Editing your transcript to learn more about speakers and how to edit them.
Main File Details lists information about your file such as the length, owner, and path.
If your transcript is from a meeting Notetaker attended, the Meeting Details and Guest List will also be included under the File Details section.
You can download your original video or audio file or share your transcript by clicking on the Download Media or Share buttons at the bottom.
Editor Settings 
Located: Adjust settings under the settings tab in the right panel menu or the ellipses on the quickbar menu.
Under editor settings, you can adjust your preferences for using the editor, and customize your experience.
- Show low confidence words will add grey highlights to any words that our ASR has flagged as possibly being inaccurately transcribed.
- Show read-along tracking will add purple highlights to the word being played so that you can follow the transcript with the audio.
- Copy with speaker and time means that when you copy a portion of your transcript, the clipboard will include the speaker name and timestamp at the front of your text.
- Play from clicked word allows you to click anywhere in your transcript to play the audio from that word.
- Offset timestamps will open a pop-up to change the start time of your timestamps
Mobile Syncing
You can access your transcripts from the Rev mobile app. Changes you make in the transcription editor will automatically save and sync across devices.
AI Prompts and AI Chat
Rev's AI features help you understand what's in your recordings without having to read every word or listen to every minute. Here's how to use these powerful tools with any single recording.
This article covers how to use the AI chat and prompt features.
Technical Troubleshooting
First, clear your cache and cookies, then refresh your browser to see if that helps. This usually resolves most issues.
If that doesn't resolve the issue, try switching to another browser. We recommend Chrome, or Firefox if you're already using Chrome and are having trouble.
Most of the time, one of these solutions will fix the problem and you will be able to continue working.
Read Only Access
Each file can only be opened in a single instance at a time. If the file you're trying to open is already open in another instance, you'll receive a read-only access error. Ensure that you do not have the file open in the editor in another browser, tab, or on a different device.
Sometimes your browser cache might detect that the file is still open; clearing your browser cache from the basic troubleshooting steps above should resolve that issue.
With a pay-per-minute plan, you can only view your AI caption orders in the editor. To gain access to edit your files in the Rev Editor, you'll need to upgrade to a different plan.
I Only Received Part Of My File
With a free subscription, you can only access the first 45 minutes of your file in the editor. With a basic subscription, you can only access the first 90 minutes of your file in the editor. All subscriptions allow you to download your full transcript, it's only the editor access that is limited for free and basic tiers.
Transcription Editor Won't Load
While we want to ensure the editor works for everyone, we're aware there may be times when it may not be the most ideal option for working on a transcript. Some examples of why are the file's size/length or a user's computer memory, both of which can impact the editor's performance and render it unusable. When this happens, you'll receive a message that the transcript couldn't be loaded in the editor.
Other methods of editing transcripts are available, including .docx and .txt files, which can be downloaded from your Workspace.
Contact Support
Still no luck? Our support team is happy to help! You can reach them at support@rev.com or via live chat by clicking on on the bottom right of this page. The more detail you can give on what you're experiencing, the faster they will be able to track down what might be going on. Please let them know you've already tried the steps above (and any other troubleshooting you may have done) to save even more time.