The transcript editor is where you can refine, analyze, and share your transcripts. This powerful interface gives you all the tools needed to transform raw audio and video into actionable evidence.
You can download these instructions here.
Getting to the Transcript Editor
- Click on any finished transcript from your main Rev page
- The file opens first to something called the AI section
- Click the "Transcript" tab to see your actual transcript text
Your Workspace Layout
Once you click into the transcript section, you'll see three main areas:
-
Your Video or Audio (at the top): This is your original recording
- If you uploaded a video, you'll see the video with captions appearing on screen
- You get all the usual play, pause, and volume controls
-
Your Transcript Text (in the middle): This is where you can read and edit what was said
- Works just like Google Docs - you can type, edit, and make changes
- Shows who's speaking and what they said
- AI Chat (on the right): How to ask questions of your transcript
Play Audio by Clicking the Transcript
One of the coolest features is that you can click on any word in your transcript and the audio or video will jump right to that moment. No more hunting through long recordings to find what you're looking for.
Following Along While Listening
As your recording plays, the words light up to show you exactly where you are in the transcript. It's like having someone point to each word as it's being spoken.
Change Your Settings
You can change how the editor behaves by adjusting your preferences by clicking the gear icon on the right hand column:
- Word clicking: Turn the click-to-play feature on or off
- Word highlighting: Choose whether words light up as the audio plays
- Speaker names: Decide if speaker names show up when you copy text
- Time markers: Control whether timestamps appear when you copy sections
Edit Speaker Names
- Click on any speaker name (like "Speaker 1") to change it to something more useful
- Type in a real name like "Bob" or "Detective Johnson"
- The change happens everywhere - edit it once and it updates throughout the entire transcript automatically
Editing the Text Directly
- Click anywhere in the transcript text to start editing
- Type, delete, or change words just like you would in any word processor
- Fix mistakes, add missing words, or clarify unclear sections
- Your changes save automatically as you work
Highlighting Key Sections
- Select any text you want to remember or reference later
- Choose a highlight color to mark different types of important information
- Add comments to highlighted sections with your own notes or reminders
- Use different colors to organize information (yellow for important quotes, blue for follow-up items, etc.)
Creating Clips
When you have a long recording but only need a specific section:
- Select the text from where you want your clip to start to where you want it to end
- Click the clip button (scissor icon) to save that section
- Rev creates a separate, shorter file with just that section
- See all your clips in the side bar
Reviewing Words Rev’s AI Thinks It Got Wrong
- Click on the ellipsis button on the top bar
- Click “Show Low Confidence Words”
- Look for highlighted words that Rev thinks might need a second look
- Click on these words to listen to that part of the audio
- Make corrections if needed to ensure accuracy
Find and Replace In Your Transcript
- Use Find and Replace to search for specific words or phrases throughout your entire transcript
- Hit ctrl + F to bring up the search and replace bar
- Type what you’re looking for in the “Search for” bar
- If you’d like to replace one or all instances of something you’ve searched for, type the replacement in the “Replace with” bar and hit “replace” or “replace all”
- Perfect for finding specific mentions manually
- Great for fixing recurring mistakes or standardizing terminology
Export and Download Options
- Click "Download" to get your transcript in different formats
- Choose your file type: Word document, PDF, or plain text
-
Customize what's included:
- Speaker names (yes or no)
- Timestamps for each paragraph
- Inline timestamps
Smart Document Links
When you download a Word document, it includes clickable timestamps that link back to the original online file. This means you can reference your saved document and click any timestamp to jump right back to that moment in Rev.
Sharing Your Transcripts
Rev gives you several sharing options. In the editor, click the “Share Transcript” link in the upper right corner. Then you’ll see this screen pop up:
Individual Sharing:
- Type in someone's email to invite just that person
- They'll get access to view or edit your transcript
Team Sharing:
- Share with everyone in your organization
- All team members get notified and can find the file in their "Shared with Me" section
External Sharing:
- Copy a link to share with people who don't have Rev accounts
- Control whether they can just view or also make changes
Human Review Option
If you need your transcript to be as accurate as possible:
- Click "Upgrade to Human-Verified" in the right panel
- Follow the rest of the steps.
- If you need more granular guidance here, read How to Order Human Transcripts
Bookmarking and Comments
- Highlight the section that you want to bookmark and then right click
- Click Bookmark
- View all your bookmarks in the right panel under "Bookmar
- To make a comment, highlight the section you want to comment on and then click the comment icon
- Type your notes in and then click save.
- See all comments you've made organized in the Comments section
Ask Questions About Your Content
The AI chat feature lets you ask questions about what's in your transcript by going to the chatbox in the left-hand side:
- Pre-written questions appear based on your content - just click one to get an answer
- Type your own questions like "What happened during the traffic stop?" or "How many times did they mention the contract?"
Not finding what you’re looking for? Check out our further instructions on how to create clips, change speaker labels, and work with AI chat and prompts in the editor.