How to choose a dictation app for Windows
Windows has had some form of voice input for years, yet many people still look for a separate dictation app: one that types into every program, works when the network is slow, and does not send their voice to a server. This guide lists what to check, in the order it tends to matter: your Windows version, where the text lands, where the recognition happens, what it costs over two years, and what happens at install time on a work computer. There is a short note on Linux at the end.
Check your Windows version first
- Press Win + I, open System > About and look at Edition, Version and System type.
- Most current dictation apps need Windows 10 or Windows 11, 64-bit. A 32-bit system or an old Windows release will rule out most options.
- Look at the installed memory on the same page. Offline recognition runs a speech model on your computer, so 8 GB is a comfortable minimum.
- Check free disk space: an offline app downloads its speech model once, usually several hundred megabytes.
It has to type in every app, at the cursor
The most practical test is simple: does the text appear where your cursor is, in any program? Outlook, Word, Teams, Slack, the browser, a ticket system, a code editor. Some tools only type into their own window or into one browser tab, which turns every sentence into copy and paste.
Check the hotkey too. Holding a key while you speak is fastest for short replies; a toggle (tap to start, tap to stop) is easier for long passages. A cancel key saves you from deleting a recording you did not mean to make. Make sure the hotkey does not clash with shortcuts you already use. The setup steps for a typical app are in dictation on Windows.
Offline or online recognition
Online recognition sends your audio to a server and returns text. It needs a stable connection, and your words pass through someone else's computer. Offline recognition runs on your own PC: it works on a train or behind a strict company firewall, and the audio stays on the machine.
The dictation built into Windows may use online recognition depending on your settings and language; Microsoft describes this in its speech privacy page. For any other app, look for a clear statement of where audio is processed, then verify it: disconnect from the network and dictate a sentence. Is voice dictation private? lists the questions to ask a vendor.
One-time price or subscription
Compare the total over two years. The figures below are generic examples to show the arithmetic.
| Price model | Example | Total after 24 months |
|---|---|---|
| Monthly subscription | $10 per month | $240 |
| Monthly subscription | $15 per month | $360 |
| Yearly subscription | $80 per year | $160 |
| One-time licence | $25 once | $25 |
With a one-time licence, check how many computers it covers and whether updates are included. With any model, look for a free trial without a card and a refund window. Dictation apps without a subscription goes deeper.
Install time: admin rights, antivirus and SmartScreen
- Admin rights. Some installers need administrator permission. On a company laptop, ask IT before you buy; a per-user installer may avoid the problem.
- SmartScreen. Windows may show "Windows protected your PC" for software it has not seen often. Check that the file came from the vendor's own site, then use More info > Run anyway if you trust it.
- Antivirus. An app that types into other programs can look unusual to security software. If it is blocked, allow it in your antivirus rather than turning protection off.
- Microphone permission. In Settings > Privacy & security > Microphone, both microphone access and access for desktop apps must be on. If nothing is recognized, see Windows dictation not working.
Languages and accuracy on your own voice
Check that your language is supported for recognition and, if you are bilingual, test a sentence that switches languages in the middle. Then spend fifteen to twenty minutes on a test: dictate a recent email, a paragraph full of the names and terms of your work, and a mixed-language sentence with the same headset in each app. Count the words you would have to fix and divide by the total. Under about 5% is comfortable for daily work. The full recipe is in how to choose dictation software.
Where Voice Monkeys fits on Windows and Linux
Voice Monkeys runs on Windows 10 or 11 64-bit and recognizes speech on the PC itself, offline. Hold a key, speak, release, and the text appears at the cursor in any app; tap once for hands-free mode, tap again to finish, Esc cancels. The internet is needed once to download the speech model (about 640 MB), then only for the licence check and updates. No audio or text is sent.
It recognizes 25 languages automatically, including mixed in one sentence. The price is $25 once: a lifetime licence for one computer with every update of version 1, a 7-day free trial without a card and a refund within 14 days.
On Linux the choice is narrower, and the same criteria apply. Voice Monkeys also runs offline on 64-bit Linux, as an AppImage or a .deb package for Ubuntu and Debian; see dictation on Linux. To try it on either system, download Voice Monkeys.
Questions and answers
Does Windows have dictation built in?
Yes, and it is worth trying first because it is free. People usually look further when they need offline recognition, a hold-to-talk key, long passages without interruptions or several languages in one sentence.
Can I dictate on Windows without internet?
Yes, with an app that recognizes speech on the computer. To check, disconnect the network and dictate a sentence.
Why does Windows show a SmartScreen warning for a dictation app?
SmartScreen warns about software it has not seen often. If the installer came from the vendor's own site, choose More info and then Run anyway.
Do I need administrator rights to install a dictation app?
It depends on the installer. On a managed work computer, ask your IT department before buying.
Is there offline dictation for Linux?
Yes, though the choice is smaller than on Windows. Voice Monkeys runs offline on 64-bit Linux as an AppImage or a .deb for Ubuntu and Debian.
Sources
- Microsoft: Speech, voice activation, inking, typing, and privacy (checked November 7, 2026)
- Microsoft: Microsoft Defender SmartScreen (checked November 7, 2026)
- Microsoft: How to set up and test microphones in Windows (checked November 7, 2026)