Transcripts

Transcribing recordings is easy with MAXQDA, because MAXQDA provides all the standard transcription functions, such as automatic speaker exchange, autocompletes with defined shortcuts and timestamps for synchronizing transcriptions with audio or video files. All the functions for transcribing in MAXQDA are described here.

MAXQDA also lets you import transcripts that were created automatically or with specialized transcription software, including f4/5 transkript, Inqscribe, or Transcriber Pro. This is usually the case when a professional service provider has transcribed your recordings.

The transcripts created with such software usually contain timestamps corresponding to certain audio or video files. MAXQDA automatically includes these timestamps. Most transcription programs create their transcripts in standard text formats which can be imported directly into MAXQDA without conversion.

When creating or ordering transcripts, it’s a good idea to insert a timestamp at the end of paragraphs least as well as at easily misunderstood points within a paragraph. Timestamps let you open and play the original sound file with just one click.

A transcript with timestamps then looks like this:

I: So, Robert. Could you please describe your current living situation for me? #00:00:10.5# B: Sure. Uhm, at the moment I am living with my parents. In my old room in the basement. I did have a room in the dorms at college, but I am taking a semester off and wasn't sure where I'd end up going. I am looking for an internship at the coast, so I'll probably find a place with a roommate there soon. #00:00:30.1#

Example transcript with timestamps at the end of paragraphs

Importing transcripts without timestamps

If your transcripts do not contain timestamps, you can import them via Import > Transcripts > Transcripts without Timestamps. Alternatively, you can simply drag the transcript from Windows Explorer or Mac Finder to the "Document System".

Importing transcripts with timestamps

Importing transcripts combined with their corresponding audio or video files:

1. Ensure that you have the appropriate audio or video recordings for all transcripts that you want to import. For example, you can save the transcripts and the media files in the same folder using same names for a transcript and the corresponding media file.
2. In MAXQDA, go to the Import tab and select the function Transcripts.

3. In the drop-down menu, select the entry of the transcription software that was used to create the transcript. Select Transcript with Timestamps if you do not know the software used.
4. A dialog window will appear in which you can select a transcript for the import. If you press Ctrl (Windows) or ⌘ (macOS), you can also select several transcripts.
5. Click Open and MAXQDA will search the file for timestamps and ask for the associated media files. Select them in the dialog window that opens, and click Open. If you don’t want to link any media files to the transcript, click Cancel. MAXQDA will ask if you want to import the transcript without a media file and if you want to keep the timestamps in the text.

Importing transcripts from AmberScript

AmberScript is an online transcription app with automatic speech recognition. To import a transcript from AmberScript:

1. Edit the transcript online.
2. Export the transcript in DOCX format. Make sure to activate the options to include timestamps and speakers.
3. In MAXQDA go to the Import tab and choose Transcripts > From Amberscript

Importing transcripts from GoSpeech

GoSpeech is an online transcription app with automatic speech recognition. To import a transcript from GoSpeech:

1. Edit the transcript online.
2. Export the transcript in DOCX or TXT format. Make sure to activate the options to include timestamps and speakers.
3. In MAXQDA go to the Import tab and choose Transcripts > From GoSpeech

Importing transcripts from f4x Spracherkennung

f4x Spracherkennung is an online transcription app with automatic speech recognition. To import a transcript from f4x Spracherkennung:

1. Edit the transcript online.
2. Export the transcript in RTF format.
3. In MAXQDA go to the Import tab and choose Transcripts > From f4/f5 transkript

Importing transcripts from HappyScribe

HappyScribe is an online transcription app with automatic speech recognition. To import a transcript from HappyScribe:

1. Edit the transcript online.
2. Export the transcript in DOCX format or in "MAXQDA(.txt)" format. Make sure to activate the options to include timestamps and speakers.
3. In MAXQDA go to the Import tab and choose Transcripts > From HappyScribe

Importing transcripts from Otter.ai

Otter.ai is an online transcription app with automatic speech recognition. To import a transcript from Otter.ai:

1. Edit the transcript online.
2. Export the transcript in DOCX format.
3. In MAXQDA go to the Import tab and choose Transcripts > From Otter.ai

Importing transcripts from SimonSays

SimonSays is an online transcription app with automatic speech recognition. To import a transcript from SimonSays:

1. Edit the transcript online.
2. Export the transcript with the "MAXQDA" option or in DOCX format.
3. In MAXQDA go to the Import tab and choose Transcripts > From SimonSays

Importing transcripts from Sonix

Sonix is an online transcription app with automatic speech recognition. To import a transcript from Sonix:

1. Edit the transcript online.
2. Export the transcript in DOCX format.
3. In MAXQDA go to the Import tab and choose Transcripts > From Sonix

Importing transcripts from Temi

Temi is an online transcription app with automatic speech recognition from Rev.com. To import a transcript from Temi:

1. Edit the transcript online
2. Export the transcript in DOCX format.
3. In MAXQDA go to the Import tab and choose Transcripts > From Temi

Importing transcripts from Trint

Trint is an online transcription app with automatic speech recognition. To import a transcript from Trint:

1. Edit the transcript online
2. Export the transcript in DOCX format.
3. In MAXQDA go to the Import tab and choose Transcripts > From Trint

Importing transcript in VTT file format

With some video conferencing tools, such as Zoom, Teams, or WebEx, it's possible to automatically generate meeting transcripts which are saved in VTT file format. To import a VTT transcript file:

1. In MAXQDA go to the Import tab and choose Transcripts > From VTT files

Importing transcripts from Voicedocs

Voicedocs is an online transcription app with automatic speech recognition. To import a transcript from Voicedocs:

1. Edit the transcript online
2. Export the transcript in DOCX format.
3. In MAXQDA go to the Import tab and choose Transcripts > From Voicedocs

What happens when you import a transcript?

• MAXQDA creates a new text document with the transcript.
• The associated audio or video file is copied into the folder for external files and assigned to the transcript.
• Text documents with the associated media file can be recognized by their special symbols in the "Document System": a musical note for audio files and a video camera for video files.

MAXQDA converts the timestamps in the transcript to internal MAXQDA timestamps and removes them from the text for better readability. The chronology of the timestamps is checked in the text: tmestamps that refer to an earlier time than those previous to them are removed.

After importing the transcript and audio or video file, you can immediately see in MAXQDA’s “Document Browser” that timestamps are displayed in the column left to the text. Clicking in the area of the timestamps plays the media file at the corresponding position.

Texts that already contain timestamps when imported can, if necessary, be subdivided more precisely with further timestamps. For more information, see the Transcription section.

Supported timestamp formats

MAXQDA automatically recognizes the following timestamp formats in a transcript:

Software	Timestamp format
easytranscript, f4 & f5transcript	#hh:mm:ss-x#
HyperTRANSCRIBE	[hh:mm:ss.xxx]
Inqscribe Transcriva	[hh:mm:ss.xx]
Transana	(h:mm:ss.xx)
Transcribe	[hh:mm:ss]
Rev, HappyScribe	[hh:mm:ss]
Transcriber Pro	hh:mm:ss
General	hh:mm:ss.x hh:mm:ss.xx [h:mm:ss]

If you are using a transcription software that works with none of these timestamp formats, you may be able to customize the timestamps by search and replace digits in Word or another text processing programto fit one of the formats that can be imported.