Pocket Dictate Help

Pocket Dictate Help

Contents
Pocket Dictate Tutorial
Using Buttons to Record
Record Options Reference
Send Dictation Reference
Dictator Information Reference
Software Licence Terms

Related Software
Express Scribe Transcriber Software
> www.nch.com.au/scribe
Express Dictate Windows Recorder
> www.nch.com.au/express
Dial Dictate Dictate by Phone
> www.nch.com.au/dialdictate
MSRS Court & Conference Recorder
> www.nch.com.au/msrs
Express Delegate Dictation Manager
> www.nch.com.au/delegate
Complete Software Index
> www.nch.com.au/action

If you need technical support after carefully reading this manual you can contact our technical support staff using the links on www.nch.com.au/support.

If you have any suggestions for improvements to Pocket Dictate or suggestions for other audio software that you might need, please write to us at nch@nch.com.au. Many of our software projects have been undertaken after suggestions from users like you.

Pocket Dictate
(c) NCH Swift Sound
www.nch.com.au/pocket

Thank you for installing Pocket Dictate by NCH Swift Sound.

Record Button

The record button on your Pocket PC will automatically be assigned to control recording on Pocket Dictate. On the Compaq iPAQ the record button is on the top left side of the unit.

Locate the record button now - but don't press it just yet. Read on.

When using the button, Pocket Dictate records while you hold it down. Recording stops when you release the button.

Dictations

With Pocket Dictate you work with "dictations". A dictation is one single continuous recording - a bit like a tape in the old days. You can continue recording onto the end of (or inserting into) a dictation. When complete you send the dictation to your typist. At that time you can enter an optional file reference number and priority.

You can have multiple dictations open at the same time. Generally, for easy management, one dictation is one job.

Creating a New Dictation

If no dictations are open when you first press record, Pocket Dictate will create a new dictation for you. In all other cases to create a new dictation use the menu Dictation -> New (or click on the new dictation icon on the command bar).

If you have not done so already, hold down the record button on the side of your pocket PC. When you hear the beep say "Hello World".

You will now have created your first dictation.

Recording

Recording is usually controlled by the record button. You can also tap on the record button on the screen to start recording (tap stop to stop).

If you press record again you will continue recording whence you were. Pocket Dictate automatically adds the new recording onto the end.

Now press and hold down the record button again and after the beep say "Lets begin with a mistake. Fumble, fumble, fumble" .

Listening to the Dictation

Playback is controlled by the up/down/left/right control on the front of your Pocket PC.

UP Press to PLAY.
DOWN Press to STOP.
LEFT Hold down to REWIND.
RIGHT Hold down to FAST-FORWARD.

You should be on the end of the dictation now. Press and hold down LEFT. You should hear your recording rewind. Keep pressing LEFT until you get to the beginning. Press UP to play. Exactly after the "Hello World..." but before "...Lets begin..." press DOWN to Stop. If you miss the point, just hold down LEFT to rewind again. With the next step you are going to replace the mistake.

Editing / Inserting / Replacing

By default Pocket Dictate is in Record Over mode. That mimics the old tape based dictation recorder. If you are in the middle of a dictation and you hit record, Pocket Dictate records over the dictation from that point on. You will find this mode familiar if you have used tape based dictation recorders in the past.

Using the menu Dictation -> Record Options you can select Record Insert mode. When selected, if you are in the middle of a dictation and record, the new recording is inserted (ie. the old recording is not overwritten).

You can also select the Record End mode. This is a super-safe mode where it is impossible to delete any old recording. If you are in the middle of a recording and you press record, the recording will always be added at the end of the previous.

In the previous step you should have located the point between "Hello World..." and "...Lets...". You should also currently be in the default Record Over mode. Now hold down the Record button and say "Lets get it right this time".

If you rewind your dictation and press play you should hear the recording "Hello World... Lets get it right this time".

Sending the Dictation

To send the dictation to your typist, tap on the send icon on the Command Bar (it looks like a white envelope).

Type your typist's email address in the "Send to email" box.

You only need to enter the typist's email address once (Pocket Dictate will remember it and default to it next time).

For each file you can also enter the Priority (Normal/Low/High) and a file reference. You can also select the file format, compression codec and encryption. See Send Settings Reference for more information.

You can also setup the Dictator Information (information about you for your typist and for any dictation management software). See Dictator Information Reference.

When you have typed your typist's email address, click OK on the Send Dictation box.

The dictation will now have been waiting to be sent in Pocket Outlook's OutBox. To make sure it is sent now, do whatever you need to do to send mail from your Pocket PC (eg. Connect it to your computer with ActiveSync).

That's it! You have now recorded and sent your first dictation with Pocket Dictate.

Playing / Transcribing the dictation

When your typist receives the dictation file, they can open the file using Express Scribe which can be downloaded from www.nch.com.au/scribe. Express Scribe features foot pedal control, variable speed playback, speech recognition assistance and more. Express Scribe is free.

Notes

Pocket Dictate does not need to be in the foreground to dictate. You can be viewing other information while dictating. At any time simply hold down record button and speak.

You can view this manual by selecting the Help item from the Start menu at any time when Pocket Dictate is in the foreground.

If you find a problem while using Pocket Dictate, you can contact our Technical Support team. See www.nch.com.au/support.

Pocket Dictate is just one component of many in the NCH Swift Sound suite of Dictation and Transcription software products. See www.nch.com.au/action for more.

Using Buttons to Record

While you can use the tool bar on the screen to control dictation record and playback, we recommend you quickly learn how to use the button / keys on your Pocket PC because it will make dictation much easier and faster.

The record button on your Pocket PC will automatically be assigned to control recording on Pocket Dictate. On the Compaq iPAQ the record button is on the top left side of the unit.

When using the button, Pocket Dictate records while you hold it down. Recording stops when you release the button.

Playback is controlled by the up/down/left/right control on the front of your Pocket PC.

UP Press to PLAY.
DOWN Press to STOP.
LEFT Hold down to REWIND.
RIGHT Hold down to FAST-FORWARD.

Record Options Reference

Record Options are set using the menu Dictation -> Record Options.

Record Modes

Record Over. This mode mimics the old tape based dictation recorder. If you are in the middle of a dictation and you hit record, Pocket Dictate records over the dictation from that point replacing all the previous recording from that point. You will find this mode familiar if you have used tape based dictation recorders in the past.

Record Insert. When selected, if you are in the middle of a dictation and record, the new recording is inserted (ie. the old recording is not overwritten).

Record End. This is a super-safe mode where it is impossible to delete any old recording. If you are in the middle of a recording and you press record, the recording will always be added at the end of the previous.

Voice Activate Modes

Pocket Dictate supports voice activated recording. This means that when selected it will not record while you are silent.

The options are High, Low or Off. The High option refers to a higher loudness level needed to trigger recording. Use the High option when working in a noisy environment. The Low option means a lower level is required to start recording. Use the Low option in quieter environments or if you find recording chops of the start or end of your dictation. To disable voice activate (and record irrespective of silence) select the Off mode.

Record Tone

When selected Pocket Dictate plays a short tone to cue the start of the recording. This is useful as a audio confirmation that recording has started.

Send Dictation Reference

The Send Dictation Settings are displayed whenever you send a dictation using Dictation -> Send.

Send to email

This is the email address of the person who should receive the dictation (usually your typist).

Priority

This field is only useful if you use the DCT file format and gives an indication to your typist of how important the dictation is. The priority can also be used by dictation management software (eg. Express Delegate www.nch.com.au/delegate) to decide by whom and in what order the dictations are typed in larger organisations.

Ref

This is a short notes field where you can enter any additional information relating to the dictation. This could include file number, patient name etc. It is displayed to the typist using Express Scribe (www.nch.com.au/scribe) and/or on Dictation Management Software like Express Delegate (www.nch.com.au/delegate).

WAV Compressed Wave Format

If this option is selected files will be sent as an attachment to an email in the wav file format.

The wav file format is very popular because it is the native Windows audio file format. The disadvantages of wav are that it does not including any extra information (including priority, dictator information, ref) and cannot be encrypted.

The wav files are compressed to reduce file size and upload times. The default codec is GSM6.10 but you can select others by clicking on the Select Compression Codec button (see below).

DCT Compressed Dictation Format

The DCT 'Dictation' file format is like a wav file but includes additional information about the file and can be encrypted.

You must select the DCT File Format if:

You need to encrypt the dictations
Your organisation is using dictation management software (eg. Express Delegate www.nch.com.au/delegate).
You need your typist to see the file priority or dictator information on Express Scribe (www.nch.com.au/scribe).

The dct files are also compressed to reduce file size and upload times. The default codec is GSM6.10 but you can select others by clicking on the Select Compression Codec button (see below).

Encrypt Audio with Key

If your professional organisation requires that all patient or client 'information' be encrypted to protect confidentiality, Pocket Dictate can encrypt the data using private key encryption.

Tick this option and enter a key that only you and your typist know. The longer the key the better the protection. Your typist must enter the same key into Express Scribe to be able to open the file.

In order to allow your typist to accept dictations from other dictators (who can have different encryption keys), within your organisation you must ensure you have a unique Dictator ID Number (default 1). You can set your Dictator ID Number using the Set Dictator Information option. If you use Express Dictate (the desktop big brother of Pocket Dictate www.nch.com.au/express) you should use the same ID and encryption key. If your organisation is using Dictation Management Software (eg. Express Delegate www.nch.com.au/delegate) ask your dictation manager to assign you an ID.

Set Dictator Information

Use this button to open the Dictator Information Box. See Dictator Information Reference for more information.

Select Compression Codec

With both the WAV and DCT file formats, the audio is compressed prior to sending. By default the format is GSM6.10 which is widely used for dictation work.

You can select alternative formats by clicking on this button. Before using a new format, send a test file to the typist to make sure here computer has the required codec installed.

Dictator Information Reference

The Dictator Information box is opened by clicking on the "Set Dictator Information" button in the Send Dictation.

Name

This is your name. It is displayed on the email and (if you are using DCT file format) in the dictations list in Express Scribe (www.nch.com.au/scribe).

Email

This is your email address. If you use the DCT file format it is used with Express Scribe (www.nch.com.au/scribe) to allow the typist to send the work back to you using "Reply to Dictator".

ID Number

This is a unique number that is used:

For file encryption (so the typist can enter the same key as you enter); or,
By dictation management software (eg. Express Delegate www.nch.com.au/delegate) to delegate typing based on who dictated the work.

The default value is 1. If you have many dictators sharing typists you must make sure each has a unique number. If you are using Express Dictate (the desktop PC big brother of Pocket Dictate) you must use the same ID you use on Express Dictate. If you use dictation management software, ask your dictation administator to assign you a unique ID.

Pocket Dictate Licence Terms

The copyrights in this software and any audio or visual work distributed with the software belong to NCH Swift Sound. NCH Swift Sound reserves all rights. NCH Swift Sound licenses the distribution and installation of this software only in accordance with these terms.
By installing, using or distributing this software you, on your own behalf and on behalf of your employer or principal, agree to be bound by these terms. If you do not agree to any of these terms, you may not use, copy, transmit, distribute, or install this software.
This software, and all accompanying files, data and materials, are distributed "as is" and with no warranties of any kind, whether express or implied except as required by law. If you intend to rely on this software for critical purposes, it is essential that you should test it fully prior to using it for critical applications and you must assume the entire risk of using the program.
NCH Swift Sound will not be liable for any loss arising out of the use of this software including, but not limited to, any special, incidental or consequential loss. NCH Swift Sound may not refund any amount paid for the purchase of the software to the purchaser of the software unless the purchaser satisfies NCH Swift Sound that they tested the free version of the software prior to purchase.
You may not use this software in any circumstances where there is any risk that failure of this software might result in a physical injury or loss of life. Any such use by you is entirely at your own risk, and you agree to indemnify NCH Swift Sound from any claims relating to such unauthorized use.
You may copy or distribute the installation file of this software in its complete unaltered form but you may not, under any circumstances, distribute any software registration code. In the event that you do distribute a software registration code, you will be liable to pay the full purchase price for each location where the unauthorised use of code occurs.
The contract arising out of this agreement is governed by the laws and courts of the Australian Capital Territory.

Pocket Dictate
(c) NCH Swift Sound
www.nch.com.au/pocket