User Manual. f5transkript

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1 User Manual f5transkript a compact guide to easy transcription on your Mac February 2016 Version 3.0.1

2 What f5transkript can do f5transkript supports you in the transcription process, i. e. in the manual typing out of interviews from audio or video recordings on your Apple computer (OSX 10.7 and higher). 1 f5transkript makes your work easier through features such as flexible adjustment of playback speed, controls via keyboard or foot pedals (rather than mouse), automatic rewind after each pause, as well as automatic insertion of timestamps and predefined text components via individual keyboard shortcuts. For the new and revised program version 3.0 the user interface has been redesigned and cleaned up, and the program expanded by a few new features. For example it s now possible to write down and save your thoughts while transcribing in a separate area. Also, the video window can now be moved freely and changed in size. Text components that have been inserted automatically can now be customized in font, color, etc. as desired. Our program is available for free in a time-limited version. This version plays back the first ten minutes of your video or audio files. Some additional features such as offset preferences, navigation in waveform or changes in timestamp format continue to be available in the fee-based pro-version only. This unlimited full version is available for purchase on the Internet in our online shop at Upon purchase you will receive a serial number and will be able to unlock f5transkript right away. May your transcription work be successful! Thorsten Dresing, Thorsten Pehl, and the team of audiotranskription.de Marburg, February If working on a Windows computer, please use our software f4transkript.

3 Table of contents 1. Quick start Ready to go in 5 minutes Installing f5transkript Opening an audio or video file Typing in f5transkript Don t forget to save! Program interface Toolbar Text editor Timeline and waveform Playback Preferences Comment field Text components Video window Menu bar Additional features Paragraph numbering Automatic speaker change Text and fonts Program Preferences Timestamps and offset Shortcuts Backups Foot pedals Saving, exporting and printing Search and Replace Transcribing in different word processing programs Licenses and updates USB installation Support and Contact Us Support Methodological support Contact Us... 15

4 1. Quick start Ready to go in 5 minutes 1.1. Installing f5transkript Please download the latest version of f5transkript from our website Unzip the file and drag it into the applications folder. In order to start the program you ll need Mac OS X Version 10.7 or higher. The free version of f5transkript now enables you to transcribe your recordings. However, only the first ten minutes of a file are being played. To turn your demo into a full version, please purchase a serial number in our online shop and enter it when you start the software. Activation happens automatically over the Internet. If your computer cannot access the Internet, use a different computer to visit and follow the instructions there. You can also just give us a call. For installation via USB flash drive, please see the instructions under 3.9. USB installation. 1

5 1.2. Opening an audio or video file After having started f5transkript, you have different options for opening an audio or video file. You can just drag a file from a folder and drop it in the program window of f5transkript. Alternatively, use the -icon in the upper toolbar. You can also use the keyboard shortcut CMD+L. 2 Please note that WMA and WMV files should be converted first. This can easily be done with the freeware all2mp3, for instance. Begin playing back the file via the key F5 on your keyboard. If your fingers cannot keep up with the recording, just pause it by pressing F5 again, or by releasing the foot pedal of the foot switch. When the recording is started again, it will automatically rewind a bit and repeat the last few words before the pause. You can customize the length of this rewind interval and other useful settings in the bottom menu (see chapter 2.4 Playback preferences). Standardly, the F-keys on your Mac will probably be occupied with controlling volume and brightness. But if you press FN beforehand, you can use F5 to play and pause. It is more convenient, however, if you check the option Use all F1, F2, etc. keys as standard function keys in System Preferences > Keyboard. In that case, you ll be able to use the F-keys in f5transkript without pressing FN. If you open preferences in f5transkript and select the tab shortcuts, the lower button leads you to your system preferences as well. Alternatively, you can also work with our foot pedals Science, Science II and Office. 2 If you cannot open or play a particular file it is possible that you haven t installed the right Codecs for the file format. You can expand the range of supported files through free plugins such as Perian or Handbrake, however. 2

6 1.3. Typing in f5transkript After you have opened a file, your transcription work can begin. You can decide whether you would like to type directly in f5transkript or rather use a different word processor of your choice. We recommend typing in f5transkript, as it automatically inserts spaces between paragraphs as well as timestamps. And only in f5transkript can you use the F5 key. It is possible to use f5transkript with other word processors. But you need one of our foot pedals, Science, Science II or Office, in order to control f5transkript. The program then runs in the background while you transcribe in your word processor in the foreground and operate the recording with the foot pedal Don t forget to save! Please remember to save your work progress in regular intervals. You can do this by clicking on the tab File in the menu bar and selecting Save transcript. Alternatively you can click on the -icon in the toolbar or simply use the shortcut CMD+S. f5transkript makes regular backups for you (read more on this in the chapter Preferences ). If you would like to save your work in a different format, click on the tab File in the menu bar, select Save transcript as or the shortcut SHIFT+CMD+S. There, you can choose location and format. Files can be saved as RTF, ODT, DOC, DOCX, XML, or TXT, so that they can be edited in other programs or on other computers. 3

7 2. Program interface You can find the most important elements necessary for transcription in the f5transkript program window. Your text is displayed in the text editor in the center and can be edited there as desired. The most important playback controls are located below and to the right of the text editor. Additionally, you find a field for transcript comments on the right, as well as a list of freely configurable text components. The toolbar and menu bar above the text editor allow for quick access to further features Toolbar After starting f5transkript you ll see the toolbar with the most important commands at the top of the screen. Each symbol has a short explanatory info, which is displayed when you hover the mouse over it. The -icon on the left takes you directly to Preferences. The next group of -symbols allows you to load transcripts, open media files and save your work progress. You can also just drag & drop files into the f5transkript program window in order to load them, or use the shortcut CMD+L. 4

8 The arrows allow you to undo or restore actions and you can zoom in or out of the text display with the -symbols. In doing so, the standard font size of 12 is kept; only the display size of the text in the program changes. Furthermore you can adjust the typeface and also the actual saved font size of your transcript via the -bar Text editor Below the toolbar there is the text window; this is the central area where your transcription takes place. Your text, including inserted timestamps, is displayed in the center here, with paragraph numbers in the left margin, shaded in gray. Above the text field you can access the text-formatting options. You can choose from different styles, justifications, line spacings and bullets. The ruler directly above the text field allows you to add tab stops. If necessary, you can deactivate the ruler via the tab Text in the menu bar. In the text editor you can just type away. The spell checker is going to alert you to any orthographic or grammatical errors. Should you not want this, you can deactivate this feature in the menu bar: tab Edit - Spell check - Check spelling as you type. 5

9 2.3. Timeline and waveform In standard view your audio or video file is depicted as a wave below the transcript. The waveform provides information on activities and pauses, shows your current position, and serves as a navigation device in your media file. Also, you can highlight certain areas, e. g. pauses, with your mouse and insert the exact length with the shortcut ALT+CMD+T at your current position in the editor. You can zoom in or out of the file section displayed in the waveform via the -symbols to the right of the timeline. Please note, however, that the waveform and its functions are only available in the pro-version of f5transkript. The timeline is located below the waveform. It is available in all versions and also facilitates navigation in your media file. Unlike the waveform it shows the entire length of the file, however. A click on a point in the timeline takes you to the respective position in the recording. The exact position is displayed underneath the timeline. On the left, you can see the start time, and the total length of your media file on the bottom right. Any changes made to the offset settings would be considered here as well (see Timestamps and offset for more information on offset). The gray bar within the timeline shows the current section of the waveform and changes according to the zoom level. Other than with the F4 or F5 keys you can start and stop the recording with the -buttons on the left hand side, or wind according to the programmed interval. 6

10 2.4. Playback Preferences There are different ways of controlling playback in f5transkript use your mouse, shortcuts or a foot pedal. The program also offers the possibility of customizing playback settings according to your needs. It usually makes sense to slow down playback speed during transcription. That way, it s easier to keep up with typing and you have to pause the recording less frequently. A speed of 75 percent of the original has proven a good working basis. You can also change playback speed down to a single percent via the slider on the left margin of the screen, or use the shortcuts CMD+ /CMD+ to adjust speed in 10% steps. You can speed up the recording again as well. This can be useful when listening to a file again to proofread, for instance. It is nice that the pitch of the voice isn t distorted here (at least for most types of audio and video files)! To adjust volume, move the corresponding sliders or use the keys ALT+CMD+ and ALT+CMD+, respectively. A short automatic rewind when you pause the recording is essential for fluent transcription. When the recording starts again, you ll hear the previous two or three seconds, which makes the writing process much smoother. You can adjust the length of the interval via the slider rewind interval Comment field The comment field is available to you on the top right of the screen. It offers plenty of space for additional information you would like to add to your transcript, such as spontaneous ideas and notes, conspicuous details, or summaries, for example. Your comments are saved in a separate area at the beginning of your file so that the program can match them automatically when a transcript is reopened. 7

11 2.6. Text components On the low right of your screen, f5transkript enables you to create individual text components that can be inserted into your transcript via keyboard shortcuts. There are a few predefined phrases, which you can edit as desired in order to have quick access to recurring phrases, transcription symbols, aspects of non-verbal communication, for instance. In order to delete an existing component or add a new one, click on the dropdown menu on the top right and select Delete component or Add component. In the pro-version you can also import or export a set of text components. Thus, you can create, save and load the text components matching your needs as necessary. When you double click on the left table column you can enter the key combination you want ir, for instance. Double click on the right column to enter the text you want to have inserted by the shortcut, e. g. (interruption). If you then type the letters ir in the editor and then press space, ir is automatically replaced with the component (interruption). Please note that capitalization matters with shortcuts! LP is different from Lp, and so on Video window If you have loaded a video file, the video is displayed in a separate window, which always remains in the foreground. You can change the size and position of the video window by dragging or moving it with your mouse Menu bar While the menu bar offers you the usual Mac features, it also contains features specific to f5transkript. The tab F5 takes you to Preferences, for instance, and you can look for updates, look up your license information or close the program. 8

12 The tab File gives you different options for creating new transcripts, to open them, to save them in different formats, or specify metadata. Alternatively, you can activate it via the shortcut CMD+l. There, you can specify author name, company, copyright, title, subject, as well as keywords. The full functionality depends on the file format used, however. If you intend to use this feature it s best to save your transcripts in RTF, DOC, or XML formats. If you select a transcript with metadata in your Finder and press CMD+l, the data is displayed. You can also use the tab File and click on Information in your Finder to access the data. The tabs Text and Fonts in the menu bar offer further possibilities of adjusting text view. You can hide the ruler there, for instance, and change font size and color. Under the tab Media in the menu bar you can look up and/or activate all features relevant to media control and playback presented in this guide. The Speaker tab allows you to specify settings regarding automatic speaker change (for further information please go to section 3.2 Automatic Speaker Change ). You can look for connected foot pedals or activate the settings for USB-pedals under the tab Footpedal. f5transkript is compatible with the following foot pedals: Science, Science II, or Office. 9

13 3. Additional features Besides the elements introduced thus far, f5transkript offers you a number of additional features, which are described in the following Paragraph numbering f5transkript automatically inserts paragraph numbers in the left margin. Line numbers are not available, as they would lead to different results on different screens. Blank lines or blank paragraphs, respectively, are not being counted. The paragraph numbers are not saved with the transcript and are thus not visible in other word processors. 3 In qualitative data analysis software such as f4analyse, MAXQDA or Atlas.ti the paragraph numbers are automatically displayed again, however Automatic speaker change With the automatic speaker change feature alternating speakers can be filled in automatically for each new paragraph. This is ideal and truly timesaving for two-person interviews. To activate, click on Speaker in the menu bar and then on the item Settings. Check the box Insert automatically and fill in speaker abbreviations in the given fields Text and fonts f5transkript offers different options of customizing the appearance of your text. Above the text editor you can for instance choose between left, right, centered, or full justification, change the spacing or bullets. You can emphasize certain words or passages in the text in bold, Italics or by underlining, as well as change their font and size. You also have the option of customizing the format of automatically inserted elements such as text components or speakers as you wish. Just click on the tab Font in the menu bar and then Show fonts. A window with all available fonts will appear, and you can apply them freely on different text components, speakers, or the comment field. With a click on the dropdown menu of the text components you can also choose if the preset text format is to be used or ignored. 3 If you would like to see paragraph numbers in Word, for instance, highlight your complete transcript and click on the icon for automatic numbering. 10

14 3.4. Program Preferences The tab F5 in the menu bar takes you to the menu item Preferences. Here, you can look up different shortcuts or reallocate them. You can also edit the folder for your backups as well as define your preferences for USB foot pedals, timestamps and offset Timestamps and offset Time stamps provide important orientation in a transcript and allow for quick reference to the original source. In f5transkript, they are inserted automatically or via the shortcut CTRL+T, and they are clickable. The transcript including timestamps can later easily be imported into data analysis software like f4analyse, MAXQDA or Atlas.ti. In these programs, like in f5transkript, clicking on a timestamp causes the relevant audio track to be played back if the media file is linked accordingly. In Preferences, the tab Timestamps allows you to choose whether automatic timestamps will be inserted at the end or the beginning of a paragraph. You can also deactivate this feature completely and choose if the transcript will be saved with or without timestamps. At the end of each paragraph, f5transkript automatically inserts a timestamp after the ENTER key is pressed. The timestamp shows the current position in the media file. Additional time- stamps can be inserted manually via the shortcut CTRL+T at any other position, too. If you click on a time stamp, the video or audio file is played back at exactly that position. Furthermore, the QDA programs f4analyse, MAXQDA and Atlas.ti recognize the time- stamps and also allow you to play the original source in order to review the transcript or verify your interpretation directly on the material. With the offset feature you are able to move the time code for the timestamps according to your needs. The set value is added to the timestamps so that the stamps don t start at 0, but at the value you have set. A click on Timestamp format lets you adjust it. Use the available characters HH for hours, MM for minutes, SS for seconds and s for tenth of a second, or choose among the different templates. These two features (Offset and Timestamp format) are only available in the pro-version, however. 11

15 Shortcuts This menu item shows the shortcuts that can be configured in f5transkript. You can adjust them anytime according to your needs. You can also find a shortcut to changing the System function key preferences. This can be useful if you want to change the functionality of the F-keys, for example to be able to use F5 to start and stop a recording Backups As a standard feature, f5transkript automatically creates a backup copy of your transcript in a safety folder every ten minutes. This way, your data cannot get lost, even in the case of an error. You can edit where (location) and how often (interval) your transcripts are saved or have that information displayed in Finder. Simply go to Preferences and choose the tab Backups Foot pedals Controlling the program and performing the transcription with a foot pedal holds several advantages compared to a purely manual execution. With a bit of practice it is possible to transcribe up to 20% faster, as the feet control the playback and the hands thus stay free for typing. Look for connected foot pedals under the Preferences tab Foot pedal, configure them or get to our online shop to choose and order a suitable model. f5transkript support the following models: Science, Science II or Office Saving, exporting and printing You can save your transcripts either via the menu item File - Save Transcript, via the -symbol or, most conveniently, with the shortcut CMD+S. However, f5transkript independently makes backup copies of your transcription work in regular intervals, so that even in case of an error current work progress can be restored (see Backups ). Under the item File - Save transcripts as you can export your transcripts as ODT, RTS, DOC, DOCX, TXT or XML files in order to be able to edit them in other programs. While f5transkript is able to open all these formats, it can process them only to a limited extent. Exporting your text as an XML-file is convenient if your transcript is not yet complete and you would like to continue transcription on a different platform (e.g. from Mac to Linux). RTF is a universal format for formatted content and can be opened by all relevant word processors or qualitative data analysis software, such as our program f4analyse. This RFT-file contains the written transcript including all inserted timestamps. In order to 4 Remember to empty this folder on a regular basis, so that it doesn t take up too much hard drive space. 12

16 be able to later use transcripts in f5transkript, save them in this format. Should you not need timestamps, deactivate them in Options (see Timestamps and offset ). The texts written in f5transkript can be printed or exported as PDFs. The menu item File - Print or the shortcut CMD+P leads you to the print preview window. Here you can check whether the printing preferences are correct before printing, or you can perform different kinds of PDF-exports under the item PDF Search and Replace f5transkript allows you to search your transcripts. You can activate this via the shortcut CMD+F in order to search for terms and have them replaced automatically (useful in anonymization, for instance). In addition, you can have all references for a term highlighted in color. Via checks you can specify if the search is to be case-sensitive or not (A doesn t equal a) or if only complete words are to be searched. You can go back and forth between references with the arrows. If you would like to replace one or all references with a different word or a phrase, just fill in the desired word or phrase in the lower field Replacement text and click Replace with to replace only the currently selected reference, or on Replace all to replace all references Transcribing in different word processing programs If you would like to write into a different word processor directly, that s no problem: f5transkript will just stay open in the background. For this, you ll need one of our foot pedals ( Science, Science II, or Office ) to control f5transkript, however. The program then runs in the background; in the foreground you can transcribe and control the recording via foot pedal. When working with a video file the video window will always stay in the foreground and is thus visible when you are writing in a different word processor. Unfortunately, there are no timestamps, alternating speaker changes and other features of the f5transkript editor. Please never open the same transcript in f5transkript and another word processor at the same time. This could lead to changes made in the word processor to be overwritten by f5transkript! 13

17 3.8. Licenses and updates If you would like to purchase a license, have purchased one already or would like to see your current license information, go to the tab F5 in the menu bar und click on F5 license. Here, you can activate your license or get directly to our online shop. Also, you can Look for updates in the menu bar in order to keep your program up to date USB installation Download the latest version of our program f5transkript from our website, unzip the file and drag the application onto the desired USB flash drive. Now start f5transkript from your flash drive to activate it. After you have entered the serial number and registered successfully, a license file is created and it is ready to use. 5 5 With some Mac OS X versions it s possible that you ll get an error message stating f5transkript was broken. To fix this, start f5transkript before dragging it onto the flash drive and close it again. If you then move the program onto your flash drive, it ll work. 14

18 4. Support and Contact Us 4.1. Support Our website has a few helpful tutorials (in german language), which further explain our programs, among other things. More free support is available via at support@audiotranskription.de 4.2. Methodological support If you are preparing your transcripts for a research project, you will need transparent and quotable rules on how to translate what your hear into writing. We have written a compact methodological guide on the most important considerations regarding academic transcription. You can download the PDF version of our Manual (on) Transcription for free on our website: Contact Us audiotranskription.de dr. dresing & pehl GmbH Deutschhausstraße 22a Marburg (Germany) Phone: +49 (0) Fax: +49 (0) info@audiotranskription.de Website: 15

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