User Manual

f4transkript
a compact guide to easy transcription on Windows

June 2016
Version 6
What f4transkript can do

f4transkript supports you in the transcription process, i. e. in the manual typing out of interviews
from audio or video recordings on your Windows computer (Windows Vista and higher).1 It makes
your work easier through features such as flexible adjustment of playback speed, controls via
keyboard or foot switch (rather than mouse), automatic rewind after each pause, as well as automatic
insertion of timestamps and predefined text components via individual keyboard shortcuts.

New features:
For the new and revised program version 6.0 the user interface has been cleaned up, and the program
expanded by a few new features. For example its now possible to write down background
information, ideas, or thoughts in a separate comment field and save them along with the transcript.
Also, the video window can now be moved freely and changed in size. In waveform colored markings
show which person is currently speaking.

Without a serial number the program starts as a demo that is able to play up to 10 minutes of each
file. Some additional features such as offset preferences or SRT export continue to be available in the
fee-based pro-version only.

Visit our online shop to obtain a serial number: www.audiotranskription.de/shop.

Upon purchase you will receive a serial number and will be able to unlock f4transkript right away.

May your transcription work be successful!

Thorsten Dresing, Thorsten Pehl, and the team of audiotranskription.de

Marburg, June 2016

1
If working on a Mac, please use our software f5transkript.
Contents
1. Quick start Ready to go in 5 minutes ................................................................................................1
1.1. Installing f4transkript ..................................................................................................................1
1.2. Opening an audio or video file .....................................................................................................2
1.3. Typing in f4transkript ...................................................................................................................2
1.4. Dont forget to save! ....................................................................................................................2
2. Program interface.................................................................................................................................3
2.1. Toolbar .........................................................................................................................................3
2.2. Text editor ....................................................................................................................................4
2.3. Timeline and waveform................................................................................................................5
2.4. Playback Preferences ...................................................................................................................6
2.5. Comment field ..............................................................................................................................6
2.6. Text components..........................................................................................................................7
2.7. Video window...............................................................................................................................7
3. Additional features ...............................................................................................................................8
3.1. Paragraph numbering...................................................................................................................8
3.2. Synchro mode...............................................................................................................................8
3.3. Program Preferences ....................................................................................................................8
3.3.1. Automatic turn-taking ........................................................................................ 9
3.3.2. Timestamps and offset ....................................................................................... 9
3.3.3. Backups ............................................................................................................ 10
3.3.4. Hotkeys............................................................................................................. 10
3.3.5. Formatting ........................................................................................................ 10
3.4. Saving and exporting ................................................................................................................. 11
3.5. Search and Replace ................................................................................................................... 11
3.6. Transcribing in different word processing programs ................................................................ 11
3.7. Licenses and program information ........................................................................................... 12
4. Installation and troubleshooting ....................................................................................................... 13
4.1 USB installation .......................................................................................................................... 13
4.2. Silent installation for administrators......................................................................................... 13
5. Support and Contact Us .................................................................................................................... 14
5.1 Support ....................................................................................................................................... 14
5.2. Methodological support ............................................................................................................ 14
5.3. Contact Us ................................................................................................................................. 14
1. Quick start Ready to go in 5 minutes

1.1. Installing f4transkript

Please download the latest version of f4transkript from our website

www.audiotranskription.de/downloads.html. Then start the installation by double clicking
on the downloaded file and follow the install wizard. In order to start the program youll need
Windows Vista or higher.

f4transkript will launch in demo mode in which 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.

Should your computer not have Internet access, use a different computer to visit
www.audiotranskription.de/registrierung and follow the instructions there. You can also just
give us a call.

For USB flash drive installation or to install it in on several computers, please see the
instructions under 4. Installation.
1.2. Opening an audio or video file

After having started f4transkript you have different options for opening an audio or video file.
You can just drag a file from a folder and drop it into f4transkript's program window.

Alternatively, use the -icon in the upper toolbar. You can also use the keyboard shortcut
CMD+O.
Begin playing back the file via the key F4 on your keyboard. If your fingers cannot keep up
with the recording, just pause it by pressing F4 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).
If you are working on a laptop its possible that the F-keys are occupied, e.g. with controlling
volume or brightness. But if you press FN beforehand, you can use F4 to play and pause.
Alternatively, you can also work with our foot pedals Science, Science II and Office.

1.3. Typing in f4transkript

After you have opened a file, your transcription work can begin. You can decide whether you
would like to type directly in f4transkript or rather use a different word processor of your
choice. However, we recommend typing directly in f4transkript, as it automatically inserts
spaces between paragraphs, paragraph numbers, and timestamps. And only in f4transkript can
you use the F4 key.
It is possible to use f4transkript with other word processors. But you need one of our foot
pedals, Science, Science II or Office, in order to control f4transkript. The program is then
running in the background while you transcribe in your word processor in the foreground and
operate the recording with the foot pedal.

1.4. Dont forget to save!

Please remember to save your work progress in regular intervals. You can do this by clicking on

the -icon in the toolbar or simply use the shortcut CMD+S. Also, f4transkript makes regular
backups for you (see chapter 3.3 Preferences). If you would like to save your work in a

different format, click on the icon in the toolbar and select Save transcript as or use the
shortcut SHIFT+CMD+S. There, you can choose the location and format you want. Files can be
saved as RTF, XML, SRT, or TXT, so that they can be edited in other programs or on other
computers later on.

2. Program interface

The most important elements necessary for transcription can be found in the f4transkript
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, there is a field for transcript comments on the right, as well as a list of
freely configurable text components. The toolbar above the text editor allows for quick access
to further features. On the left side you can open the Preferences bar to change program
settings. For a better overview during transcription this bar can also be hidden.

2.1. Toolbar

After starting f4transkript youll 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
cursor over it.
With the icon on the left you can show or hide the Preferences bar. 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 f4transkript program window in order to load them,
or use the shortcut CMD+O.

The arrows allow you to undo or restore actions and you can zoom in or out of the text

display with the symbols . When 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 as well

as the actual saved font size of your transcript via the bar.

The -icon enables you to start playback in Synchro mode. While your audio or video file is
being played back the corresponding text in the transcript is highlighted in color. Learn more
about synchro mode in paragraph 3.2 Synchro mode.

With the button you can search your transcript and then select and replace passages (also
possible with the shortcut CMD+F).

2.2. 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 and speaker markings in the left margin, shaded in gray.
f4transkript doesnt feature spell checking, as it couldnt be used properly with most
transcription rule systems. If you want your transcripts spelling checked simply open it in your
word processor and run the spell check there.

2.3.
T
i
m
e
line 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 a timestamp with the sequences start and end point at
your current position in the editor using the key F7. If you would like to insert the exact length
of the sequence, press SHIFT+F7 instead. A section highlighted in the waveform is being played
back for you in a loop and repeated until you clear the selection.

You can zoom in or out of the file section displayed in the waveform via the symbols to
the right of the timeline. If speaker markings are activated the colored sections in the waveform
show which person is speaking in a particular section. To change or turn off colors or to add
more speakers, go to Speaker change in Preferences. Please note that the waveform and it's
full functionality is only available in the fee-based pro-version.
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 always 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 3.3.2. Timestamps and offset for more 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 key you can start and stop the recording
with the buttons on the left hand side, or wind according to the programmed interval.

2.4. Playback Preferences

There are different ways of controlling playback in f4transkript use your mouse, shortcuts or a
foot switch. 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,
its 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+. You can speed up the recording again as well.
This can be useful when listening to a file again to proofread, for instance. Isnt it nice
that the pitch of the voice isnt 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, youll 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.

2.5. 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, summaries, or
other conspicuous information. 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.

2.6. Text components

On the low right of your screen, f4transkript enables you to

create individual text components that can be inserted into
your transcript via keyboard shortcuts. This offers quick access
to recurring phrases, transcription symbols, or aspects of non-
verbal communication, for instance. In order to delete an
existing component move the mouse over the line in question

and click on the icon on the right. To add a new component,

click in the line New text element and fill in the desired text.
In the left column you can then assign a key combination. f4transkript will alert you if the
desired shortcut should not be available. Its also possible to export and import text
components. This allows you to create, save and load the text components according to your
needs.
If you now type the chosen letters in the editor the corresponding text component will
automatically be inserted.
2.7. 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.

3. Additional features

Besides the elements introduced thus far, f4transkript offers you a number of additional
features which are described in the following.

3.1. Paragraph numbering

f4transkript automatically inserts paragraph numbers in the left margin.

Line numbers are not available, as they would lead to different results
depending on screen and resolution. 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.2 In qualitative data analysis software such as f4analyse, MAXQDA or Atlas.ti the
paragraph numbers are automatically displayed again, however.

3.2. Synchro mode

Synchro mode is used for proof reading or during the

initial analysis of a transcript. You can turn it on and off

via the -icon. When activated, the text will scroll

simultaneously with the recording similar to a
teleprompter. The text playing at present will also be highlighted. For this autocue function to
work smoothly, the transcript must include timestamps. Generally it is sufficient to insert time
stamps at the end of each paragraph. Long paragraphs should be supplemented with additional
timestamps via F8. Please note that in synchro mode no new timestamps can be inserted.

3.3. Program Preferences

The icon 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 speaker change, timestamps, offset, and text formatting.

3.3.1. Automatic turn-taking

With the automatic turn-taking feature, alternating speakers can be filled
in automatically for each new paragraph. This is ideal and truly timesaving
for two-person interviews. To edit, go to the item turn-taking in
Preferences. Check or uncheck the box Automatic turn-taking and
specify speaker tokens in the given fields. A click on Add new Speaker creates a new speaker.

If you would like to delete a speaker, click on the -icon on the right hand side. There, you can
also edit speaker colors, which are displayed to the left of the paragraph numbers in the editor

2
If you would like to see paragraph numbers in other word processing software, highlight your complete
transcript and click on the icon for automatic numbering.
and in the wave form provided you have selected Automatic turn-taking. Hold ALT as you
press ENTER for a paragraph without automatic insertion.

3.3.2. Timestamps and offset

Timestamps provide important orientation in a transcript and allow
for quick reference to the original source. In f4transkript, they are
inserted automatically at the end of a paragraph when pressing
ENTER or F8 and play back the file from the corresponding point
when double clicked. The transcript including timestamps can later
easily be imported into data analysis software like f4analyse,
MAXQDA or Atlas.ti, which enables you to quickly access the original source in order to review
the transcript or verify your interpretation directly on the material. In these programs, like in
f4transkript, clicking on a timestamp causes the relevant audio track to be played back if the
media file is linked accordingly. In Preferences, the tab Time stamps allows you to choose
whether automatic timestamps will be inserted at the end or the beginning of a paragraph, or
to deactivate timestamps altogether. When choosing Save as at the end of your transcription
you can further choose whether the transcript is to be saved as an RTF file with or without
timestamps.
Already got a completed transcript without timestamps? Then use the feature Set calculated
time stamps in order to have new timestamps inserted, based on media and text length.
Hint: Open the audio or video file and manually set 2-3 timestamps (via hotkey F8), e. g. at the
beginning, in the middle and at the end of the transcript. These manual timestamps remain
intact even if you have automatic timestamps inserted and they increase their accuracy.
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 or subtracted from the timestamps so that the stamps
dont start at 0, but at the value you have set.
A click on Time stamp 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. As separators or start and
end markers, respectively, you can use the following characters: ,.:;-_/(){}[]><# and individually
edit your timestamps.
These two features (offset and time stamp format) are only available in the pro-version,
however.

3.3.3. Backups
As a standard feature, f4transkript automatically creates a backup
copy of your transcript in a safety folder every five 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. Simply go to Preferences and choose the tab
Automatic backup.3

3.3.4. Hotkeys
This menu item shows the shortcuts that can be freely
configured in f4transkript. You can adjust them anytime
according to your needs. Clicking on show more displays the
complete list. Here you can also restore the standard settings.

3.3.5. Formatting
f4transkript offers different options of customizing the
appearance of your text. Above the text editor you can for
instance choose the format for different words, sentences, or
paragraphs. 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 speakers as you
wish, or you can set a standard for the entire transcript. Access these features via the
Preferences item Formatting.

3
Remember to empty this folder on a regular basis, so that it doesnt take up too much hard drive space.
3.4. Saving and exporting

You can save your transcripts either via the -icon or with the keyboard shortcut CMD+S.
However, f4transkript 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 3.3.3
Backups).
Under the item Save transcript as you can export your transcripts as RTF, TXT, SRT or XML files
in order to be able to edit them in other programs. While f4transkript 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 transcribing 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 RTF file contains the written transcript including all inserted
timestamps. In order to be able to later use transcripts in f4transkript, please save them in this
format. Exporting your text as an SRT file makes sense if youd like to add subtitles to a video.
The file can be used together with the video and is displayed as subtitles in the video thanks to
correctly inserted timestamps.
Should you not need timestamps, select Save transcript as>RTF without time stamps.

3.5. Search and Replace

f4transkript allows you to search your transcripts. You can activate this function via the
button or 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 a). 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 and click Replace with to replace only the currently selected
reference, or on Replace all to replace all references.
3.6. Transcribing in different word processing programs

If you would like to directly write in a different word processor, thats no problem: f4transkript
will just stay open in the background. For this, youll need one of our foot switches Science,
Science II, or Office to control f4transkript, however. The program then runs in the
background; in the foreground you can transcribe in a word processor of your choice and
control the recording via foot switch. 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, timestamps, alternating speaker changes and other features of the
f4transkript editor are not available in this case.
Note: Please never open the same transcript in f4transkript and another word processor at the
same time. This could lead to changes made in the word processor to be overwritten by
f4transkript!

3.7. Licenses and program information

If you would like to purchase a license, have purchased one already

or would like to see your current license information, go to the item
Info and help. Here, youll get information on program version,
your serial number and ID, as well as the media player used by
f4transkript. The button Get help online takes you directly to our websites help section. Here,
you can also restore all preferences to the default settings.
4. Installation and troubleshooting

4.1 USB installation

Download the latest version of our program f4transkript from our website. Then please connect
the USB flash drive you want to use the program on and choose it as installation path. After you
have entered the serial number and registered successfully, a license file is created on the flash
drive and it is ready to use.
Attention: Make sure to register your USB license just on one USB flash drive only in order to be
able to use it on several devices. Once your USB license has been registered on a device it can no
longer be transferred!

4.2. Silent installation for administrators

The silent installation as well as the activation of f4transkript can be done without a login. For
silent installation, use parameter S for silent and parameter D for defining the path. E.g.:

C:\[path to f4transkript]\f4transkript_installer.exe/S /D=C:\Program Files\f4transkript

Unsupervised uninstalling is possible via the same parameter. E.g.:

C:\[path to f4transkript]\uninstall.exe /S
To activate the license, please start f4transkript right after the installation once by using the
parameter s and the respective serial number. E.g.:
(Replace 12345xyz with your serial number.)

C:\[path to f4transkript]\f4transkript.exe /s=12345xyz

The activation via a proxy server can be started with the parameter p. E.g.:

C:\[path to f4transkript]\f4transkript.exe /p=127.0.0.1:8080

5. Support and Contact Us

5.1 Support

Our website has a number of helpful tutorials, which further explain our programs, among other
things. More free support is available via email at:
support@audiotranskription.de

5.2. 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:
http://www.audiotranskription.de/english/transcription-practicalguide.htm

5.3. Contact Us

audiotranskription.de
dr. dresing & pehl GmbH
Deutschhausstrae 22
35037 Marburg
Phone: +49 (0) 6421-590 979 0
Fax: +49 (0) 6421-590 979 20
Email: info@audiotranskription.de
Website: www.audiotranskription.de