User manual NUANCE VIAVOICE- SIMPLY DICTATION FOR MAC OS X

ViaVoice® Simply Dictation for Mac® OS X User's Guide Note: Before using this information and the product it supports, be sure to read the information in the "Appendix" on page 83. First Edition (August 2002) This edition applies to IBM ViaVoice Simply Dictation for Mac OS X only and to all subsequent releases and modifications until otherwise indicated in new editions. This book is written in International English. Readers may send comments on this publication as an e-mail to the following user ID: vvdev@us.ibm.com When you send information to IBM, you grant IBM a nonexclusive right to use or distribute the information in any way it believes appropriate without incurring any obligation to you. 30 Day Money Back Guarantee (US English Product Only) If you have purchased this product directly from IBM or an IBM Authorized Business Partner and are not completely satisfied, you may return the entire undamaged product for a refund within 30 days. In the United States, you can return unopened product to your place of purchase, or opened and undamaged product directly to us for a refund. Product purchased from IBM Direct 1-800-426-2255 or IBM PSG Sales 1-800-426-7235 should be returned directly to them. To receive your refund directly from us, you will need to first obtain a Return Authorization Form. The form is available by calling: 1-800-825-5263, e-mail: talk2me@us.ibm.com or by writing to us: IBM Voice Systems Returns - 3rd Floor 8051 Congress Avenue Boca Raton, Florida 33487 Send the Return Authorization Form, your dated original sales receipt and the ViaVoice product box and its contents back to us at the above address. We must have the Return Authorization Form in order to process the refund. The refund includes purchase price and taxes, but not shipping costs. IBM is not responsible for lost mail. In Canada, you can return unopened product to your place of purchase, or call 1-800-825-5263 and request to speak with someone in the Rebates and Returns Department. © Copyright International Business Machines Corporation 1999-2002. All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp. Contents Introduction 1 ViaVoice Simply Dictation for Mac OS X ............ 1 System Requirements ......................................... 1 Experienced Mac Users...................................... 1 New Mac Users .................................................. 1 What's in This User's Guide .............................. 2 Conventions Used in This Guide ....................... 3 Quick Setup Guide ............................................ 4 Welcome 5 About ViaVoice ..................................................... 5 Installing ViaVoice ................................................ 6 Registering ViaVoice........................................ 10 Setting Up ViaVoice ........................................... 11 Starting the ViaVoice SetupAssistant .......... 11 Creating Your First Voice Model ......................11 Entering a User Name ...................................... 12 Audio Setup Assistant ...................................... 12 Analyze My Voice Assistant ............................ 12 Analyze My Documents Assistant ................... 13 Congratulations! ............................................... 14 Getting Started .................................................... 15 The ViaVoice Folder......................................... 15 The VoiceCenter ........................................... 15 Dictating with SpeakPad .............................. 17 Dictating for the First Time .......................... 18 Quick Tutorial ..................................................... 21 Practicing Dictation.......................................... 21 Pausing Dictation ......................................... 22 Formatting Text ................................................ 22 Correcting Your Dictation ................................ 23 Using the Correction Window ...................... 24 Displaying the Correction Window .............. 24 Playback Dictated Text ................................ 25 Basic Correction Using Commands ............. 25 Reading Text..................................................... 26 Using the What Can I Say Window ................. 26 Closing ViaVoice ................................................ 27 Viewing the Help Files........................................ 28 Viewing the PDF Files ..................................... 28 Tips for Using ViaVoice ................................... 29 Using ViaVoice 33 Users and Voice Models...................................... 33 Using the ViaVoice SetupAssistant .................. 33 © Copyright IBM Corp. 1999-2002 Audio Setup Assistant ................................... 34 Analyze My Voice Assistant ........................ 34 Creating a Voice Model ................................ 34 Analyze My Documents ............................... 35 Dictating with ViaVoice....................................... 37 Dictating Into SpeakPad ................................... 37 Correcting Text in SpeakPad ............................ 38 Delayed Correction ....................................... 38 Hands-Free Correction .................................. 38 Correction Voice Commands ....................... 39 Transferring Text to Other Applications ...... 40 Using Dictation Stream Redirection................. 40 Text Editing and Formatting............................. 41 Dictating Punctuation ....................................... 41 General Dictation Tips...................................... 42 Spelling Words in Spell Mode.......................... 43 Spelling Methods .......................................... 43 Dictating Numbers............................................ 43 Number Formatting ...................................... 44 Dictating Numbers in Number Mode ........... 44 Navigating With Commands in SpeakPad .......... 45 Activating the Attention Word.......................... 45 Creating Application-Specific Commands ....... 46 Using AppleScript ........................................ 46 Reading E-mail ................................................. 47 The What Can I Say Window.............................. 47 Playing Back Dictated Text in SpeakPad ............ 48 Reading Your Text ............................................... 48 Changing Voices ............................................... 49 Using Manage My Vocabulary ............................ 49 Working With Dictation Macros ......................... 49 Macro Editor Window Components ................. 50 Creating a Dictation Macro .............................. 50 Sample Dictation Macro ............................... 51 Editing a Dictation Macro ............................ 51 Managing ViaVoice Users .................................. 52 Adding a Voice Model ...................................... 52 Backing Up a User............................................ 52 ViaVoice Components 55 ViaVoice Components Overview......................... 55 The VoiceCenter.................................................. 56 VoiceCenter Components ............................. 56 VoiceCenter Drawer.......................................... 57 iii VoiceCenter Views ........................................... 58 Zoomed In View ........................................... 58 Zoomed Out View ........................................ 58 Minimized View ........................................... 59 VoiceCenter Preferences................................... 59 SpeakPad ............................................................. 60 SpeakPad Preferences ...................................... 60 SpeakPad Menu................................................ 61 Dictation Menu ............................................. 61 Opening a File .............................................. 61 Saving a File ................................................. 62 Closing SpeakPad ......................................... 62 ViaVoice Preferences.......................................... 63 Opening ViaVoice Preferences......................... 63 Commands Preferences ................................ 63 Microphone Preferences ............................... 64 Numbers Preferences .................................... 64 Performance Preferences .............................. 64 Voices Preferences ....................................... 65 The CommandCenter .......................................... 65 CommandCenter Preferences ........................... 66 The What Can I Say Window........................... 67 What Can I Say Window Components ......... 68 Training a Word or Phrase ........................... 68 Recording a Pronunciation ........................... 69 Training a Command .................................... 69 The Correction Window ................................... 70 Correction Window Components ................. 71 The History Window ........................................ 72 ViaVoice SetupAssistant ..................................... 72 Starting the ViaVoice SetupAssistant .......... 73 ViaVoice UserSettings......................................... 74 Topics and Vocabularies ................................... 75 Troubleshooting Guide........................................ 77 Getting Help 77 Using the Help Features ...................................... 78 Accessing Information Central ..................... 78 Viewing PDFs .............................................. 78 Uninstalling ViaVoice ......................................... 79 Obtaining Technical Support .............................. 80 Information Required Before You Contact Technical Support............................................. 80 E-mail Support ............................................. 81 Telephone Support ....................................... 81 Microphone Support ..................................... 82 Notices................................................................. 83 Appendix 83 Trademarks .......................................................... 85 Notes.................................................................... 86 Index 87 iv Contents Introduction ViaVoice Simply Dictation for Mac OS X Thank you for selecting IBM ViaVoice as your program of choice for speechrecognition technology in the home or workplace. ViaVoice combines advanced capabilities and responsive application controls to deliver a superb speech processing package. You talk, iType. It's that simple. The computer listens to your words and phrases and then translates them into text or actions that carry out commands. With ViaVoice, you'll give your keyboard and fingertips a well-deserved rest! System Requirements Please ensure that your Apple® computer meets or exceeds ALL of the requirements listed on the box prior to installation. Consult the ReadMe file for information about using previous versions of ViaVoice and other information. Experienced Mac Users The steps detailed in the "Quick Setup Guide" section may be sufficient to get you well on your way, especially if you are upgrading from a previous version of ViaVoice. It is recommended, however, that you follow the lessons in the "Quick Tutorial" on page 21. These exercises are designed to give you a fast start and they may actually save you time in getting to know ViaVoice Simply Dictation for Mac OS X in depth. Consult the online help and User's Guide for information about using ViaVoice. New Mac Users Read this "Introduction" section in full. Then, follow the steps in the "Installation" section for details on how to install the application and use the ViaVoice SetupAssistant. The ViaVoice SetupAssistant will guide you through the necessary steps to create a User, set up your microphone, and create a Voice Model. Follow the lessons in the Quick Tutorial section on page 21 carefully. When you feel comfortable with the basic commands, we suggest you read the remaining chapters, which cover all of the powerful tools included with ViaVoice in greater detail. © Copyright IBM Corp. 1999-2002 1 What's in This User's Guide Chapter 1 - Welcome This chapter contains a general introduction to ViaVoice and installation instructions. We recommend you complete our "Quick Tutorial" section on page 21. The Getting Started section is designed to introduce you to the many tools and features that are available for your use in customizing the application to your personal requirements. Chapter 2 - Using ViaVoice Here is where you can find all of the information you need to better understand the process of dictation and navigation. Learn how to dictate and correct using SpeakPad and other applications, as well as navigate your computer by voice using the keyboard shortcuts you create with AppleScript®. It also explains how to use ViaVoice with your computer and e-mail by using only voice commands. Chapter 3 - ViaVoice Components Using detailed graphics and callouts, this chapter is designed to introduce the main components of the ViaVoice application: VoiceCenter, SpeakPad, ViaVoice Preferences, CommandCenter, What Can I Say window, Correction window, ViaVoice SetupAssistant, and UserSettings. We recommend that you familiarize yourself with these components as soon as possible, and then search the remaining topics as needed. Chapter 4 - Getting Help Should you encounter difficulties using any of the ViaVoice functions, behaviors, or features, please refer to the "Getting Help" chapter on page 77. It contains information on how to contact Technical Support and links to IBM's web site. While you work with ViaVoice, refer to Information Central, the ViaVoice online help, where you can find additional information as well as quick answers to many frequently asked questions. If you need to remove ViaVoice from your computer, follow the Uninstall procedures also found in this section. Appendix and Index At the end of this book is the Appendix, which contains Notices and Trademarks, and the Index. 2 ViaVoice Simply Dictation for Mac OS X Conventions Used in This Guide WHEN YOU SEE IT MEANS Voice commands you are prompted to say in examples found throughout this guide and especially in the Quick Tutorial. For example, saying the voice command DELETE THIS removes highlighted text. The names of buttons, menu items, labels, and list names in the ViaVoice programs. A variable in a voice command that is substituted for a word, phrase, or number when saying a voice command. For example, for the voice command MOVE UP <1 to 20> LINES, you could say MOVE UP 2 LINES. Useful information, such as shortcuts and other timesaving methods. This type of information is "good to know" but generally not essential to the functionality of ViaVoice. Important information, which must be completed correctly (or in proper sequence) in ViaVoice to obtain specific or proven results. Necessary information, essential to the functionality of ViaVoice. Exclusive information for ViaVoice and Mac OS X. Here you will find shortcuts and other useful information to help you get a jump-start on using ViaVoice. Bold Blue Text Bold Black Text TIP NOTE CAUTION IBM ViaVoice Simply Dictation for Mac OS X User's Guide 3 Quick Setup Guide NOTE If you are familiar with previous versions of ViaVoice, the following steps may be sufficient to help you install and setup ViaVoice. For a more detailed description of this process, please see "Installing ViaVoice" on page 6. You may cut out this page for reference. 1. Insert the ViaVoice CD and double-click the ViaVoice Installer icon. 2. 3. 4. 5. 6. The Installation Information window appears. (Consult the ReadMe file for information about using previous versions of ViaVoice.) Identify your Startup Disk and click Install. The installer's Authorization window appears. Click the lock. The Authenticate window appears. Enter the Administrator name and password to begin installing the application. You can also enter a different User name that has Administrator privileges. Follow the on-screen instructions to install ViaVoice on your computer by selecting a destination disk, accepting license agreements, etc. Complete the Program Registration form now or at a later time. Follow the steps provided by the ViaVoice SetupAssistant to create your ViaVoice User data. This step processes your Voice Model, a required procedure before you can start working with ViaVoice. To add other Voice Models or to adjust audio levels, run the ViaVoice SetupAssistant again. You are now ready to begin using ViaVoice for Mac OS X. Look in the What Can I Say window for available voice commands. 4 ViaVoice Simply Dictation for Mac OS X Welcome About ViaVoice Welcome to ViaVoice, now running on Mac OS X, the all-new operating system from Apple. IBM's ViaVoice incorporates the most advanced consumer speech-recognition technology available. With ViaVoice, you have at your disposal a sophisticated tool that can save you time and add great value to your computer activities. What Can I Expect? Every new technology brings innovation. Within its wide scope of possibilities, ViaVoice and you work together, to develop speech patterns and recognition capabilities. With frequent use, this may reduce the time required to perform many common tasks, such as correction. Can I Install ViaVoice? Mac OS X is a multiuser operating system, therefore only users with Administrator privileges can install ViaVoice, so make sure you have your Administrator password handy. This program must be installed on the OS boot volume. Consult the ReadMe file for information about using previous versions of ViaVoice and other information. What Will I Need? Have all components at hand, a compatible USB headset microphone, the installation CD, and this User's Guide. You need to carefully review the system requirements listed on the box. Once you have established that your Macintosh® meets or exceeds the minimum system requirements, you can begin the installation process. How Long Will it Take? The amount of time it takes to set up ViaVoice depends on your hardware configuration and other factors. After the initial installation is complete, the ViaVoice SetupAssistant needs to process your Voice Model before you can start ViaVoice. It is estimated that this step will take approximately 15 minutes. © Copyright IBM Corp. 1999-2002 5 Welcome Welcome Installing ViaVoice Now that you're ready to begin the installation, please take out the installation CD and the microphone headset you will be using with ViaVoice. The software lets you know when to plug the microphone headset into the appropriate jacks. If you need information pertaining to your hardware or jacks, please refer to your Apple User's Guide. Follow the instructions below to have the application installer guide you through the necessary steps for a successful setup. Consult the ReadMe file for information about using previous versions of ViaVoice and other information. This version of ViaVoice was designed exclusively for the Mac OS X operating system. If you attempt to install this version on OS 9 or earlier, the application will not install. To begin the installation: 1. Insert the ViaVoice CD into the CD-ROM drive. 2. Double-click the ViaVoice Installer icon. The Installation Information window appears. If you know your Startup Disk, click Install. If you do not, open the Startup Disk panel in System Preferences and identify your Startup Disk. 3. Once you have identified your Startup Disk, click Install to begin the installation. 6 Installing ViaVoice Welcome Welcome 4. The Authenticate window appears. Click the lock. The User/Password window appears. Click the lock and enter your Administrator password to continue the installation. 5. You can enter a different user name that has Administrator privileges, if desired. Otherwise, enter the Administrator password and click OK. The ViaVoice Installer Welcome window appears. 6. Click Continue. The Important Information window appears. 7. Read the information supplied and click Continue to move to the next step. The Software License Agreement window appears. TIP To print any of the documents displayed, click Print. To save the documents displayed to disk, click Save. 8. Read the terms of the agreement and click Continue to move to the next step. ViaVoice displays the Agree window. 9. Click Agree to indicate your acceptance of the License Agreement and move to the next step. IBM ViaVoice Simply Dictation for Mac OS X User's Guide 7 Welcome Welcome 10. The Select a Destination window appears. 11. Click the appropriate disk icon to select a Destination volume. ViaVoice must be installed on the same disk where Mac OS X is located or it will not operate! 12. Click Continue. The ViaVoice Easy Install window appears. 13. Click Install to perform a basic installation of the software package. 8 Installing ViaVoice Welcome Welcome 14. The Installer automatically begins installation. This procedure can take a few minutes to complete. The Message area within the window posts information that is personalized to your operating system and existing applications. It also advises you about the status of the installation and time remaining until completion. If any problems are found, a message may indicate the problem and you might be prompted to go back and correct it. In that event, click Go back to return to the previous window and/or exit the installer until the situation is resolved. 15. Click Close when the message "The software was successfully installed" is shown. 16. Click Proceed to register your ViaVoice application. IBM ViaVoice Simply Dictation for Mac OS X User's Guide 9 Welcome Welcome Registering ViaVoice When you first install ViaVoice, you are asked to register your ViaVoice application. It's best to complete this important step at this time, but you may prefer to get started with ViaVoice and leave the registration for later. To do so, check the respective box on the Product Registration window, and ViaVoice will remind you at set intervals. When you register your ViaVoice product, you are eligible for news, product updates, timely information, and technical support. Check this box to have ViaVoice remind you to register later. For other installation issues, see the "Troubleshooting Guide" on page 77. If you have a backed up user and then uninstall ViaVoice for Mac OS X, you can import that same backed up user folder if you decide to re-install ViaVoice for Mac OS X, again. After you install ViaVoice, drag and drop your backed up user folder onto the SetupAssistant icon and follow the on-screen instructions to import the user. Uninstalling ViaVoice For information about removing ViaVoice, see "Uninstalling ViaVoice" on page 79. 10 Installing ViaVoice Welcome Welcome Setting Up ViaVoice Before you can use ViaVoice, the ViaVoice SetupAssistant is going to help you create your Voice Model. This a required procedure, as the application needs to create your Voice Model and learn to understand how you speak. The entire setup takes approximately 30 minutes, depending on the story you choose. If you start reading a story and need to quit the process midway through, you can do so. The next time you start ViaVoice it remembers and restarts exactly where you stopped. Starting the ViaVoice SetupAssistant The ViaVoice SetupAssistant begins automatically the first time you start ViaVoice. It also opens each time a new Voice Model is created. When you want to adjust audio settings or analyse your voice for greater accuracy, you can also access this component manually from the VoiceCenter drawer menu or from the ViaVoice folder. For more information, see "ViaVoice SetupAssistant" on page 72 or "The VoiceCenter" on page 56. Creating Your First Voice Model There are several steps involved in creating a Voice Model. The ViaVoice SetupAssistant guides you through several procedures, including Audio Setup, Analyze My Voice, and Analyze My Documents. As a part of the installation, the ViaVoice SetupAssistant requires that you follow the procedures for each of the Assistants. Follow the on-screen instructions, complete all of the necessary steps for a successful configuration of your ViaVoice speech recognition software, and you are ready to begin dictating. IBM ViaVoice Simply Dictation for Mac OS X User's Guide 11 Welcome Welcome Entering a User Name The first window of the ViaVoice SetupAssistant displays your login user name by default. The other items on the window represent default settings and are not editable. 1. Verify this is the login name you want to use for this Voice Model. 2. Click the right arrow to begin Audio Setup. You can also create different Voice Models for different environments. For more information, see "Creating a Voice Model" on page 34. Audio Setup Assistant This Assistant guides you through several steps to ensure proper setup of your audio configuration. This interactive demonstration helps you to correctly install and connect your hardware, as well as determine the proper positioning of your microphone. An audio playback feature lets you adjust the playback levels. When you have configured your audio hardware and completed all the tests, do the following. 1. Click the right arrow to continue on to Analyze My Voice. 2. Follow the on-screen instructions. For more information, see "ViaVoice SetupAssistant" on page 72. Analyze My Voice Assistant This Assistant guides you through the several steps to train ViaVoice to recognize your voice and create a Voice Model, which improves your recognition accuracy. As you read a story, ViaVoice learns how you pronounce words. You can choose from several different story segments. Once you have finished reading the story, the ViaVoice SetupAssistant processes your Voice Model. 1. To read excerpts from the story of your choice, click on a story name to select it, and click the right arrow to begin. Follow the on-screen instructions. A Progress meter displays the current processing percentage, while an Audio Level indicator displays color bars as a visual guide for your voice input. Try to keep the bars displaying only in lime green, as fuchsia denotes that you are either speaking too loudly or the microphone is too close to 12 Setting Up ViaVoice Welcome Welcome your face. To see the colours of the audio level indicator, see "The VoiceCenter" on page 15. During your reading of the story, the ViaVoice SetupAssistant may post messages from time to time, especially when the system was unable to understand some specific words. The speech recognition engine is getting to know your voice and adjusting to your particular speech patterns. NOTE Don't worry if you cannot finish reading the story; you can come back to the same point in the story at any time. ViaVoice, however, will not start until you complete this step. 2. When you finish reading your selection, you are given a choice to Continue Reading or Analyze the portion you have just read. · Select Continue Reading to read another part of the story. · Or, select Analyze to start processing your Voice Model. This can take a few minutes. A progress meter will indicate the remaining processing time. To improve your voice recognition accuracy, you can activate this Assistant later and complete the second part of the story or read a new segment. 3. When the application announces that Processing has finished, click the right arrow to continue on to Analyze My Documents. For more information, see "Users and Voice Models" on page 33. Analyze My Documents Assistant ViaVoice has a large base vocabulary and backup pronunciation dictionary. This vocabulary includes many words that are used in everyday situations. The Analyze My Documents Assistant searches through your existing text documents so you can update your personal vocabulary with words you use frequently and improve your recognition accuracy. IBM ViaVoice Simply Dictation for Mac OS X User's Guide 13 Welcome Welcome This procedure helps ViaVoice determine your writing style and find words that are not in the ViaVoice vocabulary. NOTE We suggest you skip this step now and return to this Assistant later, when you have had more time to use ViaVoice or to select documents to submit for analysis. 1. When you reach the Analysis Options, you will see that Yes is the pre-selected answer. 2. Select No, I prefer to do this later. The application will ask you whether to go to the VoiceCenter or quit the ViaVoice SetupAssistant. 3. Select Continue to go to the VoiceCenter. 4. The VoiceCenter appears on your desktop. VoiceCenter - Zoomed Out View To learn how to start and use the Analyze My Documents Assistant at a later time, see "Analyze My Documents" on page 35. Congratulations! You are ready to start using ViaVoice! The next section is designed to introduce you to the many tools and features that are available for your use in customizing the application to your personal requirements. In this section, you will also dictate into SpeakPad, ViaVoice's own word processor, and complete a few easy lessons in dictation, correction, and navigation. 14 Setting Up ViaVoice Welcome Welcome Getting Started ViaVoice Simply Dictation for Mac OS X was designed to change the way you use your computer. You should already have completed the section "Setting Up ViaVoice" on page 11 and the VoiceCenter should be active on your desktop. The VoiceCenter icon is located in the ViaVoice folder, inside your Mac OS X Applications folder. Take a moment now to become familiar with these components. The ViaVoice Folder In this section, you are introduced to the VoiceCenter and SpeakPad, the components needed to get you up and running quickly. For more detailed information on these and other ViaVoice tools, see "ViaVoice Components" on page 55. The VoiceCenter The VoiceCenter is the central speech interface where you control many of ViaVoice's settings and preferences. IBM ViaVoice Simply Dictation for Mac OS X User's Guide 15 Welcome Welcome Starting the VoiceCenter Open the VoiceCenter by clicking its icon in the ViaVoice folder. This component is also automatically displayed when you launch SpeakPad. Microphone OFF VoiceCenter - Zoomed Out Microphone ON Dictation Mode Command Mode Dictation and Command Mode VoiceCenter Drawer VoiceCenter - Zoomed In Audio Level Indicator The VoiceCenter contains the Microphone button, conveniently located so you may quickly turn it ON or OFF. It also has standard Mac OS X action buttons to close, zoom, and minimize the VoiceCenter. Click once on the VoiceCenter drawer handle to open and access many ViaVoice components and preferences. The speech mode default is Dictation and Command, since this is the mode you use most frequently. This mode allows you to dictate and navigate at the same time using ViaVoice. The other two modes allow you to dictate only or navigate only. You can change the VoiceCenter start-up speech mode in VoiceCenter Preferences. For more information, see"The VoiceCenter" on page 56. 16 Getting Started