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Basic Usage

Learn the fundamentals of using Knowii Voice AI for voice-to-text transcription.

Recording Your Voice​

The simplest way to use Knowii Voice AI:

  1. Press and hold Ctrl+Space (default shortcut)
  2. Speak clearly into your microphone
  3. Release the shortcut when done speaking
  4. The text is automatically transcribed and pasted at your cursor position

That's it! Works in any application - emails, documents, chat, browsers, IDEs, and more.

Main Window & System Tray​

When you launch Knowii Voice AI, the main window appears by default (showing settings and features). The app also places an icon in your system tray (near the clock).

Important: You can close the main window at any time - the app continues running in the background and remains fully functional.

The main window's icon changes based on the application state:

  • Idle: Normal icon
  • Recording: Recording icon
  • Transcribing: Processing icon

System Tray Icon​

The system tray icon provides quick access to the app:

  • Right-click the icon for quick access to:
    • The main window (Settings)
    • Check for updates
    • Cancel current operation
    • Quit application

The system tray icon also changes based on the application state.

Keyboard Shortcuts​

Default Shortcuts​

ShortcutAction
Ctrl+SpacePress and hold to record, release to transcribe and paste

Customizing Shortcuts​

  1. Right-click the system tray icon to open settings
  2. Go to the General tab
  3. Click on the shortcut to change it
  4. Press your desired key combination
  5. Save the changes

Transcription History​

View all your past transcriptions:

  1. Open the Knowii Voice AI settings window
  2. Go to the History tab
  3. See all transcriptions organized by date

History Features​

  • Collapsible date groups for easy navigation
  • Search for specific transcriptions
  • Star important transcriptions to keep them forever
  • Filter to show only starred items
  • Edit any transcription directly
  • Double-click to copy to clipboard
  • Play back audio recordings
  • Delete audio files while keeping text (saves space) or delete complete entries
  • Clear all history when needed (keeping the starred entries)

Audio Settings​

Microphone Selection​

By default, Knowii Voice AI uses your system's default microphone. To change it:

  1. Open Settings
  2. Go to the Audio tab
  3. Select your preferred recording device from the dropdown

Audio Feedback​

Knowii Voice AI plays sounds when you start and stop recording:

  • Customize start and stop sounds
  • Choose from built-in themes
  • Use your own WAV or MP3 files (see Application Data for details on where to place custom sound files)
  • Adjust volume (0.0 - 1.0)

Configure in Settings > Audio.

AI Models​

Managing Models​

  1. Open Settings
  2. Go to the Transcription tab
  3. Download new models
  4. Switch between models
  5. Deactivate a model to free memory

Tip: You can also quickly switch to another downloaded model using the quick switcher in the bottom left

Model Options​

Different models offer different trade-offs:

  • Parakeet models: Fast and accurate with automatic language detection (25 European languages)
  • Whisper models (multi-language): Support 99 languages, available in various sizes from Tiny to Large V3
  • Whisper models (English-only): Optimized specifically for English transcription, cannot transcribe other languages
  • Small models: Faster, use less memory, slightly less accurate
  • Large models: Slower, use more memory, more accurate (but require a more powerful computer)

For a complete list of available models with sizes and specifications, see the FAQ

Model Memory Management​

Models can be configured to:

  • Load automatically on app start
  • Auto-unload after a period of inactivity
  • Never unload for instant transcription (uses more memory)

Configure in Settings > Advanced > Performance.

Tips for Best Results​

Recording Tips​

  • Speak clearly and at a normal pace
  • Reduce background noise when possible
  • Use a good quality microphone for best results
  • Stay consistent in distance from the microphone

Punctuation​

The AI model automatically adds basic punctuation. For better results:

  • Pause naturally between sentences
  • Speak punctuation explicitly if needed (e.g., "comma", "period")

Language​

Knowii Voice AI supports multiple languages. Configure your language in Settings > Transcription > Language.

Important:

  • The available language options depend on the active AI model's capabilities
  • Some models support only specific languages
  • When no model is active, only "Auto Detect" is available

Custom Words​

Help improve transcription accuracy by adding words that are often misheard:

  1. Go to Settings > Transcription
  2. Find the Custom Words section
  3. Add words that the AI frequently mishears or doesn't recognize
  4. These words will be prioritized during transcription

Examples: Technical terms, product names, proper nouns, or domain-specific vocabulary.

Next Steps​

  • See the Advanced Settings guide for more configuration options
  • See the Tutorials for step-by-step walkthroughs
  • Check the FAQ for common questions