Using E-Mail With Professional Dictation Systems

Well, first.. I feel I need to explain that when it comes to professional dictation and transcription Olympus and Philips are simply the best. In recent years these companies have been constantly improving their digital dictation/transcription software to better adapt to a dictating professional's workflow. E-mail transfer is one of those key improvements.

Whether you use the Olympus DSS Player Pro or Philips SpeechExec Pro software, the easiest and most reliable way to e-mail your dictations is to use Microsoft Outlook. Note: turn off caching if you're using an exchange server. Other POP E-Mail accounts can work as well. You will need this information from your E-Mail provider: Account Name, Password, SMTP Server, SMTP Port number, POP Server and POP Port number. Web-based E-Mail services such as yahoo and MSN will not give you this information, in fact, few will. Some E-Mail providers will even put limits on the size of your attachments. Try to find out if your provider does this. We also find that using an E-Mail address exclusively for transfering dictation files makes for the most reliable opporation.

The alternative to having to deal with these rules and having to obtain POP and SMTP server information from your E-Mail provider is to use FTP (File Transfer Protocol). We have our own Secure FTP server! Next week I'll post a blog explaining more about this. More than %80 of our customers use FTP rather than E-Mail. It is easier and much safer than E-Mail.