How I Use Text to Speech for Listening to Emails

In today’s fast-paced digital world, multitasking has become more of a necessity than a choice. This is where text to speech (TTS) technology becomes a game changer, especially for managing tasks like reading emails. Using TTS tools not only boosts my productivity but also supports accessibility, helping those with dyslexia or visual impairments. Here's a beginner-friendly tutorial on how I harness text to speech for listening to emails across various platforms.

Getting Started with TTS

Text to speech technology converts written text into spoken words, allowing emails and webpages to be read aloud. This functionality is essential for people who prefer auditory learning or need assistance due to visual impairments. Tools like Microsoft's Narrator, Apple's VoiceOver, and third-party apps like Speechify and NaturalReader offer natural sounding voices that can read aloud text in different languages.

Setting Up TTS on Various Devices

On Windows and Mac:

Both Windows and Mac include built-in TTS functionality. Windows users can utilize the built-in Narrator, which reads aloud selected text and provides helpful dictation. On Mac, VoiceOver offers comprehensive speech technology to interact with your device audibly.

For reading emails, Microsoft Outlook's Read Aloud feature is invaluable. You can activate these features through easy-to-use keyboard shortcuts in the settings menu.

For third-party, these are far better than native options, you can install the Speechify Mac app or the Chrome browser extension. Once you install either of these, listening to your emails is always just a click away.

On iOS and Android:

For mobile users, iOS offers an integrated TTS function called Speak Screen, while Android has a similar feature accessible via the Google TTS engine. These can be extremely handy for listening to emails via Gmail or Outlook apps while on the move.

The setup involves enabling the TTS option in the accessibility settings and selecting the preferred voice and reading speed.

I prefer third-party iOS apps like Speechify for iOS, which recently went through a massive upgrade. It integrates with your cloud drive, making more than just emails more accessible. Also, there is the Android version of Speechify that is one of the best rated apps in the Google Play Store.

Using Chrome Extension:

For those who often read emails and documents on web browsers, installing a Chrome extension like Read Aloud can enhance your experience on sites like Gmail and Google Docs. This adds a layer of functionality where you can listen to any webpage or document directly in your browser. These extensions usually offer a range of AI voices and allow adjustments to playback speed.

The Speechify Chrome extension is the OG of text to speech. Given its versatility and device agnostic - works on any Windows, Mac, Linux, or any device that can run Google Chrome. I open up my Gmail, or Outlook or company email, as long as it is inside Chrome, and I can listen to my emails.

There that familiar blue play button that’s easily accessible but never obtrusive. Just click on it and Speechify reads my email out loud to me.

Advantages of Using TTS for Emails

Enhanced Productivity:

TTS allows me to listen to emails while performing other tasks, such as during a commute or while doing household chores, effectively saving time and increasing productivity.

Support for Multilingual Needs:

Modern TTS tools support multiple languages, which is fantastic for professionals handling global communications. This feature allows you to hear the pronunciation of words in the intended language, aiding in better comprehension.

Accessibility for All:

One of the best aspects of TTS technology is its ability to assist individuals with dyslexia or those who are visually impaired. TTS transforms the reading experience for many, allowing easier access to information that might otherwise be difficult to digest.

Tips and Tricks

Customize Reading Speed:

Adjust the TTS reading speed to match your listening preference. This can make a significant difference in how well you comprehend and retain the information being read.

Use Keyboard Shortcuts:

Learning and using keyboard shortcuts for activating TTS can save you a lot of time. For instance, on Mac, pressing Command + F5 activates VoiceOver, and on Windows, pressing Windows + Ctrl + Enter will turn on Narrator.

Explore Third-Party Apps:

Apps like Speechify and NaturalReader not only offer more natural voices but also provide additional features such as creating audio files from your emails which can be listened to like podcasts or audiobooks.

By incorporating TTS technology into your daily routine, especially for reading emails, you can significantly enhance your productivity and accessibility. Whether you're using a PC, Mac, iPhone, or Android device, there's a TTS solution to fit your needs. Give it a try, and you might find yourself wondering how you ever managed without it!

Frequently Asked Questions

Can I use text to speech to listen to emails on any device?

Yes, most modern devices have built-in speech functionality or support third-party TTS apps.

Are there any free TTS tools?

Yes, there are many free options available, including browser extensions and built-in features within your device's operating system.

How do I select a good TTS voice?

Most TTS tools offer a range of voices. Experiment with different ones to find a voice that is clear and pleasant to listen to.

What formats are supported by the best text to speech tools?

Most top text-to-speech tools support a variety of formats including PDFs, DOCs, and HTML, making them versatile for any content type.

Can I use a text-to-speech tool on an iPad?

Yes, iPads support various text-to-speech apps, and you can also use Siri to read text aloud, enhancing accessibility and convenience.

Are there any text-to-speech tools that use AI text?

Many of the best text-to-speech tools now incorporate AI to generate more natural sounding voices and improve the overall listening experience.

Which speech apps are considered the best for English text to speech?

For English, apps like Speechify and NaturalReader are highly recommended for their natural text to speech voices and ease of use.

How do I choose the best text to speech voice?

When selecting a text to speech voice, consider clarity, natural flow, and how comfortable the voice is for prolonged listening to ensure the best experience.