Dear Machine User Guide

This guide explains how to install, configure, and use Dear Machine. The current release is available for macOS. Windows and Linux are in development.

Dear Machine can insert dictated text into other apps, draft emails, create summaries, and organize notes. You can use local processing, connect a supported cloud provider, or use a combination of both.

1. Install and open Dear Machine

Install the app

1.Download the Dear Machine disk image from the official website.
2.Open the downloaded file.
3.Drag Dear Machine into the Applications folder.
4.Open Dear Machine from Applications.
5.If macOS displays a security message, follow the options shown by macOS to confirm that you want to open the app.

Dear Machine currently requires macOS 13 or later and an Apple Silicon Mac.

Allow microphone access

Dear Machine needs microphone access to record your speech.

1.Open Dear Machine.
2.Select Allow when macOS requests microphone access.
3.If you previously denied access, open System Settings > Privacy & Security > Microphone and enable Dear Machine.

Allow accessibility access

Accessibility access allows Dear Machine to insert text into the app you are using and to work with text you select.

1.Open System Settings > Privacy & Security > Accessibility.
2.Enable Dear Machine.
3.Return to Dear Machine and use Re-check in the Permissions section if the status has not updated.

You can review both permission states under Settings > General > Permissions.

2. Start dictation

Hold to talk

The default shortcut is Option + Space.

1.Place the cursor in a text field in the app where you want the text to appear.
2.Hold Option + Space.
3.Speak.
4.Release the keys when you finish.
5.Review the inserted text before using or sending it.

Tap to toggle

If you prefer not to hold the shortcut:

1.Open Settings > General.
2.Find the Dictation section.
3.Change the shortcut behavior to Tap to Toggle.
4.Tap Option + Space once to start recording.
5.Tap it again to stop.

If the shortcut conflicts with another app

Another app may already use Option + Space. Change or disable the conflicting shortcut in that app or in macOS Keyboard settings, then try Dear Machine again.

3. Understand the recording display

While recording, Dear Machine can show a small floating recorder near the top of the screen.

-Listening means the microphone is recording.
-Processing means Dear Machine is preparing the text.
-Done means the text is ready.
-An error message explains when recording, transcription, or a selected provider did not complete the request.

To hide the floating recorder:

1.Open Settings > General.
2.Find the Experience section.
3.Turn off Floating recorder.

The menu bar icon can also show whether Dear Machine is ready, recording, or processing. Select the icon to open Dear Machine or quit the app.

4. Choose how text is processed

Open Settings > General and find the Dictation section.

Direct mode

Direct mode transcribes speech and applies basic text formatting. Use it when you want a quick result without language-model refinement.

Local refinement

Local refinement uses a downloaded model on your computer to remove filler words, correct grammar, and format the dictated text. After the required models are downloaded, this option can work without an internet connection.

Cloud refinement

Cloud refinement sends the relevant text to the cloud provider you selected. Use this option only when you are comfortable with that provider processing the text. The provider's privacy policy, retention rules, availability, and pricing apply.

Always review generated or refined text. Speech recognition and language models can make mistakes.

5. Choose a speech model

Open Settings > General > Speech Engines to view available speech models.

We recommend starting with Whisper Base when transcription quality is the priority. Results vary with microphone quality, accent, background noise, speaking style, and hardware. Test the available models with your own recordings and select the one that works best for you.

Download or change a model

1.Open Speech Engines.
2.Choose a local speech model.
3.Select Download if it is not installed.
4.Wait for the download to finish.
5.Select the installed model to make it active.

You can remove a downloaded model when you no longer need it. Removing a model frees storage space but makes that model unavailable until it is downloaded again.

Local and cloud transcription

-Choose Local to use an installed speech model on your computer.
-Choose Cloud to use a supported cloud transcription option through your configured provider.

Cloud transcription requires an internet connection and may create charges with the provider.

6. Choose a local text model

Open Settings > AI Integrations > Local Models to view and manage local text models.

We recommend starting with Granite 3.3 2B Instruct for local dictated-text refinement. It is a useful starting point for formatting and instruction following. Speed and output quality depend on your Mac and the text being processed, so compare it with the other available models.

Download and activate a model

1.Open Local Models.
2.Choose a model.
3.Select Download.
4.Wait for the download and verification to finish.
5.Select Activate.
6.Return to General settings and choose local refinement as the processing mode.

You can cancel a download or remove an installed model from the same screen.

7. Connect a cloud provider

Dear Machine supports optional provider connections, including OpenAI, Anthropic, and OpenRouter. Available providers and models can change.

Add an API key

1.Create an account with the provider you want to use.
2.Create an API key in the provider's account console.
3.Open Settings > AI Integrations in Dear Machine.
4.Select the provider.
5.Paste the API key and select Save Key.
6.Select Test Connection.
7.Choose a model.
8.Set the provider as preferred if you want Dear Machine to use it for cloud processing.

Do not share API keys. If a key is exposed or no longer needed, remove it from Dear Machine and revoke it in the provider's account console.

Remove or replace a key

-Select Remove to delete the saved key from Dear Machine.
-Paste and save a new key to replace the current key.
-Test the connection after replacing a key.

Use a custom model

If the provider supports a model that is not listed:

1.Confirm the exact model identifier in the provider's documentation.
2.Enter it in the Custom Model ID field.
3.Select Use Model.
4.Test a short request before relying on it for regular work.

An unavailable model, an incorrect identifier, insufficient account funds, or a provider limit can cause a request to fail.

8. OpenRouter costs and controls

OpenRouter is optional and is not included in the Dear Machine license price.

-You create and fund your own OpenRouter account.
-You choose the model used through OpenRouter.
-OpenRouter charges your account under its current prices and billing terms.
-Dear Machine does not collect OpenRouter usage charges.
-Cloud tokens are not included with the $24.99 Dear Machine license.
-Local models can be used without an OpenRouter account.

OpenRouter can be used on a pay-as-you-go basis when you want cloud processing. Review current model prices before selecting a model. Use the spending limits and account controls provided by OpenRouter where available. Token totals or cost estimates shown in Dear Machine depend on information returned by the provider and may be delayed or unavailable.

9. Use selected text with voice commands

Dear Machine can work with text selected in another app.

1.Select the text you want to use.
2.Start Dear Machine with Option + Space.
3.Say what you want, such as:
-"Summarize this."
-"Rewrite this more clearly."
-"Shorten this to two sentences."
-"Translate this into French."
-"Explain this section."
4.Stop recording.
5.Review the result.

Depending on the result window, you can:

-Copy the result.
-Insert it into the previous app.
-Save it as a note.
-Improve with Cloud if a cloud provider is configured and you choose to send the request to that provider.
-Close the result without inserting it.

If you selected text but dictate a normal sentence without a command, Dear Machine treats it as dictation.

10. Draft an email

The default email shortcut is Option + E.

1.Place the cursor in an email draft.
2.Press Option + E to start.
3.Describe the message, recipient, purpose, and any details to include.
4.Press the shortcut again to finish.
5.Review and edit the draft before sending it.

You can also open the Skills tab, find Email, paste typed notes, add instructions, and select Write & insert.

Dear Machine creates a draft. It does not send the email for you.

11. Create summaries and session notes

Quick summary

The default summary shortcut is Option + S.

1.Press Option + S to start recording.
2.Speak or record the material you want summarized.
3.Press the shortcut again to finish.
4.Review the generated summary and action items.

You can also paste text into the Summarize section in the Skills tab.

Session notes

Open Settings > Skills > Session notes, then choose a template:

-Meeting Notes for topics, decisions, action items, owners, deadlines, risks, and open questions.
-Lecture or Study Notes for concepts, definitions, examples, facts, and study questions.
-Video or Podcast Notes for topics, claims, examples, timeline points, and quotes.

Select Record to begin. When finished, select Stop & create notes. You can also paste existing source text and select Use text.

Recording other people may require consent. You are responsible for following the laws and policies that apply to you.

12. Manage notes

Open Settings > Skills > Saved notes & drafts to view saved work.

You can:

-Open a saved note or draft.
-Rename it.
-Resume processing if an interrupted item offers that option.
-Delete an individual item.
-Refresh the list.
-Delete all skills history after confirming the action.

Use the Note Pad

The Note Pad lets you read and edit generated content.

-Use the section picker to switch between available views such as Summary, Notes, Actions, Study Guide, Timeline, and Transcript.
-Select text to edit it.
-Use page controls when a note contains multiple pages.
-Select Copy to copy the current content.
-Use the menu to export, refresh, or close the note.
-Choose a paper color if you want to change the note's appearance.

Edits are saved automatically. Check the saved status before closing the window.

Improve a note with a cloud provider

If the option is available, you can choose to improve locally created note content with your configured cloud provider. Read the confirmation message before continuing. The selected content will be sent to that provider for processing.

13. Manage dictation history

Dictation history is optional.

Turn history on or off

1.Open Settings > General > Local History.
2.Turn Save Dictation History on or off.

When history is on, completed dictations appear in the History tab. When it is off, new dictations are not added to that history.

Use the History tab

You can:

-Read a previous dictation.
-Copy its text.
-View additional saved details when available.
-Delete one record.
-Clear all dictation history from General settings.

Deletion cannot be undone. Confirm that you no longer need the saved text before deleting it.

14. Share app context

The Share App Context setting controls whether Dear Machine can include the active app name and window title when preparing a refinement request.

1.Open Settings > General.
2.Find the App Context or AI Privacy section.
3.Turn sharing on only if you want that information included.
4.Leave it off if the active app and window title are not needed.

When cloud processing is selected, enabled context may be sent to the selected provider with the text. Review this setting before working with sensitive documents.

15. Add custom vocabulary

Custom vocabulary can help Dear Machine preserve names, acronyms, product names, and technical terms.

1.Open Settings > General > Vocabulary.
2.Enter one term per line.
3.Include only words you want Dear Machine to recognize or preserve.
4.Update the list when names or terminology change.

Test a short dictation after adding new terms.

16. Change appearance and startup settings

Open Settings > General > Experience to manage available interface preferences.

Depending on the current app version, options may include:

-Show or hide the floating recorder.
-Launch Dear Machine when you sign in.
-Change the accent color.
-Follow the system appearance or choose a light or dark theme.

Changes should apply immediately or after the app restarts, depending on the setting.

17. Trial and license

Dear Machine includes a 7-day trial.

Activate a license

1.Open Activate License in Dear Machine.
2.Paste the license key from your purchase confirmation.
3.Select Activate License.
4.Confirm that the status shows an active lifetime license.

The $24.99 lifetime license covers up to two Macs. Cloud provider charges are separate and are paid directly to the provider.

Move a license to another Mac

1.Open Activate License on the currently activated Mac.
2.Select Deactivate this Mac.
3.Wait for confirmation.
4.Install Dear Machine on the other Mac and activate it with your license key.

Contact support if you cannot access the previous Mac or cannot release an activation.

18. Troubleshooting

Dictation does not start

-Confirm that Dear Machine is running.
-Check microphone permission.
-Check whether another app uses the same shortcut.
-Review the trial or license status.
-Quit and reopen Dear Machine.

Text is not inserted

-Confirm that Accessibility access is enabled.
-Place the cursor in an editable text field before starting.
-Use Re-check in the Permissions section.
-Try copying the result manually to determine whether transcription completed.

A model will not download

-Check the internet connection.
-Check available storage space.
-Select Retry from the relevant model screen.
-Keep Dear Machine open until the download finishes.

A cloud request fails

-Confirm that the internet connection is working.
-Test the provider connection.
-Confirm that the API key is active.
-Confirm that the provider account has sufficient funds or credit.
-Check whether the chosen model is still available to your account.
-Review provider rate limits or service status.

Transcription quality is poor

-Move closer to the microphone.
-Reduce background noise.
-Speak at a steady pace.
-Add uncommon names and terms to Custom Vocabulary.
-Compare Whisper Base with the other available speech models.

Local refinement is slow

-Try a smaller local model.
-Close other memory-intensive apps.
-Compare local and cloud processing for longer text.

Delete saved information

-Clear dictation history from Settings > General > Local History.
-Delete notes and drafts from the Skills tab.
-Remove saved provider keys from AI Integrations, then revoke them through the provider account if needed.

Get support

Email support@dearmachine.app with:

-The macOS version.
-The Mac model.
-The Dear Machine version.
-The action you were trying to complete.
-The error message shown on screen.

Do not send API keys, license keys, passwords, private recordings, or confidential document content.

Controls, providers, and available models may change as Dear Machine is updated. Check this guide again after installing an app update.