If a custom word list does not import correctly into Dragon, inspect the file's structure before importing it again. A document that looks like a list on screen may contain table formatting, unexpected characters or entries arranged in a format the importer does not expect. Begin with a short plain-text sample.
Preserve the original list and note the active Dragon edition, version and profile. This procedure concerns Dragon 16 desktop vocabulary import. Do not apply its file structure automatically to a different speech product or an administrator's separate terminology-distribution system.
Separate file failure from entry failure
Record whether Dragon rejects the file, imports no useful entries or accepts most of the list with a few problem terms. These observations point to different checks. A complete rejection suggests inspecting the file and import route first; a single bad expansion calls for examining that entry.
Keep the import result or exact error wording in a small support note. Repeatedly importing a full list without observing the outcome can create confusing duplicate variants and makes it harder to identify the first problematic line.
Build a minimal valid sample
Nuance's list-creation instructions describe a TXT file, a version header and one entry per line. They also explain the separator for entries whose spoken form differs from the written form. Use that exact documented structure rather than copying a table directly from a word processor.
Use plain text deliberately
Save the sample as the required text format, not a rich-text or Word document with its extension changed. Inspect the actual filename and extension. A file called terms.txt.docx is still a Word document; its apparent name in a folder with hidden extensions can be misleading.
Test ordinary and paired entries separately
Include one simple written term first. Then add one harmless written-and-spoken pair using the documented separator. This small sequence distinguishes a general import problem from a misunderstanding of the paired-entry syntax. Do not begin with every specialized term in your organization.
| Observation | Next inspection |
|---|---|
| File cannot be opened by the importer | Actual file type, location and supported import route |
| No expected custom terms appear | Selected profile and import result |
| Written term appears but shortcut fails | Spoken form and separator structure |
| Only certain lines fail | Characters, spacing and line-specific syntax |
Inspect entries in the active vocabulary
After importing the sample, use the Vocabulary Editor to find the actual written and spoken forms. Do not rely only on whether the import wizard closed. Confirm that the entry is in the profile you will use and that its fields match the intended text.
Dictate the sample in a short sentence and compare the output. If the entry exists but recognition is inconsistent, treat that as a recognition or ambiguity problem rather than repeatedly repairing the source file. Keep evidence of the difference between the stored entry and the produced text.
Expand the list in controlled groups
Once the sample works, add a manageable group of reviewed entries and repeat the check. If a larger group fails, divide that group until the problematic lines are isolated. This is a diagnostic method, not a promise that a particular list size will import successfully.
Look for accidental blank fields, copied bullet symbols and line breaks inside a phrase. Review punctuation and capitalization with the terminology owner. A technically accepted list can still contain obsolete names or shortcuts that conflict with common dictation.
Protect shared terminology from drift
Keep one approved source list with a clear revision name. If several people modify separate copies, their profiles may behave differently even while everyone believes they imported the same vocabulary. Record who approved an addition and why it is useful.
On a managed Dragon installation, ask the administrator which terminology is distributed centrally and which local changes are permitted. Do not import a large competing list simply to work around a centrally maintained term without discussing the intended result.
Keep the successful sample with the procedure
Retain the small working text example, the applicable documentation link and the profile used for validation. These few items are enough to help a colleague distinguish a formatting mistake from an environment or recognition problem without storing complete private vocabulary exports unnecessarily.
Our dictation microphone comparison covers a separate equipment decision. When an import fails before dictation begins, a microphone upgrade will not correct the text file's structure. Establish that a small, reviewed list reaches the intended profile before expanding the vocabulary.
For designing the individual entries before bulk import, see spoken forms for abbreviations.
