How to enable live captions and transcriptions in Microsoft Teams

Dwell captions and transcriptions can present you the textual content of a dialog in a Groups assembly. They may help you retain data or higher perceive what others are saying. Here is the way to use them.


Picture: Microsoft

One of many issues with digital conferences is that the audio might not all the time be as much as par. Generally the sound high quality is poor, different occasions you could merely fail to listen to what another person has mentioned. Even when the audio is evident, you could need to have textual content of the assembly dialog for reference. No matter your causes, you possibly can flip to reside captions or transcriptions in a Microsoft Groups assembly.

Microsoft Groups: A cheat sheet


Dwell captions and transcriptions are comparable as they each show the textual content of a dialog in a Groups assembly. However they differ in how one can entry them and the way they work.

Dwell captions can be found for private and enterprise Groups accounts, so anybody can use them. This characteristic exhibits you the textual content spoken by every individual and the individual’s identify, so it is useful if you happen to miss a phrase or two that another person has mentioned.

Nonetheless, the display exhibits solely two strains at a time, so you possibly can’t see or overview earlier captions within the dialog. Plus, as soon as the assembly has ended, the textual content of the reside captions goes away as effectively.

Transcriptions can be found just for enterprise Groups accounts, so you may want the suitable kind of Microsoft 365 or Workplace 365 subscription on the backend. Transcriptions solely seem with scheduled conferences, not with these began via the Meet Now possibility. As soon as enabled, any participant can decide to see the transcript. Plus, it can save you and obtain the transcription, so you possibly can check with it sooner or later.

Here is how each choices work.

The way to use reside captions in Microsoft Groups

After beginning your Groups video assembly, click on the ellipsis icon for Extra Actions on the high of the display and choose the choice for Flip On Dwell Captions. Any participant within the assembly can activate reside captions on their finish (Determine A).

Determine A


Now as every participant speaks, their dialog seems as textual content on the display (Determine B).

Determine B


You possibly can change the spoken language within the assembly if wanted. Click on the ellipsis icon on the proper nook of the captions window and choose Change Spoken Language. On the window for setting the spoken language, select the brand new language and click on Verify (Determine C).

Determine C


To cease the captions, click on the Extra Actions icon once more and choose Flip Off Dwell Captions.

The way to use transcriptions in Microsoft Groups

Earlier than you need to use transcriptions in a Groups assembly, you or an administrator should allow them via your Microsoft 365 or Workplace 365 administration console. To do that, open and signal into your Microsoft Groups admin heart. On the left pane, choose Conferences after which Assembly insurance policies. Assuming you want to allow transcriptions for everybody in your group, choose the coverage for International (org-wide default). On the settings display, search for the part for Recording & Transcription, activate the swap for transcription, after which click on Save on the backside. Remember the fact that it could take a number of hours or longer for the coverage change to propagate all through your group (Determine D).

Determine D


Schedule after which begin a gathering. Click on the ellipsis icon for Extra Actions on the high of the display and choose the choice for Begin Transcription. Any participant within the assembly can begin a transcription so long as they’ve permission through the assembly coverage (Determine E).

Determine E


A pane opens on the suitable facet of the display to show the transcript of the dialog. Every speaker is highlighted by their identify adopted by the textual content of their dialog. Because the textual content seems in a vertical pane, you possibly can see extra of it because the dialog progresses (Determine F).

Determine F


You possibly can scroll up within the pane to view any earlier textual content within the transcript (Determine G).

Determine G


Any participant can see the reside transcript. To do that, click on the ellipsis icon and choose Present Transcript. To cover the transcript, click on the icon and choose Conceal Transcript (Determine H).

Determine H


To finish the reside transcription, click on the icon and choose Cease Transcription. After you finish the assembly, you possibly can entry the transcript. To do that, go to Calendar view in Groups, click on the assembly occasion, after which choose the Edit button. On the high of the display for that assembly, choose Recordings & Transcripts. In case you do not see the choice for Recordings & Transcripts, increase the width of the window or choose the down arrow subsequent to Extra (Determine I).

Determine I


The transcript seems. To put it aside, click on the Obtain button. Select whether or not to avoid wasting the transcript as a Phrase doc (DOCX) or as a Internet Video Textual content Tracks (VTT) file. You possibly can open the Phrase doc in Microsoft Phrase and the VTT file in any textual content editor (Determine J).

Determine J


Additionally see

  • Microsoft Groups 101: A information for learners and ideas for knowledgeable customers (TechRepublic)
  • 10 finest Microsoft Groups ideas for enterprise professionals (TechRepublic)
  • The way to deploy Microsoft Groups in your corporation (TechRepublic)
  • The way to add visitor accounts to your Microsoft Groups (TechRepublic)
  • The way to allow visitor accounts for Microsoft Groups (TechRepublic)
  • Microsoft Groups: The way to hyperlink apps to your collaboration platform (TechRepublic)
  • Guidelines: Securing Home windows 10 programs (TechRepublic Premium)
  • Extra must-read Microsoft-related protection (TechRepublic on Flipboard)
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