Automatic live captions
Live captions can be used to aid those who are deaf, hard of hearing, or for those who are trying to work in a noisy environment. If you are using Microsoft Teams for your online event you can simply turn captions on or off if you are the meeting host, and individual guests can also choose to turn on captions privately. This information should be included in the joining instructions that you send to your audience. Instructions on how to use this feature are available. If you are using Zoom, it facilitates the use of closed captioning.
It is worth noting that for the deaf community the AI automated captions are ok to a point, but their success will depend on the content and how technical it is.
To get the most out of live captions, you should ensure background noise is kept to a minimum, and wherever possible one person speaks at a time. Please note that live captions cannot be recorded in Microsoft Teams, and currently this facility is only an option for English speakers. PowerPoint offers a live caption facility in 60 languages. It is not completely accurate, but is more than adequate for most events. The drawback of using captions through PowerPoint is that in Microsoft Teams and Zoom, the PowerPoint slides need to be on the screen at all times.
The easiest way to add accurate closed captions to the recording of a virtual event held in either Teams or Zoom is to edit an automatically-created transcript. These automated transcriptions will work best when background noise is kept to a minimum and when one person speaks at a time.
Enabling live transcriptions while recording a meeting or webinar in Teams will create a live transcription feed that can be viewed by all participants during the meeting and will generate a transcription file which will also be available to view after the meeting has finished.
To edit this transcription for greater accuracy, the recording needs to be uploaded to Stream. Once uploaded, the transcription can be generated, downloaded as a VTT caption file, edited in a text editor or word processing application, and then re-uploaded. For more details, see this Microsoft guide.
To create an audio transcription on Zoom, you must have a Business, Education, or Enterprise license with cloud recording enabled, and audio transcription must also be enabled. During the meeting, start a cloud recording. Once the recorded meeting has ended, you will receive emails with links to the cloud recording and to the audio transcript (the audio transcript may take additional time to process).
Audio transcripts can be downloaded as a VTT file, which you can open and edit with a text editor or word processing application. You can also view or edit transcripts in the Zoom web portal.
For more information on editing automatic transcriptions, see the Zoom support page.