Live transcription uses automated speech recognition (ASR) to convert speech into real-time, machine-generated text during Zoom and Microsoft Teams meetings and PowerPoint presentations. Whiting School of Engineering faculty, staff, and students can use this guide to enable captions or transcripts in each application and improve transcription accuracy.
Important: Automated captions and transcripts can contain errors caused by background noise, audio quality, speech patterns, terminology, and other factors. They are a helpful supplement but are not a substitute for professional human captioning when an approved accommodation requires it. Contact the Disability Services office for accommodation support.
Zoom Live Transcriptions
The controls available to you may depend on the meeting host’s caption settings.
- Start or join a Zoom meeting.
- In the meeting controls toolbar, select Show Captions. If Show Captions is not visible, select More to find it. Captions will begin appearing in the meeting.
- To view the complete transcript, select the up arrow next to Show Captions. Under “Captions and translation,” select View full transcript.
- To download the transcript as a text file, select Save transcript at the bottom of the Transcript panel.
Note: If the host has restricted who can enable captions, ask the host or co-host to enable them.
For meetings hosted in an instructional studio, see Live Transcription with On-Site Zoom Rooms.
Microsoft Teams Live Transcriptions
Live transcription is available during meetings in the Teams desktop application. Meeting roles and Johns Hopkins University policies determine who can start, stop, view, or download a transcript.
- Start or join a meeting in the Teams desktop application.
- In the meeting controls, select More actions.
- Select Record and transcribe, and then select Start transcription.
- Select the language being spoken during the meeting, and then select Confirm. The transcript pane will open, and all participants will receive a notification that transcription has started.
- To stop transcription, select More actions > Record and transcribe > Stop transcription. Transcription also stops automatically when everyone leaves the meeting.
Accessing the Transcript After the Meeting
- In Teams, select Chat.
- Open the past meeting chat.
- Select Recap, and then select Transcript.
- If you have permission to download the transcript, select the arrow next to Download and choose the available file type.
Note: Live captions and live transcription are different Teams features. Live captions appear only during the meeting and are not recorded. When live transcription is started, the transcript is stored with the meeting and remains available through the meeting chat and Recap tab until an organizer deletes it. Access and download permissions depend on the participant’s meeting role and applicable Johns Hopkins policies.
PowerPoint Live Captions and Subtitles
PowerPoint for Microsoft 365 can display captions in the language being spoken or translated subtitles in another language. This feature requires a reliable internet connection.
- Open the presentation and select the Slide Show tab.
- Select Always Use Subtitles if you want captions or subtitles to start automatically whenever you begin the slide show.
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Select the arrow next to Always Use Subtitles, and then open Subtitle Settings. Choose the:
- Spoken Language that PowerPoint should recognize.
- Subtitle Language that PowerPoint should display.
- Microphone that PowerPoint should use.
- Position where captions or subtitles should appear.
- Start the slide show and begin speaking. Captions or translated subtitles will appear in the position you selected.
For current platform requirements and additional display options, see Microsoft’s Present with real-time, automatic captions or subtitles in PowerPoint.
For information about recording a presentation and creating captions for the recording, see Recording and Captioning PowerPoint Presentations.
Improving Transcription Accuracy
Automated captions and transcripts are more accurate when the application receives clear audio and is configured for the correct spoken language.
- Use a quiet location with minimal background noise.
- Speak clearly and at a consistent pace.
- Use a headset or external microphone when possible.
- Confirm that the selected spoken language matches the language being used.
- Review a saved transcript before distributing or reusing it.
Getting Help
Consult the following vendor resources for additional settings, requirements, and troubleshooting:
- Zoom: Managing automated captions as the host of a meeting or webinar
- Microsoft Teams: Start, stop, and download live transcripts in Microsoft Teams meetings
- PowerPoint: Present with real-time, automatic captions or subtitles in PowerPoint
For WSE-specific assistance, contact CMTS Support.