Microsoft Teams: automated captions and transcripts

Microsoft Teams has an automated captions feature that presents real-time captions during meetings/classes scheduled in Teams. It can detect what’s said and if you turn on the new meeting experience, your captions will include speaker attribution – so you’ll know exactly who is speaking at the time and so the transcript can save accurately. Automated captions work in breakout rooms. 

Any participant in Microsoft Teams can turn these on and you can let students know that it is available.  

To use live captions in a meeting: 

1. Select: …More options from your meeting controls 
2. Select: Turn on live captions from the drop-down menu 

To stop using live captions: 

1. Select: …More options from the meeting controls 
2. Select: Turn off live captions from the drop-down menu 

1. Live transcription is available on the desktop version of Teams. 
2. Select: …More 
3. From the dropdown menu select: Start Transcription 
4. Participants will be notified: Transcription has started. Let everyone know they’re being transcribed. Privacy policy. 
5. You can choose to have both the captions and live transcription on or just live transcription. 
6. You’ll be able to download the transcript after the meeting.  
7. To turn off live transcription select: …More  
8. In the dropdown menu select: Turn off live transcription 

During class, there are several things you can do to improve the accuracy of the captions including: 

• High-quality audio: Use a good microphone and ensure you always wear headphones as they reduce echoes.  
• Reduce background noise:  Have classes/meetings in a quiet space to limit unnecessary background noise that can interfere with your words. Keep doors and windows closed to minimise noise. Let people know when you will be in a live class to prevent interruptions.   
• Single speaker and mute participants: Set clear housekeeping rules for students about when they should and should not speak. This can reduce background noise and allow students to fully focus on one person at a time.  
• Speak clearly and steadily: This gives the automated technology a better chance of picking up your words.  
• Good internet connection: Ensure you have a strong internet connection so the class/meeting is not interrupted, as this can negatively impact closed captioning, create distractions, and detract from what is said. 

Use live captions in a Teams meeting (Microsoft guide)  

View live transcription in a Teams meeting (Microsoft guide)