How to Use Live Captions and Transcriptions in Microsoft Teams Meetings

Updated at: 17/06/2025

Microsoft Teams' live captions and transcriptions make meetings more accessible and productive. This feature offers real-time text displays of spoken words, benefiting those with hearing impairments, non-native speakers, or anyone needing to follow along more easily. Learn how to enable, customize, and utilize these powerful tools to enhance your Teams meeting experience, boosting clarity and comprehension for everyone involved. Let's dive in!

Step-by-Step Instructions

  1. Set up the Meeting

    • Create a Microsoft Teams meeting and invite participants.
    Create a Microsoft Teams meeting and invite participants.
    Set up the Meeting

  2. Join the Meeting and Start Captions

    • Join the meeting.
    • Click the three dots in the meeting controls, then select 'Start transcriptions' or a similar option. If this option isn't visible, your IT administrator needs to enable it in the Teams Admin Center under Meetings > Policies > Global (or relevant) policy. Ensure 'Transcription' is turned on.
    Turn on live captions: Click the three dots in the meeting controls, then select 'Start transcriptions' or a similar option. If this option isn't visible, your IT administrator needs to enable it in the Teams Admin Center under Meetings > Policies > Global (or relevant) policy. Ensure 'Transcription' is turned on. Turn on live captions: Click the three dots in the meeting controls, then select 'Start transcriptions' or a similar option. If this option isn't visible, your IT administrator needs to enable it in the Teams Admin Center under Meetings > Policies > Global (or relevant) policy. Ensure 'Transcription' is turned on.
    Join the Meeting and Start Captions

  3. Customize Captions and Transcription

    • Click the three dots next to the captions and choose your preferred language.
    • Similar to captions, you can change the language of the transcription using the three-dot menu.
    Change the transcription language (optional): Similar to captions, you can change the language of the transcription using the three-dot menu. Change the transcription language (optional): Similar to captions, you can change the language of the transcription using the three-dot menu.
    Customize Captions and Transcription

  4. Start Transcription for Recording

    • Click the three dots and select 'Start transcription'. This creates a written record of the meeting.

  5. Manage Captions and Transcriptions During the Meeting

    • You can independently stop, hide, or show captions and transcriptions as needed.
    Manage captions and transcriptions: You can independently stop, hide, or show captions and transcriptions as needed.
    Manage Captions and Transcriptions During the Meeting

  6. Access and Download the Transcription After the Meeting

    • After the meeting, go to the meeting details, find the 'Transcript' section, and download it as a .docx or .vtt file.
    Access and download the transcription: After the meeting, go to the meeting details, find the 'Transcript' section, and download it as a .docx or .vtt file.
    Access and Download the Transcription After the Meeting
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Tips

  • Live captions are not saved; use transcriptions for a permanent record.
  • Starting a recording in Teams automatically starts transcription. Consider disabling automatic transcription if you need to record without it.

Common Mistakes to Avoid

1. Incorrect Language Selection

Reason: Live captions and transcriptions may be inaccurate or unavailable if the wrong language is selected. This is especially problematic in multilingual meetings.
Solution: Ensure the correct language is chosen in the meeting settings before starting the meeting.

2. Ignoring Audio Quality Issues

Reason: Poor audio quality (background noise, low microphone volume) can significantly impact the accuracy of the live captions and transcriptions.
Solution: Minimize background noise and ensure your microphone is properly adjusted for optimal audio quality.

FAQs

Can I save the transcription of my Microsoft Teams meeting?
Yes! After the meeting ends, you can download a copy of the transcription. Look for the '...' (More options) button in the meeting chat, then select 'Get transcript'. You can then save it as a text file (.txt).