Transcription and Subtitles in Microsoft Teams

Video demonstration of transcribing in Teams

See the text file from the demonstration

Note that if the spoken language differs from the selected language in Teams, the text output will be incorrect.

WEBVTT

00:00:00.000 --> 00:00:00.570
<v Leon Joachim Buverud De Backer>OK.</v>

00:00:01.630 --> 00:00:02.630
<v Tiril Johansen Garshol>Is it enabled?</v>

00:00:03.700 --> 00:00:04.770
<v Leon Joachim Buverud De Backer>Yeah, it should be enabled now.</v>

00:00:05.890 --> 00:00:07.330
<v Tiril Johansen Garshol>Does it work well?</v>

00:00:08.670 --> 00:00:24.730
<v Leon Joachim Buverud De Backer>It depends. I mean, you can choose the spoken language from the meeting, which is important for it to transcribe properly as we speak English, and that's my default language on teams. It should work fine, but if I were to speak Norwegian or I would have to change the language for it to work optimally.</v>

00:00:26.270 --> 00:00:28.950
<v Tiril Johansen Garshol>Yeah. May I try something?</v>

00:00:29.710 --> 00:00:30.050
<v Leon Joachim Buverud De Backer>Yeah.</v>

00:00:30.230 --> 00:00:35.810
<v Tiril Johansen Garshol>How much wood does a woodchuck Chuck woodchuck? Would Chuck all the wood that woodchuck could Chuck?</v>

00:00:37.770 --> 00:00:38.630
<v Leon Joachim Buverud De Backer>It's quite impressive.</v>

00:00:41.720 --> 00:00:42.370
<v Tiril Johansen Garshol>Nice.</v>

00:00:42.020 --> 00:00:42.720
<v Leon Joachim Buverud De Backer>Well, thank you.</v>

00:00:44.030 --> 00:00:44.870
<v Tiril Johansen Garshol>Happy to help.</v>

00:00:45.870 --> 00:00:46.650
<v Leon Joachim Buverud De Backer>Well, take care.</v>

00:00:47.200 --> 00:00:47.750
<v Tiril Johansen Garshol>It is.</v>

How to add subtitles and transcription to a meeting

Subtitles

If you want to be able to download the text after the meeting you have to transcribe the meeting. Please follow the guide below on how to transcribe a meeting. If you only add subtitles you will not be able to download the text after the meeting.

1. Click on ... for more actions.
2. Find the option Turn on live captions in the list.
3. Subtitles will use your default Teams language. To change the language to the spoken language, click on ... at the top right of the subtitle frame.
4. Then click on Change spoken language.
5. From this window you are able to change the language. Click on the current language and change it to your desired language.
6. To apply the changes you need to Confirm.
7. The meeting is now captioned. The others in the meeting will need to follow the steps above to see the subtitles.

Transcribe

To be able to transcribe the meeting you must set up the meeting in advance through Outlook, or via the calendar in Teams. You may use Meet Now in your Outlook calendar if you want to start the meeting immediately.

1. Within Outlook you may choose either Meet Now or New Teams Meeting.
2. Click on ... for more actions.
3. Find the option Start transcription in the list.
4. Transcriptions will use your default Teams language. To change the language to the spoken language, click on ... at the top right of the transcription frame.
5. Then click on Change spoken language.
6. From this window you are able to change the language. Click on the current language and change it to your desired language.
7. To apply the changes you need to Confirm.
8. The meeting will now be transcribed.

Download the file after the meeting

It is only possible to download the text if you transcribed the meeting. If you only use subtitles it is not possible to retrieve any files after the meeting.

Outlook

If the meeting was created using Meet Now or New Teams Meeting within Outlook, the meeting will have its own group chat. The transcription file will be downloadable as a .docx (Word) and as a .vtt (subtitle) file in the chat tab of the group chat.

Teams calendar

The Teams calendar may be unstable. If you do not see the transcript tab for the meeting you will have to wait several hours (up to 24 hours) before the tab appears
If you open the tab and close it, it will disappear for several hours. It is therefore recommended to set up the meeting in Outlook.

The file will be saved in the Teams calendar the meeting was created in and will be accessible after the meeting has ended. Double click on the meeting in the calendar. At the top of the meeting page you will have the option to select the transcription tab. The transcription file will be downloadable as a .docx (Word) and as a .vtt (subtitle) file.

Data Storage Guide

Microsoft 365 is approved for green and yellow data at UiO. Transcribing with  Microsoft Teams is a service included with Microsoft 365 and therefore follows the same regulations. You may read more about where it is safe to store different types of data here.??????

Note

Note that the transcription is not always accurate and may misinterpret what is said. It is important to speak loud and clear for the software to avoid mistakes. It is also the best software UiO has tested for transcribing Norwegian.