View live transcription in a Teams meeting

View live transcription in a Teams meeting

During any scheduled Teams meeting, you can start a live transcription of participant speech. The text appears alongside the meeting video or audio in real time, including the speaker's name (unless they chose to hide it) and a time stamp. 

Transcription on right of screen

In this article

Overview

Start live transcription

Show or hide the live transcript

Stop live transcription

Download the saved transcript

Make the transcript available to mobile participants

Delete the transcript

Who can start, stop, view, and download transcription

Overview

Live transcription can make your meeting more productive, as well as more inclusive for participants who are deaf or hard-of-hearing, or have different levels of language proficiency. Participants in noisy places will also appreciate the visual aid.

People can choose to not be identified in meeting transcripts. For details, see Hide your identity in meeting captions and transcripts.

Current limitations

Live transcription is currently available:

  • For scheduled meetings.

  • When the spoken language is U.S. English.

  • On the installed desktop version of Teams.

  • For customers with the following licenses: Microsoft 365 E3, Microsoft 365 E5, Microsoft 365 Business Standard, and Microsoft 365 Business Premium.

The feature is not available:

  • In channel meetings or Meet now meetings.

  • In GCC, GCC-High, and DoD.

Important: If your organization is using OneDrive for Business and SharePoint for meeting recordings, the IT admin should turn on Allow transcription in the Teams meeting policy. This will make captions and transcription available in the post-meeting recording.

Note: If you don't see the transcription options, your IT admin has not enabled this feature for you.

After the meeting, the saved transcript is available for reference and download in Teams on the desktop and web.

Note: People who call in to a meeting using the phone number provided in the meeting details won't be able to view the transcript.

Start live transcription

  • Select More options  Microsoft teams More options icon.  in your meeting controls and then select Start transcription.

    alternate text

Tip: If you also want to record the meeting, select More options  Microsoft teams More options icon.  again and then select Start recording.

All participants see a notice that the meeting is being transcribed.

The transcript appears on the right side of your screen. The other meeting participants have the option of showing or hiding it.

  • Select More options  Microsoft teams More options icon.   in the meeting controls and then select either Show transcript or Hide transcript.

Note: Obscenities will be starred out.

Stop live transcription

The meeting organizer and presenters can stop and then restart transcription during the meeting. (For info about organizer and presenter roles, see Roles in a Teams meeting.)

  • Select More options  Microsoft teams More options icon.  and then select Stop transcription.

The transcription stops automatically when all participants leave the meeting.

Download the saved transcript

When the meeting is over, the transcript is immediately available in the meeting event on the calendar. Meeting participants can download it as either a .vtt or .docx file.

  1. Select Calendar on the left in Teams.

  2. Open the meeting event and select the transcript.

  3. Above the transcript, select Download and then choose the file type you want.

    Select docx or vtt

Tip: After the meeting, along with the transcript, any other available meeting-related items (attached docs, meeting notes, the recording) will also be available from the Details tab when you open the meeting event.

Make the transcript available to mobile participants

Uploading the transcript to chat makes it available to meeting participants who joined from a mobile device.

  1. Download the transcript to your computer.

  2. In the meeting chat, select Attach  Attach icon  beneath the compose box and then upload the transcript.

To access the transcript from mobile

  1. Go to the meeting’s chat history.

  2. Tap More at the top of the screen.

  3. Tap Files.

Delete the transcript

The meeting organizer is permitted to delete the transcript. 

  • On the Recordings & Transcripts tab, next to the transcript, select More options  Microsoft teams More options icon.  and then select Delete transcript.

Who can start, stop, view, and download transcription

Type of meeting participant

Start and stop transcription

View real-time transcription

View transcript after meeting

Download transcript after meeting

Organizer

Yes

Yes

Yes

Yes

Person from same tenant*

Yes

Yes

Yes

Yes

Person from another tenant

No

Yes

No

No

Guest

No

Yes

No

No

Anonymous

No

No

No

No

* Your tenant is all the people who share common access to Teams, as defined by your IT admin.

Notes: 

  • Teams live transcript is stored in the meeting organizer's Exchange Online account. The transcript can be accessed through the meeting chat and Recording and Transcripts tab in Teams until a meeting organizer deletes the transcript.

  • The initial release of Meeting Transcription will not have support for applying retention policies, eDiscovery, or legal hold. As a result, the lifecycle of meeting transcripts will depend on manual management by the meeting organizers.

  • If you are using Cloud Video Interop (CVI) to join Teams meetings, please contact your CVI provider to ensure that your CVI participants get the transcription notification when transcription starts.

Important: Microsoft reserves the right to restrict transcription and translation services, with reasonable notice, in order to limit excessive use and/or fraud, and to maintain service performance. These services include live captions, subtitles, and transcription functionality available across Office 365 products like Microsoft Teams, PowerPoint, Stream, and others.

For IT admins

Allow transcription

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