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Reside captions and transcriptions can present you the textual content of a dialog in a Groups assembly. They may help you retain information or higher perceive what others are saying. This is methods to use them.


Picture: Microsoft

One of many issues with digital conferences is that the audio could not all the time be as much as par. Typically the sound high quality is poor, different occasions you might merely fail to listen to what another person has mentioned. Even when the audio is obvious, you might wish to have textual content of the assembly dialog for reference. No matter your causes, you’ll be able to flip to dwell captions or transcriptions in a Microsoft Groups assembly.

Microsoft Groups: A cheat sheet


Reside captions and transcriptions are comparable as they each show the textual content of a dialog in a Groups assembly. However they differ in how one can entry them and the way they work.

Reside captions can be found for private and enterprise Groups accounts, so anybody can use them. This function reveals you the textual content spoken by every particular person and the particular person’s title, so it is useful in the event you miss a phrase or two that another person has mentioned.

Nonetheless, the display screen reveals solely two strains at a time, so you’ll be able to’t see or evaluation earlier captions within the dialog. Plus, as soon as the assembly has ended, the textual content of the dwell captions goes away as effectively.

Transcriptions can be found just for enterprise Groups accounts, so you may want the appropriate kind of Microsoft 365 or Workplace 365 subscription on the backend. Transcriptions solely seem with scheduled conferences, not with these began via the Meet Now choice. As soon as enabled, any participant can choose to see the transcript. Plus, it can save you and obtain the transcription, so you’ll be able to discuss with it sooner or later.

This is how each choices work.

The right way to use dwell captions in Microsoft Groups

After beginning your Groups video assembly, click on the ellipsis icon for Extra Actions on the high of the display screen and choose the choice for Flip On Reside Captions. Any participant within the assembly can activate dwell captions on their finish (Determine A).

Determine A


Now as every participant speaks, their dialog seems as textual content on the display screen (Determine B).

Determine B


You may change the spoken language within the assembly if wanted. Click on the ellipsis icon on the proper nook of the captions window and choose Change Spoken Language. On the window for setting the spoken language, select the brand new language and click on Affirm (Determine C).

Determine C


To cease the captions, click on the Extra Actions icon once more and choose Flip Off Reside Captions.

The right way to use transcriptions in Microsoft Groups

Earlier than you should use transcriptions in a Groups assembly, you or an administrator should allow them via your Microsoft 365 or Workplace 365 administration console. To do that, open and signal into your Microsoft Groups admin middle. On the left pane, choose Conferences after which Assembly insurance policies. Assuming you want to allow transcriptions for everybody in your group, choose the coverage for International (org-wide default). On the settings display screen, search for the part for Recording & Transcription, activate the swap for transcription, after which click on Save on the backside. Needless to say it could take a number of hours or longer for the coverage change to propagate all through your group (Determine D).

Determine D


Schedule after which begin a gathering. Click on the ellipsis icon for Extra Actions on the high of the display screen and choose the choice for Begin Transcription. Any participant within the assembly can begin a transcription so long as they’ve permission through the assembly coverage (Determine E).

Determine E


A pane opens on the appropriate aspect of the display screen to show the transcript of the dialog. Every speaker is highlighted by their title adopted by the textual content of their dialog. Because the textual content seems in a vertical pane, you’ll be able to see extra of it because the dialog progresses (Determine F).

Determine F


You may scroll up within the pane to view any earlier textual content within the transcript (Determine G).

Determine G


Any participant can see the dwell transcript. To do that, click on the ellipsis icon and choose Present Transcript. To cover the transcript, click on the icon and choose Cover Transcript (Determine H).

Determine H


To finish the dwell transcription, click on the icon and choose Cease Transcription. After you finish the assembly, you’ll be able to entry the transcript. To do that, go to Calendar view in Groups, click on the assembly occasion, after which choose the Edit button. On the high of the display screen for that assembly, choose Recordings & Transcripts. In case you do not see the choice for Recordings & Transcripts, increase the width of the window or choose the down arrow subsequent to Extra (Determine I).

Determine I


The transcript seems. To reserve it, click on the Obtain button. Select whether or not to avoid wasting the transcript as a Phrase doc (DOCX) or as a Net Video Textual content Tracks (VTT) file. You may open the Phrase doc in Microsoft Phrase and the VTT file in any textual content editor (Determine J).

Determine J


Additionally see

  • Microsoft Groups 101: A information for novices and ideas for knowledgeable customers (TechRepublic)
  • 10 finest Microsoft Groups ideas for enterprise professionals (TechRepublic)
  • The right way to deploy Microsoft Groups in what you are promoting (TechRepublic)
  • The right way to add visitor accounts to your Microsoft Groups (TechRepublic)
  • The right way to allow visitor accounts for Microsoft Groups (TechRepublic)
  • Microsoft Groups: The right way to hyperlink apps to your collaboration platform (TechRepublic)
  • Guidelines: Securing Home windows 10 methods (TechRepublic Premium)
  • Extra must-read Microsoft-related protection (TechRepublic on Flipboard)

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