View live transcription in a Teams meeting

During any scheduled Teams meeting, you can start a live transcription of the proceedings. 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

Change the transcript language

Hide or show live transcription

Stop live transcription

Download the transcript

Share the transcript with mobile participants

Delete the transcript

Who can start, stop, view, and download a transcript?

Overview

Live transcription can make your meeting more productive and 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.

  • On the installed desktop version of Teams.

  • For customers with the following licenses: Office 365 E1, Office 365 A1, Office 365/Microsoft 365 A3, Office 365/Microsoft 365 A5, Microsoft 365 E3, Microsoft 365 E5, Microsoft 365 F1, Office 365/Microsoft 365 F3, Microsoft 365 Business Basic, Microsoft 365 Business Standard, Microsoft 365 Business Premium SKUs.

The feature is not available:

  • In channel meetings or Meet now meetings.

  • In GCC-High and DoD environments.

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 and encourage users to start transcription in every meeting. This will make captions 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

  1. Go to the meeting controls and select More actions  Microsoft teams More options icon..

  2. Choose Start transcription.

    alternate text

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

All participants see a notification that the meeting is being transcribed. The transcript appears on the right side of your screen.

Change the transcript language

The transcript language must be the same as the language being spoken in the meeting. To change the language setting: 

  1. You'll see the live transcription on the right side of your screen. At the top right of the transcript window, select Transcript settings  Microsoft teams More options icon..

    Button to open language settings for transcript

  2. Select Change spoken language.

    Button to change the spoken language for transcript

  3. You'll be prompted to choose the language everyone in the meeting is speaking. Select the applicable language, and then click Confirm. The transcript will now display in this language.

Important: When you change the spoken language setting, it affects everyone. The transcript language (as well as that of the captions) will change for all meeting participants.

You have up to 28 different language options for transcription:

English (US), English (Canada), English (India), English (UK), English (Australia), English (New Zealand), Arabic (Arab Emirates) (Preview), Arabic (Saudi Arabia) (Preview), Chinese (Cantonese), Chinese (Mandarin), Danish, Dutch (Belgium) (Preview), Dutch (Netherlands), French (Canada), French (France), Finnish (Preview), German, Hindi, Italian, Japanese, Korean (Preview), Norwegian, Polish (Preview), Portuguese (Brazil), Russian (Preview), Spanish (Mexico), Spanish (Spain), Swedish.

Hide or show live transcription

  1. Go to the meeting controls and select More actions  Microsoft teams More options icon..

  2. Choose Hide transcript or Show transcript.

Note: Obscenities are obscured by asterisks.

Stop live transcription

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

  1. Go to the meeting controls and select More actions  Microsoft teams More options icon..

  2. Choose Stop transcription or Stop recording (if a recording is in progress).

The transcription stops automatically when all participants leave the meeting.

Download the transcript

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

Share the transcript with 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.

Delete the transcript

The meeting organizer can delete the transcript.

  1. Open the meeting and go to Recordings & Transcripts.

  2. Select Delete  Delete button to delete the transcript.

Who can start, stop, view, and download a transcript?

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 & 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

Access the transcript

  1. Go to the meeting’s chat history.

  2. Tap More at the top of the screen.

  3. Tap Files.

Need more help?

Expand your skills
Explore Training
Get new features first
Join Microsoft Insiders

Was this information helpful?

What affected your experience?

Thank you for your feedback!

×