Live Captioning and Transcription

This page contains information about the standalone live caption and transcription features in Zoom, which are available by default in Tufts Zoom meetings. By default, these captions/transcripts are only available during the meeting and are not saveable unless the scheduler has made any changes in their Zoom account settings. However, meeting transcripts are generated and saved as part of the Zoom cloud recording and AI Companion features, including Meeting Summaries.

Overview

Automated live transcription/closed captioning is available during Tufts Zoom meetings. For information regarding captioning requirements at Tufts University, please review the Captioning Policy. 

Zoom window with closed captions and full transcript

 

Notes about the live transcription feature:

  • In order to use the feature, the scheduler of the Zoom meeting must have the live transcription service enabled in their Tufts Zoom settings before the meeting.
    • This service is enabled by default in Tufts Zoom account settings, but can be disabled if desired.
  • The automatically-generated transcript can be viewed as closed captions within the Zoom window, as well as a full transcript on the right-hand side of the window.
    • The full transcript is searchable during the meeting and will indicate which participant said what.
    • For privacy reasons, the ability for participants to save the full meeting transcript is disabled in Tufts Zoom account settings. However, this feature can be enabled if necessary.
      • If a copy of the full meeting transcript is desired, it is recommended that a host/co-host record the meeting to the cloud and use Zoom's automatically-generated transcript.
  • The live captioning feature can be disabled for the entire meeting by the host, but this is generally NOT recommended. Disabling this feature in a meeting will make live captions/transcripts unavailable for everyone in the meeting.
  1. Log in to tufts.zoom.us with your Tufts username (e.g. jjumbo01) and password.
  2. Click your profile icon in the top right corner and select My account.
  3. In the lefthand menu, select Settings > Meeting.
  4. In the settings search field toward the top of the page, search for “captions”. Caption-related settings will appear.
  5. Caption-related settings will load. Make changes as needed.
  1. Log in to tufts.zoom.us with your Tufts username (e.g. jjumbo01) and password.
  2. Click your profile icon in the top right corner and select My account.
  3. In the lefthand menu, select Settings > Meeting.
  4. In the settings search field toward the top of the page, search for “transcript”. Caption-related settings will appear.
  5. Transcription-related settings will load. Make changes as needed.

Once the meeting starts, click on the Show captions button in the bottom toolbar.

Show captions button

Captions will appear in the meeting window.

Captions example

After captions have started, you can click on Hide captions in the bottom toolbar to suppress them. You can also click on the up arrow next to the Captions button for more options, including:

  • Translation – Have Zoom translate captions in real time
  • Caption settings – Modify caption font size, color, and position
  • Host tools for captions (host and co-hosts only) – Lock speaking language, enable manual captioning, and more.
Hide captions button and caption options

 

Once the meeting starts, click on the Transcript button in the bottom toolbar.

Transcript button

A transcript panel will appear on the right. You can click on the Transcript button again to hide the panel.

Transcript example

 

Tips for Schedulers/Hosts

  • For information regarding captioning requirements at Tufts University, please review the Captioning Policy. 
  • Notify participants that live transcription/closed captioning are available and explain how to access them.
  • If a copy of the full meeting transcript is desired, it is recommended that a host/co-host record the meeting to the cloud and use Zoom's automatically-generated transcript.
  • Please do NOT disable the live captioning feature for your meeting unless it is absolutely necessary. Instead, if you do not want to see the captions, consider hiding the captions only for yourself and allowing other participants to continue using them.

Tips for Speakers

  • Speak clearly, pace yourself, and give slight pauses between sentences to allow the transcription service to stay on pace.
  • If possible, use an audio headset with an attached microphone so your audio is captured more clearly.

Tips for Everyone

  • To minimize distractions, keep your audio muted unless you have a question/comment and it is your turn to speak.
  • If you do speak, do so loudly, clearly, and pace yourself.