Zoom: Using Live Transcription for Zoom

This article will show faculty, staff and students the process in enabling live auto-generated transcription within Zoom and how to view the full transcript along with adjusting the subtitle settings.

Note: Auto-generated transcripts improve accessibility but they are not a replacement for accommodations (changes to an environment based on a person's needs in that environment). If students who are deaf, hard of hearing, or have an auditory processing disorder have an ADA Accommodation Letter from their system campus' Disability Services Center (DSC) they may be eligible for accommodations beyond automatic transcription. When an instructor receives such an accommodation letter from a student, or when notified by the DSC, the instructor should be aware that the DSC may arrange for a live captionist to attend scheduled Zoom session(s). It is the instructor's responsibility to coordinate necessary access to Zoom with their campus' Center for Disability Services.

How to enable live transcription

For live transcription to be enabled in your Zoom meeting, you must first turn on the live transcriptions within your Zoom settings.

1. Log into your Zoom account by going to ri-college.zoom.us and then sign-in with your Microsoft 365 email address and password.

The left red arrow is pointing to the blue square with the white lettering spelling out Sign in.

2. Click “Settings > Meetings” and then “In Meeting (Advanced)”.

The left red arrow with the number 1 is pointing to the Setting options, the right red arrow with the number 2 is pointing to the Meeting tab and the left red arrow with the number 3 is pointing to the In Meeting (Advanced) option.

3. Scroll down and turn on “Close captioning”.

The right arrow is pointing to the toggle switch to turn on Close captioning.

4. Click “Enable”.

The downward red arrow is pointing to the blue square with the white lettering spelling out Enable.

5. Click the checkbox to turn on “Enable live transcription service to show transcript on the side panel in-meeting” and then click “Save”.

The left red arrow with the number 1 is pointing to the checkbox being turned on and the second left red arrow with the number 2 is pointing to the blue square with lettering spelling out Save.

Note: If you want your participants be able to save the full transcript, you will need to turn on the “Allow participants to save fully closed captions or transcripts” option.

The save captions option is now enabled.

How to use live transcription

After you have enabled the live transcription service within your Zoom settings, you will have enable the Auto-Transcription feature within each Zoom meeting.

1. In your Zoom meeting, click on the “Live Transcription” button within the toolbar.

In the Zoom meeting window you will be clicking on the CC Live Transcription option.

2. Click the “Enable Auto-Transcription” button.

The left red arrow is pointing to the Enable Auto-Transcription button.

3. Click the “X” to close the window.

In the top corner of the window the right red arrow is pointing to the small white x.

4. When you start to talk, you will see the closed captions appear towards the bottom of the Zoom window.

The left red arrow is pointing to the close captions being seen in the Zoom meeting window.

NOTE: Participants who are on a PC, MAC, Android/IOS device will see the close captions instantly. However, participants on a Chromebook will not. They will have to do the following:

1. Click the “Closed Caption” button to turn on the close captions.

The right red arrow is pointing to the CC Closed Caption option.

Viewing the transcript during a Zoom call

The captions will only appear on the screen for a short period of time. You do have the ability to display the entire transcript on the right-side of the screen for the during the Zoom meeting.

Zoom Meeting Host

1. Again, you must have already enabled Live Transcripts.

2. Click the up arrow to the right of the “Live Transcript” button to display the options and then select “View Full Transcript”.

The right left arrow with the number 1 is pointing to the up arrow to the right of Cc Live Transcript option and the right red arrow with the number 2 is pointing to the View Full Transcript option.

3. The transcript panel will open on the right side of the Zoom meeting window.

The transcript will appear on the right of the zoom meeting window.

Participants

Users using a PC or MAC will just need to click on the “Live Transcript” button and then select “View Full Transcript”.

The left red arrow with the number 1 is pointing to the CC Live Transcript option and the second left red arrow with the number 2 is pointing to the Hide Subtitle option.

Users using a Android or iOS device will need to tap the screen and then click on the three dots and then select “View Full Transcript”.

The downward right red arrow is pointing to the three dotes right above the More option.

The left red arrow is pointing to the View Full Transcript option.

Users using a Chromebook will need to click the up arrow within the close caption to view the full transcript and they will need to click the down arrow to collapse the full transcript. Note: If they don’t see the close caption text, they will need to click on the “Close Caption” button turn close caption off and then click the “Close Caption” button again to turn it back on. They will then see the close caption text.

The left red arrow is pointing to the up white arrow which is two the right of the close captions being displayed in the Zoom window session.

The right red arrow is pointing to the scroll bar on the right.

Adjusting the settings for the subtitles

Zoom Meeting Host

1. Click the up arrow to the right of the “Live Transcript” button to display the options and then select “Subtitle Settings”.

The left red arrow with the number 1 is pointing to the up arrow to the right of the CC Live Transcript option and the right red arrow with the number 2 is pointing to the Subtitle Settings.

2. Adjust the Closed Captions options.

Showing the accessibility options settings.

3.  Click the “X” to close the window when you are done.

The right red arrow is pointing to the small x in the top right corner of the window.

Participants

Users using a PC or MAC will just need to click on the “Live Transcript” button and then select “Subtitle Settings”.

The left red arrow with the number 1 is pointing to the CC Live Transcript option and the downward left red arrow with the number 2 is pointing to the Subtitle Settings option.

Users using a Chromebook, Android or iOS device it does not appear that you will be able to change the subtitle settings within the Zoom meeting.

 

 

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