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' DSC.
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.
2. Click “Settings > Meetings” and then “In Meeting (Advanced)”.
3. Scroll down and turn on “Close captioning”.
4. Click “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”.
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.
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.
2. Click the “Enable Auto-Transcription” button.
3. Click the “X” to close the window.
4. When you start to talk, you will see the closed captions appear towards the bottom of the Zoom 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.
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”.
3. The transcript panel will open on the right side 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”.
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”.
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.
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”.
2. Adjust the Closed Captions options.
3. Click the “X” to close the window when you are done.
Participants
Users using a PC or MAC will just need to click on the “Live Transcript” button and then select “Subtitle Settings”.
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.