How to Use Live Transcription in Microsoft Teams?

Sahil Verma
Sahil Verma linkedin | Updated On - January 18, 2023 |

Read time: 7 minutes

“When I first heard of live transcription in Teams, I was intrigued. As someone who deals with a lot of people from all over the world, I wanted to make sure that everyone could participate in meetings and discussions without worrying about language barriers or difficulty understanding each other. With live transcription, this seemed like an ideal solution.”

Live transcription is a feature within Microsoft Teams that provides real-time captions for meetings and conversations. This way, nobody has to worry about being left out due to language differences or hearing issues; instead, they can easily follow along with what’s being said by reading the captions provided on their screen.

Not only will this save time for everyone involved, but it also makes it simpler to store detailed information about every interaction between members of your team. In this blog, we’ll explore how easy it is to set up live transcription and the benefits of using it. Keep reading to find out the ways to implement live transcription into your collaboration workflow.

How Can Live Transcription Help My Team?

Live transcription offers many benefits for teams. For starters, it helps ensure that everyone involved in the conversation has access to all information discussed—regardless of their native language or any hearing impairments they may have. This helps create a more inclusive environment where no one feels left out or unable to participate fully due to language barriers or other issues.

Additionally, having transcripts available also makes it easier for team members to review conversations after the meeting, so they don’t miss any important details or points made during the discussion.

Live Transcription Can Improve Collaboration

Live transcription can help improve collaboration within teams by making conversations accessible to all participants regardless of their abilities or background knowledge. By having transcripts available on screen, everyone can easily follow along with the conversation without feeling excluded from the discussion due to language barriers or hearing impairments.

This creates an inclusive environment where everyone feels comfortable participating and sharing their ideas without worrying about not understanding one another’s words. Also, having transcripts available allows team members to review conversations after meetings, so they don’t forget any vital details that were discussed during the meeting.

Getting Started with Live Transcribing In Microsoft Teams

It’s no surprise that many people are eager to get started with live transcription in Microsoft Teams. But before you can turn on this feature, you must ensure it is enabled for your organization. Here’s how to do just that!

Step 1: Open the Teams Admin Center

The first step is to sign into Office 365 and navigate to the ‘Admin ‘Center. Once there, click on the ‘Teams’ tab. This will bring up all the settings related to Teams for your organization.

Step 2: Access Meeting Policies

Once you’ve opened the Teams settings page, click on ‘Meetings & Select the option’ Meeting policies.’ This will direct you to a list of all of your organization’s policies. Clicking on the ‘Global (Org-wide default)’ policy will open up more options related to meetings within your organization.

Step 3: Turn on Transcription

Scroll down to get to the Recording and transcription section and turn on the given option for ‘Transcription.’ This will allow people in your organization to use live transcription during their meetings as soon as they log in.

Note: To enable live transcription for selected users on Microsoft Teams, first go to the Meeting policies. From there, click ‘+ Add’ under ‘Meeting policies’ and give it a name. Then turn on the transcription setting and click ‘Save’ at the bottom of the page.

To assign this policy to users, click on your new policy and select ‘Manage users’ from the top options. Add the users with the option ‘Assign users’ & tap on ‘Save.’ They will now have access to live transcription features in their meetings.

Note: You must always clear the cache in Microsoft teams if there exists a problem with transcription and Microsoft Teams is not loading quickly.

Using Live Transcription During Calls

Once you have enabled live transcription for audio or video calls, it will be available during any call that you join or host. You will be able to see the transcript for each participant displayed on the right side of your screen during the call. The transcripts are updated in real-time so that all participants can follow along with what is being said without having to wait until after the call has ended to read it all back again.

Step 1: Start Transcription

To get started with live transcription, click on the three dots displayed at the top of your Teams window. Then select ‘Start transcription’ from the menu. The interface will switch to a new page.

Step 2: Language Selection

At this point, you will have to choose the language spoken in the meeting by clicking on the down arrow and selecting from over 60 available languages. If you want to ensure that this is always your spoken language, click inside the small box that says “Always make this my spoken language” before moving forward. Once you are finished customizing your settings, click on ‘Confirm,’ and your live transcription should begin immediately.

Stopping or Hiding Transcription

Once you have enabled live transcription, you can stop it at any time by selecting ‘Stop transcription’ or hide it temporarily by selecting ‘Hide transcript’ from within the same drop-down menu where you started it. This is especially helpful if there are multiple people speaking during your call and you would like a break from texts popping up on your screen.

Using the Transcript After the Call Has Ended

When a call ends, all participants’ transcripts are saved so that they can be accessed later if needed. To access a saved transcript after a call ends, go to your chat menu and select three dots coming over the downloaded transcript file. Here you will find the option Download as .docx.’ Tap on the option and you can access this transcript file anytime you want. All in all, this feature has definitely helped in improving Microsoft Teams Performance and user experience too.

Teams Data Migration: Know the Importance!

We are all set with live & offline transcription now, but do you know the necessity of Teams data migration? Let us help you go through it and give you the easiest way to migrate all your important Teams data needs in seconds.

Data migration is an integral part of any business process. It allows teams to move their data from one platform to another in a secure and efficient manner. But why is it so important for Microsoft Teams users? By migrating your data, you ensure that no information is lost when transitioning from one platform to another. Additionally, migrating your data ensures that all your files are up-to-date and in a consistent format.

It can be difficult to manually manage data migration from Microsoft Teams without the help of a specialized solution. Fortunately, there is an easy way to quickly migrate all your important Teams data in seconds with the Kernel Microsoft Team Migration tool.

About the Migration Tool

This tool provides users with the ability to migrate Microsoft Teams between Office 365 tenants quickly and securely. It supports all Office 365 accounts that have MS Teams and allows for multiple migrations to be run simultaneously for added convenience. All permissions associated with Teams are migrated as well, making sure that you don’t miss a single thing during the transition process.

The best part is that once your teams data migration is complete, you will receive detailed reports of what was migrated, where, and when. If anything goes wrong during the transition process, these reports will allow you to quickly identify and fix any potential issues without delay. With this powerful tool at your disposal, teams data migration can be done quickly, easily, and securely in no time at all.

Closing Notes

When it comes to increasing the performance of Teams, live transcription may be the answer. This method allows everyone in the meeting to focus on the discussion at hand by providing a written record that can be referenced later. It is important to note, however, that not all meetings will benefit from transcription and that this method is not perfect. If you decide to use live transcription in your next team meeting, be sure to test it ahead of time and see how it goes.

Moreover, if you’re looking for an easy way to get started with data migration in Teams, we recommend using our provided migration tool. With a few clicks, you can ensure that all your data is safely migrated to your new account with no loss or errors.