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Captions and Transcripts

Enabling captions or providing transcripts during live meetings and classes isn’t just about accessibility. It’s about creating a more inclusive, engaging, and effective learning and working environment for everyone.

While captions are essential for participants who are Deaf or hard of hearing, their benefits extend far beyond that:

  • Clarity for everyone: Captions help participants better follow along, especially when audio quality is poor, someone has an accent, or technical terms are being discussed.
  • Support for English language learners: Seeing words as they’re spoken reinforces understanding and retention.
  • Improved focus and comprehension: Captions can help all participants process information more effectively and stay engaged, particularly in longer sessions.
  • Convenience and flexibility: Transcripts and captioned recordings allow participants to revisit material later, search for key points, or catch up if they couldn’t attend live.
  • Inclusivity by default: Turning on captions signals that accessibility is a priority, helping everyone feel valued and supported.

Zoom and Google Meet make it simple to enable captions with a simple click. Providing a meeting transcript or sharing a captioned recording afterward can further support accessibility and reinforce key information.

How to Enable Captions in Zoom

Live Captions (Automated):

  1. In your meeting, select the “CC / Show Captions” button on the toolbar.
  2. Choose “Enable Auto-Transcription.”
  3. Participants will now see captions on their screen.

After the meeting:

  • If your meeting was recorded to the cloud, Zoom can automatically generate a transcript that you can review, edit, and share with attendees.
Screenshot of Zoom toolbar with a red box around the “CC Show Captions” button which is the 4th icon in from the right.

Note: On a mobile device or device with a smaller screen, you may have to click on “More” in the toolbar to access this option.

How to Enable Captions in Google Meet

Live Captions:

  1. During your meeting, click the “CC” (Captions) button at the bottom of the Meet window.
  2. Choose your preferred language (English, Spanish, French, Portuguese, or German).
  3. Captions will appear for all participants who enable them individually.

After the meeting:

  • When recording in Google Meet, organizers can access a transcript that syncs with the video for later review or sharing.
Screenshot of Google Meet toolbar with a red box around the “CC” button which is the 5th icon from the left.

Small actions like enabling captions make a big difference by helping all participants engage fully and equitably.

Resources