Teams meeting transcripts

Question

Hi, how can i get my Teams to automatically generate the transcript from my meetings. I can get the recordings off then i have to click captions to generate a transcript after which is time consuming.

Thanks

Jo

Answer 1

Good day Jo, 

When you record a meeting in Microsoft Teams, transcription can be created automatically, so you do not need to generate captions manually after the meeting. 

Option 1: Turn on automatic recording and transcription 

If you schedule the meeting, you can configure recording and transcription to start automatically when the meeting begins: 

Open Microsoft Teams > Calendar > New event > Enable Teams meeting. 

Select Online meetings options > Recording and transcription > Choose Record and transcribe, then select Apply. 

For an existing meeting: 

Open the meeting that you organized and double-click the event to open its details. Then select Online meetings options > Recording and transcription > Choose Record and transcribe, then select Apply and save. 

Once enabled, Teams will automatically start recording and transcription when the meeting begins. This setting must be configured separately for each meeting that you want to record and transcribe automatically. 

Option 2: Start recording during the meeting 

If automatic recording isn't enabled, you can start recording manually during the meeting by selecting More actions > Record and transcribe > Start recording. Recording and transcription will start at the same time. 

After the meeting ends, the recording and transcript will be available from the meeting chat or the Recordings and Transcripts section. 

Option 3: Check with your IT administrator 

If you don't see the Record and transcribe automatically setting, your organization may have restricted recording or transcription through meeting policies. You may consider contacting your organization's IT administrator to verify that recording, transcription and automatic recording are allowed and enabled for your account. 

Note: In case you do not know who is your IT admin, kindly refer to this article: How do I find my Microsoft 365 admin? - Microsoft Support   

Please note that live captions and meeting transcripts are different features. Captions display subtitles during the meeting, while transcripts create a searchable record of the conversation that remains available after the meeting ends. 

I hope this helps streamline your workflow and saves time when reviewing meeting notes. If you have any questions, please don’t hesitate to reach out at any time. 

Thank you for your patience and understanding. 

---

If you have any extra questions about this answer, please click "Comment".        

Answer 2

To have transcripts generated automatically, use the meeting option Record and transcribe automatically.

For a meeting before it starts:

1. Open Teams calendar.
2. Open the meeting details.
3. Select Meeting options > Recording & transcription.
4. Turn Record and transcribe automatically On.

Important details:

• For regular meetings, this setting is Off by default, so it must be turned on for each meeting unless an admin enforces it with meeting templates or sensitivity labels.
• For webinars and town halls, automatic recording and transcription are On by default.
• If an admin has disabled transcription for the account or organization, automatic transcripts will not be available.
• When organizers turn off Microsoft Copilot in Teams meetings and events, recording and transcription are also turned off.

About the captions workflow described:

• Live captions shown during a meeting are not recorded.
• If only captions are generated later during playback, that is different from a meeting transcript.
• To get a saved transcript after the meeting, transcription must be enabled during the meeting or started automatically with Record and transcribe automatically.

If the option is missing:

• The organization may control this through Teams admin policies for recording and transcription.
• Admins can allow or prevent transcription for meetings and can control whether organizers get the Record and transcribe automatically option.

---

• I can't transcribe a meeting in Microsoft Teams | Microsoft Support
• Overview- Recording and transcription for Teams meetings, events, and calls
• Admins - Manage transcription and captions for Teams meetings
• Play, share, and download meeting recordings in Microsoft Teams | Microsoft Support