How To Activate The Transcription in Zoom

André Bastié
André Bastié
Posted in Zoom
7 min read
How To Activate The Transcription in Zoom

Zoom's transcription feature allows easy conversion of video meetings into text, aiding communication in various professional and personal settings.

Zoom is among the most widely used video conferencing tools worldwide. Numerous people utilize the platform worldwide to communicate with friends and family, converse with coworkers, hold meetings, and organize events. Over the years, Zoom has developed several value-adding elements that elevate it above the status of an introductory video conference solution. In light of that, it has recently established itself as one of the top solutions for integrated communication applications in small, medium, and extensive company contexts.

In 2018, Zoom introduced a transcription component for meeting recordings, letting participants turn their cloud-hosted recordings into text. For this, it collaborates with AISense, which changed its name to Otter in 2018 and employs a speech-to-text AI method. The platform's transcription functions, which currently incorporate live captioning, are still powered by the technology. After the takeover of machine translation company Kites GmbH in 2021, Zoom stated that customers could produce automatic captions during conversations, sessions, webinars, and seminars.

Are you interested in activating transcriptions on Zoom? Do you have questions about how the feature works for live meetings and other recordings? Then this article is for you. Read on as we dive into how to activate transcription in Zoom.

How To Activate The Transcription in Zoom

How to Activate Audio Transcription for Cloud Recordings

To proceed, the user must own a Zoom Business, Education, or Enterprise license. Additionally, they must be account owners or have administrator rights to change transcription functions at any level. To allow or turn off transcriptions across the board for the organization, take the following actions after you meet the necessary conditions:

- Enter the Zoom website.

- From the navigation menu, select Account Management to change your account settings.

- Choose the Cloud Recording option under the Recording menu. Verify that the function is turned on. If the function is turned off, tap on the Status toggle. In the verification dialog box, select Turn On to confirm that it has been activated.

- Check the Audio Transcript box in the Advanced Cloud Recording Settings to make it available. Then, tap on Save to proceed.

- If you want all users in your account to have this setting, click the lock icon and then Lock to confirm it.

- After completing these procedures, all participants can create and retrieve a transcription of cloud recordings from their Zoom accounts. The transcripts are entirely searchable, allowing them to look up and retrieve specific text passages.

How to Get Audio Transcription for Zoom Recordings

Meeting and webinar tapes stored in the cloud can have their audio automatically transcribed. Once handled, transcripts appear in the recorded meetings list as separate VTT files. The document has several parts, and each segment has a timestamp that identifies the point in the recording where it came from. It is possible to alter the text to capture the words better or add punctuation and capitalization that the transcript misses.

- To use audio transcriptions, users can follow these instructions:

- Log in to the Zoom online portal.

- On the navigation bar, select Recordings to access the files. The recordings will be listed.

- To see the recording, click the meeting's name. Tap on the "play" button.

- A video transcript is displayed on the right side of the screen. Hover over a sentence and pick the pencil icon to edit it.

- Edit the wording as needed, then tap on the checkmark to save your revisions.

After the meeting, if you recorded the session and chose the cloud recording option, you will get an email with a link to the recording. You will get a second email with a link to the VTT transcription file if an administrator or the meeting host has enabled the transcription capability. Be aware that there can be a brief delay because it takes a while to complete the transcription.

How to Activate Live Transcriptions on Zoom

There are no specific requirements because this function is accessible to paid and free customers. By performing the following actions, a user can activate live transcriptions with just account owner or admin privileges:

- Administrators should log in to the Zoom web portal if they can change account settings.

- From the navigation menu, choose Account Settings, followed by Account Management.

- Choose the Meeting tab.

- To turn the element on or off, click the toggle next to Closed captioning under In Meeting (Advanced).

- Click Enable or Disable to confirm the change in the verification dialog box.

- By selecting the lock icon and then choosing Lock to confirm your selection, you can make this setting required for all users in your plan.

Three more options are available through Zoom for more control over meeting transcriptions. You can enable automatic speech-to-text conversion, connect the session with third-party captioning services like Happy Scribe, and control whether or not participants can view the captions concurrently with the meeting as a complete transcription.

How To Get Live Transcripts For Meetings That Are Still Taking Place

Meeting hosts can use the feature by doing the following steps after the host has activated it:

- Step 1: When holding a Zoom meeting or webinar, choose Closed Captioning or Live Transcript.

- Step 2: You can decide from the choices listed below:

- Throughout the session, you can designate someone to type closed captions. When you click Assign, you can see the attendees and pick someone to type. Hover your mouse over the name of the participant you want to type closed captions for. To type a closed caption, click More and then select Assign.

- When you choose the second option, the closed-captioning box opens, allowing you to input captions manually.

- You can give the URL of an external closed captioning service to incorporate it into the session.

- The choice to Enable Auto-Transcription launches live meeting transcription. When the service is ready, everyone who participated will receive some contact information.

- When just a small number of employees require access to transcriptions, these parameters can have uses at the organizational or group level.

Include Everyone Thanks to the Transcription Tool

Zoom's transcription function has a ton of advantages that users can reap. It adds transparency and perspective for individuals attending meetings in noisy environments without access to clear audio. It also gives accessibility to individuals who have hearing problems and are non-native speakers.

There is no need for participants to stress about remembering the material. To locate particular passages in the transcript, use the keyword search function. Finally, you have a built-in note-taker that promotes active listening, enabling you to devote all your attention to the discussion.

Using third-party transcription tools like Happy Scribe offers you all these advantages. You can be sure of accurate and high-quality transcripts from these services. There's also provision for many languages ​​and various file formats, among other things.

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