Microsoft Teams features a feature known as transcription. When transcription is enabled, Teams will create a written record of what you (and other meeting attendees) say during the meeting. We can use transcription for generating meeting notes or keeping a more detailed record of the meeting,
Transcription can be enabled and recorded during a meeting. Once the meeting concludes, you can download the transcript via your recording. Follow the brief guide below to learn how.
- Launch Microsoft Teams
- Open the Teams page
- Start a meeting
- “Meet now” will be quick
- “Schedule a meeting” will require you to set a start time etc
- Join the meeting
- Start recording
- Start transcription
In this post, I’ll be teaching you how you can record and download your meeting’s transcription. I’ve also dedicated an additional part of the post to inform you of some important details concerning Teams transcription. If you get stuck when the following guide, try taking advantage of the screenshots below each step. If you’re still having issues, you can leave a comment.
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How to download your Teams meeting’s transcript
Transcription refers to the act of transcribing, wherein one might record (in writing) a copy of (typically) spoken material. Microsoft Teams generates transcriptions using AI— producing a typewritten digital copy. Fortunately, that saves us some trouble.
Modern forms of artificial intelligence are visibly imperfect and still susceptible to errors and mistakes. As a result, you may find that you’re either accurately or inaccurately transcribed, depending on your voice, accent, and volume.
Step 1 — Start a meeting
If you’re ready, we’ll be getting started now. First, from the Microsoft Teams desktop or web client, open the “Teams” tab via the left sidebar. Then, enter your preferred team and channel. Next, in the top right, you’ll spot the “Meet” dropdown— open it. Finally, select either “Meet now” or (if you’d like to host a meeting later) “Schedule a meeting.”
If you decide to schedule a meeting, you will find some additional setup is required. More specifically: You need to configure dates concerning your meeting.
Step 2 — Name and join your meeting
Now that you’ve prepared a meeting, you need to join it. While you don’t require video input, you’ll want to ensure your Microphone input is enabled and working correctly. Then, click the purple “Join now” button— it’s located in the bottom right.
Please be aware of your microphone’s sensitivity. Microsoft Teams transcription cannot distinguish you from other people in the room. Hence, Teams may transcribe any background speaker’s words as their own.
Step 3 — Start recording and transcription
Once you’re in the meeting, you’ll find nothing is notably changed, which is expectable— we haven’t done anything yet. So, let’s start recording and enable transcription. At the top of the screen, you will find the “More” button (
...), which, when selected, will reveal a dropdown menu. In the said menu, find and select “Start recording.” Then, repeat the action and instead select “Start transcription.” Finally, once you’re ready to end the meeting, click the red “Leave” button.
The order in which you start recording and transcribing doesn’t matter. As long as you’ve enabled both options, you’ll be able to proceed without issue.
Step 4 — Open your recording
Once the meeting concludes, you’ll find your recording uploading (or uploaded) to the channel you used. You will need to wait until the video has finished uploading— this could take some time. After the file uploads, select it. The video will likely open in your web browser.
Step 5 — Download the transcription
Click the play button to start the recording. You can spot four buttons in the top right when hovering over the recording. Find and select the button labeled “Transcript.” A side panel will appear. Via the said panel, select “Download.”
I can’t start transcription in Teams
Transcription is a fairly basic concept. Similarly, Microsoft Teams application of transcription (as a feature) is reasonably straightforward, albeit somewhat inaccessible. In stating Teams transcription isn’t accessible, I’m referring to it not being enabled by default.
How do I enable transcription
A standard Teams user cannot enable/disable Microsoft Teams transcription. Instead, you must consult a global user admin who can properly use the Microsoft Teams admin center, wherein they can apply a global meeting policy that enables transcription.
Applying a policy to enable transcription across Teams will not be an immediate solution. Policy enforcements take time. Hence, you should expect to wait at least twenty-four hours before a change takes effect.
Things I should know
Transcription relies on the audio you transmit, so if you mute yourself, transcription won’t acknowledge anything you say. Likewise, Microsoft Teams will not transcribe attendees if a meeting organizer prohibits microphone input from them. Additionally, while you can transcribe a meeting without recording it, you can’t download the transcription unless you recorded the meeting. Lastly, when recording or transcribing a meeting, you are responsible for informing attendees that they will be recorded and transcribed.
Blog post recap
Microsoft Teams features a transcription feature that uses AI to produce digital type-written copies. You must enable the transcription functionality via the Teams admin center. When you’re transcribing a meeting, recorded individuals should be aware. If you (or another person) have muted yourself (or themselves), Teams will cease to transcribe you until you unmute yourself.
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