Important terminology note: The earlier version of Stream will now be known as Microsoft Stream (Classic) https://web.microsoftstream.com/ and the new version will be referred to as Microsoft Stream (on SharePoint) https://stream.office.com to clarify the differences moving forward.
During any Teams meeting, you can start a live transcription of the proceedings. The text appears alongside the meeting video or audio in real time, including the speaker's name (unless they chose to hide it) and a time stamp. If the meeting is recorded a transcript can also be generated for viewing separately from the meeting recording.
When a user selects to record a Teams Meeting a meeting transcript is either automatically generated or can be generated after the meeting has taken place. This article will cover how to access and edit a meeting transcript in Stream (on SharePoint).
This article only applies to Teams meeting recordings in Stream (on SharePoint). By default this includes all Teams meeting recordings made following Monday 27th June 2022.
Generation of Transcripts
If the meeting recording has been made by someone using the Teams Desktop Application a transcript is automatically generated for the recording. However, if the meeting recording has been started by someone who is using the web browser version of Teams or Virtual Windows Desktop a transcript will not be automatically generated. This is a bug that Microsoft are currently working to resolve.
When a transcript is not automatically generated the below users have the access to create a transcript after the recording has taken place:
- For Channel Meeting Recordings (recordings of meetings set up within a Teams Channel), a Team Owner can can generate a transcript after the recording has taken place.
- For Standard Meeting Recordings (all other meeting type recordings not including Channel meetings), the Meeting Organiser or the Recording Owner (the person who clicked record) can generate a transcript after the recording has taken place.
Manually Generating a Transcript
Please note that when you manually generate a transcript there won't be any speaker attribution.
Teams Channel Meeting Recordings
As a Team Owner follow the below steps to manually generate a transcript for a recording.
In Teams navigate to the Team and then the Channel where the meeting took place.
Click the files tab in that channel and select the Recordings folder followed by the View Only folder.
On the toolbar select Open in SharePoint to open the recordings in a new SharePoint window.
From the list of recordings in the new SharePoint window click to open the recording you would like to create a transcript for.
This opens a new Stream (on SharePoint) window with the recording in. In the top righthand corner select Video settings.
Toggle on the Transcript and captions section then select Generate English.
This will then generate captions for your recording. Give it a minute or so (dependent on the length of recording) and select Refresh to check if the captions have been generated.
Your transcription will now be created and you can export it as a file should you wish.
Standard Meeting (All Other Meetings) Recordings
As a Meeting Organiser or the Recording Owner (the person who clicked record) follow the below steps to manually generate a transcript for a recording.
In Teams navigate to your calendar and locate the meeting invite of where the recording took place.
Double click to open the meeting occurrence in Teams and click the chat tab.
From here you can select to open the the meeting recording.
This opens a new Stream (on SharePoint) window with the recording in. In the top righthand corner select Video settings.
Toggle on the Transcript and captions section then select Generate English.
This will then generate captions for your recording. Give it a minute or so (dependent on the length of recording) and select Refresh to check if the captions have been generated.
Your transcription will now be created and you can export it as a file should you wish.
Edit and Deleting a Transcript
Sometimes you may need to edit a transcript when it has misinterpreted someone's speech.
In Stream (on SharePoint) currently this needs to be done by exporting the transcript, editing it in NotePad, deleting the old transcript from the meeting recording in Stream (on SharePoint) and in Teams and then uploading the edited version. Microsoft are developing an inline editing tool which should be ready for general release by the end of 2022. We will update this guidance once that editing feature goes live. In the meantime please follow the below instructions to edit transcripts for recordings.
As a Team Owner (Channel meetings) or a Meeting Organiser or Recording Owner (Standard Meetings) first begin by navigating to the recording and opening it in a new Stream (on SharePoint)window. For instructions on how to do this please follow the steps under the Generating a Transcript heading higher up in this article for either a Channel Meeting or a Standard Meeting (depending on your recording type).
In the top righthand corner of the video player select Video settings.
Under the Transcript and captions section select the download icon.
This downloads the transcript as a VTT file. If this is your first time downloading a file of this type on your device please follow these instructions to open the file using NotePad.
Once you open the file you can edit the wording that is printed under the time stamps and then file and save the document.
In the Stream window you have open click to delete the transcript from the recording. You will need to do this in order to upload the newly edited transcript.
Select delete in the popup that appears asking you to confirm the deletion of the transcript.
Next select Upload to upload the edited transcript. Select the file, make sure the language is set to English and click Done.
You have now updated the transcript file.
Once you have followed these steps you will then need to navigate to the meeting chat in Teams from where the meeting took place and delete the transcript file from there as well.
Select the three dots next to the transcript file, select delete transcript and then delete to confirm the deletion.
Once you have deleted the transcript from Teams you won't be able to upload the new version there but the new version will be accessible to users through Stream (on SharePoint).
Related Articles
Opening a VTT file as a NotePad file
How to access Stream (on SharePoint)
Teams Meeting Recordings: Storage Location, User Access and Permissions
Teams Meeting Recordings: Sharing Permissions
Sharing Link settings for Office365 (including OneDrive and Sharepoint Online)