Captions make recorded course videos more accessible and inclusive. Ontario’s Accessibility for Ontarians with Disabilities Act (AODA) sets expectations for accessibility in teaching and learning, and captioning recorded materials is one important way to meet these commitments. While many platforms can automatically generate captions, these captions are not fully accurate and must be reviewed and edited by humans.
Captioning also reflects Universal Design for Learning (UDL) principles. Captions support students with formal accommodations and benefit others as well—including multilingual learners, students working in noisy or distracting environments, students learning new or discipline-specific terminology, and those who process information better with text support. Captions also assist with note-taking, reviewing content, and studying more flexibly.
Note: This page focuses on recorded course videos. For guidance on captions during live in-person teaching, refer to Live Captioning for In-Person Classes.
How Captioning Fits into Your Video Workflow
Creating accessible course videos usually involves several steps, and sometimes more than one tool. Not all tools handle every step, and caption generation can occur during recording (e.g., Zoom with captions enabled) or after the recording is processed (e.g., Stream/Clipchamp).
- Recording your video: Tools such as Zoom, Teams, or PowerPoint can capture lectures or presentations.
- Generating captions: Some platforms create captions as you record, while others generate them only after upload or processing (e.g., Stream/Clipchamp).
- Checking and correcting captions: Automated captions often contain errors, so captions should be reviewed and adjusted for accuracy.
- Hosting your video: Students need access to the video in a supported platform such as MyMedia or Stream/Clipchamp on OneDrive or SharePoint. These platforms allow videos to be embedded or shared by link in Quercus. Storing video files directly in Quercus is not recommended, as space is limited.
This is why several platforms appear on this page: each plays a role in recording, generating, editing, or hosting video captions. The sections below explain what each tool can do and how to use them effectively.
Note: At U of T, Stream/Clipchamp videos are stored in OneDrive if recorded or uploaded individually, or in a shared group space in SharePoint if created in a collaborative setting. The features are the same, but the storage location depends on how the recording was created or shared.
Open vs. Closed Captions
When preparing recorded videos, it is important to understand the difference between open captions and closed captions:
- Open captions are permanently “burned into” the video. They cannot be turned off by viewers or edited after recording. For example, PowerPoint can display live captions during a recording, but these become open captions and are generally not recommended for course videos.
- Closed captions are added as a separate text track. They can be edited for accuracy and turned on or off by the viewer. Most platforms that generate captions for recorded videos (e.g., Zoom, Stream/Clipchamp) create closed captions. Caption files can also be uploaded to hosting platforms like MyMedia.
For recorded course content, closed captions are the recommended standard because they are flexible, editable, and align with accessibility requirements.
Which Tools Do What?
Different tools support different parts of the video captioning process. Some tools can record videos, some generate captions automatically, some allow caption editing, and others are primarily for hosting. Instructors may need to use more than one tool to complete the full workflow.
Each tool below includes an overview, advantages and limitations, plus expandable sections with step-by-step instructions and resources.
Zoom Recording
Overview (Cloud Recording)
- Recording: Yes
- Auto-generate captions: Yes (must be enabled during the session)
- Edit captions: Yes (in Zoom web portal)
- Upload external captions: No
- Hosting: Yes (storage available for 365 days)
- Notes: Convenient for recording and captions in one step. Instructors can leave recordings in Zoom for the duration of the course. If a video will be reused in future offerings, download the file(s) and move them into OneDrive/SharePoint or MyMedia for long-term hosting.
Overview (Local Recording)
- Recording: Yes
- Auto-generate captions: Yes (must be enabled during the recording)
- Edit captions: No
- Upload external captions: No
- Hosting: No
- Notes: Captions can be downloaded as a file. Recording and captions must be uploaded elsewhere for hosting and editing.
Advantages
- Can record and generate captions in one step.
- Captions available if enabled during the session.
- Cloud recordings are stored for 365 days, with captions editable in the Zoom web portal.
Limitations
- Captions must be turned on during the session—they cannot be generated afterward.
- Caption accuracy depends on audio quality and clarity.
- Storage in Zoom is limited to 365 days; for long-term hosting and editing, download files to OneDrive or SharePoint.
- Local recordings do not include editable captions; captions must be downloaded as a file and uploaded elsewhere.
Step-by-Step Instructions
- Before your session, open your Zoom web portal and go to Settings → Meeting → In Meeting (Advanced). Toggle on Automated Captions and Save Captions.
- Start your recording session in Zoom. In the meeting toolbar, select the Show Captions (CC) icon to confirm captions are enabled.
- Cloud Recording: Your video and captions will be saved in the Zoom web portal. Captions can be edited directly in the portal.
- To share within the same course offering, generate a shareable link from Zoom and post it in Quercus.
- For reuse in future courses, download the video and caption file(s), then move them to OneDrive or SharePoint. Generate a shareable link from there and post it in Quercus.
- Local Recording: Your video and caption file (.vtt) will be saved to your computer. Captions cannot be edited in Zoom. Upload both files to OneDrive or SharePoint for hosting and editing. Generate a shareable link from OneDrive or SharePoint and post it in Quercus.
Resources
- Enabling or disabling automated captions (Zoom)
- Managing automated captions as the host of a meeting or webinar (Zoom)
- Saving closed captions in a meeting (Zoom)
- Getting started with computer and cloud recording (Zoom)
- What’s the best way to record my Zoom sessions? (FASE’s Education Technology Office)
- How do I make a cloud recording in Zoom? (FASE’s Education Technology Office)
- How do I make a local recording in Zoom? (FASE’s Education Technology Office)
- Managing and sharing cloud recordings (Zoom)
- Downloading and sharing Zoom recordings (A&S Teaching & Learning)
- Zoom (CTSI)
- Zoom: Quercus Integration (CTSI)
Microsoft Teams Recording
Overview
- Recording: Yes
- Auto-generate captions: Yes (must be enabled during the recording)
- Edit captions: No (editing occurs in Stream/Clipchamp on OneDrive or SharePoint)
- Upload external captions: No (external captions can be uploaded in Stream/Clipchamp, not in Teams directly)
- Hosting: Yes (recordings are saved in OneDrive or SharePoint)
- Notes: Teams recordings are automatically saved in OneDrive or SharePoint, where they open in Stream/Clipchamp for caption management.
Advantages
- Can record and generate captions in one step.
- When enabled during the session, captions and transcripts are available once the recording is processed.
- Recordings are stored in OneDrive (for personal meetings) or SharePoint (for Team/channel meetings), and can be opened in Stream/Clipchamp for caption management.
Limitations
- Captions and transcripts must be enabled during the recording—they cannot be generated afterward.
- Caption accuracy depends on audio quality and clarity.
- Caption editing and external caption upload both require opening the recording in Stream/Clipchamp (on OneDrive or SharePoint).
Step-by-Step Instructions
- Start a Teams meeting and select Record and Transcribe → Start Recording.
- Start your recording session in Teams. Enable captions by selecting More (three dots) → Language and speech → Turn on live captions.
- After the meeting ends, the recording is automatically saved in OneDrive (if started from a personal calendar) or SharePoint (if started in a Team or channel).
- Open the recording in Stream/Clipchamp from OneDrive or SharePoint to view, edit, or upload captions.
- Share the video by generating a link in OneDrive or SharePoint and posting it in Quercus. If you prefer to embed the video directly, an embed code can be generated from Stream/Clipchamp.
Resources
- Use live captions in Microsoft Teams meetings (Microsoft)
- Record a meeting in Microsoft Teams (Microsoft)
- View, edit, and manage video transcripts and captions (Microsoft)
- Share OneDrive files and folders (Microsoft)
- Microsoft Teams Meeting Video Recording (CTSI)
Stream/Clipchamp
Overview
Microsoft is in the process of merging Stream and Clipchamp into a single platform, so features may continue to evolve.
- Recording: Yes
- Auto-generate captions: Yes
- Edit captions: Yes
- Upload external captions: Yes
- Hosting: Yes (videos are hosted in OneDrive or SharePoint, viewed through Stream/Clipchamp)
- Notes: Stream/Clipchamp is not a separate storage space—it is the interface for videos stored in OneDrive or SharePoint.
Advantages
- Can record videos or process videos uploaded to OneDrive or SharePoint.
- Generates closed captions automatically after upload.
- Allows caption editing for accuracy.
- Supports uploading external caption files.
- Provides hosting with sharing and embedding options.
- Integrated into U of T’s Microsoft 365 environment.
Limitations
- Caption accuracy depends on audio quality and clarity.
Step-by-Step Instructions
- Upload your video to OneDrive or SharePoint, or record directly in Stream/Clipchamp.
- Open the video in Stream/Clipchamp and select the option to generate captions.
- Review and edit captions to improve accuracy.
- If you already have a caption file (e.g., .vtt), you can upload the external captions in place of or in addition to auto-generated captions.
- Share the video by generating a link in OneDrive or SharePoint and posting it in Quercus. If preferred, generate an embed code from Stream/Clipchamp.
Resources
- Clipchamp help and learning (Microsoft)
- View, edit, and manage video transcripts and captions (Microsoft)
- How to use autocaptions in Clipchamp (Microsoft)
- Share OneDrive files and folders (Microsoft)
- Microsoft Clipchamp (CTSI)
- The ETO Content Production Team tests our ClipChamp (FASE’s Education Technology Office)
PowerPoint Recording
Overview
- Recording: Yes
- Auto-generate captions: No (only live captions, which become open captions)
- Edit captions: No
- Upload external captions: No
- Hosting: No
- Notes: Recordings can be uploaded to Stream/Clipchamp, where captions can then be added and edited.
Advantages
- Can record lecture videos directly in PowerPoint.
- Integrated into U of T’s Microsoft 365 tools.
Limitations
- Live captions during recording become open captions (burned into the video). These cannot be edited and are not recommended for course videos.
- Cannot generate or edit closed captions within PowerPoint. Closed captions must be created after upload to another platform, such as Stream/Clipchamp.
Step-by-Step Instructions
- Open your PowerPoint presentation in the desktop or web app.
- Go to the Slide Show tab and select Record Slide Show to begin recording your presentation.
- When finished, export the video: select File → Export → Create a Video.
- Upload the video file to OneDrive or SharePoint. It will open in Stream/Clipchamp, where you can generate and edit closed captions.
- Share the video by generating a link in OneDrive or SharePoint and posting it in Quercus. If preferred, an embed code can be generated from Stream/Clipchamp.
Resources
- Record your presentation (Microsoft)
- Record a slide show with narration and slide timings (Microsoft)
- Turn your presentation into a video (Microsoft)
MyMedia
Overview
- Recording: Yes
- Auto-generate captions: No
- Edit captions: No
- Upload external captions: Yes
- Hosting: Yes
- Notes: MyMedia, maintained by the University of Toronto Library, is a service that can host your videos. Captions must be created in another platform and uploaded as a separate file.
Advantages
- Provides long-term video hosting at U of T.
- Includes built-in recording tools.
- Can generate both a shareable link and an embed code for use in Quercus or other platforms.
Limitations
- Does not generate or edit captions; caption files must be created in another platform and uploaded to MyMedia.
Step-by-Step Instructions
- Record your video in MyMedia (using its built-in tools) or in another platform (e.g., Zoom, Teams, PowerPoint).
- Prepare your caption file (e.g., .vtt) in another platform, such as Stream/Clipchamp.
- Log in to MyMedia.
- Upload your video file (if recorded elsewhere).
- To upload captions:
- Select the Edit icon for your video.
- Go to the Text Tracks tab.
- Select + Create New.
- Choose Type: Captions and select the Language.
- Upload your .vtt file.
- Generate either a shareable link or an embed code from MyMedia, and post it in Quercus so students can access the video.
Resources
- MyMedia Help
- How do I use MyMedia? (UTM)
- MyMedia Support (FASE’s Education Technology Office)
- MyMedia Hosting and Sharing (CTSI)
Helpful Strategies for Captioning Recorded Videos
- Plan ahead: Allow time not only for recording but also for caption generation, review, and editing. Auto-generated captions require human correction.
- Organize your workflow: Decide where you will record, generate captions, edit captions, and host videos. This avoids confusion about which tool does what.
- Use clear audio: Record in a quiet environment and use a good-quality microphone to improve automatic caption accuracy.
- Check accuracy: Focus on correcting discipline-specific terminology, names, and technical vocabulary.
- Keep files together: When exporting or downloading from Zoom, Teams, or other platforms, save the video file and the caption file (e.g., .vtt) in the same folder so they are easy to upload together.
- Manage storage: Cloud storage (e.g., Zoom) is time-limited. For long-term access, move videos and captions to OneDrive, SharePoint, or MyMedia.
- Communicate with students: Let students know that captions are available, and encourage them to reach out if they encounter issues.
Additional Resources and Support
- Accessibility Services at U of T: U of T St. George Accessibility Services, U of T Mississauga Accessibility Services, U of T Scarborough AccessAbility Services
- Accessibility Services Resource Library
- AODA Office
- AODA Resources: Materials for Accessible Communication
- W3C Making Audio and Video Media Accessible
- ETO Compare and Select Video and Recording Software Options
- TATP Captions and Transcripts
- CTSI Accessibility Guidelines for Teaching and Learning
- CTSI Live Captioning for In-Person Classes
- CTSI Consultation Request
- Teaching with Universal Design for Learning at U of T