Captions make recorded course videos more accessible and inclusive. Ontario’s Accessibility for Ontarians with Disabilities Act (AODA) establishes accessibility requirements, and captioning recorded materials is one important way to support these commitments. While many platforms can automatically generate captions, these captions may contain errors and should be reviewed and corrected for accuracy.
Captioning also aligns with Universal Design for Learning (UDL), which encourages providing multiple ways for students to access and engage with course content. Captions support students with formal accommodations and benefit others, including multilingual learners, students working in noisy or distracting environments, students learning new or discipline-specific terminology, and those who benefit from text alongside audio. Captions can also support note-taking, reviewing content, and studying more flexibly.
This resource focuses on generating, reviewing, and editing captions for recorded course videos. For related guidance, explore CTSI’s Recording Lectures and Classes and Live Captioning for Classes resources.
Understanding Captioning for Recorded Videos
How Captioning Fits into Your Video Workflow
Creating accessible course videos may involve several steps and more than one technology. Some platforms generate captions during recording, while others generate them after a video has been uploaded or processed.
A typical workflow includes:
- Record your video: Create a lecture, presentation, demonstration, or other instructional recording using a tool such as Microsoft Teams, Zoom, or PowerPoint.
- Generate captions: Use a platform that can automatically generate captions or add an existing caption file.
- Review and edit captions: Check automatically generated captions for accuracy, correcting errors and ensuring that the text corresponds to the spoken content.
- Host your video: Store the video and captions using a supported service such as MyMedia or Microsoft OneDrive.
- Share with students: Provide access through Quercus using a link or embedded video. Uploading large video files directly to Quercus is not recommended because course storage space is limited.
Not every platform supports all these steps. Instructors may need to use different technologies for recording, captioning, editing, and hosting. The sections below explain the capabilities of available tools and how they can be used to prepare captioned videos.
Open and Closed Captions
When preparing recorded videos, it is important to understand the difference between open and closed captions.
- Open captions are permanently embedded in the video image. Viewers cannot turn them off, and they cannot be edited separately after the video has been produced.
- Closed captions are provided as a separate text track that viewers can turn on or off. They can be reviewed, edited, or replaced when supported by the video platform. Caption files, such as WebVTT (.vtt), contain caption text and timing information and can be uploaded to compatible hosting services.
Closed captions are recommended for recorded course videos because they allow instructors to correct errors and give students greater control over how captions are displayed.
Some recording tools, such as PowerPoint, can display live captions during a presentation. However, these should not be treated as a substitute for creating and reviewing closed captions for the final recorded video.
Captioning Tools at U of T
Different technologies support different parts of the captioning process. Some can record videos and generate captions, while others allow captions to be reviewed, edited, uploaded, or shared. Instructors may need to use more than one tool to prepare an accessible recording.
The following sections outline the capabilities, advantages, limitations, and instructions for captioning recorded videos using technologies available at U of T.
Microsoft Teams Recording
Microsoft Teams can record online meetings and classes, with recordings saved to Microsoft 365. Captions and transcripts can be managed through the recording’s video interface.
Overview
- Recording: Yes
- Auto-generate captions: Yes (must be enabled during the recording)
- Edit captions: No (editing occurs through the video interface in Microsoft 365)
- Upload external captions: No (external captions can be uploaded through the video interface, not directly in Teams)
- Hosting: Yes (recordings are saved to OneDrive)
- Notes: Teams recordings can be opened through Microsoft’s Stream video experience 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 and can be opened for caption management.
Limitations
- Captions and transcripts must be enabled during the recording; they cannot be generated afterward within Teams.
- Caption accuracy depends on audio quality and clarity.
- Caption editing and external caption uploads require opening the recording through Microsoft’s video interface.
Step-by-Step Instructions
- Start a Teams meeting and select More → Record and transcribe → Start recording.
- Enable live captions by selecting More → Language and speech → Show live captions.
- If a transcript is needed, select More → Record and transcribe → Start transcription.
- After the meeting ends, locate the recording in OneDrive.
- Open the recording in the Stream video experience to view, edit, or upload captions.
- Generate a shareable link from OneDrive and post it in Quercus. If preferred, use the available embed option to display the video within Quercus.
Resources
- 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)
Microsoft Stream and Clipchamp
Microsoft Stream provides video playback and caption management for recordings stored in OneDrive, while Clipchamp supports video creation and editing. Together, these Microsoft 365 tools can help instructors prepare, caption, and share recorded course videos.
Overview
- Recording: Yes
- Auto-generate captions: Yes
- Edit captions: Yes
- Upload external captions: Yes
- Hosting: Yes (videos are stored in OneDrive)
- Notes: Stream and Clipchamp are not separate video storage locations. Video files remain in OneDrive, while Microsoft 365 provides the interfaces for playback, editing, and caption management.
Advantages
- Can create videos or process existing recordings uploaded to OneDrive.
- Generates closed captions automatically after upload.
- Allows captions to be reviewed and edited for accuracy.
- Supports uploading external caption files.
- Provides sharing and embedding options.
- Integrates with U of T’s Microsoft 365 environment.
Limitations
- Automatic caption accuracy depends on audio quality and clarity.
Step-by-Step Instructions
- Upload your video to OneDrive or create a recording using the available Microsoft 365 video tools.
- Open the video through the Stream video experience and select the option to generate captions.
- Review and edit the captions to correct errors.
- If you already have a caption file (such as a .vtt file), upload it using the available caption management options.
- Share the video by generating a link from OneDrive and posting it in Quercus. If preferred, use the available embed option.
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)
Zoom Recording
Zoom can record online meetings, classes, and presentations. Captioning options differ depending on whether the recording is saved to the Zoom cloud or locally on the instructor’s computer.
Overview: Cloud Recording
- Recording: Yes
- Auto-generate captions: Yes (must be enabled during the session)
- Edit captions: Yes (in the Zoom web portal)
- Upload external captions: No
- Hosting: Yes (storage available for 365 days)
- Notes: Cloud recording allows instructors to record and manage captions within Zoom. Recordings can remain in Zoom for the duration of a course. For longer-term use, instructors can download the video and caption files and move them to OneDrive or MyMedia.
Overview: Local Recording
- Recording: Yes
- Auto-generate captions: Yes (must be enabled during recording)
- Edit captions: No
- Upload external captions: No
- Hosting: No
- Notes: Captions can be downloaded as a separate file. The video and caption file must be uploaded to another platform for hosting and editing.
Advantages
- Can record and generate captions in one step.
- Captions are available when enabled during the session.
- Cloud recordings can be hosted temporarily in Zoom, with captions editable through the web portal.
Limitations
- Captions must be enabled during the session and cannot be generated afterward within Zoom.
- Caption accuracy depends on audio quality and speech clarity.
- Zoom cloud recordings are retained for 365 days. For longer-term hosting, instructors should download the recordings and caption files.
- Local recordings do not support caption editing within Zoom. Caption files must be edited or managed elsewhere.
Step-by-Step Instructions
- Before your session, open the Zoom web portal and go to Settings → Meeting → In Meeting (Advanced). Enable Automated Captions and Save Captions.
- Start your recording session in Zoom. In the meeting toolbar, select Show Captions (CC) to confirm that captions are enabled.
- For a cloud recording:
- Locate the video and captions in the Zoom web portal.
- Review and edit captions directly in the portal.
- To share the recording during the current course offering, generate a shareable link from Zoom and post it in Quercus.
- For longer-term use, download the video and caption files, then upload them to OneDrive or MyMedia.
- For a local recording:
- Locate the video and caption file (such as .vtt) saved to your computer.
- Upload both files to an appropriate hosting platform, such as OneDrive, where captions can be reviewed and edited.
- Generate a shareable link 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)
PowerPoint Recording
Microsoft PowerPoint allows instructors to record narrated presentations and export them as videos. PowerPoint does not generate editable closed captions for these recordings, so instructors need to use another platform to prepare captions after exporting the video.
Overview
- Recording: Yes
- Auto-generate captions: No (PowerPoint supports live captions, which may become open captions when included in a recording)
- Edit captions: No
- Upload external captions: No
- Hosting: No
- Notes: Recordings can be uploaded to OneDrive and opened through Microsoft’s Stream video experience, where closed captions can be generated and edited.
Advantages
- Can record narrated presentations directly in PowerPoint.
- Integrated into U of T’s Microsoft 365 environment.
Limitations
- Live captions included in a recording may become permanently embedded in the video and cannot be edited separately.
- PowerPoint does not generate or edit closed captions for exported videos. Captions must be prepared using another platform.
Step-by-Step Instructions
- Open your presentation in PowerPoint.
- Go to the Slide Show tab and select Record Slide Show to begin recording.
- When finished, export the presentation as a video using File → Export → Create a Video.
- Upload the video to OneDrive and open it through the Stream video experience.
- Generate and review closed captions, correcting any errors.
- Share the video by generating a link from OneDrive and posting it in Quercus. If preferred, use the available embed option.
Resources
- Record your presentation (Microsoft)
- Record a slide show with narration and slide timings (Microsoft)
- Turn your presentation into a video (Microsoft)
MyMedia
MyMedia, maintained by the University of Toronto Libraries, allows instructors to record, host, and share instructional videos, including videos with externally prepared caption files.
Overview
- Recording: Yes
- Auto-generate captions: No
- Edit captions: No
- Upload external captions: Yes
- Hosting: Yes
- Notes: MyMedia provides video hosting at U of T. Captions must be generated and reviewed in another platform, then uploaded as a separate file.
Advantages
- Provides long-term video hosting at U of T.
- Includes built-in recording tools.
- Supports uploading external caption files.
- Can generate shareable links and embed codes for use in Quercus or other platforms.
Limitations
- Does not automatically generate or edit captions. Caption files must be created and corrected using another platform before being uploaded to MyMedia.
Step-by-Step Instructions
- Record your video using MyMedia’s built-in tools or another platform, such as Microsoft Teams, Zoom, or PowerPoint.
- Generate and review a caption file (such as .vtt) using another platform, such as Microsoft Stream.
- Log in to MyMedia.
- Upload your video file if it was recorded elsewhere.
- To upload captions:
- Select the Edit icon for your video.
- Open the Text Tracks tab.
- Select + Create New.
- Choose Type: Captions and select the appropriate language.
- Upload your .vtt caption file.
- Generate a shareable link or embed code from MyMedia and post it in Quercus so students can access the captioned video.
Resources
- MyMedia Help
- How do I use MyMedia? (UTM)
- MyMedia Support (FASE’s Education Technology Office)
- MyMedia Hosting and Sharing (CTSI)
Reviewing and Editing Captions
Automatically generated captions provide a useful starting point, but they may contain errors or omit important information. Reviewing and editing captions helps ensure that students can accurately follow and understand recorded course content.
When reviewing captions, consider the following:
- Check accuracy. Correct transcription errors, particularly names, discipline-specific terminology, acronyms, numbers, and technical vocabulary.
- Check timing and synchronization. Ensure that captions appear at approximately the same time as the corresponding speech and remain visible long enough to be read.
- Identify speakers when needed. Make it clear who is speaking when multiple voices are present and the speaker cannot be identified from the video.
- Include meaningful sounds. Represent relevant non-speech audio, such as laughter, music, or other sounds that contribute to understanding the content.
- Check readability. Use appropriate punctuation and divide captions into readable segments rather than displaying long, continuous passages of text.
- Review the final video. Play the recording with captions enabled to confirm that they are accurate, synchronized, readable, and available to students.
Planning and Sharing Captioned Videos
Preparing captioned videos involves planning how recordings will be created, captioned, stored, and shared. Considering these steps in advance can help instructors select appropriate technologies, allow sufficient time for caption review, and ensure students can access the completed materials.
Plan Your Captioning Workflow
The following strategies can help instructors prepare and manage captioned course videos:
- Allow time for captioning. Plan for caption generation, review, and editing before making videos available to students. Automatically generated captions require human review and correction.
- Choose compatible technologies. Consider where captions will be generated and edited, particularly when recording and hosting videos using different platforms.
- Use clear audio. Record in a quiet environment where possible and use a good-quality microphone to improve automatic caption accuracy.
- Keep files organized. When downloading or transferring recordings, keep video and caption files (such as .vtt files) together so they can be located and reused.
- Plan for storage and retention. Some platforms, such as Zoom, have time-limited cloud storage. For longer-term access, consider hosting videos and captions using MyMedia or Microsoft OneDrive.
Share Captioned Videos with Students
Once captions have been reviewed and corrected, instructors can make recordings available through Quercus using links or embedded videos from supported hosting platforms.
When sharing captioned videos:
- Check access permissions. Confirm that students can view the recording and that access is restricted appropriately.
- Confirm captions are available. Open the shared video as a viewer, where possible, to ensure that captions appear and can be enabled.
- Organize videos consistently. Use clear titles and place recordings in relevant Quercus modules or pages so students can locate them.
- Communicate caption availability. Let students know that captions are provided and encourage them to raise any accessibility issues privately.