Live captions can play an important role in making in-person, online, and hybrid classes more accessible. Some students may require captions through formal academic accommodations, while others may benefit from captions as part of a more inclusive learning environment. Providing captions also aligns with Universal Design for Learning (UDL), which encourages offering multiple ways for students to access and engage with course content.
This resource provides guidance on live captioning tools and approaches available to instructors at the University of Toronto. While automatic captioning tools can support accessibility, their accuracy depends on factors such as audio quality, speech clarity, technical terminology, and overlapping voices. Instructors should consider how captions will be accessed by students in different teaching environments.
Understanding Live Captioning
Live captions display spoken content as text in real time, helping students follow lectures, presentations, and discussions. Depending on the technology and teaching context, captions may be displayed on a classroom screen or made available through individual controls in an online meeting.
Captions, Subtitles, and Transcripts—What's the Difference?
Different platforms use these terms in overlapping ways, which can be confusing. Here is how they are used in this resource:
- Captions: Text that represents spoken words and relevant sounds (for example, [laughter] or [music]), displayed in real time or added afterward. Captions are designed primarily for accessibility.
- Subtitles: Text that represents spoken words, often used for translation (for example, displaying English text for a lecture delivered in French).
- Transcripts: A written record of spoken content, usually provided as a separate document or text file.
In this resource, live captions refers to text generated in real time during a class. Enabling live captions does not necessarily create a transcript or ensure that a recording will have accurate captions afterward. For guidance on preparing captions for recorded course videos, consult CTSI’s Captioning Recorded Videos resource.
Live Captioning Tools at U of T
Microsoft Teams, Zoom, and PowerPoint provide automatic live captioning features that instructors can use during classes. Each tool supports different teaching contexts, and the appropriate choice depends on how students will access captions, whether slides are being presented, and whether a transcript is needed.
Microsoft Teams Live Captions
Microsoft Teams provides live captions during online meetings and can display captions on a classroom projection screen during in-person teaching.
Advantages
- Works with or without presentation slides.
- Supports individual caption controls for online participants.
- Integrates with U of T’s Microsoft 365 environment.
Limitations
- Caption accuracy depends on audio quality, speech clarity, and the number of speakers.
- Captions displayed in a physical classroom depend on the available projection and microphone setup.
- Live captions do not automatically create a downloadable transcript. Transcription must be enabled separately.
Using Teams for Live Captions
- Start or join a Microsoft Teams meeting.
- Select More (three dots) → Language and speech → Show live captions.
- If a transcript is needed, select More → Record and transcribe → Start transcription.
- Share your screen if presenting slides, or continue speaking without slides.
- In online classes, students can enable captions using their own meeting controls. In in-person classes, display the Teams window and captions on the classroom projection screen.
- If transcription was enabled, access the transcript through the meeting’s Recap after the session. Download options depend on the meeting settings and permissions.
For additional instructions, consult Microsoft’s Use live captions in Microsoft Teams meetings and View live transcription in Microsoft Teams meetings resources.
Zoom Live Captions
Zoom provides automatic live captions for online participants or classroom projection during in-person teaching.
Advantages
- Works with or without presentation slides.
- Provides live captions for online participants or classroom projection.
- Supports saving captions or transcripts when the appropriate features are enabled.
Limitations
- Caption accuracy depends on audio quality, speech clarity, and overlapping speech.
- Captions projected in a classroom may not adequately capture student questions or discussions without appropriate microphones.
- Transcript availability and saving options depend on meeting settings and enabled features.
Using Zoom for Live Captions
- In the Zoom web portal, select Settings → Meeting → In Meeting (Advanced).
- Enable Automated Captions and, if needed, Save Captions.
- Start or join a Zoom meeting. For an in-person class, instructors can start a meeting without inviting students.
- Select Show Captions (CC) in the meeting toolbar and choose the appropriate spoken language.
- In online classes, students can enable captions through their own meeting controls. In physical classrooms, display the captions on the projection screen.
- If captions or a transcript need to be saved, use the available transcript or caption-saving controls before ending the meeting, as required by the selected settings.
For additional guidance, consult Zoom’s Enabling or disabling automated captions, Viewing captions in a meeting or webinar, and Saving closed captions in a meeting resources.
PowerPoint Live Captions
Microsoft PowerPoint can display automatic captions or subtitles while an instructor presents slides. This option is particularly useful when captions need to appear alongside a presentation, whether in an in-person, online, or hybrid class.
Advantages
- Integrated into U of T’s Microsoft 365 environment.
- Straightforward to use during slide presentations.
- Allows instructors to select the spoken language, caption language, and caption placement.
Limitations
- Captions are available only while presenting slides.
- Caption accuracy depends on microphone quality and speech clarity.
- PowerPoint’s live captioning feature does not create a transcript that can be saved afterward.
- It is not designed to caption extended discussions or activities that take place outside the slide presentation.
Using PowerPoint for Live Captions
- Open your presentation in PowerPoint.
- On the Slide Show tab, select Always Use Subtitles.
- Use the subtitle settings to choose:
- The spoken language
- The subtitle language
- Where subtitles will appear on the screen
- Connect or select a microphone that clearly captures your voice.
- Start the slide show. Captions will appear as you speak.
For additional guidance, consult Microsoft’s Present with real-time, automatic captions or subtitles in PowerPoint resource.
Planning and Using Live Captions
Effective live captioning depends on more than enabling a feature in Microsoft Teams, Zoom, or PowerPoint. Audio quality, caption visibility, and how students participate can all influence how well captions support access to learning.
The following strategies can help instructors prepare for and use live captions across different teaching environments.
Strategies for All Classes
- Test captions before class. Confirm that captions are enabled, the correct spoken language is selected, and text appears as expected.
- Use clear audio. Use a good-quality microphone, speak at a steady pace, and minimize background noise where possible.
- Manage overlapping speech. Encourage participants to speak one at a time, particularly during discussions, to improve caption accuracy.
- Allow time to process information. Pause briefly when presenting complex concepts or visuals so students can follow both the captions and the instructional content.
- Communicate caption availability. Let students know how to access captions and encourage them to raise any difficulties privately.
- Prepare guest lecturers. Share relevant captioning instructions with guest speakers so they can use the available technology.
Additional Considerations for In-Person Classes
In physical classrooms, live captions may be displayed on a projection screen. Instructors should consider how the classroom’s equipment, layout, and acoustics affect caption quality and visibility.
- Check classroom equipment. Consult your divisional teaching and learning or classroom technology support team about available microphones, audio connections, and projection options.
- Check microphone coverage. Ensure the instructor’s voice is captured clearly and assess how student questions or contributions will be picked up.
- Check caption placement and visibility. Make sure captions are readable from different areas of the room. In larger lecture halls, captions displayed at the bottom of a screen may be difficult to see from the back.
- Adjust lighting and projection. Minimize glare and check that captions have sufficient contrast against the presentation or projected background.
Additional Considerations for Online Classes
In online classes, students may be able to enable and customize captions through their individual meeting controls. Instructors should ensure that students know how to access these features.
- Explain how to enable captions. Show students where to find caption controls in Teams or Zoom, particularly early in the course.
- Consider different participation formats. Students may contribute through audio, chat, or other activities. Captions generally represent spoken content rather than written chat messages.
- Check caption language settings. Ensure the selected spoken language reflects the language being used during the session.
Additional Considerations for Hybrid Classes
Hybrid teaching requires attention to how captions are accessed by both in-person and remote students. A captioning setup that works for one group may not provide equivalent access for the other.
- Check caption access in both environments. Confirm that captions are visible in the classroom and available to remote participants.
- Consider audio from both groups. Ensure microphones capture the instructor and, where possible, questions or contributions from in-person and remote students.
- Prevent audio feedback. When multiple devices are connected to the same online meeting in a classroom, ensure that microphones and speakers are configured to avoid echo or feedback.
- Test the complete setup. Check how captions appear on classroom projection screens and on students’ online meeting interfaces.
- Coordinate with local support. Consult your divisional teaching and learning or classroom technology support team about equipment and audio connections needed to support captioning in hybrid classes.
When Automatic Captions May Not Be Enough
Automatic captioning can be a helpful starting point, but it may not always meet the accuracy and accessibility needs of all students. Technical terminology, background noise, room acoustics, and multiple speakers talking in quick succession can affect caption quality. These challenges may arise in in-person, online, and hybrid classes.
Instructors can take steps to improve caption accuracy through clear audio, appropriate microphone use, and thoughtful facilitation. However, automatic captions may not be sufficient for students who require more accurate or specialized captioning support.
In some cases, collaboration with Accessibility Services (St. George, UTM, UTSC) may be needed to explore professional captioning services or other appropriate arrangements. Instructors are not expected to make these arrangements on their own. Accessibility Services can work with instructors to determine whether professional captioning is required as part of an individual student’s academic accommodation.
For guidance on teaching strategies, instructors can request a consultation with CTSI. For technical assistance with microphones, classroom equipment, or hybrid teaching setups, contact your divisional teaching and learning or classroom technology support team.