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Live Captioning for In-Person Classes

Live captions can play an important role in making in-person classes more accessible. Some students may require captions through formal accommodation letters, while others may benefit from captions as part of a more inclusive learning environment. Providing captions also aligns with Universal Design for Learning (UDL) principles, which encourage offering multiple ways for students to access and engage with course content.

This page provides guidance on the tools and approaches available to instructors teaching in classrooms at the University of Toronto. While automatic captioning tools are helpful, it is important to note that no system is 100% accurate. Captions work best with clear speech, minimal overlapping voices, and when paired with good audio equipment.

Captions, Subtitles, and Transcripts—What’s the Difference?

Different platforms use these terms in overlapping ways, which can be confusing. Here’s how we are using them here:

  • 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 only spoken words, often used for translation (e.g., showing English text for a lecture delivered in French).
  • Transcripts: A written record of spoken content, usually provided as a separate document after a session.

On this page, when we say live captions, we mean automatic, real-time text generated during an in-person class to support access.

Options for Live Captioning in the Classroom

PowerPoint Live Captions

Advantages: Integrated into U of T’s Microsoft 365 tools, simple to use.

Limitations: Accuracy depends on sound quality and speech clarity; captions only appear while presenting slides; there is no transcript to save.

  1. Upload your PowerPoint to your OneDrive.
  2. Open the presentation in the web version of PowerPoint.
  3. On the Slide Show ribbon tab, select Always Use Subtitles.
  4. Select the dropdown arrow next to Always Use Subtitles and choose:
    • the spoken language
    • the subtitle language
    • where subtitles should appear on the screen
  5. Use a good-quality microphone so your voice is clearly captured.
  6. Start the slide show—captions will appear automatically as you speak.

Refer to Microsoft’s Present with real-time, automatic captions or subtitles in PowerPoint page for additional guidance.

Using Zoom for Captions

Advantages: Works with or without slides; provides captions on screen; transcript can be saved.

Limitations: Accuracy depends on sound quality and speech clarity; the transcript must be saved before ending the meeting or it will be lost.

  1. In your Zoom web portal, select Settings, then the Meeting tab.
  2. Toggle on Automated Captions within the In Meeting (Advanced) section.
  3. In the same section, toggle on Save Captions.
  4. Create a Zoom link for your class and sign in to the meeting during class. You do not need to invite students.
  5. In the meeting controls toolbar, select the Show Captions (CC) icon and choose a language when prompted.
  6. Share your screen if using slides, or simply speak without slides. Captions will display on the projection screen in the classroom.
  7. At the end of class, before ending the Zoom meeting:
    • Select the arrow icon next to the CC icon and choose View full transcript.
    • The transcript panel will open to the right of the meeting window.
    • At the bottom of the transcript panel, select Save transcript. A .txt file will be saved to your device.

Refer to Zoom’s support guides for more details:

Using Microsoft Teams for Captions

Advantages: Works with or without slides; integrated into U of T’s Microsoft 365 environment.

Limitations: Accuracy depends on sound quality and speech clarity; transcription must be enabled during the meeting to generate a record that can be saved afterward.

  1. Start a Teams meeting on the classroom computer. You do not need to invite students.
  2. Select More (three dots) > Language and speech > Show live captions to enable live captions.
  3. Select More (three dots) > Record and transcribe > Start transcription to enable transcription.
  4. Share your screen if using slides, or simply speak without slides.
  5. Captions will display on the projection screen in the classroom.
  6. After ending the Teams meeting:
    • Open the meeting chat in Teams.
    • Select Recap.
    • Select the dropdown arrow next to Download to choose the type of file you want to download.

Refer to Microsoft’s support guides for more details:

Helpful Strategies for Teaching with Live Captions

Before class, test your setup and become familiar with how captions will appear in the room. Consider both sound and visuals, since microphone quality, caption placement, and lighting all affect how well captions support student learning.

  • Test your setup in the classroom in advance.
  • Confirm available classroom AV (e.g., microphones, input options, projection) with your local classroom technology support. If a microphone is not installed, consider using a lapel or USB mic for clearer input.
  • Use a microphone that clearly picks up your voice.
  • Speak at a steady pace and avoid walking too far from the mic.
  • Pause briefly when showing complex visuals so captions can keep up.
  • Check caption placement and visibility to make sure captions are easily readable from most areas of the room. In larger lecture halls, captions placed at the bottom of the screen may be visible only to the first few rows; adjust the settings so captions appear higher on the screen or above the slides.
  • Adjust lighting to minimize glare or overly bright light on the projection surface, which can make captions harder to read.
  • Let students know captions are available and encourage them to contact you privately if they experience difficulties.
  • Share instructions with guest lecturers so they know how to enable captions during their sessions.

When Automatic Captions May Not Be Enough

Automatic captioning can be a helpful starting point, but it may not always meet the accuracy needs of all students. For example, technical vocabulary, room acoustics, or having multiple speakers in quick succession can affect the quality of auto-generated captions. The Centre for Teaching Support & Innovation can provide guidance on teaching strategies, and your local classroom technology support can advise on equipment and room capabilities.

In certain cases, further collaboration with Accessibility Services may be required to explore professional captioning services. 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.

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