How does transcription work in Zoom?

Audience/Target Users

  • Faculty
  • Staff
  • Students

What You Need Before You Start

  • Zoom Workplace Client: Ensure your desktop application is updated to version 7.0.5 or later to use these updated features.

Steps to Complete the Task

Accessing and Requesting Transcripts in a Meeting

  1. Understand the Default State: Meeting transcripts do not start automatically. The meeting host must manually turn them on for each session.
  2. Request Access as a Participant: If you are a participant and the host has transcripts turned off, click the Transcript icon in your toolbar to send a request.
  3. Wait for Approval: The host will receive a notification to approve or deny your request to start the transcript.
  4. Look for the Indicator: If the host enables transcripts, a specialized blinking transcript icon will appear in the upper right corner of your screen, letting you know that a saved record is being generated.
    Transcript is on

Important Notes or Exceptions

Zoom has created a strict separation between live accessibility (captions) and saved records (transcripts).

  • Host Permissions Control Everything: Meeting hosts control exactly who is allowed to view and save transcripts. Hosts can modify these rules in the web portal by navigating to Settings > Meeting > In Meeting (Advanced) > Meeting transcript > Retention and permissions
    Transcription retention and permissions
  • Live Captions vs. Transcripts: Live captions are for real-time viewing only and cannot be downloaded. If you need a permanent, downloadable text copy of what was said during your meeting, you must ensure the Transcript feature is active.
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