How to Caption: Microsoft Streams

How to Add Captions to Videos Using Microsoft Stream (on SharePoint)

Audience: Faculty and staff who record with QuickTime and publish through Microsoft 365.
Purpose: Produce, review, and distribute accurate captions/transcripts to meet accessibility requirements (WCAG/Section 508) and improve usability.

Captioning Reminder

QuickTime and Collaborate are just a couple of platforms available on campus that DO NOT support auto-generated captions. To add captions, users must first record the video, then upload it to another platform that supports captioning, such as Microsoft Stream (on SharePoint), which is available at VCSU. This allows auto-captioning and transcript editing after upload.

Before You Start

Your finished QuickTime/Collaborate video (.mov or exported to .mp4) saved to OneDrive. Tip: use a clear, searchable name (e.g., BIO111-Lecture02-Photosynthesis.mp4).
You’re logged in to Microsoft 365 in your browser (OneDrive and Stream on SharePoint).
Use a current browser (Edge or Chrome recommended).

Open the Video in Microsoft Stream

In OneDrive, right‑click the uploaded video and select Open in browser (or Open in Stream if shown).
The video opens in a new browser tab in Stream (on SharePoint).

Open the Video Settings Panel

On the Stream video page, select Video settings (right side).
A settings pane appears with sections like Transcript and captions, Chapters, etc.

Video settings menu

Generate Captions and a Transcript

In Transcript and captions, select Generate.
Choose the spoken language and confirm.
Stream auto‑generates captions and a transcript. Processing time depends on video length. You can navigate away.

Transcript and captions menu and generate button.

Generate spoken language screenshot.

Review and Edit the Transcript (Recommended)

Open the Transcript panel.
Select Edit (pencil icon) to open the editor.
Play the video and fix terminology, names, punctuation, and speaker labels.
Save changes.

Screenshot of editing the transcript.

Accuracy checklist

Correct technical terms, acronyms, and proper names.
Add punctuation for clarity.
Identify speakers if more than one person talks.
Remove or correct sensitive/incorrect content.

Distribute the Video

Share a Link

Click Share.
Select Copy link and set permissions (e.g., “People in VCSU with the link”).
Paste the link in Blackboard Ultra, One Stop, or email.

Embed in Blackboard or One Stop

Click Share > Embed.
Copy the <iframe> embed code.
Blackboard Ultra: In a Document, use the HTML/Embed option and paste the code.
One Stop/CMS: Paste the iframe in the HTML editor where the video should appear.

Ensure the transcript is visible, or provide a clearly labeled “Download transcript” link wherever the video is hosted.

Accessibility Verification

Captions accurately reflect spoken content.
A complete transcript is available without playing the video.
Controls and transcript are keyboard accessible (Tab/Enter).
Interface elements meet color‑contrast and focus‑visible requirements.

Troubleshooting

No “Generate” option: Make sure you own the file or have edit permissions. Move it to your OneDrive if needed.
Wrong language: Re‑run Generate and pick the correct language, or upload your own caption file.
Poor audio: Re‑record or enhance audio; better audio = better captions.
Format issues: Export .mov to .mp4 (QuickTime > Export As) for compatibility.
Minor edits: Use Clip video in Stream or trim in QuickTime before upload.

Example Video

Optional: Download or Replace Caption Files

Download (SRT/VTT): In the transcript panel’s (…) menu, choose Download to reuse captions elsewhere.
Upload/Replace: Upload a finalized SRT/VTT under Transcript and captions to replace the auto‑generated file.