How to Caption: Using Teams (Pre-recorded Video)

How to Use Teams for Video Captions (Microsoft Stream on SharePoint)

Before You Start

Have these ready/do this first:

You are logged in to Microsoft 365 (Teams, OneDrive/SharePoint access).
A stable microphone and quiet recording space.
Optional: Slides or screen content to share during the meeting.

Start and Record in Teams

Open Teams > Calendar > Meet now.

Meet now menu

Follow the prompts to name and join the meeting.

Record Teams:

In the meeting, select More (…) > Record and transcribe > Start recording. Present and speak as usual. Share your screen/slides if needed.

Start recording screenshot.

Stop and Close the Meeting

When finished, select More (…) > Stop recording. Click Leave to end your session.

Stop recording screenshot.

Where it saves: The recording and transcript are stored in SharePoint/OneDrive and linked from the meeting chat recap.

Retrieve the Recording & Transcript

Go to the Teams chat for that meeting.

Open the Meeting Recap Video.

View recap

Open in Stream to Edit Captions

In the recap or player window, choose Open in Stream.

Open stream menu

Use the Transcript Editor in Stream to correct names, acronyms, punctuation, and speaker labels.

Click Transcript Edit and click Done.

Share or Embed the Video

Share menu

Share a Link

Click Share > Copy link.

Set permissions (e.g., “People in VCSU with the link” or specific individuals).

Paste the link into Blackboard Ultra, One Stop, or email.

Embed in Blackboard or One Stop

Click Share > Embed.

Copy the iframe code.

Blackboard Ultra: Insert a Document (or relevant item), choose the HTML/Embed option, and paste the code.

One Stop/CMS: Paste the iframe in an HTML block where the video should appear.

Troubleshooting

No transcription? Start it manually via More (…) > Record and transcribe > Start transcription.
Can’t edit captions? Open the file in Stream and confirm you have edit permissions.
Audio quality issues? Use a headset/mic and record in a quiet space; clear audio improves auto-caption accuracy.
Embed not displaying? Check your site or LMS HTML settings; some areas block iframes by default.

Example Video

Quick Reference

Teams > Calendar > Meet now > Name and Join
Record and transcribe > Start recording (+ Start transcription if needed)
Stop recording > Leave meeting
Meeting chat recap > open recording > Open in Stream
Edit captions/transcript in Stream
Share link or embed code in Blackboard/One Stop