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Teams - Generate automatic translations and transcriptions in a meeting Tutorial

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Teams

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to use the transcription and subtitle features in Microsoft Teams during scheduled meetings. It outlines the steps to activate these features, customize settings, and access transcriptions after the meeting.

Chapitres :

Introduction to Microsoft Teams Transcription and Subtitles
Microsoft Teams has introduced a powerful feature that allows users to transcribe spoken words live during meetings. This functionality is available in approximately 30 languages and is designed to enhance accessibility and collaboration, particularly for those who may arrive late or have hearing impairments.
Setting Up Transcription
To utilize the transcription feature, follow these steps: 1. **Start a Scheduled Meeting**: Begin a meeting that you have previously scheduled. 2. **Access Transcription Settings**: Once the meeting has started, even if not all participants are present, click on the three dots in the top banner. 3. **Select Record and Transcribe**: Choose the 'Record and Transcribe' option, then click on 'Start Transcription'. 4. **Choose Language**: Select the desired language for transcription. If you need to change the language, click on the gear wheel icon to adjust your selection. The transcription will commence automatically in the chosen language and can be modified at any time during the meeting.
Benefits of Live Transcription
The transcribed text is accessible throughout the meeting, providing valuable support for: - **Late Arrivals**: Participants who join the meeting after it has started can catch up on what has been discussed. - **Hearing Impairments**: Individuals with hearing difficulties can follow along with the transcribed text.
Accessing Transcription After the Meeting
After the meeting concludes, the transcription file can be accessed in two ways: - **Meeting Details**: Click on the designated area in the meeting details to find the transcription file. - **Chat Channel**: The history of spoken words will also be available in the meeting's chat channel. You have the option to delete the transcription or download it in either Word or VTT format for further editing.
Activating Live Subtitles
To turn on live captions during a meeting, follow these steps: 1. **Open Language and Speech Settings**: Click on the three dots in the top banner. 2. **Select Turn on Live Captions**: Choose this option to activate subtitles. 3. **Change Language**: You can modify the language of the subtitles at any time during the meeting. 4. **Configure Subtitle Settings**: Click on 'Settings' to customize the appearance of the subtitles, including text color, banner height, and font size. A preview option is available to visualize changes.
Conclusion
The transcription and subtitle features in Microsoft Teams significantly enhance the meeting experience by promoting inclusivity and ensuring that all participants can engage fully. By following the outlined steps, users can easily set up and customize these features to suit their needs, making meetings more productive and accessible.

FAQ :

How do I enable transcription in Microsoft Teams?

To enable transcription, start a scheduled meeting, click on the three dots in the top banner, select 'Record and Transcribe', and then click 'Start Transcription'.

Can I change the transcription language during a meeting?

Yes, you can change the transcription language at any time by clicking on the gear wheel icon after selecting the initial language.

Where can I find the transcribed text after the meeting?

The transcribed text is available in the meeting details or in the meeting's chat channel, where you can also download it in Word or VTT format.

What should I do if I want to activate live captions?

To activate live captions, click on the three dots in the top banner, select 'Language and Speech', and then choose 'Turn on live captions'.

Can I customize the appearance of the subtitles?

Yes, you can customize the text color, banner height, and font size for subtitles by accessing the settings panel during the meeting.

Quelques cas d'usages :

Accessibility for Hearing Impaired Participants

Using live transcription and captions in meetings ensures that participants with hearing impairments can follow along and engage in discussions effectively.

Multilingual Meetings

In international teams, transcription in multiple languages allows participants from different linguistic backgrounds to understand the meeting content in real-time.

Meeting Record Keeping

Transcriptions provide a written record of what was discussed during meetings, which can be useful for future reference or for those who could not attend.

Training and Onboarding

New employees can benefit from transcriptions of training sessions, allowing them to review the material at their own pace and ensuring they do not miss important information.

Editing Meeting Notes

After a meeting, the transcription can be downloaded and edited in Word format, making it easier to create formal meeting minutes or summaries.

Glossaire :

Transcription

The process of converting spoken language into written text. In Microsoft Teams, this feature allows live transcription of meetings.

Scheduled Meeting

A meeting that has been planned and set up in advance, allowing participants to join at a specific time.

Live Captions

Real-time subtitles that display spoken dialogue during a meeting, aiding participants who may have hearing impairments or who are non-native speakers.

VTT Format

A file format used for displaying timed text tracks, such as subtitles or captions, in video content.

Settings Panel

A user interface component that allows users to customize options and preferences, such as text color and font size for subtitles.

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Microsoft Teams now allows you to transcribe

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what is said live during a meeting.

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This system is available in about 30

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languages and only in a scheduled meeting.

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To use this tool, start a meeting

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that you have previously scheduled.

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Once your meeting has begun,

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even if your other colleagues

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have not yet arrived,

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you can set up transcription by clicking

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on the three dots in the top banner.

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Select Record and Transcribe,

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then start Transcription.

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Select the language you want to transcribe.

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If you have incorrectly selected

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the language, you can change it by

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clicking on the gear wheel here.

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From then on,

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transcription will automatically

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begin in the language you have set,

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and you can change it at any time.

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The transcribed text remains

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available throughout the meeting.

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This is useful if a collaborator arrives

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late or for people with hearing impairments.

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Once the meeting is over,

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a file is available in the meeting

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details by clicking right here.

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Or directly in the meetings chat channel

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you will find the history of all the

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words spoken during the meeting.

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You have the option to delete the

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transcription or to download it in Word

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or VTT format if you wish to edit it.

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If you want to activate subtitles,

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click on the three dots in the top banner,

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click on Language and Speech,

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then select Turn on live captions.

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You can change the language at

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anytime during the meeting,

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but also configure the subtitles by

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clicking on Settings right here.

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In this configuration panel you will have

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the option to modify the text color,

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the height of the banner

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where it is displayed,

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and the font size for each modification.

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A preview is available right here

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to visualize the appearance of

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the subtitles during the meeting.

Mandarine AI: WHAT YOU SHOULD KNOW

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