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How to use live captions in Microsoft Teams for improved communication


Microsoft Teams is a powerful collaboration tool that helps teams work together efficiently and effectively.

However, it’s important to remember that not everyone uses Teams in the same way, and not everyone has the same abilities or needs. That’s why Microsoft has built a range of accessibility features into Teams, to ensure that everyone can use the platform with ease.

In this blog post, we will explore the use of Live Captions to aid in improving communication across your organisation.

What are Live Captions in Microsoft Teams?

One of the key accessibility features in Teams is Live Captions, which we introduced you to in an earlier blog. This feature uses AI and speech recognition to generate real-time captions during a meeting or call.

Live Captions can make it easier for people who are deaf or hard of hearing, or not native speakers of the language being used in the meeting to follow the conversation.

It’s also a great way to help ensure that all participants can follow the conversation and stay engaged.

How do I use Live Captions?

NOTE: the feature needs to be enabled by the meeting organiser or the administrator.

Once it is enabled, participants can choose to turn on Live Captions during the meeting. The captions will appear at the bottom of the screen and will update in real-time as meeting attendees speak.

1. In meeting controls select More options > Turn on live captions.

Live Captions in Microsoft Teams
Source: Microsoft Support

2. If you want to change the language, navigate to the ellipsis (three dots), located to the right of the captions – this will open up Caption Settings.

Caption Settings in Microsoft Teams
Source: Microsoft Support

3. Then select Change spoken language.

Change spoken language in Microsoft Teams
Source: Microsoft Support

4. You can then select the language – this is the language of your captions and meeting transcript.

5. Press Confirm.

6. To stop using live captions go to More options > Turn off live captions

Live Captions in Microsoft Teams – Top tips to get the best out of live captions

  • Speak slowly and clearly and ensure you are speaking directly into the microphone.
  • Try to minimise any background noise.
  • Avoid having multiple people speaking at the same time.

Additional Information

  • It’s worth noting that Live Captions may not be 100% accurate, and the quality of the captions can be impacted by factors such as background noise or poor audio quality. However, the feature is still a useful tool for improving accessibility and inclusivity in Teams meetings.
  • Teams doesn’t save captions. If you’d like a transcript of the meeting, turn on transcription. You’ll be able to download the transcript after the meeting.
Further Information

If you have any questions about this or need assistance, then please contact the GCC Group Support Team on 0345 260 1151 or

Microsoft 365

In our personal and business lives, we’re becoming more connected than ever. Microsoft 365 is the world-class cloud-based platform which helps you to achieve your goals from anywhere.

Microsoft 365 is a suite of apps bringing together all the greatest Office applications in one cloud-based platform, enabling your people to connect, collaborate and get things done from anywhere.

Applications that help you stay connected and get things done include:

  • Word
    Microsoft’s iconic word processing program allows you to create and share documents, now with intelligent document support.
  • Excel
    Simplify complex data with the world’s most-used spreadsheet program.
  • PowerPoint
    Create and share outstanding presentations.
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    Bring everyone together with secure video & call conferencing, instant messaging, and collaboration.
  • Outlook
    Manage all your emails in one place.
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    Save files securely and access them at any time, from anywhere.
  • SharePoint
    Create team sites to share information, files, and resources.

Plus, other useful applications such as Exchange, Intune and Azure Information Protection.

Speak to us today to find out how which Microsoft applications could be deployed in your business.