How To Download Transcript From Microsoft Teams Meeting

Are you finding it difficult to locate and download transcripts from your Microsoft Teams meetings? You’re not alone – many users struggle with this lesser-known feature. Our step-by-step guide is here to make the process of retrieving these valuable records simple and straightforward.

Stay tuned, we’re about to turn you into a Microsoft Teams transcript expert in no time.

Key Takeaways

  • Start by recording the Microsoft Teams meeting and accessing the recorded video on Microsoft Stream.
  • Enable auto – generation of captions in the Teams admin center to ensure accurate transcriptions, even if you forget to hit ‘record’.
  • Download the caption file from a Teams meeting by going to the “Captions” category and clicking on “Download file”.
  • Alternative methods for obtaining transcripts include copying and pasting captions in VTT format or using third-party transcription services.

Steps to Download Transcript from Microsoft Teams Meeting

To download a transcript from a Microsoft Teams meeting, start by recording the meeting and accessing the recorded video on Microsoft Stream.

Recording the meeting

Starting a recording in Microsoft Teams is pretty straightforward. During your meeting, simply click on the three dots for “More options” then select “Start recording.” All attendees will be notified that you’ve started a recording to ensure transparency and consent.

This feature lays the groundwork for obtaining a transcript since captions must be enabled during this process. Once the meeting concludes, hit “Stop recording.” The recorded content will automatically be saved under the “Recordings and Transcripts” tab located in Teams calendar, ready for further transcription procedures.

Accessing the recorded video on Microsoft Stream

Exploring your Microsoft Stream is the gateway to accessing recorded videos from a Teams meeting. After wrapping up an important Teams session, head over to the chat history of that specific meeting.

Here, you’ll find a ‘Play’ option which lets you view your recorded video on Microsoft Stream. It’s as simple as clicking and watching.

This process is pivotal in downloading transcripts from your Microsoft Teams meetings. With the integration of OneDrive for Business, these recordings are conveniently stored and ready for playback at any time, ensuring all key points discussed in the meeting are not lost.

The added bonus? These recordings come with automated transcriptions granting users ease when reviewing meeting details or ensuring accurate minutes are produced post-meeting.

Ensuring auto-generation of captions

To make the most out of your Microsoft Teams meetings, it’s crucial to enable auto-generation of captions. With this feature active, Teams will automatically create a transcript from the audio in your meeting, even if you forget to hit ‘record.

This step is vital for transcribing meetings for reference and recordkeeping with minimal effort on your part. Activating the transcription settings can be done in just a few clicks within the Teams admin center.

Once set up, whenever you start a meeting, live transcription takes place without needing any manual intervention. Accessibility improves drastically when reading along real-time captions during discussions or reviewing them later as subtitles in recordings.

A win-win situation for everyone involved!

Downloading the caption file

To download the caption file from a Microsoft Teams meeting, you can follow these simple steps. First, go to the “Captions” category in your meeting and click on the “Download file” button.

This will allow you to save the caption file onto your device for future reference or editing purposes. By downloading the caption file, you can easily access and review the transcriptions of your meetings on Microsoft Teams without any hassle.

Alternative Methods for Obtaining Transcripts

Another option for obtaining transcripts from Microsoft Teams meetings is by copying and pasting the captions in VTT format or using third-party transcription services. These alternatives provide flexibility and options for users to access accurate transcripts of their meetings.

Read on to learn more about these methods!

Copying and pasting captions in VTT format

To obtain a transcript from a Microsoft Teams meeting, one alternative method is by copying and pasting captions in VTT format. This method allows you to directly extract the captions from the meeting recording. Here’s how to do it:

  1. First, access the recorded video of the Teams meeting on Microsoft Stream. Make sure that the video has already been processed and that auto-generation of captions is enabled.
  2. Once you’re on the video page, click on the ellipsis (…) menu and select “Open in Microsoft Stream”. This will open the video in Stream’s dedicated player.
  3. On the player interface, you should see the captions displayed at the bottom of the screen. Click on the ellipsis (…) menu within the player and choose “Get caption file”.
  4. Select “Download VTT” to save the caption file to your computer.
  5. Open the downloaded VTT file using a text editor or a caption/subtitle editor.
  6. You can now make any necessary edits or changes to the transcript directly in this text editing program.
  7. When copying and pasting from the VTT file, be aware that there may be extra lines of data in addition to just the captions themselves. These additional lines may contain timecodes or formatting information which you can remove during your editing process.
  8. Save your changes once you have finished editing.

Using third-party transcription services

Third-party transcription services can be a valuable tool when it comes to obtaining transcripts from Microsoft Teams meetings. These services offer additional features and options that may enhance the accuracy and functionality of the transcriptions. Here are some ways in which third-party transcription services can be utilized:

  1. Improved Accuracy: While Microsoft Teams provides automatic transcription, third-party services may offer more accurate transcriptions by utilizing advanced technologies and algorithms.
  2. Customization Options: Third-party transcription services often provide customization options such as speaker identification, time-stamping, and verbatim or clean text formatting, allowing users to tailor the transcript to their specific needs.
  3. Language Support: In addition to supporting multiple languages, third-party services may also offer translation capabilities, allowing users to obtain transcripts in different languages.
  4. Additional Features: Some third-party transcription services offer additional features like keyword highlighting, sentiment analysis, topic segmentation, and summarization, providing users with more insights from their meeting transcripts.
  5. Integration with Productivity Tools: These services may integrate with other productivity tools like project management software or customer relationship management systems, making it easier to organize and utilize the meeting transcripts within existing workflows.
  6. Privacy and Security: Third-party transcription service providers often have robust privacy measures in place to ensure the confidentiality of sensitive information discussed during meetings.

Limitations and Accuracy of Microsoft Teams Transcriptions

Despite the convenience of Microsoft Teams transcriptions, there are a few limitations and potential accuracy issues to be aware of. It’s important to note that the availability of recording meetings may vary depending on your organization’s settings.

Additionally, while Microsoft Teams strives for accurate transcriptions, there is a possibility of errors in transcription accuracy due to factors such as background noise or accents.

To learn more about the limitations and accuracy of Microsoft Teams transcriptions, continue reading this article.

Issues with recording availability

Users may encounter issues with the availability of recordings in Microsoft Teams meetings. There might be instances where users are unable to access their Teams meeting recordings, which can be problematic if they need to download the transcript.

This can potentially disrupt their workflow and hinder their ability to obtain important information from past meetings. It is essential for users to be aware of these limitations and explore alternative methods for obtaining transcripts in such cases.

Potential errors in transcription accuracy

Transcriptions from Microsoft Teams meetings may not be completely accurate and can contain errors. Factors such as audio quality, compression, and sampling rate can impact the accuracy of the transcription.

Being in a quiet environment can help improve the accuracy of the transcription. Microsoft is actively working on improving their transcription AI to provide more precise transcriptions, reducing the need for manual corrections.

It’s important for users to understand that while transcriptions are a helpful tool, they should be reviewed and verified for complete accuracy when necessary.


In conclusion, downloading a transcript from a Microsoft Teams meeting is a simple process that can be done directly within the platform. By following the outlined steps, users can easily access and download their meeting transcripts in either .docx or .vtt file format.

This feature provides convenience and flexibility for users who need to reference or share important discussions from their Teams meetings. So next time you need to retrieve a transcript, simply follow these steps and enjoy the benefits of this useful functionality in Microsoft Teams.