Captioning

Keeping accessibility in mind is important when delivering and creating content.

Legal Obligation

According to AODA Section 14, all recorded videos that include audio must have captions “except when the media is a media alternative for text and is clearly labeled as such” (How to Meet WCAG, 2020). Live video does not require captions. Keep in mind - live video that is recorded must have captions available on the recorded version.

Are captions required for live video?
Although captions are not required for live video (for example: during synchronous classes), they can be beneficial to all users.

Are captions required for pre-recorded videos?
Yes, captions are required for all pre-recorded videos.

Resources

Here are some resources to help ensure your online video delivery will remain accessible to our students. In the list below, find the tool or application being used to create or deliver your video content.

PowerPoint

Is your content live or recorded?

Are You Presenting LIVE with PowerPoint?

PowerPoint has a built-in feature that can be turned on to display live captions of what is being said during a presentation. You can position the captions to be displayed below your slide or placed elsewhere on your presentation. This can be used when delivering a PowerPoint presentation face-to-face. PowerPoint captioning can also be used in conjunction with other meeting tools being used if they do not have a live caption feature (such as Virtual Classroom).

Faculty or Student Controlled?

This feature is turned on by the faculty member in PowerPoint.

Instructions

Step 1 - Enable Subtitles
  • Within PowerPoint, go to the Slide Show tab and enable Always Use Subtitles
    PowerPoint interface. Always Use Subtitles option selected.
Step 2 - Launch Slide Show
  • Go into slide show mode the same way as usual and live captions will appear as you talk.
For more detailed instructions:

Watch this video on Live Captions and Subtitles or visit a link below for text instructions:

Other Notes

If your desktop version of PowerPoint does not have the Always Use Subtitles option available on the Slide Show tab, you can use the web version of PowerPoint instead. Or try installing the latest version of the Office 365 suite by logging onto Office.com with your college credentials (bannerID@durhamcollege.ca and network password) and select Install Office in the upper right-hand corner. Note for Mac OS X High Sierra or earlier: You might not be able to update your desktop version of PowerPoint – therefore, you will need to use the web version to access the Always Use Subtitles option, or update your OS.

Are You Sharing a RECORDED PowerPoint video?

When using the “Record Slide Show” feature to capture a PowerPoint recording, it is recommended that you export the recording as a video and then upload it to YouTube or Microsoft Stream. The captioning will happen in the video streaming service (YouTube or Microsoft Stream), NOT by using Live Subtitles within PowerPoint.

Faculty or Student Controlled?

The faculty member will share their PowerPoint recording through a video streaming service (YouTube or Microsoft Stream) and ensure captions are enabled.
The student will choose to turn the captions on in the video player when watching the recording.

Instructions

Step 1 - Create PowerPoint Recording
  • Create a PowerPoint recording using Record Slide Show on the Slide Show tab.
    PowerPoint interface. Record Slide Show button
  • Export the recording from PowerPoint as a video by going to File > Export.
  • Learn more: How to Record Your PowerPoint Slide Show
Step 2 - Upload to Video Streaming Service and Ensure Captions Are Available
  • Upload your recording to a video streaming service such as YouTube or Microsoft Stream and ensure auto captions have been enabled. This is where the automatic captions are generated.
  • Learn how: Visit the YouTube or Microsoft Stream sections of this page.
Step 3 – If Your Captions Need Edits
  • Depending on the clarity and complexity of the dialogue in the video, some manual editing of the autogenerated captions might be needed. Learn how to edit auto captions: read or watch.
  • If autogenerated captions are not sufficient, please complete the Captioning Request Form, to submit your video for professional captioning through the CTL.
Step 4 - Share in DC Connect

Other Notes

When using the Record Slide Show feature to capture PowerPoint recordings, live captions will not be captured (even if “Always Use Subtitles” is enabled). The built-in subtitle feature within PowerPoint is intended for live presentations. Captioning will happen in YouTube or Microsoft Stream.

Microsoft Teams

Is your content live or recorded?

Are You Meeting LIVE with Teams?

Teams has a built-in feature that provides live captions for meetings taking place within a Team.

Faculty or Student Controlled?

Students are responsible for turning on the live caption preview on their own device.
Faculty do not need to do anything.

Instructions

Step 1 – Use the Desktop Version of Teams
  • Participants MUST use the downloaded desktop or mobile app to view live captions.
  • To install the latest version of the Office 365 suite (including the desktop version of Teams), go to Office.com and sign-in with your college credentials (bannerID@durhamcollege.ca and network password). Then select Install Office in the upper right-hand corner.
Step 2 – Turn on Captions
  • Within a Teams meeting, participants can turn on live captions by clicking on the More actions menu indicated by the 3-dot icon, then select Turn on live captions.
    Teams interface. More actions button.
    Teams interface. Turn on live captions option.
  • For more detailed instructions: Visit Use live captions in a Teams meeting

Are You Sharing a RECORDED Teams channel video?

As a result of a Microsoft Stream update that occurred on July 7th 2021, Teams recordings are now being saved to OneDrive. The main impact of this change is that captions are no longer automatically generated on the recordings as they were previously.  We are currently waiting for Microsoft to complete updates that will enable captioning for Teams recordings. Once the updates have been implemented, there will be an option to turn on transcripts at the time of recording which will then generate captions. As we wait for this update to happen, please follow the steps below.

Instructions

Step 1 – Start a Meeting
  • Start a meeting in the Teams channel using the Meet icon as usual.
Step 2 – Check for Transcription Option
  • Check the More actions menu (3-dot icon) for an option to Start transcription.
Step 3 –
  • If Start transcription option is available in the More actions menu (3-dot icon), follow these steps:
    1. Record the meeting as usual by selecting Start recording from the More actions menu.
    2. Select Start transcription from the same menu. This step MUST be done.
    3. When done, select Stop recording and Stop transcription.
    4. Captions should now be available on your Teams channel recording.

    TIP: Teams channel meeting recordings can be easily accessed in the Files area of the MS Teams channel. They are held within a folder called Recordings.

    Teams interface showing Files section with Recordings folder
  • If Start transcription option is NOT available in the More actions menu (3-dot icon), follow these steps:
    Teams recordings will need to be downloaded and then uploaded to Stream or YouTube to allow for captions to be generated.
    1. Record your Team meeting as usual by selecting Start recording from the More actions menu.
    2. After the recording has been stopped, the video file can be found in the Files area of the MS Teams channel within a folder called Recordings. Open the Recordings folder.
      Teams interface showing Files section with Recordings folder

       

    3. Hover over the recording name, then click on the Show actions menu (3-dot icon) and select Download
      Teams interface. More action menu selected on file and Download is chosen.

       

    4. Upload to Microsoft Stream or YouTube
    5. Share a link to the video in Teams or DC Connect
      • Teams suggestion: Paste the link into the Team channel as an announcement for students “This video has autogenerated captions”.

 

    Are You Sharing a RECORDED Teams Scheduled Meeting video?

    As a result of a Microsoft Stream update that occurred on July 7th 2021, Teams recordings are now being saved to OneDrive. The main impact of this change is that captions are no longer automatically generated on the recordings as they were previously.  Captions will only be generated if “Start transcription” is turned on during the recording of the scheduled meeting.

    Instructions

    1. Record the meeting as usual by selecting Start recording from the More actions menu
    2. Select Start transcription from the same menu. This step MUST be done.
    3. When done, select Stop recording and Stop transcription.
    4. The recording will be saved in your OneDrive account in a folder labeled “Recordings”. Visit this CTL Microsoft OneDrive resource for information on accessing and using OneDrive.
    5. Open the recording. You will notice CC in the control bar at the bottom of the video. This is the closed captioning that was created with the transcription feature.
    6. In the top left-hand corner, you will see Share and Copy buttons. This is much like any other OneDrive document. You can share by adding individual names or you can copy the link to the video and paste it wherever needed.
    7. If you want to edit the video, you will need to download it from OneDrive and then upload it into Stream or YouTube.
     

      Zoom

      Is your content live or recorded?

      Are You Presenting LIVE with Zoom?

      Zoom has a built-in feature that can be enabled to display live captions of what is being said during a meeting.  The host must enable auto-transcription so participants can then choose to have live captions visible on their end.

      Faculty or Student Controlled?

      This feature is enabled by the faculty member once a Zoom meeting has started.

      Students will then have access to the CC button to turn on live captions.

      Instructions

      Step 1 - Start a Meeting
      • Start meeting in Zoom as usual.
      Step 2 - Enable Live Transcription
      • Select Live Transcript listed along the bottom menu.
        Zoom interface with Live Transcription selected from bottom navigation.
      • Then select Enable.
        Zoom interface with Enable selected.
      Step 3 - Students Turn on Captions
      • Students will now be able to turn live captions on and off during the meeting.
      For more information:

      Are You Sharing a RECORDED Zoom video?

      When sharing a recorded Zoom meeting, it is recommended that you save the recording to your computer and then upload it to YouTube where captions will automatically be generated. Please note that although Zoom has an option to record directly to the cloud, the recordings will be deleted after 14 days.

      Faculty or Student Controlled?

      When the faculty member uploads the video to YouTube, captions will automatically be generated.

      The student will choose to turn the captions on in the YouTube player when watching the video.

      Instructions

      Step 1 - Start a Meeting
      • Start meeting in Zoom as usual.
      Step 2 - Record to Computer
      • Select Record, then Record on this Computer
        Zoom interface showing Record button at bottom of screen with sub-menu of Record on this Computer selected.
        Note: The option Record to the Cloud will upload the recording to Durham College Zoom cloud space and automatically produce closed captions, however, the recordings will be deleted after 14 days.
      Step 3 – End Meeting
      • When the meeting is ended, the recording will automatically be saved to a Zoom folder in your computers Documents.
      • Three files will be saved. The file titled zoom_0.mp4 holds the complete recording and is the file that should be uploaded to YouTube.
      Step 4 - Upload to YouTube
      • Upload the file titled zoom_0.mp4 to YouTube for captioning and sharing.
      • Visit this CTL resource for instructions on uploading to YouTube.
      • Captions should be automatically generated in YouTube.  If autogenerated captions are not sufficient, please complete the Captioning Request Form, to submit your video for professional captioning through the CTL.

      Virtual Classroom

      Is your content live or recorded?

      Are You Presenting LIVE with Virtual Classroom?

      Virtual Classroom does not have a built-in feature for automated live captions. However, depending on the type of content you are delivering, there are some workaround options that might be worth considering.

      Faculty or Student Controlled?

      These workaround solutions for live captioning are initiated by the faculty member.

      Option 1: For Use When Presenting PowerPoint Content

      This method can be used for providing live captions if all your lesson content is presented within PowerPoint slides.

      Step 1 – Enable Live Subtitles in PowerPoint
      • PowerPoint has a built-in feature, that can be turned on to display live captions of what is being said when presenting in slide show mode. Live subtitles can be turned on by enabling Always Use Subtitles.
        PowerPoint interface. Always Use Subtitles option selected.
      • Live captions can be displayed below your slide or placed elsewhere on your presentation.
      • Learn more: Visit the PowerPoint section of this page and open the LIVE option.
      Step 2 – Share Your Screen
      • Within Virtual Classroom, use the Share your screen feature and select your screen or PowerPoint from the list of share options. Note: If the Share button is not allowing you to click on it, be sure to select one of the thumbnails (Screen 1 or Screen 2) or other items listed first.
        Virtual Classroom interface. Screen sharing options with Entire Screen - Screen 1 selected.
      • If Always Use Subtitles is enabled in PowerPoint, live captions will appear in the screen share along with the slide show.
      • Learn more: Visit this CTL resource to learn how to use Virtual Classroom and share your screen.

      Option 2: For Use When Presenting Content Outside of PowerPoint

      Microsoft has a Translator Conversations tool can be used to provide live captions when sharing content that is not held within PowerPoint. For example, demonstrating how to use a piece of software, showing content on websites, etc. Microsoft Translator Conversations tool is a free translation and transcription service that allows spoken audio to be displayed as text in real-time.

      Step 1 – Start a Microsoft Translator Conversation
      • Go to the web version of this tool to get started.
      • From the "Start conversation" tab, select the Microsoft icon to login with your Durham College Office 365 credentials (bannerID@durhamcollege.ca and network password).
        MS Translator interface. Login with Windows selected.
      • Enter your name to be displayed and select the language.
      • Note: You will be provided with a “Conversation code”. For the purpose of using this tool to display captions on your screen while in the Virtual Classroom, it is not required that you share the code. However, if you would like your students to have the option of translating what you are saying, into a language of their choice, you can share this code to allow them to “Join the conversation” and control the language being displayed on their device. They also have the option to download a transcript.
      • Turn on Presenter mode in the Settings pane. Presenter mode will unmute your microphone and everything you say will automatically be displayed in text. Presenter mode will also mute other participants who join using the conversation code.
        MS Translator interface. Presenter mode turned on.
      • Your spoken audio will now be displayed in the browser as text in real-time.
        MS Translator interface. Caption display example.
      • The browser window displaying the captions can be adjusted in size, so it sits to the side or bottom of your screen, to allow space for sharing the lesson content such as a website or application.
      Step 2 – Share Your Screen
      • Within Virtual Classroom, you can use the Share your screen feature to share your content, allowing students see the text captions being displayed (without requiring them to do anything additional on their end).
      • To do this, select Share your screen and then on the Your Entire Screen tab, select Screen 1 or Screen 2 - then select Apply.
      Step 3 – Don’t Forget to Exit Microsoft Translator!
      • When your class is all done, be sure to exit out of Microsoft Translator Conversation using the door icon in the top-right corner.
        MS Translator interface. Exit button.
      • When exiting the conversation, you will have the option to save a transcript. This text file can then be shared with your students in DC Connect, if you choose.

      Other Notes

      By having live captions visible during your Virtual Classroom, your recorded class will also have the captions visible, making it accessible without any additional steps.

       

      Are You RECORDING a Live Virtual Classroom Meeting?

      Virtual Classroom does not have a built-in feature to automatically generate captions for recorded classes. However, there are a couple options available to ensure recorded classes are captioned.

      Faculty or Student Controlled?

      The faculty member is responsible for ensuring captions are made available in their Virtual Classroom recordings.
      The student will choose to turn the captions on from within the video player when watching the recording.
      The CTL can help with caption generation and addition to Virtual Classroom recordings.

      Captioning Options for Virtual Classroom

      Option 1: Use Live Captions

      If you used an option for generating live captions during your Virtual Classroom meeting, such as the live subtitles in PowerPoint, or the Microsoft Translator Conversation tool, your recorded class will also have the captions visible, making it accessible without any additional steps.
      Learn more: Visit the PowerPoint or Microsoft Translator Conversation sections on this page.

      Option 2: Professional Captions Through the CTL

      If any of the following apply, please complete the Captioning Request Form (located at the bottom of this captioning page) to have your Virtual Classroom recordings professionally captioned through the CTL.

      • Using the workaround options for live captions during your Virtual Classroom meeting will not work for your content.
      • Your live captions are not accurate for your audio content.
      • You have a student requiring captioning as an accommodation.

      DC Connect Video Note

      Are You Creating a RECORDED Video Note in DC Connect?

      DC Connect has a Video Note tool that allows faculty to create webcam video recordings (maximum 30 minutes) directly in DC Connect. Video Notes can be added to content, announcements, assignments and discussion posts. Automatic captions included!

      Faculty or Student Controlled?

      The faculty member is responsible for enabling the automatic captions for the Video Note.
      The student will choose to turn the captions on from within the video player when watching the recording.
      The CTL can help with edits of the auto captions, or creation of professional captions if needed.

      Instructions

      Step 1 – Create a Video Note Recording
      • From any HTML editor in DC Connect, select Insert Stuff
        DC Connect interface. Insert Stuff icon selected.
      • Select Add Video Note
      • Start recording by selecting New Recording, then Stop Recording when done
      • Select Next
      Step 2 – Set Video Language and Enable Captions
      • Enter the video title and a brief description
      • Set the Audio Language
      • Enable Automatically generate captions from audio
        (if you do not see these options, scroll down – they might be hidden)
        DC Connect interface. Automatically generate captions option is selected.
      • Learn more: For more detailed instructions watch DC Connect: How to Use Video Note
      Step 3 – Check for Captions
      • Allow time for the captions to be generated. This can take 1-2 times the length of the video, or longer.
      • Once the Video Note is done processing you will be able to preview it. When playing the video, click on the More Options menu (3-dot icon). Note: If you do not see the More Options icon, please try a different browser.
        DC Connect interface. Video Note 3-dot action menu selected.
      • When the captions have been generated, a Captions option will display in the menu.
        DC Connect interface. Select captions to turn them on.
      • This is the method students will use to turn captions on if they choose.
      Step 4 – If Your Captions Need Edits
      • Faculty are not able to edit Video Note captions themselves within DC Connect.
      • If autogenerated captions are not sufficient, please complete the Captioning Request Form (located at the bottom of this captioning page) to request an update or have professional captions created.

      Other Notes

      If capture or playback is not working, try using a different browser. Video Note works well with Chrome.

      Sharing Videos with YouTube

      Are You Sharing a YouTube Video That You Own?

      YouTube has auto captions that have come a long way from the initial days of auto captioning. YouTube captions should automatically be generated without any additional steps required. If you are uploading videos to YouTube, please keep the following information in mind.

      Faculty or Student Controlled?

      The faculty member is responsible for ensuring automatic captions for the YouTube video are available.
      The student will choose to turn the captions on from within the video player when watching the video.
      The CTL can help with the creation of professional captions if needed.

      Instructions

      Step 1 – Upload Your Video to YouTube
      Step 2 – Ensure Your Video Has Captions
      • YouTube should automatically create captions for your video without needing to do anything additional.
      • Allow time for captions to be generated. Generally, this can take 1-2 times the length of the video, however, this timeframe can be longer depending on the audio complexity and also how busy YouTube is.
      • Check to see if your video has captions by looking for a CC button on the player. Select it to display the captions. If captions are present, you’re all set and can share the video with your students.
        YouTube interface. Close Captions icon on player is selected.
      • If your video does not have captions after waiting a day, visit the Automatic Captions on Videos-on-demand section of this YouTube resource. Or contact the CTL for assistance.
      Step 3 – If Your Captions Need Edits
      • Depending on the clarity and complexity of the dialogue in the video, some manual editing of the autogenerated captions might be needed. Learn how to edit auto captions: read or watch.
      • If autogenerated captions are not sufficient, please complete the Captioning Request Form (located at the bottom of this captioning page) to submit your video for professional captioning through the CTL.

      Other Notes

      Set your video to "Unlisted" if you do not want to share your video with the world. "Unlisted" will keep your video hidden from search engines and YouTube’s search feature. Only people with the link will have access to your video. Learn how to change video privacy settings.

      Are You Sharing a YouTube Video That You Don’t Own?

      Most YouTube videos will have auto captions available by default, however, if you are sharing a video that you don’t own and it doesn’t have auto captions, the CTL can help. One of the captioning providers the CTL works with can easily caption third-party YouTube videos.

      Faculty or Student Controlled?

      The faculty member is responsible for ensuring the YouTube videos being shared have captions available.
      The student will choose to turn captions on from within the video player when watching the video.
      The CTL can help with the creation of professional captions if needed.

      Instructions

      Step 1 – Check for Captions
      • Check for captions on the YouTube video by looking for a CC button on the player. Select it to display the captions. If captions are present, you’re all set and can share the video with your students.
        YouTube interface. Close Captions icon on player is selected.
      • If the YouTube video does not have captions, or the existing captions are not sufficient, continue with the steps below.
      Step 2 – Copy YouTube Link
      • Copy the YouTube link by clicking SHARE and then copy (or from directly within the address bar of the web browser). This link will be shared in the Captioning Request Form in Step 3.
        YouTube interface. Share button.
        YouTube interface. Shareable link with button to copy it.
      Step 3 – Complete the Captioning Request Form

      Complete the Captioning Request Form to submit your video for professional captioning through the CTL.

      Sharing Videos with Microsoft Stream

      Are You Sharing a Video in Microsoft Stream?

      Microsoft Stream is an Office 365 video streaming service that allows faculty and students to upload, view and share videos securely within our organization. Microsoft Stream has the ability to autogenerate captions, if the video language has been set.

      Faculty or Student Controlled?

      The faculty member must set the video language, so captions can be autogenerated.
      The student will choose to turn captions on from within the video player when watching the video.

      Instructions

      Step 1 – Set Video Language to Enable Autogenerated Captions
      Step 2 – Ensure Your Video Has Captions
      • Once the video language is set, captions should be automatically generated without needing to do anything additional.
      • Allow time for captions to be generated. Generally, this can take 1-2 times the length of the video, however, this timeframe can be longer depending on the audio complexity.
      • Check to see if your video has captions by looking for a CC button on the player (or look for a transcript displayed to the right of the video). If captions are present, you’re all set and can share the video with your students.
      • If your video does not have captions after waiting a day, please contact the CTL for assistance.

      Step 3 – If Your Captions Need Edits

      • Depending on the clarity and complexity of the dialogue in the video, some manual editing of the autogenerated captions might be needed. Captions can be edited in the transcript window and by updating the transcript the captions will be automatically updated. Learn how to edit auto captions: Edit the Transcript of a Video in Microsoft Stream.
      • If the autogenerated captions are not sufficient, please complete the Captioning Request Form to submit your video for professional captioning through the CTL.

      Step 4 - Share in DC Connect

      DID YOU KNOW?
      Chrome has a built-in accessibility feature that generates live captions for any video content playing within the browser!

      To turn this feature on:  When playing a video, locate and click on the Media control icon (represented with a music note) in the top right corner of the browser.
      Then turn on Live Caption [English Only].

      Chrome interface showing Media control icon and option to turn on Live Captions.

      Once this setting is turned on, captions will be displayed at the bottom of the browser window whenever a video is playing within the browser.

      For more information on this feature, visit: Use Live Caption in Chrome.

      Captioning Service Through the CTL

      • Are the auto captions for your videos inaccurate?
      • Do you have a student who requires captioning as an accommodation?
      • Are you sharing a YouTube video that doesn’t have auto captions and you do not own it?
      • Is using live captions during your Virtual Classroom meeting not an option?

      If any of the above apply, please complete the Captioning Request Form to have your video professionally captioned through the CTL.