Live Captions

Why this matters

Live captions provide real-time, word-for-word text of spoken content during meetings, lectures, presentations, and live events. For deaf and hard of hearing participants, captions are essential for full participation and equal access to information:

• Deaf and hard of hearing users cannot access spoken content without captions
• Captions allow equal participation in meetings, classes, and events
• People in noisy environments or without audio devices also benefit from captions
• Non-native speakers can better understand content through written captions
• People who need to keep audio muted (for privacy, distraction, or other reasons) can still access content

Without live captions, deaf and hard of hearing participants are excluded from real-time communication and cannot fully participate in institutional events, classes, and meetings.

Automated Live Captions

Most popular video conferencing platforms (such as Zoom, Microsoft Teams, and YouTube Live) include built-in automatic speech recognition features that generate captions in real time. Accuracy varies, especially when dealing with technical jargon, accents, multiple speakers, or background noise. Automated captions are good for general use and increasing accessibility for most users, but they may not meet formal accommodation requirements for Deaf or Hard of Hearing participants.

Human Live Captions

When captions are needed as a formal accommodation for Deaf or Hard of Hearing audience members, or when accuracy is critical, professional human live captioning services should be arranged. Contact the DASH Team to arrange human captioning services at UGA.

Best Practices for Improving Automated Caption Accuracy

• Speak clearly and at a moderate pace – avoid rushing through content and enunciating well improves accuracy
• Use a good quality microphone to minimize the chance of the system misinterpreting audio
• Minimize background noise and avoid speaking over others
• Pause briefly between speakers to give the ASR system time to process and adjust
• Spell out or explain technical jargon, acronyms, proper nouns, and unfamiliar terms
• Review and edit auto-generated transcripts after meetings to correct any errors

Techniques

Live Captions for Zoom

• During a meeting, click the CC (Closed Caption) button at the bottom of the screen
• Select Show Captions or enable Live Transcription depending on your version
• The meeting host must enable the feature in Zoom settings for it to be available to participants
• Zoom refers to this feature as live transcription

Live Captions for Microsoft Teams

• UGA faculty and staff have access to live captions through Microsoft 365

Live Captions for YouTube Live

• Captions can be added to YouTube live streams for real-time or uploaded transcripts

When to Request Human Captioning

• When captions are needed as a formal accommodation for a Deaf or Hard of Hearing participant
• For high-stakes events such as commencement ceremonies, public lectures, or institutional keynotes
• When content involves heavy technical jargon or specialized terminology where accuracy is critical

Common mistakes

• Relying solely on auto-captions without review: Automated captions often have errors. Always review and correct auto-generated captions before saving or sharing them with participants.
• Not providing captions for Q&A portions: Many meetings include question-and-answer periods. Ensure captions continue during Q&A so all participants can access this important content.
• Poor audio quality reducing caption accuracy: Background noise, echo, overlapping speakers, or low-quality microphones cause caption errors. Test your audio setup and environment before events start.
• Not briefing speakers on clear speech: Speakers who speak quickly, with heavy accents, or using technical jargon without explanation reduce caption accuracy. Brief speakers on best practices for captioning.
• Not testing caption setup before events: Always test captions, microphones, and audio settings before events begin. Technical problems discovered during a live event cannot be quickly resolved.
• Assuming automated captions are sufficient for formal accommodations: Automated captions are good for general access but may not meet the accuracy standards required for formal accommodations. When captions are a required accommodation, use human captioning services.

WCAG 2.1 Success Criteria

• 1.2.4 Captions (Live) (Level AA): Live captions must be provided for all audio content in synchronized media

Getting help

If you have questions or need assistance, the Digital Accessibility Services Hub (DASH) is available to support colleges, schools, and administrative units as they build sustainable accessibility practices.

• Contact DASH at [email protected] for consultations, training, or technical assistance.

Accessibility is a shared responsibility, and every step you take makes UGA’s digital environment more inclusive.