Are you looking for a way to get a Teams meeting transcription without recording? Then this article is for you.
Microsoft Teams has revolutionized how we handle virtual meetings, especially now that much of the workforce is geared towards a remote environment. However, while most people prefer to get a transcription of their meetings, most of them would not prefer to intrusively record the meetings.
So, what can you do if you just want the transcription and not necessarily have a recording of the meeting?
This post takes you through all you know about Microsoft Teams transcriptions by looking at:
- Benefits of transcribing a meeting without recording;
- How to transcribe a Teams meeting without recording it;
- Advanced meeting transcription methods that don’t require recording.
Why Transcribe Your Teams Meetings?
With its wide range of features, Microsoft Teams (Ms. Teams) offers a seamless environment for communication and collaboration. This is one of the best online meeting apps that has significantly impacted and supported the remote working landscape.
However, while attending a virtual meeting is a good start, knowing how to transcribe meeting notes in Teams effectively is the ultimate goal. There are many reasons why getting a meeting transcription of your Teams meetings is beneficial, including:
Effective communication and enhanced clarity
We’ve all been in a situation where you are in a virtual meeting with someone, but you can’t really comprehend whatever they are saying.
However, you don’t want to sound rude or interrupt the meeting over and over by asking the other speaker to repeat themselves. This is where a Teams meeting transcription comes in handy.
You can easily read along the live captions or go through the transcriptions as the meeting progresses, enabling you better grasp whatever is being discussed. Moreover, in case you want to have a retrospect of the meeting, you can simply browse through the transcript to get all the relevant information.
Improved note-taking
Transcriptions serve as a comprehensive reference for capturing meeting notes. This is because one can easily pick out the key discussions, decisions, and other important details from the meeting.
Moreover, a transcription makes it easy to search keywords that participants can use to refer back to the specific discussions. This ensures an accurate recall of meeting takeaways, eliminating the need to rely on hastily scribbled notes where crucial details may have been missed.
Time-saving and productivity boost
Using a Teams transcription as a reference to identify important discussions and decisions made during the meeting can save you lots of time compared to browsing through lengthy recordings.
Besides, all you just have to do is recall a keyword that can be used to highlight a specific section of the transcription.
This is a time-saving advantage that allows you to focus on important aspects, like working on your action items and follow-up tasks, rather than spending an unnecessarily lengthy period reviewing the meeting recordings.
Facilitated collaboration
Getting a Teams meeting transcription facilitates collaboration within teams and across the organization. This is mainly because team members can easily share the transcripts with other colleagues that didn’t attend the meeting.
Sharing this documented information promotes collaboration and alignment, enhances transparency, and allows for better decision-making, even for absent team members.
Moreover, some organizations choose to use meeting transcriptions to onboard new employees, saving them lots of time and resources they would have used to curate onboarding materials.
Besides, with a meeting transcription, you can rely on an AI note-taker to summarize the information into concise, understandable summaries.
Enhanced accessibility
By providing a written record of the meeting content, individuals with hearing impairments can fully participate and understand the discussions.
Moreover, non-native speakers or those facing language barriers can refer to the transcription to ensure comprehension. Meeting transcriptions empower all participants to engage effectively, fostering a culture of inclusivity and equal participation.
Why Transcribe Teams Meetings Without Recording?
Most online meeting platforms allow users to transcribe their meetings. However, other platforms, like Zoom, require recording your meetings to access the transcription. Nevertheless, this may not always sit well with everyone.
Here are a few reasons why some users may prefer having a Teams meeting transcription without recording the session:
Privacy and confidentiality
There are meetings that you cannot openly record, especially when dealing with confidential information. Some meeting participants may also not consent to have a recording of themselves done during a meeting, as this potentially raises privacy concerns.
Fortunately, Teams meeting transcription without recording provides the advantage of eliminating privacy risks while still retaining valuable information from the meeting.
Storage constraints
It is a no-brainer that a meeting recording requires a significant amount of storage space. This can be a challenge, especially for organizations with limited storage resources, and engage in many virtual meetings regularly.
Transcribing meetings recording provides a more efficient solution. It is easier to convert the spoken word into text, making searching, organizing, and retrieving important meeting information easier.
Minimizing noise and external disturbances
There are many considerations that come into play when recording an effective meeting. If relying on a recorded meeting for quality purposes, information sharing, or legal uses, it may not be quite effective if there’s a lot of background noise.
Fortunately, you can still get a clear recording of all the discussions in a text format, free from such disturbances.
Moreover, it would be prudent to note that using virtual meeting tools can result in unforeseen technical glitches or interruptions. When these happen during recordings, it can negatively impact the overall quality and clarity of the captured content, ultimately making transcriptions a far better alternative.
Distraction-free environment
It is only natural for some people to get distracted by a recording device. Moreover, others feel self-conscious when they are being recorded, making the overall quality of the discussions lower.
This is mainly because the participants become less engaged during the meeting as they are not able to speak freely during the recorded meeting.
Accuracy and precision
A written meeting transcription provides better accuracy and clarity when shared with other stakeholders than recorded meetings. This is mainly because you can easily edit the written text to match exactly what was said during the meeting.
However, whenever speakers are inaudible or incomprehensible during the meeting, the recording will also show the same, meaning crucial information or data may be lost.
How To Transcribe Teams Meetings Without Recording
You now understand the importance of meeting transcriptions and why you would want to get a Teams meeting transcription without recording. But you’re probably asking yourself, ‘Can I transcribe a Teams meeting without recording?’
The short answer is yes, you can do so.
If you have a valid Microsoft 365 subscription, you can easily get a transcription of your meeting without recording it. Here are the important steps to undertake to get a transcription of your meeting without having to record it:
Step 1: Start or join the meeting: You can start the transcription process right away, or you can wait until everyone joins, and once the meeting starts, you can begin the transcription.
Step 2: Activate the live transcription feature: Navigate over to the meeting control toolbar and click on the “More Actions” button (usually characterized by three dots). Hover over to the bottom, and you will see a “Start Transcription” button, and click it.
Step 3: Choose the language: Ms. Teams will ask you the preferred language for the transcription, which you can select based on the main language spoken during your call. Once picked, the transcription begins right away, capturing every word said at the meeting.
Step 4: Stop the transcription: To stop the transcription, you should follow the same format as in step 2 and click on “Stop Transcription.” However, the transcription automatically stops once everyone leaves the meeting.
Step 5: Find and download the transcript: All transcripts happen during the meeting on Ms. Teams. This means you can access the transcription almost immediately after the call in your portal.
On your account, head to the calendar and select the meeting you transcribed under “Recordings & Transcripts.” From there, you can make the necessary changes and download it.
How to Transcribe Teams Meeting With Krisp
If you wish to transcribe your Teams meeting without recording and lack a Microsoft 365 subscription, you can rely on Krisp.
Krisp uses an AI meeting assistant to seamlessly transcribe your Teams meetings without going through strenuous steps.
You simply create an account within seconds and download the Krisp app, which takes less than a minute to install. In your Teams call, change the microphone and speaker to Krisp, and voila! The tool begins to transcribe your meetings in a non-intrusive way, as you don’t have to let any bots into your meetings.
Simplifying Meeting Sharing with Krisp: Automatic Transcription and Summarization
Transcribing Teams meetings without recording offers numerous benefits, ranging from privacy to time efficiency. While there are various options available for transcription, one standout tool that excels in providing seamless and effective transcription is Krisp.
With its AI-powered meeting assistant and advanced noise cancellation feature, Krisp ensures unmatched clarity in audio, resulting in highly accurate transcriptions. By leveraging Krisp, users can seamlessly transcribe their meetings in a bot-free and non-intrusive manner, eliminating distractions and enhancing focus.
Additionally, Krisp goes beyond simple transcriptions by automatically generating meeting summaries, highlighting key details for easy sharing with colleagues.
Explore the magic of advanced AI for free by trying out Krisp today!
Frequently Asked Questions
Who can start, stop, view, and download your Teams transcripts?
In Microsoft Teams, the ability to start, stop, view, and download transcripts depends on the user’s role and permissions within the team or organization. Typically, meeting organizers or users with appropriate administrative privileges have the ability to initiate, manage, and access transcripts.
Is live captioning the same as live transcription?
No, live captioning refers to the real-time display of text captions that appear on the screen during a meeting, providing a visual representation of spoken words.
On the other hand, live transcription involves converting spoken words into written text, which can be viewed simultaneously or accessed later as a transcript.
How do I transcribe a Teams meeting for free?
You can transcribe a Teams meeting for free using a third-party tool like Krisp.
Can you set a Teams meeting to automatically transcribe?
Although you have to manually turn on the transcription mode on Teams, you can automate your Teams meetings transcriptions using Krisp, meaning you only set it once.
