Turbocharging Teams - Kevin Kieller and Dino Caputo

Turbocharging Teams - Episode 5: Meeting Transcription

24 Aug 2020

By Kevin Kieller and Dino Caputo

Turbocharging Teams focuses on tips and tricks to help you get the most out of using Microsoft Teams. In this episode, we show you how to record and create meeting transcriptions (captions) for your videos. Doing so makes meeting content searchable and more digestible.

 

 

Microsoft Team transcript Microsoft Stream Generated Automatic Transcript

 

Below we have included the transcript for the video using the auto-captioning function in both Microsoft Stream and YouTube Studio.

Also, here is the link to the tool we used to convert the caption files to text.

Microsoft Stream 
Microsoft Stream Generated Automatic Transcript

 
YouTube Studio Generated Automatic Transcript

Hello everyone and welcome to another episode of

turbocharging teams. My name is Dino Caputo and as always,

I'm joined by Kevin Keeler.

And so we've been recording these turbocharging team

sessions. We've gotten a lot of questions on the BC strategies

site about just exactly what we're doing to get these

recordings up on the site, and specifically around how we're

getting the transcripts.

On the site as well, so that's what we're going to talk about

in today's episodes and today's episode. And that's

meeting transcription.

So first of all, what is meeting transcription while it basically

is a function and teams that allows you to transcribe your

recorded meetings into a downloadable and readable format

via another Microsoft technology called stream. So you can use

stream to view the transcription while watching the recording as

well. And we'll see that in just a little bit. So effectively

what this allows you to do is search your meeting recording

transcripts to quickly find content in the recording.

And even edit the transcript to correct for my minor typos in

the meeting. So this is quite nice. So you record a meeting

and go in and make some modifications and then download

the entire transcript. So Kevin and I are going to go through

the process for how to do that.

So first the gory details in terms of prerequisites and all

of these are provided docs.microsoft.com. I've

included the link here, but you know it doesn't just happen

automatically. You do have to obviously have the appropriate

licensing applied to the user, so they're listed there. The

user does need to be licensed for Microsoft stream in order to

view recordings. That's something I've run into with

many of my customers. Is that one or two of the users may have

a stream license to record it, but then the actual participant?

Go to view it and they wouldn't be able to unless they have a

stream license. So that's that's important. There's a

bunch of permissions that need to be set in meeting policy's.

That need to be done, so namely the teams meeting

policy, needs to have the allow record recording

settings set to true.. Otherwise none of this is

possible.

And then you know, Lastly, the user can't be anonymous or

Gaster Federated user in the meeting to initiate this. So

somebody in the meeting, typically the presenter, is

going to start the recording in order to be able to access

this functionality.

So again, the way to start all of this is of course to record a

meeting in the 1st place, so you're going to get into a teams

meeting and then you're going to start recording. The way to do

that is along the top of your.

Teams meeting you'll see the ellipsis icon and you'll click

on that and you'll see an option that says start recording and

once you do that, you've initiated the meeting recording

process and then you would just go ahead with your meeting. Kind

of like we're doing right now, and when you're done your

meeting, you would follow the same steps, hit that ellipsis

menu and say stop recording, and so that's that's basically the

Genesis of the transcription.. You've gotta get a recording

done first in order to have.

Meeting transcription and then once you're done that the

recording you'll see it appear right in the meeting channel or

in the meeting chat, depending on how you've scheduled the

meeting, so you can see here.. Previous recording the Kevin and

I have done. You'll write in the meeting chat. You'll see two

takes over recording. There was 22nd. We screwed up, so we had

to start over, but they can see the first iteration. And then

you've you see another meeting that's 14 minutes and 32 seconds

and you can click on that. And again, if you have the right

licensing. A user would be able to play it right there within

teams, or you can click on the ellipsis menu and get into some

more advanced options to get into stream so.

Here's that same meeting and were clicking on the ellipsis

and then you can bring it into

into stream. Where you can do some more advanced things and

from here I'm actually going to pass it over to Kevin to talk a

little bit more about that.

Oh yeah, no thanks, thanks. Do you know? So so a couple of a

couple of things that I want to point out on on this particular

screen so you can see the transcript on the right hand

side. And not surprisingly, where it says search transcript,

you can type in a word to search and then it'll, you know, search

the transcript there.

Kind of a word to the Wise is like for example it always my

name Keeler which is properly spelled KIELLER. But that's not

fanatically spelled. So if I search for my last name for

example, I wouldn't. I wouldn't find it. So you got to kind of

keep that in mind when you're searching. It's it's it does a

good job, but not a perfect job.. And especially around names or

what have you. So you can search this transcript and then the

nice thing is, is if you click on any of these segments. So for

example, at 36 seconds you can see it starts talking about

voice. Well, now you only get when you click there it it

starts playing the audio and video right there. So when you

search you know you go right to that, so you certainly if you

have a long meeting this is fantastic because either you can

search for things of interest to you. Or maybe your name to see

when people were talking about you and then the little you know

the little pencil there also on the right allows you to edit. So

typically I'll go edit the transcript and put the proper

spelling of Keeler. So that then. I can search for it in the

middle of the screen. So on the top search bar there.

Right under the stream kind of banner. That search is super

cool because it searches all the videos. So now if you record

make a habit of let's say recording your weekly project

status meeting now you can search and it'll show all the

instances where a particular term came up. So the search on

the right is searching the individual video to search in

the middle of the top bar searches searches everything, so

that's all fantastic. And when you play it back you get you

know it. It shows you kinda like karaoke at on the right hand

side. The transcript scrolls up to stay In Sync, so you can kind

of read along if you didn't have the audio on. But if we go to

the next slide, what I want to do is then talk about, well, OK,

what we do is we want to take the transcript and then post it

along with this PC strategy. So to do that you go into stream.

You find the video and then on the ellipsis three dot menu as

shown in #1.

You click on that. That brings up the menu that's shown on

number 2 and you got a bunch of choices here. But to get at the

caption file or transcript file you have to pick up date video

details and then if we go to the next slide that brings up this

screen. Now a couple of things.. So this shows the details. This

where you can give it a name and

put a description. A couple of important things in order for

the transcript or the caption file to be created.

Microsoft stream has to.

Identify and it tries to auto identify the language. So on the

left hand side you see video language. Now what?

Do you know when I have found is we've set the

default language to English but sometimes and I'm not

sure that we're sure on the voodoo around this, but

sometimes they'll be note caption file generated

because it hasn't set the language to English. So if

there is no caption file.

Then you can go and set that particular language and the

number of languages that are supported. It started with only

English, but now it's an I'll forget some, but it's like

English, German, Spanish,. Portuguese, Japanese, German.

And you know, and it keeps expanding. So once again, if it

hasn't created a caption file, go and set the particular

language and then when you do that, if it hasn't done, it'll

say, hey, it's going to take some time and the you know the

transcript files still being generated if you check. But when

you have a transcript or caption file on the right hand side

where there's a number three, well, first of all this auto

generated caption file has to be checked in it.

For us is checked by default.. Then you get an opportunity to

click on that red where it says. Download file and then you can

download the file and if we go to the next slide will see. So

there's a bunch of different formats for these caption files.

Microsoft stream uses what they call a web TT file, so in number

for you can see.

This is interesting, so it for each little kind of spoken

segment or or a phrase You know grouping you know stream shows

and it also shows a confidence interval like how, how confident

it was at the actual.

Transcription for that piece, but you can see I mean it's got

you know some unique identifiers in there and the time codes. So

this is a bit of a mess and you wouldn't really want to post

this along with an article. So. I've come across a number of

tools on line. Here's a URL to one tool that have used a

couple. This one seems to work, so here's the URL. Basically you

post your paste in in the top part while showing a number 5.

You know the source, so in this case the Web Vt file you then

choose what you want the output file to be. I pick plaintext and

pick convert and outcomes the same file with all the kind of

time code and other things confidence intervals removed so

you know. Sadly it doesn't fix the spelling of my last name,

but there's no AI added. But anyway, but you get this and

this is much more suitable than.

To paste in with, you know, and this is what we use within

article and and so people have asked, as Dino said, well, you

know, if not the world's most perfect transcript. And it also,

although Microsoft stream actually tries to do

punctuation. Other tools like. You Tube will also do something

similar, but it doesn't try to do any punctuation or any

capitalization. So in some ways it looks better 'cause you know

Microsoft stream gets the periods wrong where you pause.

But in the other hand, you know things like Dino Dino's name

years old name is always perfectly spelled, but you can

see Microsoft stream, you know, recognize that as a proper name,

and applied the appropriate kind of capitalization to his name.

So so then we get this, and then we take this an we paste this

into, you know, into the article, and that makes it as

well searchable on a website. Or you could do different.

Things with this, if you wanted to. For example, for a meeting,

you know some of things that I'm fine doing is taking something

like this. Pacing in a tool to create a word cloud so you can

see. What words were mentioned most frequently? So let's see.

Do we have another slide, or is. I think we're going to the wrap

up? So that's a little bit about creating transcriptions. With

this, you'll notice that I've run the exact same video

recording through Microsoft stream, and just because I

thought it would be an interesting comparison, you'll

see as well below that I've run it through the YouTube.

An you can compare and contrast both. You know AI machine

learning models do a pretty good job, and certainly you know

having the capability of having captions or transcription is

something that you can make great use of. So that's another

episode of turbocharging teams.. Hopefully that tip will help you

be more effective in your day today. And as always, there's

our contact information.

Please keep sending your questions and if you have any

topic suggestions or if there's pieces of teams that are just

causing lots of confusion or you have questions about, please let

us know. Thank you, thanks, see you next time.

hello everyone and welcome to another

episode of turbo charging teams my name

is dino caputo and as always i'm

joined by kevin keeler

and uh so we've in recording these turbo

charging team sessions

we've gotten a lot of questions on the

bc strategy site about just exactly

what we're doing to get these recordings

up on the site and specifically

uh around how we're getting the

transcripts

on the site as well so that's what we're

going to talk about in today's episodes

in today's episode and that's meeting

transcription

so first of all what is meeting

transcription well it basically is a

function

in teams that allows you to transcribe

your recorded meetings

into a downloadable and readable format

via another microsoft technology called

stream

so you can use stream to view the

transcription uh while watching the

recording as well and we'll see that in

just

a little bit so effectively what this

allows you to do

is search your meeting recording

transcripts to quickly find content

uh in the recording and even edit the

transcript to correct

for my minor typos in the meeting so

this is quite nice so you

record a meeting and go in and uh make

some modifications and then download the

entire transcript so

kevin and i are going to go through the

process uh

for how to do that

so first the gory details in terms of

prerequisites

um and all of these are provided at

docs.microsoft.com i've included the

link here but

you know um it doesn't just happen

automatically you do have to obviously

have the

the appropriate licensing applied to the

user so they're listed there

the user does need to be licensed for

microsoft stream

um in order to view recordings that's

something i've run into

with many of my customers is that one or

two of the users may have a stream

license to record it but then the actual

participants go to view it and they

they wouldn't be able to unless they

have a stream license so that's

that's important there's a bunch of

permissions that need to be set and

meeting policies

um that need to be done so

namely the the team's meeting policy

needs to have the allow record

recording setting set to true otherwise

neither is possible

and then you know lastly the the user

can't be an anonymous or guest or

federated user in the meeting to

initiate this so somebody in the meeting

typically the presenter is going to

start the recording

in order to be able to access this this

functionality

so again the the way to start all of

this is of course to

to record a meeting in the first place

so you're going to

get into a team's meeting and then

you're going to start recording the way

to do that is

along the top of your team's meeting

you'll see the ellipsis icon and you'll

click on that

and you'll see an option that says start

recording and

once you do that you've initiated the

meeting recording process

and then you would just go ahead with

your meeting kind of like we're doing

right now

and when you're done your meeting you

would follow the same

steps hit that ellipsis menu and say

stop recording

and so that's that's basically the

genesis of the the

transcription you've got to get a

recording done first in order to have

meeting transcription and what and then

once you're done the the recording

you'll see it appear right in the

meeting

channel or in the meeting chat depending

on how you've scheduled the meeting

so you can see here uh previous

recording that kevin and i

have done you'll write in the meeting

chat you'll see uh two takes ever

recording there was

23 seconds we screwed up so we had to

start over but you can see the first

iteration and then you've you see

another meeting that's 14 minutes and 32

seconds and

you can click on that and again if you

have the right licensing a user

would be able to play it right there

within teams or you can

click on the ellipsis menu and get into

some more advanced options to get into

stream

so here's that same meeting and we're

clicking on the ellipsis and then you

can

bring it into uh into stream

or you can do some more advanced things

and

from here i'm actually going to pass it

over to kevin to talk a little bit more

about that

well yeah no thanks thanks dino um so so

a couple of

a couple of things that i want to uh to

point out on on this particular

uh screen so you can see the transcript

on the right hand side

and uh not surprisingly where it says uh

search transcript you can type in a word

to search

and then it'll you know search the the

uh the transcript there

um you know kind of a word to the wise

is

like for example it always my name

keeler which is properly spelled

k-i-e-l-l-e-r but that's not

phonetically spelled

so if i search for my last name for

example i wouldn't

i wouldn't find it so you got to kind of

keep that

in mind when you're searching it's it's

it does a good job but not a perfect job

and especially around names or what have

you

so you can search this transcript and

then the nice thing is

is um if you click on any of these

segments so for example at 36 seconds

you can see it

it starts talking about voicemail um now

you

only get when you click there it it

starts playing the audio and video right

there so when you search

you know you go right to that so

certainly if you have a long meeting

this is fantastic

because either you can search for things

of interest to you or maybe your name

to see when people are talking about you

um

and then the little you know the little

pencil there also on the right allows

you to edit so typically

i'll go edit the transcript and put the

proper spelling of keillor

so that then i can search for it in the

middle of the screen so on the top

search bar there uh you know right under

the stream

kind of banner that search is super cool

because

it searches all the videos so now

if you record make a habit of let's say

recording your weekly

project status meeting now you can

search

and it'll show all the instances where a

particular term

came up so the search on the right is

searching the

the individual video the search in the

middle of the top bar searches searches

everything so that's all fantastic and

when you play it back

you get to you know it shows you kind of

like

karaoke on the right hand side the

transcript scrolls up to stay in sync so

you can kind of read along

if you didn't have the audio on but um

if we go to the next slide what i want

to do is then talk about well

okay what we do is we want to take the

transcript

and then post it along with this on on a

bc strategy so

to do that you go into stream um you

find the video

and then on the ellipsis three dot menu

as shown in number one

you click on that that brings up the

menu that's shown on number two

and you got a bunch of choices here but

to get

at the caption file or transcript file

you have to pick update video details

and then if we go to the next slide that

brings up this screen now a couple of

things so this shows the details this

where you can give it a name and put a

description

a couple of important things in order

for the transcript or the caption

file to be created um

microsoft stream has to identify

and it tries to auto identify the

language

so on the left hand side you see video

language now

what dino and i have found is

we've set the default language to

english but

sometimes and i'm not sure that we're

sure on the voodoo around this but

sometimes there'll be no caption file

generated

because it hasn't set the language to

english so if there is no caption file

then you can go and set that particular

language and the number of languages

that are

supported it started with only english

but now it's

and i'll forget some but it's like

english german spanish

portuguese japanese german

and you know and it keeps expanding so

uh once again

if it hasn't created a caption file

go and set the particular language and

then

when you do that if it hasn't done it'll

say

hey it's going to take some time and

that you know the transcript file's

still being generated if you check

but when you have a transcript or

caption file

on the right hand side where there's a

number three

um well first of all this auto-generate

a caption file has to be checked and it

for us is checked by default then you

get

an opportunity to click on that

red where it says download file and

then you can download the file and if we

go to the next slide

we'll see so there's a bunch of

different formats for

these caption files microsoft stream

uses what they call a webvtt file

so in number four you can see um

[Music]

this is interesting so it for each

little kind of spoken

segment or or a phrase you know grouping

um you know stream shows and it also

shows a confidence interval like how how

confident it was at the actual

transcription for that piece but you can

see i mean it's got

you know some unique identifiers in

there and the time codes

so this is a bit of a mess and you

wouldn't really want to post

this uh along with an article so

um i've come across a number of tools

online

here's a url to to one tool that

i have used a couple this one seems to

work uh so here's the url

basically you post you paste in

in the the top part shown at number five

um you know the source so in this case

the webvtt

file you then choose what you want the

output file to be i pick plain text

and pick convert and out comes uh

the same file with all the kind of time

code and other things confidence

intervals removed

so you know sadly it doesn't fix the

spelling of my last name but uh

there's no ai added but anyway but you

get this

and um this is much more suitable than

to paste in with you know and this is

what we use with an article

and and so people have asked has dino

said

well you know it's not the world's most

perfect

uh transcript and it also although

microsoft stream

actually tries to do punctuation um

other tools

like youtube will also do something

similar

but it doesn't try to do any punctuation

or any capitalization

so in some ways it looks better because

you know microsoft stream gets the

periods wrong where you pause

but in the other hand you know things

like dino

dino's name your name is always

perfectly spelled but

you can see microsoft stream you know

recognized that as a proper name and

and um applied the appropriate

kind of capitalization to his name so so

then we get this and then we take this

and we

paste this into um you know into the

article and that

you know makes it as well searchable on

uh on a website or you could do

different

things with this if you wanted to for

example for a meeting

you know some of the things that i'm

fond of doing is taking something like

this

pasting in a tool to create a word cloud

so you can see

what words were mentioned most

frequently so

um let's see do we have another slide or

is i think we're going to the wrap up so

that's a little bit about uh creating

transcriptions

with this you'll notice that i've run

the exact same

uh video recording through microsoft

stream

and just because i thought it'd be an

interesting comparison

uh you'll see as well below that i've

run it through the

youtube um and you can compare and

contrast

both you know ai machine learning models

do

a pretty good job and certainly um

you know having the capability of of

having captions or transcription

is something that you can make great use

of

so that's another episode of

turbocharging teams hopefully that

tip will uh help you be more effective

in your day-to-day

and as always there's our contact

information

uh please keep sending your questions if

you have any topic suggestions or if

there's pieces of teams that

are just causing lots of confusion or

you have

um questions about please let us know

thank you thanks see you next time

 

 

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