Turbocharging Teams - Episode 5: Meeting Transcription
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 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.
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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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