Transcribing Zoom meetings can transform your virtual discussions into valuable, searchable records, boosting productivity and accessibility for teams and individuals alike.
Whether you’re documenting key decisions, creating meeting minutes, or ensuring inclusivity with captions, Zoom’s native transcription tools, paired with strategic editing and third-party enhancements, offer a seamless way to capture every detail.
This guide walks you through the process of transcribing Zoom meetings, from setup to editing, and helps you choose the right approach for your needs.
Does Zoom Offer Built-In Transcription?
Yes, Zoom includes a built-in transcription feature that automatically generates text from your meetings.
This tool can even provide live captions during recordings, ideal for real-time accessibility or engagement.
The feature supports multiple languages, catering to global teams or multilingual collaborations.
However, there are a few caveats:
- Paid Plans Required: Native transcription is only available on Zoom’s Pro, Business, Education, or Enterprise licenses. Free users cannot access this feature.
- Cloud Recording Mandatory: Transcripts are generated exclusively from cloud recordings, local saves (e.g., to your device) won’t work.
Pricing Overview (as of 2025):* - Pro Plan: Starts at ~$15/month per user (billed annually).
- Business Plan: Requires at least 10 users, priced at ~$20/month per user.
- Enterprise/Education: Custom pricing (contact Zoom for details).
For most individuals or small teams, the Pro plan strikes the best balance between cost and functionality.
If you’re on a tight budget, third-party tools (like Subtitlewhisper) may offer more flexibility. We’ll explore alternatives later.
Understanding Zoom’s Language Support for Transcription
Zoom’s transcription tools now cater to global and multilingual teams with expanded language capabilities.
Here’s what you need to know:
1. Broad Language Coverage
Zoom’s AI-powered transcription supports over 30 languages for live and recorded meetings (currently in preview), including widely spoken languages like Spanish, French, Japanese, and German.
Team Chat transcription covers fewer languages but still includes key options for collaboration.
2. Auto-Detect Feature
For meetings with participants using multiple languages, Zoom can automatically recognize and switch between supported languages, streamlining cross-border communication.
3. Plan Limitations
Access to multilingual transcription depends on your Zoom subscription tier.
Higher-tier plans (Business, Enterprise) typically offer broader language options compared to Pro accounts.
Zoom’s growing multilingual transcription capabilities empower global teams to collaborate seamlessly, though staying updated on language additions and plan-specific features is key to maximizing its potential.
For niche needs, third-party tools remain a practical backup.
How to Transcribe Zoom Meetings Natively
Transcribing meetings directly in Zoom is straightforward if you follow these steps.
Note: You’ll need a paid Zoom plan (Pro, Business, or higher) and cloud recording enabled.
Step 1: Enable Automatic Transcripts in Settings
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Log into your Zoom web portal or desktop app (mobile isn’t supported for this feature).
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Navigate to Settings > Recording > Cloud Recording.
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Toggle on “Audio Transcript” under Advanced Settings and save changes.
Step 2: Start a Cloud Recording
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Begin your meeting and click “Record” > “Record to the Cloud” (local recordings won’t generate transcripts).
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For live captions, click “Live Transcript” and select “Enable Auto-Transcription” during the call.
Step 3: Access Your Transcript Post-Meeting
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After ending the meeting, Zoom processes the recording and transcript (usually within minutes).
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The host receives two emails: one with the recording link and another with the transcript.
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Retrieve both from your Zoom Cloud Recordings dashboard or via the emailed links.
By following these steps, you can easily transcribe your Zoom meetings natively, ensuring accurate records and enhanced accessibility for all participants.
Always verify your settings and plan requirements to leverage Zoom’s transcription features effectively.
Editing and Exporting Zoom Transcripts: Tips for Accuracy & Formatting
Once you’ve generated a transcript for your Zoom meeting, refining and formatting it ensures clarity and usability.
Here’s how to edit and export Zoom transcripts effectively, with tips to boost accuracy.
Step 1: Access the Transcript in Zoom
- Log into the Zoom web portal and go to the “Recordings” section.
- Select the desired meeting from your cloud recordings list to view its associated transcript.
Step 2: Review and Edit the Transcript
- Play the recording to display the transcript alongside the video.
- To correct errors, hover over a phrase, click the edit icon, and revise the text directly in Zoom’s interface.
- For speaker names, click the edit icon next to the name to update or correct misattributions.
Tip for Accuracy: Cross-reference the transcript with the audio during playback to catch misheard words or phrases, especially for technical terms or names.
Step 3: Save and Export the Transcript
After editing, confirm changes by clicking the save or checkmark icon.
Download the transcript as a VTT file for external use, which can be opened in text editors like Notepad or specialized software for further formatting.
Formatting Tip: Convert the VTT file to a more readable format (e.g., plain text or Word document) by removing timestamps using a text editor or online VTT-to-text converter for cleaner meeting notes or reports.
Step 4: Enhance Usability
- Add headings or bullet points in your exported file to organize key discussion points.
- If sharing with a team, consider integrating timestamps back into the document for quick reference to specific moments in the recording.
Editing and exporting Zoom transcripts with these steps ensures polished, accurate records that are easy to share and reference.
Take time to refine formatting and verify details to maximize the transcript’s value for your team or project.
Live Captions vs. Post-Meeting Transcripts: Which Is Right for You?
Choosing between Zoom’s live captions and post-meeting transcripts depends on your meeting’s goals, audience needs, and the level of accuracy required.
Here’s a breakdown to help you decide.
Live Captions: Real-Time Accessibility
What They Are: Live captions provide real-time text of spoken content during a Zoom meeting, displayed on-screen for all participants.
How to Enable: During a meeting, click “Live Transcript” and select “Enable Auto-Transcription” (requires a paid Zoom plan with the feature enabled).
Pros:
- Enhances accessibility for participants with hearing impairments or language barriers.
- Immediate visibility allows attendees to follow along in real time, ideal for inclusive or multilingual meetings.
Cons:
- Lower accuracy, especially with technical terms, accents, or overlapping speakers (often around 70-80% accuracy based on user feedback).
- Cannot be edited live and may distract participants if errors are frequent.
Post-Meeting Transcripts: Higher Accuracy for Reference
What They Are: Generated after the meeting from cloud recordings, these transcripts provide a detailed text record of the conversation.
How to Access: Available in the Zoom web portal under “Recordings” after the meeting, downloadable as a VTT file (requires cloud recording and audio transcript settings enabled).
Pros:
- Higher accuracy (often 80-85% or more, depending on audio quality), as Zoom’s AI processes the full recording without real-time constraints.
- Editable in the Zoom portal or externally, allowing corrections for errors or formatting for reports.
Cons:
- Not available during the meeting, so less useful for real-time needs.
- Processing time (typically a few minutes) delays access post-meeting.
Which Should You Choose?
Choose Live Captions if your priority is real-time accessibility, such as for diverse teams, public webinars, or accommodating participants with hearing challenges.
Choose Post-Meeting Transcripts for detailed documentation, such as meeting minutes, legal records, or content repurposing, where accuracy and editability are critical.
Selecting between live captions and post-meeting transcripts depends on whether you need instant accessibility or precise, editable records for later use.
Combining both can maximize inclusivity and accuracy for your Zoom meetings.
Best Alternatives to Zoom Meeting Transcriptions: Subtitlewhisper
While Zoom’s native transcription feature is effective for generating meeting transcripts, it requires a paid plan (Pro, Business, or higher), cloud recording, and may struggle with complex jargon or overlapping speakers.
For users needing more robust or versatile transcription options, tools like Subtitlewhisper offer a compelling alternative for enhanced accuracy and flexibility.
Powered by OpenAI’s Whisper technology, Subtitlewhisper helps users effortlessly transcribe video content with an accuracy rate of up to 98.5%.
This tool supports over 50 languages, making it ideal for creators and viewers worldwide who want quick, reliable transcriptions. (Try Subtitlewhisper for free!)
Here’s how to add subtitles to your video using Subtitlewhisper:
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Upload your video.
Start by uploading the video you want to transcribe or paste its YouTube link.
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Transcribe your video with one click.
Click the “Generate subtitles now” button, and the AI will create an accurate transcript for your video.
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Edit your transcript.
Once the auto-transcription is complete, review and edit the transcript using Subtitlewhisper’s online editor. Each subtitle is time-stamped and editable like a text document, making adjustments simple.
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Download your transcription (optional).
Finally, download the transcript in formats like .srt, .txt, .docx, or .csv.
What sets Subtitlewhisper apart from other subtitling methods is its simplicity. With its intuitive interface, you can upload and transcribe videos in just a few clicks, saving time while ensuring high-quality results.
Whether you’re working on your own videos or someone else’s, Subtitlewhisper streamlines the process, letting you focus on content rather than technical details. Try Subtitlewhisper for free today!
How to Transcribe Zoom Meetings: Frequently Asked Questions
Below are answers to common questions about Zoom’s transcription features to help you make the most of your meeting records.
1. How accurate are Zoom transcripts?
Zoom’s transcription service generally achieves an accuracy of around 70-80%, depending on audio quality, accents, and background noise.
For higher precision, consider third-party tools like Subtitlewhisper, which can offer accuracy rates closer to 95% or more.
2. Can I edit the transcripts generated by Zoom?
Yes, Zoom allows editing of transcripts directly in the web portal by hovering over text or speaker names and clicking the edit icon.
For advanced formatting or customization, you may want to export the transcript as a VTT file and use external tools like Subtitlewhisper for enhanced editing capabilities.
3. How long does it take for Zoom to transcribe a recording?
The time to generate a Zoom transcript depends on the meeting length and server load, typically taking about 1.5 to 2 times the duration of the recording.
For example, a 30-minute meeting may take 45-60 minutes to process.
4. Where does Zoom store the transcripts?
Zoom stores transcripts in the cloud for meetings recorded to the Zoom Cloud, accessible via the “Recordings” section in the Zoom web portal or through emailed links sent to the host.
Local recording transcripts, if enabled, are saved on the host’s device, but cloud storage is recommended for easier access and management.
5. Does Zoom provide free transcription services?
Zoom’s transcription feature is not available on the free plan and requires a paid plan (Pro, Business, or higher) with cloud recording enabled.
Upgrading to a Business or Enterprise plan unlocks full transcription capabilities without additional limitations.
These FAQs clarify how to leverage Zoom’s transcription features effectively, addressing accuracy, editing, and storage concerns.
For optimal results, consider your meeting needs and explore third-party tools to enhance transcription quality and functionality.
