Zoom Transcription Options Overview
Zoom provides multiple ways to transcribe your meetings, each serving different purposes. Understanding these options helps you choose the right approach for your needs, whether you want real-time captions for accessibility, searchable transcripts for reference, or AI-powered meeting summaries.
The transcription features have evolved significantly in 2025, with Zoom AI Companion now offering intelligent meeting summaries that go beyond simple speech-to-text conversion. These features work across Zoom Meetings and Zoom Webinars, making them valuable for various use cases.
Three Types of Zoom Transcription:
1. Live Transcription (Real-time Captions)
Shows live captions during the meeting that all participants can see. Ideal for accessibility and real-time note-taking.
- • Displays subtitles at bottom of screen
- • Full transcript available in side panel
- • Can be saved locally before meeting ends
- • Host must enable during meeting
2. Cloud Recording Transcription
Automatically generates a transcript file (VTT) after cloud recording is processed. Great for post-meeting review.
- • Creates timestamped VTT file
- • Can display as closed captions in video
- • Searchable and editable after generation
- • Requires cloud recording enabled
3. Zoom AI Companion Summaries
AI-powered meeting summaries that extract key points, action items, and decisions automatically.
- • Intelligent summary generation
- • Action item extraction
- • Available on paid Workplace plans
- • Goes beyond simple transcription
How to Enable Live Transcription
Live transcription provides real-time captions during your Zoom meetings. Only meeting hosts can activate this feature, but once enabled, all participants can view and customize their caption display. Follow these steps to enable live transcription for your account:
Step-by-Step Setup:
- 1
Sign in to Zoom Web Portal
Go to zoom.us and log in with your account credentials
- 2
Navigate to Settings
Click on Settings in the left navigation panel
- 3
Find In Meeting (Advanced)
Click Meeting tab, then scroll to "In Meeting (Advanced)" section
- 4
Enable Transcription Options
Turn on: Automated captions, Full transcript, and Save Captions
- 5
Save Changes
Click Save to apply your settings
During the Meeting:
- 1. Start your meeting as the host
- 2. Click the "Live Transcript" button at the bottom of your screen
- 3. Select "Enable Auto-Transcription" from the dropdown
- 4. A notification confirms transcription is active
- 5. Click "Save Transcript" before ending to save locally
How to Enable Cloud Recording Transcription
Cloud recording transcription automatically converts your recorded meeting audio into a text transcript file. This transcript appears as a separate VTT file that you can download, edit, and use for captions. Note that this feature requires a paid Zoom plan and currently supports English only.
Account-Level Setup:
- 1
Sign in as Admin
Log into Zoom web portal with admin privileges
- 2
Go to Account Settings
Navigate to Account Management → Account Settings
- 3
Open Recording & Transcript Tab
Click on the Recording & Transcript tab
- 4
Enable Cloud Recording
Verify Cloud recording is enabled (toggle if needed)
- 5
Enable Audio Transcript
Under Advanced cloud recording settings, check "Create audio transcript"
- 6
Save Changes
Click Save to apply the settings
Important Requirements
- • Requires Pro, Business, Education, or Enterprise account
- • Cloud recording must be enabled first
- • Currently supports English transcription only
- • Does NOT work with local recordings saved to your device
Zoom AI Companion Features
Zoom AI Companion takes meeting transcription to the next level with intelligent summaries, action item extraction, and automated follow-ups. This feature is available on paid Zoom Workplace plans (Pro, Business, Enterprise, Education) and provides more than simple speech-to-text conversion.
AI Companion Features:
- • Automatic meeting summaries
- • Action item identification
- • Key decision highlights
- • Smart chapter markers
- • Follow-up draft generation
How to Enable AI Companion:
- • Go to Settings → AI Companion tab
- • Enable "Meeting Summary with AI Companion"
- • Configure notification preferences
- • Summaries sent automatically after meetings
Zoom Plans and Transcription Features
| Plan | Live Transcription | Cloud Recording | AI Companion |
|---|---|---|---|
| Basic (Free) | Yes | No | No |
| Pro | Yes | Yes | Yes |
| Business | Yes | Yes | Yes |
| Enterprise | Yes | Yes | Yes |
Zoom Transcription Limitations
While Zoom's built-in transcription features are useful, they have several limitations that may impact your workflow. Understanding these constraints helps you decide if you need a dedicated AI meeting assistant for better results.
Key Limitations:
- • Cloud transcription supports English only
- • No speaker identification in basic transcripts
- • Limited editing and search capabilities
- • Requires paid plan for most features
- • AI summaries only on Workplace plans
Accuracy Factors:
- • Audio quality significantly impacts results
- • Background noise reduces accuracy
- • Accents and technical jargon may not transcribe well
- • Multiple speakers talking simultaneously causes issues
- • Manual editing often required for corrections
Better Alternatives for Zoom Transcription
If Zoom's built-in transcription doesn't meet your needs, several AI meeting assistants integrate seamlessly with Zoom and offer enhanced features like multi-language support, speaker identification, CRM integration, and more accurate transcription.
Otter.ai
Real-time transcription with speaker identification. Free plan includes 300 minutes/month. Integrates directly with Zoom.
Fireflies.ai
69+ language support with CRM integration. AI-powered summaries and action items. Great for sales teams.
Fathom
100% free with unlimited recordings. Automatic note-taking and highlight reels. Perfect for individuals.
tl;dv
Unlimited free recordings with video highlights. 30+ languages supported. Excellent for async teams.
These tools automatically join your Zoom meetings, provide higher accuracy transcription, and offer features like searchable archives, team collaboration, and workflow integrations that Zoom's native transcription lacks.
Best Practices for Zoom Transcription
For Better Accuracy:
- • Use a quality external microphone
- • Minimize background noise
- • Speak clearly with brief pauses
- • Avoid multiple people talking at once
- • Test audio before important meetings
For Better Workflow:
- • Inform participants about transcription
- • Save transcripts before ending meetings
- • Review and edit critical transcripts
- • Use timestamps for easy navigation
- • Consider third-party tools for advanced features
