How do I turn on captions in Zoom for free?

In a Zoom meeting, click More → Captions → Show Captions. On desktop you can also go to Settings → Accessibility → Captions and toggle Show Captions. Automatic captions are available on free accounts.

How do I enable live captions in Microsoft Teams?

During a meeting, select More (•••) → Language & Speech → Turn on live captions. Optionally choose Captions settings to set the spoken language for better accuracy.

Can I record meetings with captions included?

Yes. Both Zoom and Microsoft Teams support recordings with captions. Hosts can enable cloud recording with captions so viewers can play back with text on screen.

What settings help hearing aid users read captions more easily?

Increase caption text size (Zoom: Settings → Accessibility; Teams: Captions settings), pin or spotlight the active speaker, and combine captions with direct Bluetooth/streaming to your hearing aids for a clearer signal.

Are captions accurate in noisy meetings?

Accuracy drops with crosstalk and background noise. Improve results by using good microphones, speaking clearly, muting when not talking, and choosing the correct spoken language in Teams.

Where can I learn more about captions and accessibility?

See HearingInsider’s guides: Guide to Captions & Subtitles for Hearing Aid Users (https://hearinginsider.com/guide-to-captions-subtitles), Set Up Subtitles on Every Major Device (https://hearinginsider.com/setup-subtitles-devices), and Captions on Streaming Platforms (https://hearinginsider.com/captions-on-streaming).

How to Caption Your Own Zoom/Teams Meetings for Free

Last Updated on August 26, 2025 by Jonathan Javid Au.D.

Why Captions Matter — Especially for Hearing Aid Users

Even with today’s advanced hearing aids, online meetings can be frustrating. Background noise, poor microphone quality, cross-talk, or someone speaking too quickly can make it nearly impossible to follow along. If you’ve ever left a Zoom or Microsoft Teams meeting feeling like you missed half the conversation, you’re not alone.

This is where captions come in. By converting spoken words into text on your screen, captions give you a second way to follow the conversation. In fact, studies show that more than 80% of people who use captions don’t even have hearing loss — they just find captions helpful for comprehension. For hearing aid users, captions aren’t just convenient; they’re essential for equal participation.

The best part? You don’t need to pay extra or install fancy software. Both Zoom and Microsoft Teams offer free built-in captioning tools you can turn on with just a few clicks.

Zoom Captions: Step-by-Step Guide

Option 1: Enable Automatic Captions

Join your Zoom meeting.
On the bottom toolbar, click More (•••).

Select Captions → Show Captions.
Zoom will instantly display real-time AI captions at the bottom of your screen.

Customization:

Go to Settings → Accessibility → Captions to increase the font size or adjust how captions appear.
For small laptops, bumping up text size makes a huge difference.

Option 2: Manual Captions

The host can assign a participant to type captions manually.

This is rare, but useful in professional settings where accuracy is critical.

Option 3: 3rd-Party Integration (Advanced)

Zoom also allows linking with 3rd-party captioning tools like Otter.ai or CART (Communication Access Real-time Translation) services.
These are often used in academic or corporate settings for 99% accuracy, but they may come with costs.

Microsoft Teams Captions: Step-by-Step Guide

Option 1: Turn on Live Captions

During a meeting, click More (•••) on the top toolbar.
Select Language & Speech → Turn on live captions.
Captions will appear instantly at the bottom of your screen.

Option 2: Choose Caption Language

Go to More (•••) → Captions/Subtitles settings → Spoken Language.
Choose from a wide variety of languages. This is especially helpful in international calls.

Option 3: Download Captions After the Meeting

If the host enables transcription, you can access a full transcript after the meeting.

This is a lifesaver for reviewing key points you may have missed.

Zoom vs. Teams Caption Features (Comparison Table)

Feature	Zoom (Free)	Microsoft Teams (Free)
Automatic captions	Yes (AI-powered, English + others)	Yes (AI-powered, wide language support)
Caption customization	Font size & style adjustments	Limited size options
Language options	English default + some additional	Dozens of languages available
Recording with captions	Cloud recording only	Yes, if enabled by host
Post-meeting transcript	With transcription enabled	Built-in transcript feature
Best for	Simpler setup, small meetings	Multilingual/global meetings

Pro Tips for Hearing Aid Users

Stream Audio + Use Captions Together
- If your hearing aids can connect to your computer or phone, stream the meeting audio directly to your aids while using captions as backup. This “dual input” is the most effective setup.

Pin or Spotlight the Speaker
- Seeing the speaker’s face while reading captions combines lipreading + text for stronger comprehension.
Use Good Microphones
- If you’re hosting, invest in a quality microphone. Clearer input = more accurate captions for everyone.
Save Transcripts for Review
- Both platforms allow saving transcripts. Revisit key details later instead of stressing about catching every word live.

Improve Accuracy in Noisy Meetings
- Ask participants to mute when not speaking.
- Encourage people to talk one at a time.
- For Teams, set the correct “Spoken Language” for each meeting.

Troubleshooting Captions

Captions aren’t showing up: Make sure you’re on the latest version of Zoom or Teams. Older versions may not support auto captions.
Captions are inaccurate: Background noise or overlapping speakers confuse AI. Use headsets and encourage clear turn-taking.

Can’t find captions option: Check if the host disabled them. In some cases, only hosts can enable captions.
Text too small: In Zoom, adjust under Accessibility → Captions. In Teams, enlarge your overall display text for readability.

Accessibility Beyond Captions

Transcripts as Notes: Many professionals with hearing loss use meeting transcripts as notes afterward. It saves time and ensures no detail is missed.

AI Note-Takers: Tools like Otter.ai (free plan) can run alongside Zoom or Teams and create searchable transcripts.
Mobile Apps: Both Zoom and Teams mobile apps support live captions, so you’re covered even if you’re away from your desktop.

Internal Resources from HearingInsider

To build deeper accessibility skills, check out these related guides:

Guide to Captions & Subtitles for Hearing Aid Users

FAQs

Q: Can I turn on captions in Zoom if I’m not the host?
Yes. Any participant can enable auto captions from the meeting toolbar, even without host permission.

Q: Do captions work in breakout rooms?
Zoom supports captions in breakout rooms, but they must be enabled separately in each room.

Q: Are captions private?
No. In Zoom, captions appear only for the user who enables them. In Teams, everyone sees them if captions are on.

Q: Do captions cost extra?
No. Automatic captions are now included in free accounts for both Zoom and Teams.

Q: Can captions be saved for later?
Yes. Both platforms support transcription if enabled by the host. Teams is particularly strong in this area with built-in downloadable transcripts.

Final Thoughts

Captions transform online meetings from stressful guesswork into accessible, inclusive conversations. For hearing aid users, they’re more than just text on a screen—they’re a pathway to confidence and full participation.

Both Zoom and Microsoft Teams make captioning free and easy to activate. With a few settings adjustments and smart strategies like streaming audio to your hearing aids, you can ensure you never miss another word.