How to Transcribe Microsoft Teams Meetings

Microsoft Teams is the collaboration backbone for enterprises running Microsoft 365. Meetings happen constantly, but the insights from those meetings often vanish. Transcription captures them permanently.

Teams Built-In Transcription

Teams offers live transcription and recording for Microsoft 365 Business Basic and higher plans.

How to use it

1. Start or join a Teams meeting
2. Click More (...) > Record and transcribe > Start transcription
3. Live captions appear during the meeting
4. After the meeting, the transcript appears in the meeting chat

What it provides

• Real-time captions during the meeting
• Post-meeting transcript in the chat thread
• Integration with Microsoft Stream

Limitations

• Accuracy is 75-85%
• Speaker attribution can be unreliable
• No AI summarization
• Limited to live meetings — cannot transcribe uploaded recordings
• Requires specific Microsoft 365 licenses

AI Transcription Workflow

Step-by-step

1. Record your Teams meeting — Click More > Record. The recording saves to OneDrive (personal) or SharePoint (channel meeting)
2. Download the MP4 — Go to OneDrive/SharePoint, find the recording, download it
3. Upload to Blazescribe — Drag and drop the MP4 file
4. Get your transcript — Speaker labels, timestamps, 98%+ accuracy in minutes
5. Generate extras — Meeting summary, action items, follow-up email

Teams vs External Transcription

| Feature | Teams native | AI transcription | |---------|-------------|-----------------| | Accuracy | 75-85% | 98%+ | | Speaker labels | Basic | Advanced diarization | | Summaries | No | Yes | | Action items | No | Auto-extracted | | Export formats | Text only | TXT, DOCX, PDF, SRT | | Old recordings | No | Yes |

Where to Find Teams Recordings

• Personal meetings: OneDrive > Recordings folder
• Channel meetings: SharePoint > Documents > Recordings
• Meeting chat: A link appears in the chat after recording stops

Best Practices

• Enable automatic recording for recurring meetings in the meeting options
• Inform attendees that the meeting is being recorded
• Store transcripts alongside recordings in SharePoint for easy access
• Review and share summaries within 24 hours while context is fresh

Start transcribing your Teams meetings today. Sign up for Blazescribe and get speaker-labeled transcripts with AI summaries.