Microsoft Teams does offer basic transcription capabilities, but these come with significant limitations. The platform can automatically generate live captions during meetings and provide basic transcripts for recorded sessions. However, these transcripts often lack the accuracy and structure needed for professional use.

The built-in transcription struggles with speaker identification, technical terminology, and complex conversations involving multiple participants. For example, in a marketing strategy meeting discussing "SEO optimization" and "conversion funnels," Teams might transcribe these as "CEO optimization" and "conversion tunnels," creating confusion when reviewing the transcript later.

How to access your Teams recording

Before you can transcribe a Microsoft Teams recording, you need to access the file. Recordings are typically stored in Microsoft Stream or OneDrive/SharePoint, depending on your organization's setup. Navigate to the meeting recording in Teams or your organization's video storage, click the download option to save the video file locally, and choose an appropriate format. MP4 is most common.

Using Microsoft Word for transcription

Microsoft Word offers a built-in transcription tool that can process audio files up to 5 hours long. Open a new Word document, go to the "Home" tab and select "Dictate" then "Transcribe," upload your Teams recording file, and wait for processing. This usually takes 15-30 minutes for a 1-hour meeting.

While this method is free for Microsoft 365 subscribers, it has notable drawbacks. The transcription accuracy is often poor, speaker identification is unreliable, and you'll spend considerable time editing the output. A 60-minute sales call might require 2-3 hours of manual editing to correct errors and identify speakers properly.

Why automated transcription tools work better

Better automated transcription tools exist that handle the specific challenges of Teams meetings. These tools excel at handling complex business conversations, technical terminology, and multiple speakers. When a product development team discusses "API integrations" and "user authentication protocols," good transcription software accurately captures these terms while organizing the discussion into logical sections.

Key features to look for

The best transcription tools provide accurate speaker identification, distinguishing between different speakers throughout the recording even when voices are similar or when participants join and leave the meeting. They also generate structured summaries with key points, decisions made, and action items. This transforms a 90-minute quarterly planning meeting into a concise, actionable document.

Workflow integration capabilities

Good transcription software automatically identifies and lists action items, assigning them to specific participants when mentioned. If someone says "Sarah, can you follow up with the client by Friday?" the system extracts this as an action item for Sarah. Many tools can also sync with your existing workflow tools, automatically updating project management systems or CRM platforms with meeting insights.

Best practices for better transcription quality

To get the best transcription results, encourage participants to use headsets or quality microphones rather than built-in laptop speakers. This dramatically improves audio clarity and reduces background noise. Request participants to mute when not speaking and choose quiet environments. A recording with constant keyboard typing or background conversations will produce less accurate transcripts.

Managing participants for clarity

Remind participants to speak clearly and avoid talking over each other. When the marketing director rapidly explains the "Q4 customer acquisition strategy," clear speech helps ensure accurate transcription of technical details. For meetings with many participants, use waiting rooms to control entry and reduce disruptions, assign a meeting facilitator to manage speaking order, and include speaker introductions when someone new joins.

Comparing transcription approaches

The difference in transcription quality between manual methods and good automated tools is substantial. Consider a typical scenario: a 45-minute client onboarding call discussing "implementation timelines" and "user access permissions." Manual transcription might produce "Implementation time lanes and user access permissions" requiring significant editing time. Basic automated tools could generate "Implementation time lines and user access permutations" with poor speaker identification. Good transcription software delivers accurate technical terminology, proper speaker attribution, and organized sections covering implementation planning, access management, and next steps.

Cost-benefit analysis

While manual transcription appears free, the hidden costs are significant. A typical manager spending 2 hours per week editing transcripts represents substantial opportunity cost. Good automated transcription typically pays for itself within the first month through time savings alone. Consider a consulting firm processing 20 client meetings per week. Manual transcription would require approximately 40 hours of editing time weekly. Automated transcription reduces this to 2-3 hours of review time, freeing up 35+ hours for billable client work.