Real-time captioning and subtitles in PowerPoint
Real-time captions for a PowerPoint presentation
In PowerPoint, you can caption your presentation in real time, so while you’re giving a presentation and speaking, PowerPoint creates subtitles of your speech on the screen. You can choose both the spoken language and the subtitle language. In other words, you can translate your speech from English into Finnish, for example.
Avaa PowerPointin online-versio Microsoft 365:n aloitussivulta https://www.office.com/.
This same functionality can also be found in the desktop version of PowerPoint. The screenshots below are taken from the online version.
Open the PowerPoint presentation you’re presenting.
In PowerPoint, go to the Slide Show tab and select Always use subtitles.
From the list, select the spoken language, that is, the language in which you will hold the presentation. The language of the subtitles is the language in which the subtitles will be made.
From the drop-down menu under the Always use subtitles, you can also specify where in the slide the subtitles appear.
After that, you can start the presentation with the From Beginning button on the Slideshow tab.
Start talking, and subtitles will appear on the screen.
Presenting in live mode
You can give a presentation in the so-called live presentation. This means that the audience of the presentation can use their mobile device to follow the presentation and choose in which language your speech will be translated to them. This feature is only available in PowerPoint online version, not in the desktop version.
Launch the live mode from the Present Live button on the Slide show tab. Choose who can join the presentation: only members of your organization or anyone. Notice that organization members only requires the users to login with their HAMK user id’s.
After that, a QR code and a URL will appear on the screen, through which the audience can follow the performance. By scanning the QR code or entering the address, they can follow the presentation and choose the language of the subtitles.
Once participants have access to the live mode, they can select the language of the subtitle from the menu.
The PowerPoint presentation will appear on user’s screen with the subtitles they have chosen.
Instructions for performing live (Microsoft)
Tips for organizing a presentation with live captions or subtitles
- The quality of the sound also affects the quality of the captions and subtitles. Therefore use a microphone or headset when performing.
- Pay attention to the articulation of your speech, as clear speech affects the accuracy of the subtitling. Articulation does not need to be overstated. Clear speech and pronunciation and a calm tempo are sufficient.
- Test the content and technical functionality of the subtitles beforehand. If possible, check the accuracy of the subtitles in advance. If you think the subtitling is not successful, consider whether you could express yourself by using different word choices or even plain language. Particularly challenging terms may need to be written down on slides, for example in English. Read more about plain language (plainlanguagenetwork.org)
- Allow time at the beginning of the presentation for participants to access the live subtitles for themselves. It shouldn’t take long to set up, but sometimes participants may need help.
- Notice that captions and subtitles depend on a cloud-based speech service, so it’s important to have an internet connection that’s fast and reliable.