When to Use?
Use built-in, no-additional-cost captions to display a presenter’s speech while demonstrating slides, websites, and software. Test the caption window on the projected display before your session.
Procedure
Windows 11: Set up Live Captions
- Press Windows key + Ctrl + L to open Live Captions (or go to Settings > Accessibility > Captions > Live captions).
- If prompted, download the speech recognition files.
- Select the gear icon in the Live Captions bar, then Preferences > Include microphone audio. This option is needed to caption your own voice.
- Go to Settings > System > Sound > Input and select the microphone you will use. Test the microphone input.
- Speak into the microphone with other audio paused. Confirm your words appear as captions.
- Use the caption bar settings to position captions at the top or bottom of the screen, or as a floating window. Adjust caption style in Settings > Accessibility > Captions.
- Open your slides or demonstration and switch between applications. Confirm captions remain visible on the audience display.
Tip: Microphone captioning may need to be turned on again after restarting Live Captions. When computer audio is playing, Live Captions may prioritize that audio over microphone speech.
MacBook: Set up Live Captions
Requirements: A supported Mac with Apple silicon (M-series chip-2020 or later), a compatible macOS version, and a supported language/region. Live Captions is not available on Intel-based Macs.
- Open Apple menu > System Settings > Accessibility > Live Captions, then turn on Live Captions. Download language files if prompted.
- Open the Live Captions window. Select the microphone button or microphone audio source so the Mac captions speech from the room rather than only computer audio.
- Speak into the selected microphone and verify that captions appear.
- Keep Onscreen (Mac): Open the Live Captions menu in the menu bar and select “Keep Onscreen” to help keep the captions window visible when switching between apps. Move and resize the window so it does not cover important material. Test this with full-screen presentations and your projector or external display; visibility may depend on the display arrangement and macOS version.
- In Live Captions settings, adjust text appearance as needed.
- Switch between slides, websites, and software demonstrations, checking that captions stay visible on the projector or external display.
Troubleshooting
Video captions work, but speech does not (Windows): Enable Preferences > Include microphone audio; verify Windows microphone permissions under Settings > Privacy & security > Microphone, and test the selected input device.
No microphone captions (Mac): Confirm microphone input is selected in Live Captions and that the microphone works in System Settings > Sound > Input. Check microphone permissions if prompted.
Captions disappear when presenting: Check which display shows the caption window. Test mirrored versus extended displays, and consider presenting in a window rather than exclusive full-screen mode.
Captions are inaccurate: Use a headset or lapel microphone, minimize room noise, speak clearly, and repeat audience questions into the microphone.
Before every training: quick check
- Microphone selected and tested
- Live microphone captioning enabled
- Caption font, contrast, and position readable from the back of the room
- Captions visible while changing apps and during audience questions
- Accommodation process available when automated captions are insufficient
Official help
Microsoft
Apple