How to Fix Microsoft Teams Meeting Transcription Not Generating or Showing as Unavailable for Brisbane Businesses

Summary

This guide helps you troubleshoot and resolve: How to Fix Microsoft Teams Meeting Transcription Not Generating or Showing as Unavailable for Brisbane Businesses. Follow the steps below to fix the issue.

Common Causes

Microsoft Teams meeting transcription allows Brisbane businesses to keep accurate records of discussions, decisions, and action items. When transcription fails to generate or appears as unavailable, it can disrupt workflows and compliance requirements. This guide walks you through the most common causes and how to resolve them.

Quick Fix Steps

1. Confirm that transcription is enabled in the meeting options before the call starts.
2. Check that the meeting organiser has a valid Microsoft 365 licence that includes transcription.
3. Ensure the meeting is being recorded to the cloud, not saved locally to a computer.
4. Restart the Microsoft Teams application and rejoin the meeting.

Detailed Instructions

Enable Transcription Before the Meeting

1. Open Microsoft Teams and go to your calendar.
2. Select the meeting and choose Meeting options.
3. Under Transcription, set the toggle to On.
4. Click Save.

Transcription must be turned on before participants join. It cannot be enabled retroactively after the meeting has ended.

Start Transcription During a Live Meeting

1. Join the Teams meeting.
2. Select More actions (three dots) in the meeting controls.
3. Choose Record and transcribe.
4. Select Start transcription.
5. Choose the spoken language from the dropdown menu.
6. Select Confirm.

Access the Transcript After the Meeting

1. Go to the Teams calendar and open the completed meeting.
2. Select the Recap tab.
3. Look for the Transcript section.
4. Download the transcript as a .docx or .vtt file if needed.

Troubleshooting

Transcription Option Is Missing

• Verify your Microsoft 365 licence includes Teams transcription. Some business basic plans do not support this feature.
• Check that your organisation’s IT administrator has not disabled transcription in the Teams admin centre.
• Ensure you are using the desktop or web version of Teams. The mobile app has limited transcription controls.

Transcription Shows as Unavailable

• Transcription may fail if there is poor audio quality or multiple people speaking at once. Ask participants to mute when not speaking.
• Check that the meeting was recorded to Microsoft Stream or OneDrive, not saved locally to a device.
• Wait up to 24 hours for longer meetings, as processing time varies based on recording length.

Transcript Is Incomplete or Inaccurate

• Confirm the correct language was selected before starting transcription.
• Encourage speakers to use headsets and reduce background noise.
• Review the transcript in the Recap tab and manually edit any errors before sharing with colleagues.

Deleting a meeting recording may also remove the associated transcript. Download and save important transcripts before deleting recordings.

If transcription continues to fail after following these steps, Open a Ticket with 220 Internet Services support.

Still Having Issues?