Vendors are adding the ability to add captions (live) / subtitles, to convert speech to text and display the text, during a live presentation. Subtitles also provide an opportunity to display the text in a language different from the spoken language. Live captions and subtitles are different from closed captions which provide speech to text for recorded presentations. In all cases, it is a step in the right direction for accessibility.

Why use captions or subtitles?

Captions for real-time speech to text provide people who are deaf or hard of hearing with an opportunity to see a live presentation and to have the same access to the auditory information as a hearing person. Subtitles further provide an opportunity to display the text in a language different from the spoken language.

Captioning a PowerPoint presentation

Although you can subtitle presentations using the PowerPoint desktop application and MS Office 365 PowerPoint Online (PowerPoint for the web) an older version of PowerPoint desktop may be installed on the podium that does not support it. Save the presentation in Microsoft 365 online before going to the lab/class to use subtitles if not supported by the desktop application.

You will need a microphone to capture voice and it is recommended to connect it to the computer before you start the presentation.

Using PowerPoint Live

If you are using a podium computer store your presentation in Microsoft 365 online before your presentation:

• Connect the microphone to the podium
• Log in to Office 365 (https://www.office.com)
• Open the presentation
• Check the microphone setup in PowerPoint (with the presentation open):
  • Select Slide ShowSelect the Present Live button
  • Select Audio Settings
  • In the Audio Settings check to see that the microphone you connected is listed

• Select to use Subtitles
  • Select the checkbox Use Subtitles
  • Under Spoken Language choose the language you speak in
  • Under Subtitle Language choose the language to use for the displayed captions
  • Select where you want the subtitles to appear

• Present your presentation live
  • Select the Present button
  • Select Present Live
  • Select the Show Slides button to begin the presentation.

As you start speaking you will see the subtitles/captions. There may be a lag between when you speak and when you see the captions.

Note: The Present Live option enables others to connect to the presentation over the internet which is an added benefit.

Using PowerPoint application on the desktop

It depends on the version of PowerPoint installed on the computer, if you don’t see subtitle options, the version you are using doesn’t support it.

• Connect the microphone to the podium
• Open the presentation
• Select Slide Show. All of the settings are conveniently located on the ribbon bar.
• Select Always Use Subtitles
• Check the microphone setup in PowerPoint
  • Select Subtitle Settings
  • Select Microphone and ensure that a checkmark appears beside the name of the microphone you are using
• Under Spoken Language choose the language you speak in
• Under Subtitle Language choose the language to use for the displayed captions
• Select where you want the subtitles to appear

Begin your presentation From Beginning or From Current Slide. As you start speaking you will see the subtitles/captions. There may be a lag between when you speak and when you see the captions.