VideoText workflow guide
Transcribe Microsoft Teams recordings to text. Download the meeting recording from Teams or SharePoint, upload the MP4 here, and get a full transcript in seconds. Speaker labels, action item summary, chapter navigation — all available after a single upload. Free tier.
Set spoken language explicitly — auto-detect is less accurate, particularly for accented English and mixed-language recordings. Set speaker count if known. Select verbatim level (clean or full) based on what the client or platform requires. Wrong verbatim level is the most common reason transcripts fail QA.
For recordings over 30 minutes, check for chunking artifacts at segment boundaries — orphaned words at the end of one chunk and duplicated content at the start of the next. These occur when audio segmentation splits at an ambiguous speech boundary.
Replace "Speaker 1" / "Speaker 2" labels with actual names before running any formatting pass. Speaker label changes must propagate consistently from first occurrence to last — any inconsistency requires another find-and-replace pass later.
If delivering to a client with a specific style guide (Rev, GoTranscript, TranscribeMe, or custom), apply timestamp formatting, paragraph length rules, and inaudible notation conventions at this stage — before exporting, not after.
DOCX for client review and tracked-changes editing. PDF for locked delivery. TXT for plain-text integrations. SRT/VTT for caption workflows. JSON for search indexing or CMS integration. Each format has different timestamp and structure behaviors.
Full time-coded transcript with consistent speaker diarization labels, paragraph breaks at topic transitions, and timestamps formatted per the target style guide. Suitable for DOCX delivery, editorial review, or agency handoff.
Subtitle files generated from the same transcription job, so timing alignment between transcript text and caption files is guaranteed. No separate captioning tool required, no risk of timing drift between transcript and subtitle outputs.
Structured summary and auto-detected chapter timestamps for long-form content. Chapters are formatted for paste-ready YouTube description insertion. Summary is formatted as a structured brief suitable for show notes, team handoffs, or newsletter conversion.
Turn Zoom, Google Meet, and Teams recordings into searchable, shareable meeting notes with speaker labels and timestamped action items — without replaying the recording to write notes manually.
Convert long episodes into transcripts, show notes, chapter markers, and subtitle files for YouTube accessibility. One upload replaces separate transcription, captioning, summarization, and chapter-entry tools.
Extract speaker-labeled transcripts from long interviews and focus groups for thematic coding, quotation extraction, and client delivery — without manual transcription or re-reviewing hours of recordings.
When two speakers overlap for more than 2 seconds, diarization models frequently misattribute the trailing portion of the overlap to the wrong speaker. In interview transcripts, this produces a block of content assigned to the guest that should belong to the host — or vice versa. Manual review is required to correct this.
Zoom recordings with network instability produce audio dropout gaps — typically 0.5–3 seconds of silence or garbled audio. Transcription of these sections produces either a gap in the text or a run of plausible-sounding but incorrect words. Sections with network dropout require manual review against the audio.
Transcription engines that split audio into 30-minute chunks for processing introduce artifacts at chunk boundaries: the last sentence of chunk 1 and the first sentence of chunk 2 may both contain the same words, or a sentence may be split at an unnatural word boundary. Reviewing segment transitions is part of long-file QA.
Medical, legal, financial, and engineering terminology is consistently misrecognized by general-purpose ASR models. "Tachycardia" becomes "taxi cardia." "EBITDA" becomes "e bit duh." These require a domain-specific post-edit pass — a transcript correction process that benefits from knowing the technical vocabulary in advance.
DOCX preserves paragraph structure and allows tracked-changes editing for collaborative review. PDF locks the formatting for delivery but cannot be edited without re-conversion. For client review workflows, DOCX is the correct delivery format; PDF is for final archiving after all revisions are complete.
SRT uses comma separators in timestamps: 00:01:23,456 → 00:01:25,123. VTT uses period separators: 00:01:23.456 → 00:01:25.123. Swapping the separator character causes parsing failures. SRT does not support styling metadata; VTT supports positioning, color, and timing cues.
Per-speaker-turn timestamps are useful for review and quotation but create dense formatting that reduces readability. Fixed-interval timestamps (every 2 minutes) are readable but make it harder to find a specific speaker moment. Most academic and journalistic workflows prefer per-speaker-turn; legal and court transcription typically requires fixed-interval.
JSON output includes segment start/end times, speaker labels, confidence scores, and text — structured for import into search platforms, CMS systems, and custom workflows. Per-segment confidence scores identify sections likely to require manual review.
In Teams, go to the meeting chat or the Recordings tab and download the recording as MP4. Alternatively, find it in SharePoint under the channel Files. Upload the MP4 here and our AI produces a full transcript. Most meetings transcribe in 5–10 minutes.
Yes, Microsoft Teams offers meeting transcription on Microsoft 365 Business Basic plans and above. However, Teams transcription is limited to supported languages, requires the feature to be enabled by an admin, and the transcript lives only inside Teams. VideoText works from any recording download, requires no admin setup, and exports to TXT, SRT, VTT, and JSON.
Yes. After transcribing, open the Speakers branch to see each participant's contributions grouped by speaker turn. This works from standard stereo recordings — you do not need a multi-track export.
Yes. The Summary branch extracts action items, key decisions, and main discussion points. Paste directly into your Teams chat, Outlook email, or Confluence page as meeting notes.
Yes. Free tier includes 3 uploads per day. Sign up for free to try. Pro plan is $40/month, suitable for teams with weekly meetings.
Teams recordings are saved as MP4 files. Download the MP4 from Teams or SharePoint and upload it directly. No conversion is needed.
