Microsoft Teams Smart Transcription - How to do SmartTranscription in a Teams meeting

Updated: 07/30/2026
Article #: 375


  • Prerequisites
    • One person must have a Copilot license and must create the Teams meeting
      • You have initiate Transcribe before or when the Teams meeting starts
    • All users who are part of the Microsoft Teams meeting must have a Voice Profile setup ahead of time in Teams in order for Voice ID to work
      • This process has to only be done once unless the voice profile is setup
      • To Do this: Open Microsoft Teams > three dots top left (...) > Settings > Recognition > Crate voice profile
      • Follow the instructions on how to set up the voice profile
  • Once the prerequisites are done all users have to join the Teams meeting from a device like laptop, tablet, or smartphone
  • After the Teams meeting has ended, the transcribing may take several minutes to complete
    • Then go to the date of the Teams meeting in your Teams calendar where your transcription is held
    • Go to the Meeting recap section and find the files button
      • Click on the Transcript option
  • A new window will open then click on the Download with the drop down and choose Download as .docx
  • You will now have a Word document of what each person said in the Teams meeting and when it was said
  • It is ideal for Teams meetings where people are in separate rooms to clearly identify who is speaking
  • Can do up to 10 people for live transcription at time as July 30th 2026






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