A transcript is a text version of audio information. They are typically used for audio-only content, such as podcasts, voice recordings, radio broadcasts, etc.

In general, a transcript should not be used in place of captions for audiovisual media.

1. Begin transcribing. Open a Word document or other text editor and begin typing what you hear from the audio file. Be sure to:
   • Identify speakers & indicate when the speaker changes.
   • Include relevant non-speech audio.
   • Follow our transcription guidelines. Although originally created for the purpose of captioning, the same basic rules apply to transcripts.
2. Format the transcript. Transcripts can easily become dense walls of text. No matter how you format the transcript, make sure it is consistent throughout. Here are some ways to increase the readability of the transcript:
   • Start a new paragraph every time the speaker changes.
   • Break up long paragraphs. Use natural pauses in the audio to divide text. Aim for 3-5 sentences per paragraph.
   • Provide structure and navigation.
     • Use headings to indicate sections or transitions (e.g., a heading titled “Slide 3” in a narrated PowerPoint).
     • For longer audio files, inserting timestamps in brackets every 1-3 minutes may be helpful for navigation. For example:
       • [5:00] = five minutes into the audio file
       • [1:23:00] = one hour and twenty-three minutes
3. Review and edit. Once you have the transcript typed up and formatted, listen to the audio again while reading the transcript and fix any errors.
4. Share as a Word document.

Tips:

• For PowerPoint narrations: If you used a script while recording your narration, you can edit that script using the guidelines above and provide it as a transcript.
• Keep it true to the audio. Transcripts should only reflect the auditory information. Do not add any new or extra information that would not be available in the original audio source, such as sources, images, commentary, etc.
  • The exception to this rule is any necessary structural and navigational elements.
• Use caution with automatic transcription tools. While automated tools can provide a helpful starting point, you will still need to manually format and review the transcript for accuracy.
  • Some AI tools have been known to summarize audio content instead of transcribing, even with explicit instructions. Use AI tools that are specifically made for transcription, such as Otter.ai or Zoom’s transcription feature.