Transcribe your video conferences automatically!

ServiceScaler Business Development Manager Rob Dawson completes a walk through of how to upload meeting recordings to Microsoft Stream when not using Teams, and how to download a copy of the captions which have been transcribed for allocation to a matter or eDiscovery.

TRANSCRIPT

Hi guys Rob here from service scalar. So last week I did a video on Microsoft stream and how you can upload something into Microsoft stream, particularly teams recordings when you’re recording a teams meeting and that it will automatically transcribe the meeting for you and turn those into closed captions so you can have the closed captions come up on the video when you re watching it now one of the things that we didn’t go through was how you can upload things or meetings that you record from. Other platforms such as zoom or some of the other recording platforms out there, there’s plenty available and upload those into Microsoft stream so that you can download the captions from those recordings.. So we’re going to do today is I’m just going to walk you through the process of how you can get a recording. This is going to be from zoom, but it could be from any platform how to upload it into Microsoft stream, how to get the captions turned on, or how you get the transcription to happen against that recording and. How we then go to download it? How it comes down so there are some challenges with downloading some stuff from. Microsoft stream, but we’ll walk through how we can overcome that and you can put those together as part of a matter. So the first thing I’m going to do, I’m just going to share my screen. So we can see here that I’m already logged into stream. If you need to learn how to log into stream, you can go and have a look at my previous video. But basically you just go to office.com. You find stream from all apps and you can fire it up from there or straight to the. URL web.microsoftstream.com so we can see here that I’m already in the interface to upload a file. But if you need to get to that you’ll land on the home screen. Basically when you first log in. All I do is go create upload video. And it gives me the option. Here I can either drag files or I can browse to upload, so user recording zoom recording test that I did previously. Well, I’m going to do is I’m just going to drag and drop that into the window. And we can say that that’s queued for upload there. Now. One of the advantages to uploading things directly into stream is that I don’t need to select the video language. It comes up by default, so I can still name it. Put a description on it. I can edit the permissions, so whether it’s just seen by me or everyone in my company can see it, or whether I want to allocate it to certain groups of people. So if you have groups you might be working on a matter with a couple of different legal resources and a couple of support staff. You may have a group set up for them. You can just share it with those people so that only they will be able to see it. And it will exclude everybody else from there. Now what I’m going to do is just hit publish and that’s going to publish it through. So that that will be uploaded. So we can say up here at the top, upload completed, go to my videos. So I’m going to do that the other way to go to it is just to go to my content and you’ll be able to go to videos there. So what we can see here is I have my zoom recording test. So if I hit the little thing to update the details of the video so it will take me through to the options for this, it gives me caption. So automatically generate auto generate captions. So that’s been done. It also gives me the option to download the file. Now when I go to download the file, that will automatically download there it downloads as avt file which is a video transcription file. Now that’s not inherently useful for anything other than being able to put against this video. The way that I’ve configured my machine is it allows me to open the file in notepad just so we can have a look at it. Except it’s opening on my other window. Let’s see if I can bring it back over here. OK, we’re back, so I’m hoping that what’s going to happen here is that when I open this file, it might open on the correct window. So I just pulled my external monitor off. So when we download that file and we have a look at it in downloads, we can see that the file extension here is V team or Vt file. Now by default windows doesn’t know what type of all that is and can’t open it. So what’s going to happen when we go to open that application as it’s going to say hey what do you want to use to open this file now? You might get notepad as an option here, but most of the time it’s going to say look for an app in the Microsoft Store. What we want to do is select more apps. And if we Scroll down, here will be able to see notepad should exist in that list there. So what I’m going to do is I’m going to select notepad here. Then we’ll select OK, and that’s going to allow us to open our Vt file. Now you can see here in the web VTC file that the data. All the transcription data is here, but it also comes with these timing markers. That come from the video as well, and it shows us what the languages. Now if we upload that into our practice management system or into our document management system as a Vt file, it’s not going to be searchable, so I’m going to search that. So if you were going to attach this to a matter and it’s something that you want to either ship the client or put as part of a brief, or it might be for many reasons that you might want to keep this information and make it searchable as part of an E discovery piece. All you would need to do is file. Save as. And you would be able to save that file as a text document just by changing the extension here texting. I’ll just drop it on my. Desktop. We can say Zoom recording dot text, say once you upload that text file into your document management system, your practice management system. All of that text should be indexed and give you the capability to search against the text that’s contained within the file. Also, if you uploaded that back into SharePoint, for example, you’d be able to search for it there or as per my previous video. If you just leave the transcription against the video, you will actually be able to search for it through the Microsoft 365 search capability. So if you go to office.com and you want to search for something. It’ll be full text index, so you’ll be able to find stuff that sitting in here as well, so I hope that was insightful and valuable to you, and I hope that you have the opportunity to use it and try it out. If you have any questions about it. Of course, always welcome to reach out, happy to help and apart from that, enjoy the rest your day. Cheers guys. that have been transcribed so you’ll be able to find bits of content also how to extract the uh transcription files out of there as well so you just have them as text files and you can use them elsewhere so that they’re searchable and you can find stuff you’ve discussed in a meeting now the only caveat to that is you need to be the meeting host so you need to be the initiator of the meeting uh so that you can record it and push it through into your stream and we’ll have a book at how to do that now so first thing i’m going to do is share my screen and what we can see here is my calendar in teams now i’m going to start a meeting so not a scheduled meeting this is just one that i’ll fire up and get going here now call this meeting stream demo and join okay so the first thing that we need to do is we actually need to record our meeting so to record the meeting we go up to the little ellipses up here more actions and start recording so what it’s doing now is it’s just recording the meeting it’s going to record both the video and the audio you can see the little notifications pops up here now you’re recording and it’s going to at the end of that meeting once i finish recording it’s going to automatically push that into stream for me so if you’re a licensed user of stream and it’s part of your microsoft 365 package all recordings that get done in teams from meetings you initiate will be uploaded to stream uh into my content and i’ll show you how to get there and have a look at that so what we’ll do is we can either just stop recording here or i can just leave the meeting and that will finish the recording process and that will be off doing its thing in the background so to get to stream what we’re going to do is we’ll fire up a browser [Music] we’ll go to office.com over on the left hand side down the bottom we can see all apps so we’re going to select that and this will display all of our apps we can see over here on the left hand side we have stream okay so this is how we find stream now to find the recording that i just did from teams we go to my content videos and what we can see there is the most recent upload from me was stream demo now the videos aren’t automatically transcribed there is one step that we need to do for the transcription to work so we’ll go edit on the video details and what we need to do is select a video language i haven’t found a way to default this yet so if anybody knows a way to default this so it will automatically transcribe i’d love to hear it okay now that we’ve selected that we can see captions over on the left hand side here auto generate a caption file so what we’re going to do is we’re going to apply that and now we wait so while that’s doing its thing i’m going to pause the recording and we’ll come back in a minute okay and we’re back so i’ll share my screen out again so i received the email here that uh your main recording is here stream demo so it sent me that email automatically to notify me that my transcription is done so if we jump back to the stream window what i can see here is that i now have a transcript over on the right hand side now there’s a couple of things that we can do with this um so we can obviously download the video we can update details we can trim the video there’s a few bits and pieces we can do which is great one of the most powerful things about having a video transcribed particularly a recording of a teams meeting that you have is that you can go back and search for that content now so when something’s trapped in a video it’s pretty hard to go and do a text search for the content but what we can do here is we can now search through the videos based on what we’d identified in the transcription so for example if i go notifications we can see stream demo comes up and you can see the little notification pops up here so if you’re working with a client for example and you were discussing something and you can’t remember in which meeting it was and you need to go back and have a look at your notes um this is a great way that you can do it or you can search through all the content from all of your previous recordings and go back and find it so really really powerful stuff if you do need some assistance on how to get going with stream how to search for stuff in there how to set it up or how it can be applied or whether you have the right licensing or whether you need new licensing feel free to reach out to the team and i this is our bread and butter stuff we do this day in day out love to hear from you and thanks again for watching