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  2. Our products and services
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  4. Using Ai-Media captions with Microsoft Teams
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  2. Ai-Live Captioning
  3. Using Ai-Media captions with Microsoft Teams

Using Ai-Media captions with Microsoft Teams

Ai-Media is a global captioning, transcription and translation company that provides live, real-time captioning for university students, among many other accessibility services.

If one of your team members or participants requires captioning in their meeting or event, they can access Ai-Media captions easily through Microsoft Teams.

Here is what you need to do to set up Ai-Media’s live captions in Microsoft Teams.

Quick Guide

  1. Schedule your teams meeting.
  2. Book an Ai-Live session, including the Microsoft Teams link.
  3. If you have not provided the Microsoft Teams link yet, email coordinators@ai-media.tv, including your booking reference number.
  4. Allow captioners to join the meeting from the waiting room at the start of every hour.
  5. View captions at www.ai-live.com. Remember to identify yourselves, and speak clearly and slowly.

1.   Scheduling Your Teams Meeting

There are several ways to schedule a meeting in Teams.

  • Select the Schedule a meeting button in a chat (below the box where you type a new message) to book a meeting with the people in the chat.
This is a screenshot of a Microsoft Teams chat highlighting how to schedule a meeting from a chat.
  • Go to the Calendar Meetings button on the left side of the app and select New meeting in the top right corner, as below.
This is a screenshot of the Microsoft Teams calendar view highlighting the 'new meeting' button in the top left of the screen.
  • Select a range of time in the calendar. A scheduling form will pop open, as below.
This is a screenshot of the Microsoft Teams scheduling form used to create new meetings within Teams.

The scheduling form is where you’ll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant to find a time that works for everyone.

This is a screenshot of the Microsoft Teams calendar view demonstrating how to schedule a meeting by selecting a time on the calendar. There is a red box highlighting a time and text that reads 'click time to schedule'.

Once you’re done filling out the details, select Save. This will close the scheduling form and send an invite to everyone’s Outlook inbox.

2.  Book an Ai-Live Session

Simply log in to Ai-Live, or if you haven’t set up an account, sign up. Then click ‘Book now’ to book a captioner for your meeting.

Screenshot of AI Live log-in page, with options to book now, order transcripts, or look at a dictionary.

When booking, enter your shortened Teams meeting link in the ‘Phone number’ field or the full link in the ‘Jargon’ field.

The full AI Live booking form.

When you schedule a Teams meeting, it will generate an invite link that says ‘Click here to join the meeting’. Right-click the hyperlink and select ‘Copy link address’.

This is what your captioners will need to join your meeting and provide captions.

This is a screenshot of a scheduled meeting in Microsoft Teams, highlighting the link to join the meeting and copy the link.

When you make your Ai-Live booking, paste the link into the ‘Audio out’ field. If the link is too long and exceeds the character limit, copy it into the ‘Additional details’ field.

This is a screenshot of the Ai-Live booking form, highlighting the additional details entry field in the lower third of the image.

If you only create or receive the meeting join link after you have booked captions with Ai-Media, you can still get us the link to ensure we can caption your meeting.

You can share a calendar invite or send the link itself to coordinators@ai-media.tv, and our trusty team of coordinators will update our records and pass the link on to the captioners.

If you are emailing the link alone, ensure you include the title, session ID and booking reference number related to your booking. You can find these in the booking confirmation email you received.

Please ensure you send the link well in advance of the booked start time – at least one day in advance, but ideally as soon as you have it. Without the link, we aren’t able to produce captions, which means your team members or participants can’t fully access the material!

4.  Admit Captioners to your Meeting

By default, participants outside your organization will not be let into the meeting until they are allowed in by the host/moderator.

Our captioners will be placed in the lobby or waiting room. From there, they need to be admitted. Captioners should appear in the lobby as Name.Captioner, Ai-Media.Captioner, or Name.Ai-Media. Make sure to admit them as soon as possible so no captions are missed.

Admitting from the lobby can be done by viewing the participant panel – those in the lobby will be displayed separately, as shown below.

A Microsoft Teams meeting with a notification that a participant is waiting in the lobby.

Once your captioner is admitted, they will appear as below.

A screenshot of the admitted participant now admitted to the Microsoft Teams meeting.

If your booking runs for longer than 1 hour, it will have multiple pairs of captioners assigned to it. This is important for our scheduling and their voice care – Handovers improve WHS outcomes for us and accuracy for you!

Ensure that at the start of each new hour, you check the participant view and admit any new captioners. To admit, click the green tick icon. If you cannot allow anonymous access – i.e. you need to specify the names and emails of all participants – contact coordinators@ai-media.tv for assistance.

5.   View your Captions

To help us provide the best captions possible, speak clearly and at an even pace. Do not speak over each other. Captioners can only caption one voice at a time. Avoid acronyms where possible, and provide them to us in the jargon field of the booking form or via email.

To view captions on your device, go to: www.ai-live.com.

This is a screenshot of the 'Join a live session' function on the Ai-Live website.

Enter the Session ID below and click ‘Go’. The session ID can be found on your booking confirmation form. You can also click on the ‘Launch Ai-Live caption viewer’ button in your booking confirmation email, below.

This is a screenshot of an example booking confirmation email. Use the session ID or launch caption viewer button to view your captions.

That’s it! You’re now ready to use your captions.

If you need any support, contact coordinators@ai-media.tv for assistance.

Updated on November 19, 2020

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