Updates to Captioning and Transcript Settings in Zoom

University IT will implement changes to captioning and transcription settings across Stanford’s Zoom platform on May 5. While these settings are now your defaults, you may individually adjust caption-related settings as a host. These changes aim to enhance data security during all Zoom meetings for university faculty, students, and staff. 

It does not impact Zoom for Stanford Healthcare, or Stanford alumni. 

What’s changing

Effective May 5, 2025, at 5 p.m., Stanford's Zoom environment will operate under new default settings for all 51,000 licensed users. These are the notable changes:

• The full caption transcript panel will be disabled by default
• The option to save caption transcripts will be disabled by default
• In-meeting notifications for recording or AI companion summary can no longer be hidden by participants

How will this impact my Zoom meetings?

For all Zoom users

If you need to capture a meeting transcript, you will need to record the meeting. This will provide you with audio, video, shared content, chat messages, and transcripts.

For Faculty

Faculty who regularly use Zoom recordings with transcripts for course materials should note that saved transcripts will now require deliberate host activation. If you are the host of a meeting, you will maintain complete control over caption and transcript settings. 

For Students

Students requiring consistent accommodations for full transcripts may wish to communicate needs to instructors at the beginning of the quarter, or prior to important meetings.

For Staff

Administrative assistants and other staff who schedule meetings on behalf of others should assign a host when scheduling a meeting or meeting series. This step ensures someone is present who can manage settings during the meeting. As a best practice, University IT strongly recommends meeting schedulers assign hosts for any meetings in which they will not personally participate.

Support and Resources

While these settings are now your defaults, you may individually adjust caption-related settings as a host. Detailed instructions are available on the Stanford Zoom website on the page How to Customize Zoom Captioning and Transcription Settings. 

If you have any questions or need assistance with these changes, please don't hesitate to contact our University IT Service Desk at 650-725-4357 (5-HELP), Monday through Friday, 7 a.m. to 6 p.m. or submit a Help request.