AI-supported translation and captioning tools at Aalto

Choose the right tool

• Translate text or messages: use the translation features in Microsoft 365 applications or Teams chat.
• Follow speech during a Teams meeting: turn on live captions. Translated captions are not available in Teams at Aalto.
• Display one subtitle language during a presentation: use PowerPoint subtitles.
• Create a written record of a meeting: use Teams transcription, where enabled.
• Publish a recording with captions in several languages: use Panopto. Correct the original captions before requesting translations.

Captions display speech as text in the spoken language. Translated subtitles display it in another language. A transcript is a separate written record; it is not the same as temporary live captions.

Translate text and messages

Microsoft 365 applications

In supported versions of Word, PowerPoint and other Microsoft 365 applications, select the text and look for Review → Translate. Select the source and target languages, check the result and insert it where the application supports this. Outlook and other applications may use different menus. Features and language support vary by application, device and version.

Set the correct proofing language when checking spelling and grammar. Review suggestions carefully, especially for names and specialist terminology.

Teams chat messages

Open the message's More options (…) → Translate. Use the message options to view the original again. Translation preferences are available in Teams settings; the location and automatic translation options vary by version.

Use captions in live meetings and presentations

Teams live captions

In a meeting, select More actions (…) → Language and speech → Show live captions. Check the spoken language in caption settings. Each participant can display captions for themselves.

Live captions are not saved. Start transcription separately if you need a record after the meeting.

Translated captions are not available in Aalto Teams meetings. Use PowerPoint for translated subtitles during live presentations and Panopto for translated captions in recordings.

Microsoft: Teams live captions and translated captions

PowerPoint subtitles

In supported PowerPoint versions, open Slide Show → Subtitle Settings. Select the spoken language and the subtitle language, then enable subtitles. The presenter selects one displayed subtitle language for the presentation. Test the microphone, language pair and display before the session.

The former Present Live / Live Presentations feature in PowerPoint for the web has been discontinued. It must not be confused with PowerPoint Live in Teams. Do not use old Present Live instructions for participant-selected translated subtitles.

Microsoft: PowerPoint captions and subtitles2. AI-supported spell checking and translation for texts, documents and messages

Create and edit captions for recordings

Teams transcription

Where available, select More actions (…) → Language and speech → Start transcription. Confirm the spoken language. Transcription availability and access depend on your meeting role, the organiser's settings and Aalto's policies.

Tell participants before starting transcription. After the meeting, authorised users can access the transcript through the meeting recap. Organisers can edit the transcript and captions of recordings stored in OneDrive or SharePoint. Check access permissions before sharing.

Microsoft: Start and manage Teams transcription · Microsoft: Edit a meeting transcript

Panopto captions and translations

Use Panopto for recorded teaching materials that need corrected captions and several subtitle languages. Translated captions are available at Aalto.

1. Open the recording in the Panopto editor and check the original captions. Correct recognition errors, names, terminology and timing. Apply your changes.
2. Open the video's Settings → Captions → Order Translation.
3. Check Source Language, select the Target Language(s), then submit the request with Order Translation.
4. Review the translations before publishing or sharing. Viewers can choose from the available caption languages.

Machine translation can carry errors from the source captions into every translation. Editing support helps improve quality; it does not guarantee accuracy.

Aalto: Panopto instructions

Check quality, accessibility and data protection

• Check meaning: review names, numbers, subject terminology and important instructions. Use qualified human review for content where errors could have significant consequences.
• Check language support: verify the actual spoken language and target language, including Finnish, Swedish or English, in the tool before the session.
• Improve audio: use a suitable microphone, reduce background noise and avoid overlapping speech. Test the internet connection and captions in advance.
• Make recordings accessible: check and correct automatic captions before publication. Translated subtitles complement captions in the original language.
• Protect information: follow Aalto's current data protection and AI guidance when handling personal, confidential or research information. Check who can access recordings and transcripts.

Aalto: Guidelines for using generative AI · Aalto: Accessibility guidelines for captions

Need help?

Contact IT Services for access and technical problems. For teaching practices, see the multilingual teaching guidance below. Product features change: use the linked service instructions to check the current steps.