Otter provides accurate transcription of both live Zoom sessions and previously recorded audio and video files. There are three primary methods for sharing transcripts, after a Zoom session has ended, or after your recorded file has processed. This article will provide details about each sharing method. Please note that you may need to Edit Your Transcript to improve accuracy, before exporting and sharing with your audience.
- Transcript Files: Export transcript to DOCX (Word) or PDF file, then upload to the CLE alongside related course content.
- Closed Captions: Export to SRT file, then attach the caption file to the corresponding video to provide closed captioning option to viewers (videos are uploaded to CLE using Media@UCSF).
- Otter Groups: Email a link to transcripts from the Otter website by creating 'groups' with the email addresses of your audience.
Follow the steps below to export and share transcripts files in an accessible format that can be posted to your CLE course.
Step 1: Export .DOCX or .PDF file from Otter
- With your browser, navigate to Otter.ai and log in.
- Click on My Conversations from the navigation menu (click hamburger icon (☰) to expand if needed).
- Select and open a transcript from your list of recordings. Note: Editing and updating speaker names in the transcript prior to sharing will improve legibility for your audience.
- Once in the transcript, click on the ellipsis (…) button in the top right of the page to reveal more menu options and choose Export Text.
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Select .DOCX or .PDF as the 'Export format.'
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Enable Include speaker names. Other options can be left in their default state.
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Click the Continue link to download the transcript file to your computer.
Step 2: Adding transcript files to CLE course
After you have exported your transcripts in DOCX or PDF file format, you can add them to your CLE course. Uploading the exported files to your CLE course is like adding any other resource, and is as easy as drag-and-drop. Additional notes are provided below:.
Naming Convention – We recommend naming the transcript file with the lecture/topic name and the date it was recorded.
Location of the file – Upload the file in the same section of your course as the other lecture materials and/or next to the media item that you are providing transcripts for.
File Type – The .docx (Microsoft Word) format is considered more accessible than the PDF file type because it is more easily processed by screen readers.
Once you have added the file to your CLE course, students will be able to view and download the transcript as needed.
Follow the steps below to convert your processed and edited transcript into a closed caption file, and then attach the captions to a video in the CLE for sharing with students. The closed caption file will be in the SubRip Subtitle (SRT) format. The SRT file contains text and time code, allowing the video player to display the right text at the right time, to match the video.
Step 1: Export SRT file from Otter
Start by exporting the transcript file from Otter to your local computer:
- Open Otter.ai and log in.
- Click on My Conversations from the navigation menu (click hamburger icon (☰) to expand if needed).
- From your list of transcripts, click to select and open one.
- Click on the ellipsis (…) button in the top right of the page to reveal more menu options and choose Export text.
- Select .SRT as the 'Export Format.'
- Turn off 'Include speaker names,' and leave the other options set to their default state.
- Click Continue to download the transcript file to your computer.
Step 2: Upload Video file into CLE
Now that your .SRT file is downloaded to your computer, the next step is to upload the corresponding video to the CLE using Media@UCSF. If your video is already uploaded to the CLE, skip to 'Step 3: Adding SRT file to CLE Video.'
One of the most common methods for sharing video in a CLE course is using the Media Resource. This places an icon and link to the video right on the course home page for students to access.
- Log in to the CLE, and open your course.
- Click the Turn editing on button (top-right).
- Navigate to the topic section in your course where you want the video to appear, and then click the Add an activity or resource link.
- From the chooser, select Media Resource and then click OK.
- Provide a name for the video, and a short description (optional).
- Click the Add Media button to open your 'My Media' repository.
- Click the Add New button and choose Media Upload.
- Drag-and-drop your video file into the box provided or click Choose a file to upload button to browse for your file.
- Click the Save and Embed button and adjust other settings on the Media Resource page if needed before clicking Save and return to course.
You should now see an icon on your course home page representing your media file. More information about uploading video files with Media@UCSF is available in this help article.
Step 3: Adding SRT file to CLE Video
After your video is uploaded to the CLE, you can attach your SRT file to enable closed captions.
- Login to the CLE and open your My Media repository (left side navigation bar).
- Find the video you would like to add captions to and click on the pencil icon to the right of the video's title.
- Navigate to the Captions tab below the video.
- Click the Upload captions file button.
- Browse for your SRT file.
- Set the Language to English (or other if applicable).
- Click Save when finished.
After you have attached the SRT file, you can open the video from your My Media repository, or wherever the video has been shared, and click the 'CC' button in the video player to turn on captions. See the image at the top of this page for an example.
Using 'groups' and email addresses, content owners can also share transcripts directly from the Otter website. This includes sharing transcripts with others for viewing as well as editing, annotating and commenting. Details are provided below:
- Creating and managing groups
- Sharing with a group
- Sharing recurring Zoom meetings
- Sharing via 'Anyone with the link'
Creating and managing groups
A group is a saved list of people that you often share transcripts with. Groups can contain one or more email addresses. When you share a transcript with a group, everyone in the group gains access to the transcript and will be notified via email.
Create a group
- Sign in to your Otter account.
- Click Groups in the navigation menu.
- Click the New Group button.
- Enter a name for the group (e.g. SON Colleagues).
- Click the Create button.
Add individuals to a group
- Locate the 'Groups' section in the navigation menu, and click to select a group.
- Click the Add button ("+" sign) on the far right, next to the 'Group members' title.
- Type the email addresses of the people you want to add to the group, separated by a comma or space. Press the Tab or Enter key on your keyboard to add each new email address.
- Click Invite. An email will be sent to the people you added to the group, notifying them of the new Otter group.
- Locate the 'Groups' section in the navigation menu, and click to select a group.
- From the right side 'Group members' column, click the Remove button ("-" sign) next to the person's name. Removed members will no longer have access to conversations shared with that group.
Sharing with an Otter group
- Sign in to your Otter account.
- Click My Conversations from the navigation menu.
- Click to open the conversation you want to share.
- Click Share button (shown below).
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Enter the name, email, or group you want to share with.
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Click the Editor button to change permissions as needed.
a. Can view: invited people can view only, can't comment or edit.
b. Can comment: invited people can view and make comments, but can’t edit.
c. Can edit: invited people can view, comment and edit. - Optional - add a message to include with the email that is sent to your new collaborators.
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Click the Share button.
Sharing recurring Zoom meetings (automatically)
Recurring Zoom meetings (that you host) will appear in your account on the Otter website. This makes it possible to setup an automatic process for emailing transcripts to a group that attends your recurring meetings, after the session has ended.
- Sign in to your Otter account.
- Click the top-most button in the navigation menu, where your account name is shown, and choose Account Settings from the drop-down menu.
- Click on the Apps tab.
- Click on the Transcription Settings button next to Zoom.
- Locate the recurring meeting that you would like to automating sharing for, click the pull down menu under 'Share to a Group,' and then select the correct group.
- Click the 'View' link that appears, and if necessary, change sharing permissions (view, commend, edit).
- And that's it! There is no save button. Changes are saved as you make selections.
Share via 'Anyone with the link'
You can create and share a publicly accessible link to a transcript so that anyone with the link can view. Follow these steps to create a public link:
- Sign in to your Otter account.
- Click My Conversations from the navigation menu.
- Click to select and open a conversation.
- Click the Share button (looks like a person icon).
- Click Enable Link.
- Click Copy Link to copy the link to your clipboard.
- Open your email, chat client or sharing tool of choice, and paste the link.
Note: When you create a link to a transcript in this manner, anyone with the link can view the transcript and play the audio recording, including anyone the email is forwarded (even if they aren't a part of UCSF). We recommend only sharing transcript links with trusted colleagues!