Last updated September 2025
Learn how to ensure that all multimedia content, such as videos and audio files, is accessible for all users, including people with disabilities.
In this guide, we discuss captions, transcripts, and audio descriptions for pre-recorded material. We’ll share information about how to create these materials yourself or work with UW–Madison approved vendors. We’ll also share tips for ensuring accessible embedded content.
Captions, transcripts, and audio descriptions
Text alternatives for multimedia are essential for some audience members to access content, and can also help many others gain a deeper understanding of the material.
In this guide, we discuss captions, transcripts, and audio descriptions for pre-recorded material. To learn more about captioning and sign language interpretation for a live event, refer to our Live captioning and sign language interpreting guide.
Captions
Text version of the audio content within a video, synchronized with the action on screen. Captions should be accurate, use correct punctuation, state in brackets who is speaking at the start of a new speaker, and indicate relevant ambient sound or emotional tone.
Transcripts
Text version of media content, most commonly used for audio. A transcript should capture all the spoken audio, plus background noise that wouldn’t otherwise be accessible without hearing the audio, like laughter and applause.
Audio descriptions
Additional audio track that describes and gives context for essential visual information. By capturing what is happening on screen, audio descriptions make videos and other media accessible to people with low vision or who are blind.
Professional vs. DIY captioning and audio description
DIY captioning
Pros
- Cost-effective: Creating captions and descriptions yourself can save money, especially for small projects with limited budgets.
- Familiarity with content: You know your project’s content, terminology, and nuances best, which can lead to more accurate captions and descriptions.
Cons
- Time-consuming: Creating captions and descriptions can take a long time, particularly for long videos or multiple videos.
- Quality and accuracy: Without professional training, you could make mistakes and be unaware of best practices, worsening the video’s accessibility and viewer experience.
- Learning curve: Understanding how to create and add captions and descriptions takes time.
Professional captioning
Pros
- High-quality: Professional captioning services provide accuracy, ensure quality through expert review, and adhere to accessibility standards and best practice.
- Efficient: Captioning experts can complete projects more quickly, allowing you to focus on other aspects of your project.
- Seamless integration: Professional services typically use advanced tools and technologies and can integrate with a variety of platforms.
Cons
- Cost: Hiring professional captioning services can be costly, especially for large projects or fast turnaround times.
Professional services
UW–Madison negotiated discounted rates with 3Play Media, Verbit, and Cielo24. For more information, visit Captioning, transcription, and audio description vendor rate comparison.
Verbit
- Verbit quick guide
- Set up service with Verbit
- Service includes audio descriptions and both English and non-English captioning and transcription
3Play Media
- 3Play quick guide
- Set up service with 3Play
- Service includes audio descriptions and both English and non-English captioning and transcription
Cielo24
- Set up service with Cielo24
- Service includes both English and non-English captioning and transcription
Do-it-yourself methods
DIY captioning
Auto-generated caption tools are also increasing in quality and accuracy. Some video hosting services, such as YouTube and Kaltura, support DIY captioning or the inclusion of separate caption files. Some web conferencing platforms allow you to download a transcript or caption file from a recorded event.
If you use auto-generated captions or transcripts, you must edit the file for accuracy before using it.
Follow these steps to add captions to your pre-recorded video:
- Record a video. Try to capture high quality audio to increase the accuracy of auto-captioning tools.
- Upload the video to your preferred platform that allows generating and editing captions. Kaltura and YouTube are popular and user-friendly.
- Use the auto-captioning function or add a caption file that you already have.
- Review and edit the results for accuracy.
- Share the appropriately captioned video.
Check out the Learn@UW Kaltura guides and Google’s captioning guide for YouTube for tips on getting started with your DIY captions, or the following links from web conference tools.
Captions and transcripts should include the following:
- Punctuation
- Speaker names in brackets when they begin talking
- Relevant ambient sounds in brackets
- Vocal or emotional tone in brackets, if needed
In addition to the requirements above, transcripts must include:
- Any on-screen text or visual information that is not read aloud in brackets
- Timestamps, when useful
W3C provides useful guides for captions, transcripts, and transcribing audio to text.
Webex
More information about Webex accessibility
Zoom
More information about Zoom accessibility
Microsoft Teams
More information about Teams accessibility
DIY audio description
Audio descriptions are verbal explanations of what’s happening, useful for people who are blind or have low vision. Audio descriptions can be strategically added during natural pauses in dialogue. Here are tips to help you create your own audio description.
Describe what’s happening in the video. Focus on:
- Characters and people
- Action or movement
- Charts, diagrams, and other images
- Scene and scene changes
When recording audio descriptions:
- For new content, create integrated audio descriptions when possible, which is when narrators or speakers in the video describe content as it’s presented.
- For pre-recorded content, try to describe visual content during space in audio, ideally as or just before the content is presented. If there is not sufficient space in the audio, space may need to be created by inserting or pausing on a static image.
For information on how to add audio descriptions, read about the audio description of visual information or see the Described and captioned media program’s description Key.
Embedded videos
In addition to captions and audio descriptions, it’s important to remember the following characteristics of accessible embedded videos:
- Playback controls must be accessible via keyboard and screen reader
- Videos should not automatically play upon loading the page
Video hosting platforms might have options when creating the code to embed a video. When available, select options to include video controls and to turn off auto-play.
To ensure accessibility for keyboard and screen reader users, make sure that media players support the following interactions:
Keyboard accessibility
- Controls receive focus using the Tab and Arrow keys
- Enter or Space Bar control Play/Pause
- Arrow keys control volume, timeline buffer, and Forward/Rewind bars
Screen reader accessibility
The name, state, role, and value of controls is announced to the end user when applicable. For example:
- “Play button,” the name and role give the user enough information to play and pause the video.
- “Captions toggle button, selected,” the name, role, and state tell the user how to toggle captions and whether or not they are selected.
- “Video timeline slider, 0:30 of 2:30” The name, role, and value tell the user how to interact with the timeline and where they are in the video.
The Center for User Experience
At the Center for User Experience, we are committed to working with you to make digital spaces more accessible, usable and inclusive for all students, faculty and staff at UW–Madison. We help the university follow its Digital Accessibility Policy by offering free evaluation and consultation services to all UW–Madison community members. For guidance on complying with digital accessibility requirements, visit Digital accessibility and the Americans with Disabilities Act (ADA).
Get in touch
- Meet with us: Book a quick chat with one of our team members to ask any questions you have.
- Start a project with us: We support accessible design and development. Fill out our Let’s Connect form to begin working with us on your project or to request an accessibility evaluation.
- Email us: Not sure if you’re ready to meet? Email us to start talking and figure out what to do next.