Missing audio or video subtitles

Adding closed captions to your video is essential for Deaf and hard of hearing people but benefits all viewers as well. When including video or audio content in PowerPoint, ensure you include a text equivalent via captions or transcripts.

Who missing subtitles impacts

Statistics suggest 4-5% of the general population experience some form of hearing loss or are Deaf. The number of individuals with hearing loss increases to around 20% for people over age 60. Captions and transcripts are essential for some audiences.

However, 80% of 18 to 25-year-olds regularly use captions when watching video.^[1]. Educators should consider that captions aid comprehension, focus, and memory^[2] and that 90 percent of all students who use closed captions find them helpful for learning.^[3]. Captions ensure names, terminology, and complex terms are communicated exactly as intended.

Consider the following video as an illustration of why captions are important. Note: ensure captions are turned and do not adjust the volume on your device.

How to fix it

Missing audio or video subtitles will appear under Warnings in the Accessibility Inspection Results. While it is essential videos be captioned and audio have a text transcript, this result is categorized as a warning because PowerPoint cannot determine if a video has no sound and therefore does not require captions or if an audio file has a transcript included later in the presentation or in a linked secondary document. Additionally, PowerPoint does not have the capability to check if an embedded video from YouTube or OneDrive has captions. The Missing audio or video subtitles warning is a reminder to check media for captions and transcripts.

For inserted videos (added via Insert > Video > This Device…) and audio files you must attach a caption file in .VTT format. To do so:

1. Select the video on the slide.
2. Move to the Playback tab.
3. Select Insert Captions > Insert Captions.
   
4. Choose .VTT file.

For audio files, consider adding the transcript to a later slide or as an additional document distributed alongside the presentation file. Make a note adjacent to the audio recording indicating where the transcript is available.

How to prevent it next time

Uncaptioned videos are unfinished. Caption your content using YouTube, Kaltura, or OneDrive. Machine-generated captions must be edited for accuracy. When using others’ videos and audio choose captioned content and audio with attached transcripts.

Learn more about how to create and edit closed captions.

Read how to add closed captions or subtitles to media in PowerPoint.