Home » Make Content Accessible » How-To Guides » Multimedia

Multimedia

Multimedia—videos, podcasts, and interactive content—brings lessons to life, but it must be accessible to everyone. This guide shows you how to add captions, transcripts, and audio descriptions, and ensure media players work with keyboards and assistive technologies. With these steps, your content will be inclusive and easy to use.

Why is it Important?

When multimedia isn’t accessible, some learners miss out on key information. Captions help people who are deaf or hard of hearing, transcripts support those who prefer text or need translation, and audio descriptions make visuals understandable for people who are blind. These features also benefit everyone by improving comprehension and flexibility—making your content more effective and engaging for all.

Often someone in your audience will have one or more accessibility challenges that affect vision, hearing, or mobility when using multimedia. Getting Started with Multimedia (Video/Audio) describes these challenges and shares accessible solutions that address them.

Quick Links

Key Features

Videos

Transcripts

Podcasts

Creating Scripts

DIY Captioning

KEY ACCESSIBILITY FEATURES FOR MULTIMEDIA

The following accessibility features are critical for people with disabilities. They must be considered when you use any form of multimedia.

Audio Description

Audio descriptions let a user hear narration of the nonverbal action and communication and other important visual content that displays on screen.

Captioning

Captioning enables a user to read a synchronized text version of the auditory content, and is relevant for online courses or live events.

Video Platforms

Online video platforms are tools used to display both synchronous and asynchronous virtual meetings, sessions, and events.

Creating Accessible Videos

In this how-to guide, you will learn how to make accessible videos. Our online courses typically offer video either synchronously or asynchronously for our students to view. In this guide, you will learn how to prepare your videos while making sure they are designed for all students and users of your course content.

Because video content often is used to deliver instruction, understanding accessibility for the video format is crucial in an online learning setting. Videos can be a great way to get your message across. They are particularly useful for announcements, lectures, explaining a concept or demonstrating a procedure (screencasts are great for this), and advertising or promoting an idea, concept, product, etc. Thinking about accessibility from the start when you are creating a video and determining how you will use your video will make it more available to users.

Note: Graphics can be an impactful element of a video. To be accessible, ensure you describe images, graphics, charts, and pictures throughout your video. Avoid poor contrast and pixelated images or graphics. Avoid flashing, blinking, or otherwise distressing multimedia content.

  • If the videos/slides contain text, use large fonts against a high-contrast background.
  • Images must be described for those with visual impairments.
  • In an online environment, be prepared to describe the non-verbal content that occurs.
  • Chat and discussion boxes are often missed by screen readers and transcription services. Read student posts out loud if you refer to them in face-to-face classes.

How you record video (e.g., the device or equipment you’ll use) is very important. Common devices used to record a video include:

  • Built-in webcam on your laptop
  • External USB webcam (requires installation)
  • Android or iOS camera (smartphone or tablet)
  • Digital camera

These devices allow you to share your video using an accessible media player and video hosting site.

Commonly used accessible video recording and screencasting software for recording video include:

This helps in creating smooth dialogue; it can also serve as your transcript.

  • Use descriptive language along with your actions.
  • Helps those with limited or no vision to understand what’s happening.
  • Avoid non-specific statements such as click here.
    • Example: Click the “Enter” button at the bottom of a website page, while saying “Click the Enter button at the bottom of the page.”
  • Refer to Creating Scripts for more instructions.

Be sure to follow these steps to complete your video recording:

  • Use your script to reduce errors and maintain a good flow.
  • Review and edit your video.
  • Save your video in an accessible file format (best is a widely used file format that is accessible to many users; MP4 is the most commonly used and recommended).

Videos need to be captioned. This allows viewers to read what people are saying in the video. Captions must:

  • Have high-contrast colors
  • Be synchronized (they display as the audio is presented)
  • Be equivalent to the words spoken in the video
  • Appear on-screen long enough to be read
  • Be readily accessible and available to those who need it

Use the links below to learn more about captioning your videos:

Transcripts are a great learning resource for individuals with hearing or vision impairments. These are simply a text version of the video content which can be easily read by anyone, including screen reader users.

You can also create a transcript from a video that you’ve already captioned. Review Creating Transcripts for more information.

Audio description describes the visual, non-verbal information displayed on the screen, typically in a separate audio track. It especially helps users with visual disabilities. Sometimes audio description is not necessary, including:

  • When the video is primarily a talking head.
  • Using text on slides when that text is incorporated into what is spoken verbally in the video.
  • When the images used are adequately described verbally in the video.
  • When images are used but a separate location of the descriptions is provided to users, and this location is referenced during the video when appropriate (especially important for complex images).

For more information, read more about Audio Description and visit Request Audio Description.

Return to Quick Links

Creating Transcripts

This how-to guide will teach you how to create transcripts for your audio and/or video recordings. It will provide specific steps as well as key tips to follow. A transcript can be very useful to the author because it allows the production process to flow smoothly. It can also make captioning your content much easier and could eliminate the need for audio description (if descriptive language is used appropriately).

From the user’s perspective, transcripts allow for a better user experience because they aid the learning process. They also provide users with visual or hearing disabilities additional access to your content. Authors of audio/video content as well as all users can benefit from transcripts, but deaf and hard-of-hearing viewers as well as users with visual impairments benefit most from transcripts.

  • Write the way you would speak.
  • Use words you typically use in a regular conversation.
  • Simpler words are better.

For a great script example, review Wistia’s How to Make a Marketing Video: A Beginner’s Guide while following along with the video’s script. Pay attention to how the non-verbal information is conveyed in the script. Here are a few examples:

  • Text overlay example at the :01 mark—TEXT: Ginny Soskey, HubSpot
  • Gesture example at :57—(POINTS TO CAMERA)
  • Background sound example at :57—[Ding sound]
  • Text overlay not included in script example at 1:56—the full text overlay was not included in the script because the bullet points (“Choose a familiar topic,” “Record yourself and use visuals,” and “Keep the production minimal”) were verbally stated in the video.

Distinguish between the main narrative and other secondary information that is not spoken. This will reduce the chance that your recording will need audio description if you’re recording a video. If would be appropriate to use descriptive language for:

  • Character changes
  • Scene changes
  • Sounds
  • Important gestures or directional information
  • Text overlays (text that appears on the screen but is not said verbally)

Scripting every word will keep you organized, keep your message clear, and your message will flow easily.

It will also reduce the number of retakes that you’ll have to do when you’re recording.

Practice makes perfect! Practicing allows you to get comfortable with your content and make adjustments as needed. Sometimes what you write on paper doesn’t flow well or can sound awkward when spoken verbally. Practicing can help you to identify these sorts of issues and make improvements to your content.

Your script can serve as your audio/video transcript. You can also use it to make the captioning process much easier and reduce the chance of needing audio description for video. Follow these tips to use your script as a transcript:

  • Save your script as a .txt file (this allows it to be used when captioning a video).
  • Use a blank line to indicate the start of a new caption.
  • Use square brackets [ ] for background sounds (e.g., music, laughter, etc.).
  • Use >> to identify speakers/characters.

Resources

Return to Quick Links

Creating Accessible Podcasts

Making podcasts accessible is essential for ensuring each of your episodes is available to the largest possible audience. Here are a few tips (Adapted from 3Play Media’s 6 Tips for Improving Podcast Accessibility) to improve the accessibility of your podcasts.

MAKE SURE YOUR WEBPAGE IS ACCESSIBLE

Your webpage will be the primary place for promoting your podcast, so it’s important that it’s also accessible. Podcasts that are posted on websites that use UNCG ITS-approved WordPress blocks are more likely to be accessible. However, content creators are still responsible for ensuring that the content added within these blocks is accessible.

Before publishing audio content, be sure to:

  • Organize your page with headings and bulleted lists. This separates sections of your page and makes it easier to follow the flow of your content. It will also make it easier to find your podcasts.
  • Use descriptive links. Using clear, descriptive text to describe your links instead of the url is essential for screen reader users. It’s also a great way to prompt users to take action.
  • Make forms accessible. If you’re using a sign-up subscription or other form on your page, be sure to use one that does not have color contrast issues and is accessible so screen reader users and keyboard only users can navigate to each form field.

USE AN ACCESSIBLE MEDIA PLAYER

An accessible media player will allow all users to effectively interact with the player’s buttons and controls. Your media player will need to have the following features to be considered accessible:

  • Clear labels for all buttons and controls (play, pause, skip, stop, etc.)
  • Navigation and activating buttons by both mouse and keyboard
  • Audio does not play automatically (no auto-play when users navigate to the page)

PROVIDE A TRANSCRIPT

Transcripts are essential for people who are deaf or hard of hearing. Without a transcript, these users will be blocked from engaging with your content. All podcasts and audio-only files at UNCG must have accurate and edited transcripts regardless of the hosting platform used. Transcripts can be linked on your website or in each episode’s description in your RSS feed. Transcripts need to be available wherever your podcast is available.

  • Create a clear audio recording. The best way to generate an accurate transcript is to start with a clear recording. Using a dependable microphone and pop filters for your microphone will help to create a clear recording. Also, make sure to ask guests to speak clearly and not to talk over each other. If you and your participants follow these suggestions, you will improve your audio sound and will need less time for fixing errors when you generate your transcript.
  • Transcripts must be accurate and identify speakers each time they speak. They need to accurately reflect the audio content (no summaries or paraphrasing), and who is speaking. Identifying all speakers is especially important if there are multiple speakers.
  • Describe important background sounds. Examples would be [music], [applause], [laughter], etc. Only include sounds that are important to the context or meaning of the podcast.
  • Use correct writing. This includes spelling, punctuation, and capitalization. Also, all caps should be reserved for YELLING or speaker identification.
  • Use accessible features. If transcripts are Word, PDFs, or Google Docs files, be sure to follow the general accessibility design features for documents.

OFFER ALTERNATIVE METHODS FOR ENGAGEMENT

Adding a visual to go along with your audio is a great way to give your audience a variety of ways to engage with your content. 3Play Media has some great suggestions for incorporating visuals with your podcasts.

RESOURCES

Return to Quick Links

Creating Accessible, Descriptive Scripts

Reduce the Need for Audio Description by Including Descriptive Language in your Scripts

Academic videos that you create could avoid the need for audio description if you create integrated described videos (IDV). The first step in the IDV process is to include descriptive language in your video script. Descriptive scripts provide the following benefits:

  • “Eyes free” environment – listen to what’s going on when you aren’t able to watch
  • Improves language development; also improves comprehension for auditory learners
  • Improves comprehension for students with autism, ADHD and other cognitive and neurological disabilities
  • People who are blind/low vision get crucial information that can only be acquired visually

DESCRIPTIVE LANGUAGE TECHNIQUES

Use the following techniques to limit the need for audio description for your videos:

  • Write for radio. Radio announcers (think sportscasters) provide detailed narration, describing the important aspects of actions that occur, because their audience can’t see what’s happening. If you close your eyes, will you be able to understand your entire video, or would you need additional information to fully understand everything? The more description you provide, the less need there is for audio description.
  • Identify speaker and other key changes. Add in language that identifies the speaker and when speakers change.
  • Avoid vague language. For example, instead of saying “When I click this”, say “When I click the Help tab”.
  • Read aloud important text that displays on the screen. This includes title slides at the beginning of a video, scenes or topics changes, and lists displayed during the video.
  • Only describe the visuals that are important to your topic. If the visual isn’t described, will students be able to learn what they need to know if they can’t see it? Would important information be missed if the student can’t see the visual? Is the visual there for decoration only?
  • Focus on the important elements of the visual information. It’s not necessary to describe every aspect of the visual – only the parts that are pertinent to the topic.
  • Include accessible supplemental resources. Supplements can help make specific aspects of your video accessible.
    • Example #1: Provide an accessible version of your slide presentation for viewers to use while watching your video presentation.
    • Example #2: Give students a separate document that contains detailed descriptions of the complex diagrams you discuss in your video. Reference the document as needed.

DESCRIPTIVE VIDEO & SCRIPT EXAMPLE

Show Me Your Art is an IDV created by Accessible Media, Inc (AMI). In the video, artist Kelly Wray tours a pottery studio. Note how the video uses the following descriptive language techniques to expertly integrate descriptive language into the video, thus eliminating the need for audio description:

  1. Identifies speakers and key changes – introduces the host (first speaker)
  2. Describes visuals important to the topic; focuses on important visual elements – host describes the setting that pertains to the topic, and only the important details of that setting
  3. Identifies speakers and key changes – host introduces the new speaker
  4. Avoids vague language; focuses on important visual elements – the speaker describes exactly what he’s doing as he’s doing it; he only describes the things viewers need to know

Check out the Show Me Your Art Descriptive Script to see the structure of the video script.

RESOURCES

Return to Quick Links

Creating Do-It-Yourself (DIY) Captions

Learn how to upload caption files and use ASR (automatic speech recognition) captions with editing for recorded videos using a variety of tools listed below.

Why is it important?

Captioning videos ensures that anyone who needs to access your content is able to do so, which will increase your ability to reach larger audiences. Using automated captions makes it easier to add captions yourself rather than paying a vendor to do it. However, properly editing automated captions is extremely important to ensure captions are at least 99% accurate.

Who benefits?

Users who have a hearing impairment (deaf, hard of hearing, and others) directly benefit from captioning since it can replace the audio heard in the video. Among the hearing community, captioning allows your video to be accessed in both noisy and quiet environments. Captioning is also beneficial to users with cognitive disabilities (captioning accuracy does NOT have to be at 99%), and helps ESL users understand audio content. Research has also shown that captioning improves comprehension and retention for all users.

Resources

    Upload Caption Files

    How-To Video

    How to Upload a Caption File to Canvas Studio Video

    Instructions

    • Open your video in Canvas Studio.
    • Click the Captions option.
    • Under the Upload Section, choose the caption file’s language (English and several other languages are available).
    • When the Open File box appears, choose the appropriate caption file and select the Open button to upload the file to Canvas.
    • Under Manage Captions section, you should now see the caption file’s language.
      • The CC button on the video player will also appear; click the CC button and the closed captions will appear at the top of the video player’s screen.
      • To get a transcript (generated from the captions), click the 3 vertical dots icon beside the file’s language.

    Edit Automatic Captions

    How-To Video

    How to Edit Automatic Captions in YouTube

    Instructions

    • Sign in to your YouTube account.
    • Click on your account icon, and select Your Channel from the drop down menu.
    • Click YouTube Studio.
    • If you already uploaded your video, click Subtitles. This link will allow you to add and edit closed captions for your video.
      • If you have NOT uploaded your video, click Create>Upload Video; select your file to upload (typically an .mp4 file), and click Subtitles.
    • Click the video you plan to edit from the Channel Subtitles section of the page.
    • Click English (Automatic) to begin editing the captions that have been automatically added to your video. Captions must be edited because ASR captions are often incorrect and lack punctuation.
    • When edits are done, click Publish Edits.

    Enabling Captions

    Live Automatic Captions

    • Video: How to Enable Live Automatic Captions in Microsoft Teams
    • Instructions (MS Teams Live Captions)
      • Start or Join a Meeting: Start or join a meeting in Microsoft Teams. 
      • Enable Captions: 
        • During the meeting, click on the “…” (More actions) button at the meeting controls. 
        • Select “Turn on live captions (preview)“. 
      • View Captions: 
        • Once enabled, you should see captions appearing at the bottom of the meeting window. 
      • Adjust Settings (Optional): 
        • You can adjust the appearance of captions by clicking the “…” (More actions) button again and selecting “Captions settings”. 
        • Here, you can change the text size, text color, background color, and transparency. 
      • Turn off Captions: 
        • To turn off captions, click on the “…” (More actions) button and select “Turn off live captions”. 

    Additional Resource: Use Live Captions in MS Teams

    CART Captions

    Communication access real-time translation, or CART are human generated captions that can be provided by a professional captioner during a live Teams meeting. Here are some instructions for using CART services with MS Teams.

    • CART Captions in MS Teams – this Microsoft page provides how-to videos and text instructions for:
      • Setting up CART captioning for a live meeting
      • Turning CART captions on and off

    Using Amara Software (With or Without Transcripts)

    Learn how to upload your transcript and caption your own videos using Amara software.

    Instructions With TranscriptInstructions With No Transcript
    Go to www.amara.org. Create an Amara account and log in. Click Sign up for free to start the login process. Click Login if you already have an account.

    Click on Get Started under Create Free Subtitles.

    In the Subtitle a Video section, paste the video URL for the video that you want to caption, and click Begin.

    Click the Up arrow icon or Upload them directly if you created subtitles/captions via a transcript.

    In the Upload Subtitles box, select the appropriate language from the Language drop down box.

    Next, select the appropriate language from the Video Language drop down box. Click Browse to upload your transcript file.

    Click the Upload button.

    Click X in the upper right side of the Upload Subtitles box. It will take a few minutes for the subtitles/captions to appear.

    After a few minutes, refresh your screen. Subtitles have been uploaded when the following appears: 1 Language text (the language you selected for subtitles will also appear in a link under the 1 Language text) or the Get Embed Code link.

    Click language link to display subtitles/captions. Link with English chosen as the language would display as English [en] original.

    To edit subtitles/captions, click Edit Subtitles located on upper right side (just above the actual subtitles/captions).

    Begin editing and syncing your subtitles/captions. Your original subtitles/captions, titled English (original) are displayed on the left. View the Amara Advanced Syncing Tips video.

    Edit your text using the Editing English… column on the right side.

    Review your captions/subtitles. Play your video back one last time and check for mistakes. Click Subtitling Guidelines (located at the bottom of the Keyboard Controls box) for helpful subtitling tips.

    When you are finished, click the Publish button, located on the upper right side of the screen.

    Helpful tip: Using Keyboard Shortcuts in Amara    		Go to www.amara.org. Create an Amara account and log in. Click Sign up for free to start the login process. Click Login if you already have an account.

    Click on Get Started under Create Free Subtitles.

    In the Subtitle a Video section, paste the video URL for the video that you want to caption, and click Begin.

    Click the pen icon to add a new language (typically the language of the dialogue in your video).

    In Subtitle into, select the appropriate language from the drop down menu.

    Click inside the light yellow rectangle located just above the Press Enter to add a new subtitle text.

    Begin typing your captions/subtitles by using the Keyboard Controls shown in the upper left corner of the screen.

    Press Tab to play and then Tab again to pause to type what you’ve heard on the video.

    For long dialogue, press Shift and Tab together to insert line breaks.

    Continue this process using you’ve gone through your entire video.

    Sync your dialogue with your video.

    Review your captions/subtitles. Play your video back one last time and check for mistakes. Click Subtitling Guidelines (located at the bottom of the Keyboard Controls box) for helpful subtitling tips.

    When you are finished, click the Publish button, located on the upper right side of the screen.

    Helpful tip: Using Keyboard Shortcuts in Amara
    Return to Quick Links

    Additional Resources

    Last Updated: December 17, 2025

    How-To Guides