Zoom Accessibility

Zoom meetings and online classes are a central part of how we connect, communicate, and learn. To make these virtual spaces available for everyone, Zoom offers many built-in accessibility features. Using these tools helps remove barriers to communication and supports participation by people with disabilities. Some general Zoom accessibility guidelines to follow include:

Reduce background noise when speaking.
Mute participants who aren’t speaking
Turn on your camera when possible.

The sections below outline key Zoom accessibility features and how to use them effectively in meetings and classes.

Captions

Captions make spoken content accessible to people who are Deaf or hard of hearing and improve comprehension for many participants. Zoom offers two ways to add captions to your meetings:

Automatic captions (live transcription): Uses Zoom’s built-in speech recognition to display speech as text in real time. These captions are fast and convenient but may contain errors, especially with fast speech, accents, or multiple speakers.
Manual captions: A designated person types captions live during the meeting. This option is typically more accurate and can handle specialized vocabulary or multiple languages. However, automatic captions cannot be used at the same time.

Automatic captions are often a good choice for regular meetings, while manual captions may be more appropriate for events. Consider the needs of your participants when deciding which captioning option to use. If automatic captions are not available in your account, visit Zoom’s support guide on enabling automatic captions for step-by-step instructions.

Transcripts

Zoom can automatically generate a transcript of recorded meetings, making it easier for participants to review content afterward or find specific information. The transcript converts spoken audio into searchable, time-stamped text that appears alongside the cloud recording playback.

To enable audio transcription, go to your Zoom account settings and navigate to Recording → Cloud Recording, then turn on Create Audio Transcript. Zoom will automatically generate a transcript whenever a meeting is recorded to the cloud.

The transcript is often more accurate than live captions and can be edited after the meeting to correct any errors. Participants can also search the transcript to quickly find key sections of a meeting. Note that this feature is only available for cloud recordings — it is not generated for meetings recorded locally on your device.

For detailed instructions, visit Zoom’s guide to enabling audio transcription.

Downloading

To download a Zoom meeting transcript, follow the steps below:

Sign in to your Zoom account.
Select Recordings.
Under the Cloud Recordings tab, locate your recording (look for the title “Your Name’s Personal Meeting Room” or check the Start Time to find the most recent one).
Select More → Download. Depending on your settings, you may see multiple files (e.g., “Download (4 files)”).
Locate the downloaded file — the one ending in .vtt is your transcript.

Converting and Editing

To convert and edit a transcript, follow the steps below:

Right-click the .vtt file and choose Open With → Microsoft Word.
Edit the transcript to correct any errors.
Save it in a different format if desired, such as a Word document or PDF.

You can also edit the transcript directly in Zoom by selecting the pencil icon next to each phrase in the recording viewer.

Interpreters

Zoom supports the use of sign language interpreters to make meetings more accessible for participants who are Deaf or hard of hearing. Interpreters can join a meeting like any other participant, and hosts can take advantage of Zoom’s built-in tools to make interpretation easier to follow.

A newer Zoom feature allows interpreters to appear in a dedicated interpreter video window, making them easier to see without spotlighting or pinning. Because this feature is still new, it’s a good idea to test it before your meeting so everyone is comfortable using it.

When using breakout rooms, hosts need to manually assign interpreters to the same room as the participant they are supporting, as Zoom does not automatically link them. Additionally, interpreters are muted by default and cannot unmute themselves unless the host enables Allow to Talk. This setting ensures interpreters can be both seen and heard when voicing for Deaf participants.

For more information, view Zoom’s resources on enabling the sign language interpretation view and using sign language interpretation.

Working With Interpreters

Here are some best practices to keep in mind when hosting a meeting with interpreters:

Provide the interpreter and participant with any presentation materials in advance, including notes, names, and specialized vocabulary.
Ensure the interpreter has access to the video and audio functions.
Conduct a quick communication check 5–10 minutes into the meeting.
Mute participants who are not speaking to reduce distractions.
For large meetings, set Zoom to display only video participants, or ask non-presenters to turn off their video and mute themselves to make the interpreter easier to find.
Limit the number of active video windows whenever possible.

Recording

Recording your Zoom meetings gives participants another way to access the content after the session, which is especially helpful for those who could not attend live. To enable a Zoom recording:

Sign in to your Zoom account.
Select Account Management → Account Settings.
Click the Recording & Transcript tab.
Under the Recording section, select Record to Computer Files to enable or disable recording.
If a verification dialog appears, click Enable or Disable to confirm.
Use the checkboxes to turn additional recording features on or off.
Click Save to apply your changes.

Screen Sharing

Screen sharing in Zoom is a powerful way to present slides, documents, websites, or live demonstrations during a meeting. However, it’s important to understand its accessibility limitations: screen readers cannot access the content of a shared screen directly. This means that blind and low-vision participants will not be able to read or navigate what is being shared.

To make shared content more accessible, narrate what is on your screen as you present. Describe key points, read important text aloud, and explain visual elements such as charts or images. This ensures that participants who cannot see the screen can still follow along.

It’s also a best practice to share presentation materials — such as slide decks or documents — through the chat or as follow-up files. Providing accessible versions of these materials allows participants using assistive technology to review the information with their own tools.

For more guidelines, see WebAIM’s Tips for Accessible Screen Sharing.

Keyboard Navigation

Keyboard navigation gives users an alternative way to navigate Zoom without using a mouse or touchscreen. However, there are some quirks to be aware of. For example, pressing the Tab key typically focuses only on the Home button in the Zoom desktop app. To move between other options, such as Chat, Calendar, or Contacts, use the arrow keys. Once the desired button is highlighted, press Enter to select it.

Zoom also supports a variety of keyboard shortcuts (hot keys) that make using the platform more efficient and accessible. These shortcuts can help users quickly mute or unmute, start or stop video, and manage other meeting controls. For a full list of keyboard shortcuts, visit the Zoom Support page for using hot keys and keyboard shortcuts.

Note: Some keyboard navigation commands may interfere with screen reader keyboard commands.

Chat

Zoom’s chat feature lets participants send messages and share resources during a meeting. However, it can be challenging for people using screen readers or other assistive technologies to follow the chat while also listening to the speaker.

To make chat more accessible:

Use it sparingly so participants don’t need to follow multiple communication channels at once.
Read aloud questions or comments that come through chat before responding to them.
Share important links or resources in another format — such as a follow-up email or shared document — so everyone can access them after the meeting.

Breakout Rooms

Breakout rooms allow participants to join smaller group discussions and collaborate more easily within a Zoom meeting. These spaces can improve engagement for many users, but accessibility needs should be considered when setting them up. The following are tips for making breakout rooms more accessible:

Assign interpreters to the correct room. If a participant uses a sign language interpreter, make sure they are placed in the same breakout room.
Enable recording in breakout rooms so participants can review the discussion later or create captions from the recording.
Plan for technical limitations. Some devices may not support breakout rooms. In these cases, participants can stay in the main room and use it as their own breakout space.
Announce transitions verbally. Let participants know before opening breakout rooms and give clear instructions about how to join or return to the main session.

For additional guidance, see Zoom’s breakout room support page.

White Board

Zoom’s whiteboard feature allows you to draw, write, and share ideas visually in real time. However, it is not accessible by keyboard navigation and cannot be read by screen readers, which means some participants may not be able to interact with or perceive whiteboard content. To make whiteboard use more accessible:

Provide the same information in an alternate format, such as a shared document or slide, so participants who cannot access the whiteboard still receive the content.
Describe your actions out loud as you write or draw so that everyone can follow along.

Note: Zoom updates its features often. While we try to remain up to date on new accessibility changes, these steps may vary slightly.