Create Captivating Video Captions – Your Ultimate Guide

How to Make Video Captions: Lowering Barriers to Accessibility and Boosting Your Audience Reach

If you are a content creator, making your videos accessible to a wider audience can be a smart move. Not only are you able to cater to people with hearing or language impairments, but you are also expanding your viewership to those who prefer to watch videos on mute or in noisy settings.

One effective way to make your videos more accessible is by adding captions. Captions are text overlays that appear on the screen in sync with the spoken words. Captions make it easier for everyone to follow your video’s dialogue, understand unfamiliar accents or terminologies, and catch up if they missed a word or two.

In this article, we will discuss different methods on how to make video captions. No need to worry if you are not familiar with the technicalities or don’t have a massive budget. We’ll teach you ways that are beginner-friendly and free or low-cost.

1. DIY Captioning Using Text Editors or PowerPoint

If you are a hands-on kind of person, you may opt to create captions manually using a text editor like Microsoft Word, Google Docs, or Notepad. To start, transcribe your video’s spoken words and divide them into segments that correspond to the video’s timecodes. Then, save the text file as a .srt or .vtt format, which are the most commonly used file types for captions.

Alternatively, you can use Microsoft PowerPoint to create video captions. Import your video and add text boxes on the relevant slides for each dialogue segment. You can format the text style, size, and position according to your preference. Export the PowerPoint as a video file with captions, and you’re done!

The DIY captioning method may be time-consuming, especially for longer videos, but it ensures accuracy and customization. You can also use this approach for adding captions to pre-recorded webinars or course videos.

2. Automatic Captioning with YouTube’s Machine Learning

If you have a YouTube channel, you can use YouTube’s automatic captioning feature, which uses machine learning AI to generate captions based on its audio analysis. You can edit the captions to correct any errors or inaccuracies, then save or download the .srt caption file.

YouTube’s automatic captions may not be 100% error-free, particularly if your video has background noise, music, or multiple speakers, or if you have an accent or speak fast. But it is a great starting point that saves you time and effort, especially for videos that have spontaneous or improvised dialogues.

3. Outsourcing Captioning Services on a Budget

If you don’t have the time or expertise to create captions by yourself, you can outsource captioning services to freelance platforms like Fiverr, Upwork, or Freelancer. You can find professional captioners who can transcribe and sync your video’s dialogues in different languages, styles, and formats.

Depending on your budget, you can choose between different pricing models, such as per-minute, per-hour, or per-project basis. Generally, the rates range from $1 to $5 per minute, depending on the complexity and turnaround time. You can also specify your captioning requirements, such as caption styling, placement, and formatting.

Outsourcing captioning services may cost you more than DIY captioning or automatic captioning, but it frees up your time and ensures high-quality, consistent captions that meet accessibility standards.

4. Embedding Captions Using Video Hosting Platforms

After you create or obtain the caption file, the final step is to embed them into your videos using video hosting platforms. The most popular hosting platforms, such as YouTube, Vimeo, or Wistia, offer captioning support that allows you to upload the caption files separately or synchronize them with your videos automatically.

You can also use video players that offer customizable caption styling and interactive features, such as transcripts, translations, or searchability. Some popular video players that support captioning include JW Player, Vimeo’s interactive videos, and Popcorn.js.

By embedding captions on your videos, you can improve your SEO ranking, enhance viewer engagement, and comply with web accessibility guidelines for people with disabilities.


Making video captions may seem daunting, but it is a simple and effective way to make your videos accessible and inclusive. By following the methods mentioned in this article, you can create captions that meet your preferences, budget, and accessibility standards. Don’t forget to edit the captions for accuracy and consistency, and test them on different devices and platforms.

Adding captions to your videos not only enhances accessibility but also expands your audience reach and ensures a positive user experience. So, what are you waiting for? Make your videos captioned and see the results for yourself!

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