Translation manager user guide: DeepL Voice for Microsoft Teams

Enable meeting translation in Microsoft Teams to allow each meeting participant to speak, and read captions, in their preferred language in real time. 

Learn more about DeepL Voice for Meetings.

Available platforms

You can use the DeepL Voice app using the following Microsoft apps: 

• Desktop
• Web
  Chrome (recommended) or Edge

Available meeting types

• Instant meetings
  To create an instant meeting, click Meet now in the Microsoft Teams calendar
• Scheduled meetings
  Create or join a scheduled meeting via the Microsoft Teams calendar

Requirements

Before you get started, make sure your organization has met the following requirements: 

• You have installed DeepL Voice for Microsoft Teams app
• You have accepted DeepL permissions

Enable meeting translation

In order to enable meeting translation for all meeting participants, you need the following: 

• A Teams license (with any Microsoft Business plan)
• An active DeepL Voice for Meetings license

To enable meeting translation in meetings hosted by your organization, do the following: 

1. Join/start a meeting
   Join a meeting from your calendar or select Meet now
2. Click the Apps icon
3. Search for and select the DeepL Voice app
4. Select your preferred languages (see more details below)
5. Click Start translation
6. Enter your DeepL login credentials
7. Click Admit to add the DeepL Voice app to the participant list - this will begin the audio transcription and translation
   You are automatically assigned the translation manager role

Once you have enabled meeting translation, all meeting participants can access meeting translation. 

To manually reshare the link for others to view meeting translation, click the link icon in the side pane above the meeting transcript, then paste the link in the meeting chat.

Translation manager

When using DeepL Voice for Microsoft Teams, there is one assigned translation manager, who has access to translation controls .

• The role is assigned to the user who invites the DeepL bot
• Voice for Meetings license holders can request the translation manager role in Settings
  If requested, the translation manager role is transferred from one user to another.

Translation controls

Pause translation
The pause translation feature removes the bot from the meeting, so users can be reassured that no audio is being streamed when sensitive topics are being discussed.

Download transcript

Download a transcript of your meeting. Learn more. 

Formality

Select the tone that best matches your meeting context. Choose between the following options: 

• Formal/polite (default)
  This is best for formal settings, e.g., a meeting with clients
• Informal/plain
  This is best for causal settings, e.g, a meeting with your team

Learn more about the formality feature. 

Glossaries

Apply a glossary in the DeepL Voice app to specify how certain words and phrases should be translated for all users. Learn all about the glossary feature here. 

Spoken terms (beta)

Use the spoken terms feature to help the DeepL Voice app recognize, and correctly spell, words you often use in meetings e.g., company-specific terminology, acronyms, industry-specific terminology, product names, specific spellings for team member names, etc.

You need to add the terms to each unique meetings. You can add each term manually, or paste a comma-separated list of spoken terms to be applied.

Spoken terms are persisted in recurring meetings. I.e., once added to a meeting in the series, they will be available in subsequent meetings in the series. The terms are saved on your local client. If you clear your cache, they will no longer be available.

App access

• Copy message
  Click Copy message to copy to your clipboard a link to open DeepL Voice in the browser. Then manually paste it in a message to meeting participants. 

Language settings

All meeting participants can access individual settings by clicking the cog icon in the DeepL Voice app side panel and selecting Languages .

• Your language:
  Set your spoken language (see supported languages)
• Translate into:
  Set a language for captions
• See transcription:
  See transcription in addition to translation
• Don't translate:
  See transcription only (without translation)

View options

There are multiple way to view meeting translation:

Via Microsoft app

Access the DeepL Voice app inside your Microsoft Teams meeting via the Apps feature. 

Once you have invited and admitted the bot to the meeting, meeting translation will appear in the DeepL side panel. 

1. Click the DeepL Voice app to view meeting translation
   
2. Expand the floating window to overlay subtitles
   You can position the floating window anywhere on your screen 

Via DeepL Voice browser window

Connect a separate browser window to your Microsoft Teams meeting. 

You can access the language settings in the browser window, but to access the translation controls , you need to return to the Microsoft Teams app.

1. Click Chat in the meeting toolbar
   
2. Follow the Open DeepL Voice link
3. Follow the on-screen instructions to connect DeepL Voice to your Microsoft Teams meeting

When accessing meeting translation via a browser window, the floating window will have a mute icon placed in the corner . This icon is included as the component is often used for video content. DeepL does not include video or audio content, so this button has no effect and can be ignored.