How to add captions to a screen recording

The short answer

Record and export the final video first. Then add captions in the place you publish: YouTube Studio can use automatic captions, a transcript, a timed subtitle file, or manually typed text. The current YouTube options are in its subtitles and captions guide.

Do not publish automatic captions unchecked. YouTube says automatic captions can misrepresent speech when there are mispronunciations, accents, dialects or background noise. W3C gives the same warning: automatic captions are not sufficient unless confirmed accurate.

Make captioning easier before you record

Captions can only be as clear as the soundtrack. Write the key steps first, speak interface names slowly, and avoid talking over another person. Keep fan, music and notification noise down where you can.

A short script also gives you something to compare against later. It is especially useful for product names, keyboard shortcuts, numbers and uncommon words that speech recognition often gets wrong.

If a sound matters to understanding the tutorial, include it in the caption when your caption format supports it. W3C describes captions as the speech and non-speech audio information needed to understand the content.

Use YouTube automatic captions as a draft

1. Upload the finished screen recording to YouTube.
2. Open YouTube Studio and go to Subtitles for the video.
3. Select the video language. If automatic captions are available, open them for review.
4. Use Duplicate and edit, then correct the text and timing.
5. Publish the reviewed track and play the video with captions on.

Automatic captions may not be ready immediately. YouTube says processing depends on the complexity of the audio, and automatic captions use the video's default language. Its caption-editing guide covers changing text and timestamps.

Check more than spelling. A missing word such as "not" can reverse an instruction. Search the caption track for your product name, menu labels, numbers and any command or shortcut you said aloud.

Or upload a caption file

Use a caption file when your caption tool or transcription service exports one. YouTube's supported subtitle-file list includes SRT and VTT. SRT is a common basic format. WebVTT is a plain-text timed track format used on the web.

Choose the file type your tool already exports and your destination accepts. Do not rename a transcript to .srt or .vtt: the file needs the right timing structure. Keep a copy of the caption file beside the final video so future corrections do not start from scratch.

YouTube can also synchronise a plain transcript in some cases. Its transcript-file help says the transcript must be in the same language as the speech, works best with clear audio, and is not recommended for videos over an hour.

Closed captions or burned-in text?

Closed captions are a separate track that viewers can turn on or off. Open, or burned-in, captions are part of the picture and stay visible. W3C explains both forms in its captions guide.

For most tutorial videos, a closed-caption track is the safer first choice because you can correct the text without exporting the whole video again. Burn a caption into the picture only when the destination does not support caption tracks or the text is a deliberate visual design choice.

Final caption checklist

• The video itself is the final version, with the right sound and picture.
• The caption language matches the spoken language.
• Names, commands, numbers and interface labels are correct.
• Captions appear when the words are spoken and do not linger over the next step.
• Speaker changes and meaningful non-speech sounds are clear where needed.
• The beginning, middle and end were checked with captions on.
• The caption file or edited track was saved before publishing.

Check the captions on the same kind of screen your viewers will use. Small text, fast cuts and low-quality source audio are easier to catch in a real playback test than in the editor alone.

Common questions

Sources and related guides

YouTube, W3C and MDN references above were checked 14 October 2026. Platform labels and supported file types can change, so verify the destination you use.