About accessible communication
If you have a hearing impairment, or find it difficult to follow spoken conversations, there are different ways to communicate that do not rely on sound alone.
Digital tools can help you take part in conversations using text, captions, and transcripts, making it easier to stay connected, understand information, and contribute with confidence.
You can choose the approach that works best for you – whether that is using chat instead of voice calls, adding live captions during meetings, or reviewing transcripts afterwards.
Below are some practical ways to communicate more accessibly using chat, captions, and call features.
Use chat for real-time communication
- Chat is text-based and ideal for direct, easy to understand, instant messaging
- Use tools like Microsoft Teams, Outlook, or other approved platforms
- Features like Immersive Reader in Teams can help by adjusting font size, spacing, and background colour
Turn on live captions in Microsoft Teams
During a meeting or call:
- Select More options (the “…” menu) in the meeting toolbar
- Choose Turn on live captions
- Captions will appear on screen in real time
- Speaker names can be shown if each participant joins on their own device
- If multiple participants are sharing a meeting room device their individual names will not show as they are speaking
For more information visit the Guide to live captions and transcripts page.
Use transcripts for meetings
- Transcripts provide a written record of what was said
- They can be viewed during the meeting or accessed afterwards
- Useful for:
- Reviewing key points
- Catching anything missed
- Supporting note-taking
For more information visit the Guide to live captions and transcripts page.
Use text relay or textphone services
- Textphones allow typed conversations between a deaf user and a hearing person
- Text Relay services connect users via an operator who relays messages
- Modern alternatives include:
- SMS
- Chat apps
Best practices for voice calls
If a voice call is needed:
- Minimise background noise
- Speak clearly and at a steady pace
- Use captions and chat alongside the call
- Offer alternatives such as chat or email where possible