Using Word as a Video Subtitle Editor: A Complete Guide

If you are thinking of using Word to create subtitles For your videos, the first thing to understand is that subtitles are saved as text files in WebVTT format with a .vtt extension. This format is plain text, so any simple editor will do; however, it's a good idea to know the saving requirements and the correct workflow to get your file working the first time.

The good news is that you don't need any fancy software.: With options like Notepad on Windows or TextEdit on macOS you can create perfectly valid subtitles, and then add them to PowerPoint, play them in Microsoft 365 (OneDrive for Business and SharePoint) or integrate them into your favorite editors. Here's how to do it right, how to manage them in M365, and which apps can make your life easier.

What is a WebVTT file and why is it key to use plain text?

WebVTT is a subtitle standard Text-based, designed for the web and modern players. The file starts with a clear header and then includes blocks with timestamps and the text displayed on screen. Being plain text, avoid rich formats such as unsupported styles, comments, or metadata, which can break compatibility on upload.

The first line of the file must be the WEBVTT header and each subsequent block (known as a cue) consists of a time interval and the subtitle content. It is essential to respect the syntax and UTF-8 encoding so that international characters are displayed correctly.

Can you use Word to edit subtitles?

It is possible, but with care. Word is a word processor that, by default, adds formatting and saves in its own file type. If you decide to use it, always export as plain text and in UTF-8, and be sure to name the file with the .vtt extension. However, to avoid surprises with hidden spaces or special characters, It is safer to use a plain text editor like Notepad on Windows or TextEdit on macOS.

If you choose Word for convenience, try disabling smart quotes, autocorrects that change hyphens or periods, and confirm that the final file is strictly plain text. Compatibility depends on respecting the WebVTT structure, so check that the header, time arrows, and millisecond format are correct.

Create a .vtt file in Windows with Notepad

Notepad comes standard with Windows and it's perfect for writing subtitles without adding any extraneous formatting. Open the app and prepare the file as indicated below. The key is how you store it.

Named and saved: Use a descriptive name like MyClosedCaptions.es.vtt indicating the language code; when saving, in the Save As box, write the full name with .vtt and if you see it necessary, between quotes to force the extension. In the Save as type field, choose All the files (*. *) to prevent it from being saved as .txt. Under Encoding, select UTF-8 so that international accents and characters display correctly.

Creation Council: Start the file with the WEBVTT header and then add each block with its start and end time, followed by the subtitle text (maximum of three lines per block). Respect the format of the times and do not insert extra spaces.

Create a .vtt file on macOS with TextEdit

TextEdit is included in macOS And it also works if you put it in plain text mode. Launch it with Spotlight, create a new document, and change the formatting before writing anything. This will prevent you from getting into style. RTF.

Convert to plain text: In the Format menu, choose Convert to Plain Text. Then go to File and press Save, and enter a name like MyClosedCaptions.es.vtt. In the encoding choose Unicode (UTF-8) and disable the option to add .txt if no extension is provided. Finally, save.

Once saved, write the WebVTT structure with the corresponding header and your time and text specifications. If you work with multiple language versions, use the local code in the name (for example, is for Spanish, in for English).

Format of timestamps and structure of subtitles

The heart of VTT is the time marksEach prompt contains two beats separated by an arrow –> and the text that will be displayed during that interval. Valid timestamp formats include hh:mm:ss.ttt, hhhh:mm:ss.ttt or mm:ss.ttt, with milliseconds always at three digits.

Basic rules: Use two digits for minutes and seconds and two or four digits for hours; separate with a colon without spaces; after seconds, add a period and three digits for milliseconds. Do not insert spaces in the timestamp and limits the text to a maximum of three lines per block to ensure readability.

WEBVTT

00:00:01.000 --> 00:00:05.330
Buenos días a todos, me llamo June Doe.

00:00:07.608 --> 00:00:15.290
Este vídeo te enseña a
construir un castillo de arena en cualquier playa.

In the example, the first subtitle appears at second 1 and lasts until 5.330; the second one enters at 7.608 and remains on screen until 15.290. Breaking lines helps prevent text from overflowing and is easy to read on any device.

PowerPoint Timing Trick: When editing a video in PowerPoint, use the timer in the playback bar to detect the start and end times of the dialogue. This saves you trial and error when adjusting milliseconds.

Add a subtitle file to your video in PowerPoint

Once you have the .vtt file ready, save it, and go to your presentation. PowerPoint allows you to add subtitles to multimedia elements to improve accessibility. It's available since version 16.63, so make sure you have the app updated if you work in Mac.

The flow is simple: Insert the video, access the media options, and add the .vtt file. If you can't find the specific menu, check the PowerPoint Help section on how to add subtitles to a video, as menu paths may vary depending on the version.

Automatic subtitles and transcriptions in Microsoft 365 (OneDrive and SharePoint)

If you save videos to OneDrive for Business or SharePoint, the service can automatically generate subtitles and transcripts in the cloud. It is enabled by default and supports 28 languages and regional variants, although administrators can disable it at the tenant or site level using the property PowerShell Multimedia transcription.

The process is not instantaneous: There's a slight delay between upload and rendering. If it doesn't start, go to Video Settings and tap Render to start manually. Once the file is created, you can turn on subtitles and transcription for users to see.

How to view subtitles and transcripts

Viewers can turn subtitles on or off. with the CC button in the web player, and choose the available language. Additionally, from Playback Settings, subtitles section, It is possible to customize size, color and other settings; changes are retained throughout the browser session.

The transcript is displayed in a side panel. You can hide or show it with the corresponding button and, best of all, Click on any block of text to jump to that point in the videoThere's also a search engine within the transcript to quickly locate keywords.

Generate, upload, and manage WebVTT files

Video owners can generate subtitles and transcripts from the Video Settings panel by clicking Generate. If you prefer to upload your own file, expand the Transcripts and Subtitles section and choose Upload. select the language and the WebVTT file from your computer.

Supported format- The first line must be WEBVTT, and the prompts must follow valid time formats. Additional fields such as notes, comments, or styles are not supported, and if you add them, will be removed when uploading the file. Please note that the maximum supported size for this upload is 4 MB.

Common Mistakes: A malformed WebVTT will not be processed, and you'll see an error message; it will also fail if it exceeds the size limit. if necessary.

Other useful actions: If you have editing permissions, you can Download the subtitle file from the three-dot menu in the transcript, Replace it with a new version or Delete it from the same Video Settings section. If you accidentally delete it, recover it with version history.

How and where they are stored

Subtitle and transcript files are saved alongside the video. and inherit their permissions and policies. They don't appear as manageable items in File Explorer, as noted above. When you update the file, a trace remains in the video's version history; if you move or copy the video, it will. Deleting the video deletes the associated transcript. If you have a retention policy, it also applies to that transcript file.

For Teams meeting recordings, the live transcript is copied to the video file and serves to display both subtitles and the transcript. If downloads and you edit the transcript as WebVTT and upload it again, Please note that it will not be indicated who said what during the meeting.

Regarding embedded experiences, direct subtitle generation is still being enabled; meanwhile, You can always generate them in Clipchamp and manage them from your player for all your videos.

Subtitles and search

Videos with transcripts and subtitles are indexed in M365 search.This means you can find them by searching for words in the transcription file. This reinforces accessibility and reach..