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CLOSED CAPTIONS
How to Make Your Videos Accessible In Just a Few Easy Steps
Goal
Why it Matters
Closed captions make your videos accessible to people who are Deaf or hard of hearing — and they help anyone watching with the sound off. This tutorial explains what closed captions are, why they matter, and how to add them to your website or social media videos quickly and confidently.
Quick Wins (Start Here)
If you only do a few things, make them these:
Turn on captions for every video you publish.
If captions are auto-generated, check them — they can often contain errors.
Include spoken words + important sounds like “(laughter)” or “(soft music).”
These simple steps instantly improve accessibility and user experience.
Closed Captions vs. Subtitles
This distinction matters, and it’s an easy one
Closed Captions (CC)
Show spoken dialogue AND important sounds
Can be turned on or off
Created for accessibility
Subtitles
Show spoken dialogue only
Used for translating language
Not a replacement for captions
What To Do
How to Add Closed Captions to Your Videos
Step 1 — Choose How You’ll Create Your Captions
You have two beginner-friendly options:
Option A: Let the platform auto-generate them
Platforms like YouTube and Vimeo will create captions automatically. That’s it!
Your job: review them and fix mistakes.
Option B: Upload your own script
If your video follows a script, upload it to a captioning tool to time it automatically.
Most small business owners find Option A fastest and easiest.
Step 2 — Save Captions in a Common File Type
If you’re uploading your own and exporting from a caption tool, pick one of these:
.SRT
.VTT
These are widely supported across video players and website platforms.
Step 3 — Upload Captions to Your Video Platform
This step is easier than most people expect. In your video editor with your video open, look for “captions” or “subtitles” (in most platforms) — and look for “Upload File.”
Step 4 — Test Your Captions
Before publishing, check:
Captions sync with speech
Spelling and punctuation look clean
Important sounds are included
Lines are short and readable (1–2 lines max)
Text has good contrast against the video
Bonus: Check your captions on mobile, since many visitors will view your content there.
Example
Let’s say you own a bakery and you post a video recipe for “Chocolate Chip Banana Bread.”
Your captions should include
“Mix the butter and sugar…”
“Bake for 45 minutes…”
“(Timer beeps)”
“(Stirring sounds)”
This allows someone watching silently in a coffee shop to still follow along — and someone who is Deaf or hard of hearing gets the full experience of your video.
Tips & Common Mistakes
What To Do
Keep text short and easy to read
Include meaningful background sounds
Use simple, natural punctuation
Check that captions don’t cover important visuals
Ensure CC controls are visibly available when your video goes live
What To Avoid
Relying entirely on auto-captions, take the time to check their accuracy
Long text blocks covering the screen
Tiny or low-contrast caption styles
Forgetting to double-check mobile playback
Beginner-Friendly Captioning Tools
Here are some simple, small-business-friendly tools:
YouTube Studio (free) — auto-captions + editor
Vimeo Caption Editor — easy to tweak (requires paid plan)
Kapwing — drag-and-drop caption creation
Rev — fast, paid captions if you want hands-off accuracy
WCAG Guidelines
For those who want the official guidelines:
WCAG 1.2.2 — Captions (Prerecorded)
WCAG 1.2.4 — Captions (Live)
Next Steps
Once your videos have closed captions, consider learning about
Subtitles (for translations)
Audio descriptions (describing visuals for blind users)
Transcripts (great for SEO and accessibility)
Want Help With accessibility?
If you’d like professional support, we can help:
We offer a full suite of digital accessibility services.
Web Accessibility Initiative
To geek out and go deep on the history and technical criteria for WCAG (Web Content Accessibility Guidelines) W3C is the resource for you.
Recommended Digital Accessibility Resources
Monthly Content Accessibility Checklist
Easy first steps to track and integrate accessibility into the digital content you create on a regular basis for your business.
The accuracy of information on this website is subject to change. Implementing these accessibility tips by no means ensures your website is fully compliant with current guidelines or laws. You should consult with a professional to audit and/or remediate your site and obtain an accessibility statement.
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