To add captions to a video online, upload the video to a caption tool, choose the language that is spoken, let the tool write the words for you, correct anything it got wrong, pick a look, and export. With CapsField the whole job takes a few minutes for a short video, and you do not install anything.
This guide walks through every step with the real buttons you will see in the editor. It works for a Reel, a TikTok, a YouTube Short or a long video, and it covers Urdu, Hindi, Hinglish and English.
The short version
Upload your video, choose the spoken language, press Generate, fix the words, pick a template, check the safe zone, then export. Each step is explained below with what to click.
Why add captions at all?
Captions do two jobs. They make your video usable for people who cannot hear it, and they keep the message clear for everyone who watches without sound, on a train, in a queue or in bed.
The first job matters more than most creators expect. The World Health Organization estimates that about 430 million people worldwide need rehabilitation for disabling hearing loss, and that the number could pass 700 million by 2050. Accessibility rules agree: the Web Content Accessibility Guidelines require captions for recorded video with sound at their basic conformance level.
The second job is plain reach. A viewer who can read your first sentence in the first second is far more likely to keep watching than one who has to guess what you said.
What you need before you start
You need very little:
- A video file. MP4, WebM and MOV are supported, up to 5 GB.
- A free CapsField account. Create one here if you do not have one yet.
- A minute to decide the language. Captions are most accurate when you tell the tool which language is spoken, so it never has to guess.
Some options in this guide, such as Translation and Two captions, are on paid plans. Everything else works on any plan, and the plan name next to a locked option tells you which plan unlocks it.
Step 1: Start a new project
Open your dashboard. The big dashed box at the top says Drop a video here to start a new project. Drag your video onto it, or click the box and choose the file.
A window called Prepare Your Media opens with a small preview of your video. Check that it is the right clip before you carry on. Nothing is created until you press Generate, so you can cancel safely.
Step 2: Choose the language and the writing system
In Prepare Your Media you answer two questions:
- What language is spoken? Search for it in the list, for example Urdu, Hindi or English.
- Writing system used? For languages that are not written in Latin letters you can pick Native (the original script, such as Urdu or Devanagari) or Roman / Hinglish (the same words written in English letters).
Pick Roman when your audience types and reads in English letters, which is common for Urdu and Hindi on Reels and TikTok. Pick Native when you want the formal script. If you are unsure which suits you, read our guides on Urdu captions and Hinglish captions.
The same window can offer extra options, depending on your plan: Translation, Two captions, Audio Enhancement and Emojis. Leave them off for your first video. The guide on showing two languages explains Two captions.
Step 3: Press Generate
Press Generate. CapsField first uploads your original video to secure cloud storage, and the button shows how far along that is. Then the editor opens and writes the captions there: it listens to the audio and puts each word on screen with its timing, while a progress card shows the stages.
On a phone or a slow connection the upload takes the longest, because the whole file has to travel once.
Step 4: Read the captions and fix the words
On the left you will see the Captions list: one numbered row per caption. Play the video with the Space bar and read along.
Click a row to jump to that moment. Click a word to open its menu, where you can choose Edit to change the text. Names, brands and slang are the words most worth checking. The next guide, how to edit caption text and timing, covers every option in that menu and the timeline in detail.
Check the first ten seconds twice
Mistakes at the start of a video are the ones viewers notice first. Read the opening carefully, then skim the rest.
Step 5: Pick a caption style
Open the Templates tab on the right. Each card shows a live sample of a caption style. Click one to apply it to every caption in the project. The Text tab next to it controls the font, size, colour and position, either for all captions at once or for a single line you have selected.
Choose a style that stays readable on your footage: bold, high contrast, and not too busy. Our guide to styling captions goes through the Text and Templates tabs, and Choosing a caption style helps you pick one.
Step 6: Check the safe zone
Short-video apps cover part of your picture with buttons and the post caption. Switch on Safe zone at the top of the editor to see a dashed box that is clear of that interface. On vertical videos new captions start inside it. If you move a caption, keep it inside the box. The full explanation is in the safe zone guide.
Step 7: Export
Press Export. Choose what you want:
- Full video (MP4) with the captions burned in, ready to post.
- SubRip (.srt) or WebVTT (.vtt) subtitle files, for platforms that accept a separate file.
- Transcript as a Word file and a text file.
Then choose the resolution (720p, 1080p or 4K, depending on your plan and your source video) and press Start export. The export guide explains when to use each option.
Common mistakes to avoid
- Choosing the wrong language. If the words come out as nonsense, the spoken language was probably set wrongly. Start again and pick the right one.
- Skipping the read-through. Automatic captions are fast, not perfect.
- Putting captions at the very bottom. The post caption and buttons will cover them. Use the safe zone.
- Using five different styles in one video. One style, used consistently, looks professional.
- Too many words at once. Two short lines are easier to read than a paragraph. Our best practices guide gives the numbers.
Frequently asked questions
How long does it take to add captions to a video?
For a short video, a few minutes: about a minute to upload and generate, a few minutes to read through and fix words, and a minute to export. Longer videos take longer to upload and to review.
Which languages can I use?
You choose the spoken language from a long list. CapsField is built for South Asian creators, so Urdu, Hindi, Hinglish and English are the languages most guides here focus on.
Can I add captions to a video for free?
You can create an account and try the editor for free. Some options, such as Translation and Two captions, and some export choices are limited to paid plans. The pricing page shows what each plan includes.
Do I need to install anything?
No. CapsField runs in your browser. There are also plugins for Premiere Pro and DaVinci Resolve if you edit there, covered in our plugins guide.
Can I edit the captions after they are generated?
Yes. Every word can be changed, moved, split or deleted, and the timing can be adjusted on the timeline. See the guide on editing caption text and timing.
Start captioning your own video
You now know the whole path from file to finished video. Create a free CapsField account, drop in a clip, and follow the steps above. If you only need to convert, trim or compress a file first, the free video tools can do that without an account.
