The fastest way depends on what you already have

If you have a video file and text you want to display on screen, the simplest path is usually to use your editing software's built-in subtitle feature rather than burning text into the video itself. Most video editors — DaVinci Resolve, CapCut, Adobe Premiere Pro, and even Windows Photos — let you add a text layer, sync it to your audio, and export the video with subtitles embedded or burned in. The choice between embedded (which viewers can toggle on and off) and burned-in (which are permanent) depends on where you plan to share the video and whether your audience needs the option to turn them off.

If you don't have the text yet, you have two routes: type it yourself while watching the video, or use automatic speech recognition to generate it from your audio. Automatic captions are faster but often need corrections, especially if your audio has background noise, accents, or technical terms. Most modern editors include automatic captioning built in, though the accuracy varies.

Key Takeaways

  • Most video editors have a text or subtitle tool that lets you add captions directly in the timeline without needing separate software.
  • Automatic captions from your editor or from a tool like Rev or Descript save time but usually need manual corrections for accuracy.
  • Burned-in subtitles become part of the video file permanently; embedded subtitles can be toggled on and off by the viewer.
  • If you're uploading to YouTube, Facebook, or TikTok, those platforms can generate captions automatically, though you should review them for errors.

Adding subtitles in your editing software

Open your video in your editor and locate the text or subtitle tool. In DaVinci Resolve, this is under the Edit page in the Inspector panel on the right — click the plus sign next to "Text" and drag a text box onto your timeline. In CapCut, tap the Text button at the bottom and select "Add Text." In Adobe Premiere Pro, go to Graphics and drag a text layer onto your sequence. The exact steps vary, but the principle is the same: create a text layer, position it on the timeline where you want it to appear, and set how long it stays visible.

Type or paste your subtitle text into the box. Then drag the edges of the text layer in the timeline to match the duration of the words being spoken — if someone speaks for three seconds, the subtitle should appear for three seconds. You can add multiple text layers for different lines of dialogue, or keep adding to the same layer if the speaker continues. Most editors let you adjust the font, size, color, and position of the text in the Inspector or Properties panel. White text with a black outline or semi-transparent background is the standard because it reads clearly over any video background.

When you export, choose whether to burn the subtitles into the video file or keep them as a separate subtitle file. Burning them in makes them permanent and visible to everyone; keeping them separate (as an SRT or VTT file) means viewers can turn them on or off. YouTube, Vimeo, and most streaming platforms accept separate subtitle files, so you don't have to burn them in unless you're sharing the raw video file itself.

Using automatic captions to save time

If typing subtitles manually feels slow, use your editor's automatic caption feature. DaVinci Resolve has a Captions tool under the Edit page that can transcribe your audio automatically — select your video clip, click Captions, and choose "Generate Captions." CapCut has an auto-caption feature in the Text menu. Adobe Premiere Pro uses Adobe's speech-to-text service, available under the Captions panel. The software listens to your audio and creates a transcript, then breaks it into subtitle-sized chunks and places them on the timeline automatically.

Automatic captions are rarely perfect. Background noise, music, unclear speech, and technical terms often get transcribed wrong. Plan to spend 10 to 20 minutes reviewing and correcting the generated text, even for a short video. Click on each subtitle in the timeline, read what it says, listen to that section of audio, and fix any errors. This is still faster than typing from scratch if your audio is clear.

If your editor's built-in captions aren't working well, try uploading your video to a dedicated captioning service like Rev, Descript, or Kapwing. These services use more advanced speech recognition and often produce more accurate results, though they may charge per minute of video. Descript is particularly useful because it creates a transcript you can edit as text, and the changes sync back to your video automatically.

Letting YouTube, TikTok, or Facebook generate captions for you

If you're uploading to YouTube, you don't have to add captions before you upload — YouTube generates them automatically for most videos. After you upload, go to your video's details page, click Subtitles, and you'll see YouTube's auto-generated captions. Review them for errors (YouTube's accuracy is decent but not perfect), and you can edit them directly in YouTube's caption editor. When you're done, publish the captions and they'll appear to viewers who turn on closed captions.

TikTok and Facebook also generate captions automatically on videos you upload, though the process is less transparent and you have fewer options to edit them before they go live. If accuracy matters for your content, add captions in your editor before uploading rather than relying on the platform's automatic version. This gives you full control and ensures the captions are correct from the start.

Choosing between burned-in and embedded subtitles

Burned-in subtitles are text that becomes part of the video image itself — they're always visible and can't be turned off. Use burned-in subtitles when you're sharing a video file directly (via email, USB drive, or a platform that doesn't support separate caption files) or when you want to may provide viewers see them. The downside is that burned-in subtitles take up space in the video, can't be edited after export, and don't work well if you want to offer subtitles in multiple languages.

Embedded subtitles are stored separately from the video image but travel with the video file. Viewers can toggle them on and off, and you can include multiple subtitle tracks in different languages. Most modern platforms — YouTube, Vimeo, Netflix, streaming services — use embedded subtitles. If you're uploading to one of these platforms, export your video without burning subtitles in, and upload the subtitle file separately. The platform will handle displaying them to viewers.

Exporting your video with subtitles

When you're ready to export, your editor will ask whether to include captions. In DaVinci Resolve, go to the Deliver page, select your export format, and check the "Burn in subtitles" option if you want them permanent, or leave it unchecked if you want to export a separate subtitle file. In CapCut, tap Export and the app will ask if you want to include captions — select yes and they'll be burned in. In Adobe Premiere Pro, go to File > Export > Media, and under the Captions tab, choose whether to burn them in or export them as a separate file.

If you're exporting a separate subtitle file, your editor will create an SRT or VTT file alongside your video. Upload both files to your platform — YouTube, Vimeo, and others have upload fields for subtitle files. The platform will sync them to your video automatically. If the timing is off, you can edit the subtitle file in a text editor (SRT files are plain text) or re-upload a corrected version.

Fixing timing problems after export

If your subtitles are out of sync with the audio after you export, the fix depends on whether they're burned in or embedded. Burned-in subtitles can't be fixed without re-exporting from your editor — go back, adjust the timing in the timeline, and export again. Embedded subtitles can be edited without re-exporting. read the SRT or VTT file, open it in a text editor, and adjust the timecodes manually. Each subtitle has a start and end time in the format 00:00:05,000 (hours:minutes:seconds,milliseconds) — shift these numbers forward or backward to match the audio.

If the timing is only slightly off, many platforms let you adjust it directly. YouTube's caption editor has a timing tool where you can click and drag subtitles to the correct moment. Vimeo has similar controls. Use these tools before publishing if the automatic sync wasn't perfect.

Frequently Asked Questions

Can I add subtitles in multiple languages?

Yes, if you use embedded subtitles. Create separate subtitle files for each language in your editor or caption service, then upload all of them to your platform. YouTube, Vimeo, and most streaming services let viewers choose which language they want. Burned-in subtitles can only show one language at a time.

What's the best font and size for subtitles?

Use a sans-serif font like Arial or Helvetica in white with a black outline or semi-transparent black background. The text should be large enough to read on a phone screen — usually 40 to 60 pixels tall. Avoid thin fonts, light colors, or text that blends into the video background.

Do I need to add subtitles if I'm uploading to YouTube?

YouTube generates captions automatically, so you don't have to. But YouTube's captions often have errors, especially with accents or technical terms. Adding your own captions before upload ensures accuracy and gives you full control over the text and timing.

How long does it take to add subtitles to a video?

Manual typing takes roughly one minute per minute of video. Automatic captions take 5 to 10 minutes to generate, plus 10 to 20 minutes to correct. Using a platform like YouTube's auto-captions takes just a few minutes to review and publish.

What if my video has multiple speakers?

Add a new subtitle layer for each speaker or each change in dialogue. Most editors let you create as many text layers as you need. You can color-code them or add speaker names (like "JOHN:") at the start of each subtitle to make it clear who's talking.