Zoom vs Webex | Which Is More Accessible?
In 2025, webinar platforms have become essential tools for business meetings, educational sessions, and virtual events. But not all platforms offer the same level of accessibility for people with disabilities. For organizations looking to create truly inclusive online experiences, choosing between Zoom and Webex means understanding key differences in their accessibility features. This article compares these popular platforms across critical accessibility factors including live captioning accuracy, keyboard controls, and screen reader support.
How Live Captioning Works in Popular Webinar Platforms
Live captioning has evolved from a specialized accommodation to a mainstream feature used by many participants. According to research, about 80% of Netflix subscribers use captions regularly, showing how widespread caption usage has become beyond just the deaf and hard-of-hearing community.
Zoom’s Captioning System
Zoom offers two different approaches to providing captions during meetings and webinars. The first option allows hosts to assign a participant to type captions manually during the session. The second option uses Zoom’s automated speech recognition technology to generate captions in real-time without additional effort from the host.
Based on recent testing, Zoom’s automatic captioning system delivers approximately 80% accuracy under ideal conditions. While this percentage might seem high, it means that one in five words could be incorrect – potentially creating serious barriers to understanding, especially during technical discussions.
Several factors affect how well Zoom’s captioning works:
- Speaker’s voice characteristics: Lower-pitched voices typically get better accuracy than higher-pitched voices
- Background noise: Even minor background sounds can significantly reduce accuracy
- Speaking pace: Fast speech reduces caption quality
- Technical terminology: Specialized terms often appear incorrectly transcribed
- Accents and dialects: Non-native English speakers may experience lower accuracy rates
For meetings where accuracy is crucial, Zoom allows integration with third-party professional captioning services, though this requires additional planning and cost.
Webex’s Caption Technology
Webex has made significant investments in its AI transcription technology since launching Webex Assistant in 2020. The platform uses machine learning models specifically trained on meeting content to improve accuracy over time.
In Webex meetings, captions appear by default at the bottom of the screen. The system automatically identifies speakers and includes their names at the beginning of captions (in version 42.3 and later). This feature helps participants track who is speaking – particularly valuable during multi-person discussions.
When offensive language is used, Webex automatically replaces some letters with asterisks through its built-in profanity filter, which gets updated regularly as new terms are identified.
One helpful touch: if no one speaks for more than four seconds, the last caption disappears rather than lingering on screen. This subtle feature prevents outdated text from potentially confusing participants.
Comparing Caption Accuracy Between Platforms
When evaluating caption accuracy, technical professionals use a metric called Word Error Rate (WER). Lower percentages indicate better accuracy. Various tests show differences between platforms:
While Zoom consistently delivers around 80% accuracy, Webex’s improved machine learning systems claim higher rates in ideal conditions. However, accuracy varies significantly based on several factors:
- Voice pitch differences: Lower-pitched adult male voices get better results than higher-pitched voices across all platforms
- Distance from microphone: Accuracy drops dramatically when speakers are more than 5-10 feet from the microphone
- Background noise levels: When background noise matches speaker volume, accuracy can drop by almost 30%
- Technical terminology: Specialized terms and product names cause particular difficulties
For technical meetings discussing specialized topics, these accuracy limitations become more problematic. Terms like product names, coding syntax, or industry jargon often appear incorrectly in both platforms’ automated captions.
Caption Customization Options
Both platforms allow users to customize how captions appear:
Zoom caption settings:
- Resize caption text by dragging the caption window borders
- Position captions in different areas of the screen
- Save captions when recording meetings
Webex caption settings:
- Toggle captions on/off with simple controls
- Translation into over 100 languages (with paid add-on)
- Highlighted speaker identification
- Profanity filtering options
Keyboard Controls for Accessibility
For participants unable to use a mouse, keyboard shortcuts become essential for equal participation in online meetings. Both platforms offer keyboard controls, but with different approaches to implementation and documentation.
Zoom’s Keyboard Shortcuts
Zoom provides extensive keyboard shortcuts that vary slightly between Windows and Mac operating systems. These shortcuts enable users to access key meeting functions without using a mouse.
Essential Zoom keyboard shortcuts for Windows:
- Alt+A: Mute/unmute audio
- Alt+Y: Raise/lower hand
- Alt+F1: Switch to active speaker view
- Alt+F2: Switch to gallery view
- Alt+V: Start/stop video
- Alt+S: Launch share screen window
Essential Zoom keyboard shortcuts for Mac:
- Command+Shift+A: Mute/unmute audio
- Option+Y: Raise/lower hand
- Command+Shift+W: Switch between speaker/gallery view
- Command+Shift+V: Start/stop video
- Command+Shift+S: Start/stop screen share
- Space: Push to talk (temporarily unmute)
Zoom’s keyboard controls follow a logical pattern, making them relatively easy to learn. For example, Alt+A for audio and Alt+V for video on Windows provides intuitive mnemonic connections between the letter and function.
For meeting hosts, additional keyboard commands provide moderation tools:
- Alt+M (Windows)/Command+Control+M (Mac): Mute all participants
- F6 (Windows): Navigate between Zoom popup windows
Webex Keyboard Navigation
Webex also offers keyboard shortcuts, though with a different approach to key combinations and functions. The platform focuses on ensuring all meeting controls remain accessible through keyboard navigation alone.
Key Webex shortcuts include:
- Toggle microphone on/off
- Toggle camera on/off
- Access meeting controls panel
- Navigate between participants panel, chat window, and main meeting view
- Enable/disable captions
Users can customize some keyboard shortcuts in Webex settings to match their preferences and existing workflow habits. This flexibility helps users who rely on keyboard navigation adapt the platform to their specific needs.
Screen Reader Compatibility
For blind or low vision users, screen reader compatibility determines whether they can fully participate in online meetings.
Zoom’s screen reader support:
- Works with popular screen readers including JAWS, NVDA, and VoiceOver
- Announces participant actions (joining, leaving, raising hands)
- Provides keyboard focus indicators to show current selection
- Reads chat messages as they arrive
Webex’s screen reader support:
- Compatible with major screen readers
- Announces state changes and notifications
- Provides structured navigation through meeting elements
- Labels interactive components appropriately for screen reader identification
Both platforms have improved their screen reader compatibility in recent updates, but some usability challenges remain, particularly around complex features like breakout rooms, polls, and whiteboard collaboration.
Post-Event Accessibility Features
The accessibility of meeting content doesn’t end when the session concludes. Access to transcripts, recordings, and searchable content affects how users with disabilities can review and reference meeting information.
Transcript Availability in Zoom
Zoom saves meeting transcripts when recording is enabled and captions are turned on during the meeting. After the meeting ends, hosts can access and share these transcripts with participants. The transcript files typically come in plain text format, making them compatible with most screen readers and accessible to users with different assistive technologies.
Hosts can edit Zoom transcripts to correct errors before sharing, though this process happens after the meeting rather than in real-time. This post-editing capability helps address some of the accuracy limitations of the automatic captioning system, but requires additional time investment from the host or meeting organizer.
Webex Transcript Options
Webex offers several transcript options depending on the meeting settings and license type:
- Video recording with embedded transcript: Available for English transcription only
- Separate transcript file on the post-meeting page: Available as long as the recording remains accessible and either speech commands or closed captions were enabled during the meeting
With a real-time translation license, Webex can generate transcripts in multiple languages, expanding accessibility for multilingual teams. The system supports 14 spoken languages for transcription, translatable into over 100 caption languages.
To access Webex transcripts after a meeting:
- Sign in to your Webex account
- Click Calendar
- Select Review for the specific meeting
- Download or view the transcript file
Searching Meeting Content
The ability to search meeting transcripts transforms how users can locate and reference specific information discussed in previous sessions.
Zoom search capabilities:
- Basic text search within downloaded transcript files
- Limited indexing of meeting content
- Manual review often required to find specific information
Webex search features:
- More robust search functionality within the meeting platform
- Ability to search across multiple meeting transcripts
- Highlights showing where search terms appear in transcripts
These search functions benefit all users but are particularly valuable for those who might have difficulty taking notes during meetings due to disabilities that affect typing or writing.
Additional Accessibility Considerations
Beyond captioning and keyboard controls, several other factors affect the overall accessibility of webinar platforms.
Visual Accessibility Features
Both platforms include features specifically designed to address visual accessibility needs:
Zoom visual accessibility:
- High contrast mode options
- Resizable meeting controls
- Spotlight and pin video options for focusing on specific participants
- Screen magnification compatibility
Webex visual accessibility:
- Adjustable layout options
- Focus indicators for keyboard navigation
- Compatibility with operating system display settings
- Custom color settings for some interface elements
Audio Accessibility Options
For users with hearing disabilities or those in noisy environments, audio accessibility features play a crucial role:
Zoom audio features:
- Background noise suppression
- Original sound option for music lessons and performances
- Individual volume control for participants
- Audio transcription for recordings
Webex audio options:
- Noise removal technology
- Individual volume adjustment
- Integration with hearing aid technology
- Audio optimization settings
Mobile App Accessibility
With many users joining webinars from smartphones and tablets, mobile accessibility has become increasingly important:
Zoom mobile accessibility:
- VoiceOver and TalkBack screen reader support
- Gesture-based navigation options
- Caption display optimization for small screens
- Simplified interface for easier navigation
Webex mobile features:
- Consistent keyboard shortcuts between desktop and mobile when using external keyboards
- Screen reader compatibility
- Accessible touch targets
- Caption settings preserved across devices
Platform-Specific Accessibility Strengths
Each platform has distinct advantages for specific accessibility needs and use cases.
When Zoom Might Work Better
Zoom tends to excel in these accessibility scenarios:
Simplified interface navigation
Zoom’s more straightforward interface design often works better for users with cognitive disabilities who benefit from less complex layouts. The consistent positioning of key controls makes the platform easier to learn and navigate.
Multiple caption display options
Zoom provides more flexibility in how and where captions appear on screen, allowing users to position them where they work best with their specific setup and needs.
Third-party captioning integration
For organizations requiring professional human captioning, Zoom’s process for integrating third-party captioning services tends to be more straightforward and better documented.
Breakout room accessibility
For workshops requiring small group interaction, Zoom’s breakout room implementation generally offers better accessibility features including caption support within breakout sessions.
When Webex Might Be Preferable
Webex offers stronger accessibility in these areas:
Enterprise-level accessibility compliance
Webex’s development has focused heavily on meeting enterprise compliance requirements for accessibility, resulting in more thorough implementation of standards across all features.
More accurate AI captioning for technical content
Thanks to significant investment in their machine learning transcription technology, Webex often handles specialized terminology more accurately, particularly in technical and business contexts.
Multilingual caption translation
Webex’s translation capabilities allow participants to read captions in their preferred language regardless of the language being spoken, removing language barriers for international teams.
Speaker identification in captions
The automatic labeling of speakers in captions helps participants with hearing disabilities follow conversations with multiple speakers more easily.
Making Platforms More Accessible
Regardless of which platform you choose, certain best practices can improve the accessibility of your webinars and online meetings.
Settings Adjustments for Better Accessibility
Before your meeting starts, adjust these settings:
- Enable auto-captioning by default
- Configure proper naming conventions for participants
- Set up keyboard shortcut preferences
- Test audio settings and noise cancellation options
- Arrange for professional captioning services for critical meetings
During the meeting:
- Verbally describe visual content being shared
- Check in periodically with participants about accessibility needs
- Use the chat function to share links and important information in text form
- Record the session for those who benefit from rewatching content
Planning for Accessible Presentations
When planning presentation content:
- Create slides with high contrast text and simple backgrounds
- Use larger font sizes (minimum 18pt) for slide content
- Provide alt text for all images and charts
- Avoid reliance on color alone to convey information
- Share materials ahead of time when possible
For interactive elements:
- Ensure polls can be accessed via keyboard
- Provide multiple ways to participate in discussions
- Allow extra time for typing responses
- Consider offering alternative participation methods
Testing Before Important Events
Before critical webinars:
- Conduct a test session with assistive technology users
- Check caption accuracy with your specific content and terminology
- Verify keyboard navigation for all essential functions
- Test recording and transcript generation
- Practice describing visual elements verbally
The Future of Webinar Accessibility
As we move through 2025, both Zoom and Webex continue developing their accessibility features. Recent updates point toward several emerging trends:
Standardization of accessibility features: Growing consistency in how accessibility features work across different platforms
Improved AI captioning accuracy: Machine learning models continue to improve, especially for technical terminology and accented speech
Real-time caption editing: New features allowing hosts or designated participants to correct caption errors during live sessions
Enhanced integration with assistive technologies: Deeper compatibility with screen readers, switch controls, and other specialized devices
Automated visual description: AI-powered tools beginning to generate descriptions of shared visual content automatically
Using Automated Tools for Quick Insights (Accessibility-Test.org Scanner)
Automated testing tools provide a fast way to identify many common accessibility issues. They can quickly scan your website and point out problems that might be difficult for people with disabilities to overcome.
Visit Our Tools Comparison Page!
Run a FREE scan to check compliance and get recommendations to reduce risks of lawsuits
Final Thoughts
Choosing between Zoom and Webex for accessible webinars requires weighing specific needs against each platform’s strengths. Zoom offers a more straightforward user experience with flexible caption display options, while Webex excels in enterprise settings with better technical term recognition and multilingual support.
For most organizations, the decision comes down to specific use cases:
- If your primary audience includes people with cognitive disabilities who benefit from simpler interfaces, Zoom might be preferable
- For multilingual teams where translation is essential, Webex offers stronger features
- When technical accuracy in captions matters most, Webex’s more advanced machine learning may provide better results
- For organizations needing integration with third-party professional captioning, Zoom’s implementation tends to be more straightforward
Whichever platform you select, remember that technology settings alone don’t create accessible meetings. How you run the meeting-speaking clearly, describing visual elements, checking in with participants about accessibility needs-often matters more than the specific platform you choose.
By applying the best practices outlined in this article and staying current with platform updates, you can create truly inclusive online meetings that work for everyone, regardless of ability.
Want More Help?
Try our free website accessibility scanner to identify heading structure issues and other accessibility problems on your site. Our tool provides clear recommendations for fixes that can be implemented quickly.
Join our community of developers committed to accessibility. Share your experiences, ask questions, and learn from others who are working to make the web more accessible.