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Zoom: Getting Started with Zoom AI

Authored by Megan Furchner (mvf5061)
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Article Intended For

Penn State faculty, staff, students, and affiliates who host and/or participate in Zoom meetings.

Introduction

Zoom has recently incorporated useful AI features into the Zoom Workplace platform. Anyone with a Penn State Zoom account can use the AI Companion at no additional cost under the current license. This article details what features are available and how to use them.

Article Body

Available AI features

You have control over which AI Companion capabilities you want to use in meetings you host. All AI features are off by default and need to be enabled by the meeting host before they can be used by attendees. You can turn these capabilities on or off at any time (even while a meeting is in progress), and you can choose whether to use them in your meetings on a case-by-case basis.

The features available to Penn State users are Smart Recording, Meeting Summary, and Thread Summary. Open the following links for instructions on how to use each feature:

  • Smart Recording: organizes your recordings into sections, identifies key takeaways, and lists action items.
  • Meeting Summary: generates a summary of a meeting with the option for the host to share the summary with all participants.
  • Thread Summary: summarizes discussions in Zoom Team Chat threads.

A glowing sparkle icon will be visible in the top-left corner of your window if AI Companion is active during a meeting. If you join a meeting where AI Companion capabilities are being used, you’ll see a notification describing the capabilities that are active for that meeting.

Ways you can take advantage of the new features include:

  • Review your next steps from the previous week's meetings to help you get prepared for the week.
  • Use meeting time to focus on the content being discussed instead of taking notes.
  • Ask a colleague to turn on and share the meeting summary if you can’t make a meeting or will be out of office.

 

Storage and retention of meeting summaries and smart recordings

Smart Recordings are accessible in your cloud recordings on the Zoom Web Portal and Meeting Summaries are available in Zoom Team Chat or via email. Retention will be set to 120 days when the content will be deleted permanently. The Smart Recording functionality will not be transferred to Kaltura and extensions to retain the content beyond 120 days will not be available. This will allow for more time to access the recordings and evaluate the usefulness of these features and determine any long-term changes that may be necessary.

NOTE: The Zoom AI features will not carry over to Kaltura.

Links

  • Penn State AI Guidelines
  • How Zoom AI Companion features handle your data

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