Turning On/Off Transcription and Meeting Summary in Zoom

AI tools are being integrated into our digital lives at an incredible pace. Today, nearly every major software release includes embedded AI functionality, and Zoom is no exception. To ensure privacy and intentional use, LBCC will be disabling the "Transcription" and "Meeting Summary" features within the Zoom AI Companion by default.      

What this means for you: You can still use these features, but they will no longer be active automatically. If you wish to use them, you must manually enable them within your personal Zoom account settings.

To enable the audio transcript feature for your own use:

1. Sign in to the Zoom web portal.

2. In the navigation menu, click settings.

3. Click the Recording tab.

4. Locate the Cloud recording setting and verify that it's enabled.
   Notes:

   • If the setting is disabled, click the toggle to enable it. If a verification dialog appears, click Enable to verify the change.

5. In the Advanced cloud recording settings section, select the check box next to Create audio transcript to enable it, then click Save to confirm the change.

Turning on Meeting Summary in your account

To enable or disable Meeting summary with AI Companion for your own use:

1. Sign in to the Zoom web portal.

2. In the navigation menu, click Settings.

3. Click the AI Companion tab.

4. Under Meeting, click the Meeting summary with AI Companion toggle to enable it.

5. If a verification dialog appears, click Enable to verify the change.
   (Optional) Select the check boxes next to the following sub-settings to enable or disable them as needed:

   • Turn on meeting summary automatically when meetings start: If enabled, meeting summary generation automatically starts for meetings you host.
     Note: This does not require the host to be present, as the meeting summary generation will begin as soon as someone starts the meeting.

   • Send an email notification when sharing with users: If enabled, an email notification is sent when sharing the meeting summary with users. You can choose if the email contains or excludes the meeting summary text. If you choose not to include the meeting summary text in the email, a link will be sent instead, which opens the summary through the web portal and requires authentication before viewing.

6. Under Automatically share summary with, choose who automatically receives meeting summaries:
   Note: Meeting invitees only includes participants that were originally invited to the meeting, as participants joining the meeting ad hoc (through the in-meeting contact invitation or sharing the join link) will not receive the summary. 

   • Only me (meeting host)
     Note: Choosing this option will turn off / disable the automatic sharing of meeting summaries for newly created meetings going forward.

   • Only meeting host, co-hosts, and alternative hosts

   • Only meeting host and meeting invitees in our organization

   • All meeting invitees including those outside of our organization 

   • (Optional) Manage additional meeting summary settings:

     1. Remind me to turn on AI Companion when I'm hosting a meeting: Enable this to receive a reminder at the start of meetings you host, if the auto-start setting is not already enabled.
        Note: This reminder is only shown to the meeting host.

     2. Auto-delete meeting summaries: Automatically move your meeting summaries to the Trash after a set number of days.

     3. Use screen share content with OCR: Use Optical Character Recognition (OCR) to extract readable text from your screen share content during meetings. This helps generate more accurate meeting summary results.

     4. Use meeting chat messages: Allow your Meeting Summaries to include additional context from in-meeting chat messages.
        Note: Direct messages are excluded from this context.

7. Click Save.