Maximizing Zoom AI Companion Outputs

Maximizing Zoom AI Companion Outputs | Generated by AI

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Question: In Zoom AI Companion, how can I extract as much detailed information as possible from the chat box, such as a comprehensive 10-minute summary without word limits like 500 words, a structured transcript for a one-hour meeting (e.g., by time segments or individual speakers like “what one speaker said” vs. “what David said”), and an organized or refined transcript overall?

Answer:

Enabling and Accessing Zoom AI Companion for Detailed Outputs

Zoom AI Companion is an AI-powered assistant integrated into Zoom meetings that generates real-time transcripts, summaries, and answers based on the conversation. To get the most out of it—especially for long meetings like one hour—start by enabling it in your Zoom settings (under Settings > AI Companion in the web portal). As the host, you can toggle features like Meeting Summary and Ask AI Companion before or during the meeting. This uses a temporary transcript (no full recording needed unless you want one). For guests, request the host to enable sharing.

Key limitation: AI responses in the chat box (accessed via the sparkle icon during/after meetings) often cap at ~500 words due to design for brevity. To bypass this for comprehensive details, use iterative prompting, post-meeting access, or download the full transcript.

Getting Comprehensive 10-Minute Summaries Without Strict Word Limits

During the Meeting (Real-Time Chat Box):
- Open the AI Companion panel (sparkle icon in the toolbar).
- Use built-in prompts like “Summarize the meeting” for an initial bullet-point overview of topics, speakers, and action items. For more depth in 10 minutes of discussion:
  - Prompt: “Provide a detailed summary of the last 10 minutes, including timestamps, key quotes from each speaker, and decisions made.”
  - Follow up iteratively: If it hits a limit, ask “Expand on [specific topic/speaker] from the last summary” or “Continue the summary from where you left off.”
- Tip: Ask for structured formats like numbered lists: “Create a numbered list of topics from the last 10 minutes, with the speaker’s name and a 2-3 sentence recap for each.” This encourages longer, organized outputs without exceeding limits in one go.
Post-Meeting (for Deeper Analysis):
- After the meeting ends, access the summary via email, Zoom Team Chat, or your account’s Recordings & Transcripts section (under My Summaries tab).
- Re-open the AI Companion chat in the meeting recap to query the full context: “Generate a comprehensive 10-minute breakdown of [time segment, e.g., 15:30-15:40], ignoring brevity—include full quotes and speaker attributions.”
- To avoid limits: Break it into parts (e.g., “Summarize minutes 1-5 in detail” then “Minutes 6-10”) and compile manually.

This approach can yield 1,000+ words total by chaining responses, as the AI draws from the entire transcript.

Handling One-Hour Meetings: Using Time Segments or Per-Speaker Breakdowns

For a full hour, divide the analysis to build a refined, organized transcript. AI Companion doesn’t auto-generate a full verbatim transcript in chat (it’s summary-focused), but you can prompt for speaker-specific or timed details.

By Time Segments (e.g., Quarterly Breakdowns):
- Prompt: “Break down the one-hour meeting into four 15-minute segments. For each, list: timestamp range, main topics, speakers involved, key quotes, and action items.”
- For refinement: “Refine the transcript for [segment]: Remove filler words, attribute every statement to a speaker (e.g., ‘David said: [quote]’), and highlight decisions.”
- Post-meeting: Download the raw transcript (if enabled via Settings > Recording > Cloud Recording > Audio Transcript) and feed sections back into the chat: “Analyze this transcript excerpt [paste text] for speaker David—what did he say about [topic]?”
Per-Speaker Analysis (e.g., “What Does One Say” vs. “What Does David Say”):
- During/after: “Provide a speaker-specific recap: What did [Speaker Name, e.g., David] contribute? Include quotes, timestamps, and how it related to others’ input.”
- For all speakers: “Create an organized transcript by speaker: Group statements chronologically for each person, starting with ‘David’s contributions:’ followed by bulleted quotes and context.”
- Advanced: “Compare speakers: What did the group say on [topic] vs. what David said? Use a table format with columns for Speaker, Quote, Timestamp, and Impact.”
- To organize: Request “Refined transcript: Chronological order, speaker-labeled (e.g., David: [text]), with headings for topics and bolded action items.”

For a one-hour meeting, this might take 5-10 iterative prompts (2-3 minutes each) to cover everything comprehensively. Enable Retain Transcripts in admin settings (Account/Group level) to access raw data longer (up to 180 days).

Building an Organized, Refined Transcript Overall

Steps for a Full Refined Transcript:
1. Enable Transcription: Turn on Live Transcript or Cloud Recording pre-meeting for a downloadable VTT/TXT file with timestamps and speaker IDs.
2. Generate Base Summary: Use “Full meeting summary” prompt post-meeting for topics, highlights, and actions.
3. Refine in Chat: Paste transcript chunks into AI Companion: “Refine this full transcript: Organize by topic sections, attribute speakers accurately, remove redundancies, and add summaries per section.”
4. Export and Share: Save outputs to a doc; share via email/Team Chat. For visuals, prompt “Format as a Markdown table: Rows for timestamps, columns for Speaker, Content, Actions.”
Best Practices:
- Prompt Engineering: Be specific (e.g., “Ignore word limits—provide exhaustive detail”) and iterative to expand outputs.
- Templates: Use Zoom’s built-in ones (e.g., “Project Update” for structured recaps) or custom: “Lecture-style transcript with Q&A sections.”
- Limitations & Workarounds: Accuracy drops with accents/noise—review manually. For unlimited depth, download the transcript and use external tools like ChatGPT, but stay in Zoom for seamless integration.
- Privacy Note: Transcripts are temporary (30 days) unless retained; Zoom doesn’t train on your data.

This method turns AI Companion into a powerful tool for detailed, speaker-aware transcripts without needing third-party apps.

References:

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