How to Use Zoom’s Built-in AI and Collaboration Tools

Today’s post explores recent innovations in Zoom that help users stay engaged, productive, and inclusive during meetings. Zoom has evolved beyond a simple video conferencing tool. It now includes a powerful suite of integrated features that support note-taking, real-time collaboration, and artificial intelligence-driven assistance.

Access these tools from the More button along Zoom’s bottom navigation bar.

Video Guide

Zoom Docs: Real-Time Document Collaboration

Zoom Docs is a built-in document collaboration tool that functions directly within the meeting interface. Users can create a new document or choose from various pre-designed templates to streamline note-taking. Participants can edit documents collaboratively in real time, share them during the meeting, or open them later in a browser for further editing.

This tool proves especially useful for project meetings, brainstorming sessions, and academic discussions where structured documentation is critical. By enabling live editing, Zoom Docs eliminates the need for redundant follow-up summaries and encourages immediate collaboration.

Zoom AI Companion: Intelligent Meeting Support

Zoom’s AI Companion helps users during meetings by answering questions, summarizing missed content, and identifying if someone mentioned a specific participant. This tool supports attendees who may have joined late or require a quick recap without disrupting the conversation.

Zoom allows meeting hosts to manage who can access the AI Companion, giving them control over its usage.

Live Transcription and Closed Captioning

Zoom supports accessibility by offering live transcription and closed captioning features. These tools assist participants with hearing impairments or those in noisy settings by providing real-time visual support.

The transcription feature automatically creates a running script of spoken content, which users can later review. Closed captions help participants follow discussions as they happen.

Whiteboard for Brainstorming and Interaction

Zoom includes a Whiteboard feature that allows users to collaborate visually by drawing, adding sticky notes, uploading files, and contributing ideas in real time. This tool is useful for team brainstorming, visual planning, and group educational activities.

Despite its robust functionality, the whiteboard interface is not accessible for those who depend on screen readers or other assistive technologies.

Conclusion

Zoom continues to enhance its platform with tools that support collaboration, productivity, and inclusivity. Zoom Docs and the AI Companion promote real-time engagement, while transcription and captioning features increase accessibility. Although certain tools still need refinements to be fully inclusive, Zoom’s direction clearly prioritizes innovation and user support.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!