Comparing UW-Madison AI Tools: Microsoft Copilot Chat, Google Gemini, NotebookLM, Zoom AI Companion, and Adobe Firefly
This article explains the five generative AI tools available to UW–Madison users and how to pick the right one for your task:
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Microsoft Copilot Chat
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Google Gemini
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Google NotebookLM
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Zoom AI Companion
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Adobe Firefly
It includes what each tool is for, what it is not for, what’s included in UW licensing, data-use rules, support contacts, and everyday examples from teaching, research, administration, HR, and finance.
For campus privacy, data classification, and “OK to use with” guidance, always see: Generative AI Services at UW–Madison (it.wisc.edu/generative-ai-services-uw-madison/). That page is the source of truth for what kinds of data can go into which tools.
Quick guide: “Which tool should I use?”
I’m drafting, brainstorming, or translating text.
Use Microsoft Copilot Chat or Google Gemini. Copilot Chat runs with enterprise data protection; Gemini (when signed in with UW account) offers enterprise protections and is approved for public/internal data.
I need AI to work from my own documents and show citations
Use Google NotebookLM (included with UW Google accounts; 18+). Best for course materials, grant RFPs, policy binders.
I need meeting notes, action items, or a recap of what was said.
Use Zoom AI Companion (host must opt-in). Summaries + action items are available to UW users; Secure Zoom tier also supports restricted/HIPAA data.
I need to create or edit images and graphics.
Use Microsoft Copilot Chat, Google Gemini, or Adobe Firefly (commercial-safety focus). Trained on Adobe Stock + licensed/public-domain content; campus has access but support is via Adobe (vendor).
Rule of thumb for data: Unless a service is clearly approved for sensitive/restricted data, assume public or internal data only. When in doubt, check the Generative AI Services page or ask your IT support.
Quick Comparison
Tool |
Purpose |
What’s included with UW access |
What’s not included |
Data you may use* |
Typical campus uses |
Who supports it |
|---|---|---|---|---|---|---|
Microsoft Copilot Chat |
A secure AI chatbot for writing and explaining things |
Web/app chat with enterprise protections when signed in with your UW account |
Deep integration inside Word/Excel/PowerPoint/Teams (Microsoft 365 Copilot) and Copilot Studio premium features |
Draft emails/memos, summarize articles, brainstorm ideas |
DoIT Help Desk |
|
Google Gemini |
Google’s AI chat for drafting, coding, and images |
Web app chat with enterprise protections when signed in with your UW Google account |
Gemini for Google Workspace add-ons (Docs/Sheets/Slides integrations) and Gemini Advanced |
Drafting and Q&A, translation, code help, simple images |
DoIT Help Desk |
|
Google NotebookLM |
AI that works only from the sources you add and cites them |
Upload readings/policies/links; get study guides, FAQs, audio/video overviews |
It’s not a general chat about the whole web |
Course study packs, policy FAQs, grant/RFP checklists |
DoIT Help Desk |
|
Zoom AI Companion |
AI inside Zoom for meeting summaries & action items |
Host opt-in features: summaries, next steps, “ask AI about the meeting” |
It isn’t a general chat outside Zoom meetings |
Public, internal; Secure Zoom can be used with sensitive or restricted (including PHI under HIPAA) |
Committee/board recaps, project standups, advising notes |
DoIT Help Desk |
Adobe Firefly |
Creative image generation and text effects |
Commercially safer image generation (Adobe Stock/licensed/public-domain training data) |
Not for meeting notes or Q&A |
Follow unit rules; generally fine for creative content |
Course graphics, posters, web images, recruiting materials |
Adobe (vendor) |
AI Tool Details
Microsoft Copilot Chat
What it is: A secure Microsoft AI chatbot you can use in your browser or app to write, summarize, translate, and explain things.
What you can do easily:
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Draft emails, memos, and announcements in a chosen tone.
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Summarize an article or web page into key points.
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Brainstorm ideas, outlines, titles, or names.
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Get quick explanations of technical terms or policies (using public/internal info).
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Generate simple code snippets or formulas.
- Generate simple images (following content rules).
What’s not included at UW by default:
The deeper integrations inside Word, Excel, PowerPoint, and Teams (called Microsoft 365 Copilot) and most Copilot Studio features. Most UW users have Copilot Chat only, not the premium in-app features.
Good examples:
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HR: Turn a draft job posting into clearer, more inclusive language.
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Finance: Summarize a public policy PDF into a short briefing.
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Student: Turn a rough paragraph into a clean, readable summary.
Data: Use public or internal information only (no restricted or HIPAA).
Support: DoIT Help Desk
Google Gemini
What it is: Google’s AI chat at gemini.google.com for writing, brainstorming, coding help, translations, and images.
What you can do easily:
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Draft and rewrite text; translate between languages.
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Ask for explanations in simple terms (“explain it like I’m new to the topic”).
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Generate simple images (following content rules).
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Get help with code concepts or small snippets.
What’s not included at UW by default:
The Gemini for Google Workspace add-ons that appear inside Docs, Sheets, and Slides, and Gemini Advanced. With the "Education Fundamentals" license, you use the Gemini app in your browser; you don’t get the in-document buttons.
Good examples:
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Instructor/TA: Create a neutral, student-friendly description of an assignment.
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Student: Brainstorm thesis statements or research questions.
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Communications staff: Draft alternate headlines and social snippets.
Data: Use public or internal information only.
Support: DoIT Help Desk
Google NotebookLM
What it is: An AI research notebook that works only from the sources you supply (PDFs, Google Docs, web pages, YouTube transcripts). It cites where answers come from and can produce Study Guides, plus Audio and Video Overviews in many languages.
When to choose it:
Pick NotebookLM whenever accuracy and citations back to your sources matter. It’s great for learning, policy comprehension, and internal briefings.
What you can do easily:
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Turn a stack of readings into a cited study guide or a short narrated video overview.
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Build an FAQ from policy manuals or a procedures binder—with citations for audit.
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Compare sections across documents (e.g., updated policy vs. old policy).
What it’s not for:
General chat about anything on the web—it only knows what you give it.
Good examples:
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Students: Summarize key themes from multiple readings and get citations to quote properly.
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Finance: Create a “What changed?” summary of the latest policy revision with references.
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Research admin: Build a checklist from a sponsor’s RFP with section citations.
Data: Use public or internal information only.
Support: DoIT Help Desk
Age note: Google lists NotebookLM for adult users; check Google’s terms for details.
Zoom AI Companion
What it is: AI features inside Zoom that you (as the host) can turn on for a meeting to produce summaries, action items, and let participants ask AI about what was discussed.
What you can do easily:
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Get a readable meeting recap: decisions, next steps, and owners.
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Ask questions like “What did we decide about deadlines?” during or after the meeting.
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Share the summary with attendees to confirm accuracy.
What it’s not for:
A general chatbot outside Zoom meetings. It focuses on meeting content.
Good examples:
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Committees and boards: Clear end-of-meeting summaries with follow-ups.
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Project teams: Weekly standup recap with action items and owners.
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Advising/clinical: With Secure Zoom, summaries can be used with restricted/HIPAA data when allowed by policy.
Data:
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Standard Zoom AI Companion: Public, internal, sensitive data can be used when permitted.
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Secure Zoom: May be used with restricted/HIPAA when your use case and unit policies allow.
Always verify on the Generative AI Services page and with your local IT/security office.
Support: DoIT Help Desk
Host control: Features are opt-in; participants are notified when AI features are enabled.
Adobe Firefly
What it is: Adobe’s creative AI for image generation, generative fill/expand, and text effects. It’s designed with commercial-safety in mind by training on Adobe Stock, licensed, and public-domain content.
What you can do easily:
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Generate images to illustrate a course page, news article, or event flyer.
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Use Generative Fill to remove/replace parts of a photo or extend a background.
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Create on-brand graphics for recruiting and outreach.
What it’s not for:
Meeting notes, policy Q&A, or general research chat.
Good examples:
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Instructors/Students: Create visuals for slides and posters.
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HR/Communications: Make clean, accessible graphics for web and social.
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Departments: Produce event banners and wayfinding icons.
Data: Follow your unit’s content rules and brand guidelines.
Support: Adobe (vendor) - UW provides access, but there is no dedicated campus Firefly support team.
Common questions (FAQ)
Q: Are my prompts used to train these tools?
A: When using Copilot or Gemini and you sign in with your UW account, vendors apply enterprise terms that are different from public consumer tools. Campus guidance explains how your prompts/outputs are handled for each service. See the Generative AI Services page for details before entering any sensitive content.
Q: Can I upload a confidential spreadsheet or patient data?
A: Usually no. Most tools here are for public/internal data only. Secure Zoom may be used with restricted/HIPAA when allowed and configured. Always check the Generative AI Services page and follow your unit’s rules.
Q: Do these tools replace human review?
A: No. Treat AI suggestions like a first draft. You are responsible for accuracy, policy compliance, and tone.
Q: Who do I contact for help?
A: For Copilot Chat, Gemini, NotebookLM, and Zoom AI Companion, contact the DoIT Help Desk. For Adobe Firefly, contact Adobe Support (vendor).