There are different options when sharing and sending the Agenda. This section will explain how you update the calendar event with the agenda, and then how to export both minutes and agenda as PDF if you prefer that.
How to Send the Meeting Agenda to Participants #
To share the newly created meeting agenda with participants and update the calendar invitation in Outlook:
- Click the ‘Send’ button.
- The meeting invitation will be updated to include the meeting agenda.
This ensures that all participants have access to the agenda and are well-prepared for the meeting.
Note: Any participant can send and update the calendar invitation if the Calendar Meeting is a Channel Meeting. For regular Calendar invites, only the organizer can send and update the calendar invitation.
How to Export Agenda Meetings as PDF #
To save an agenda or meeting minutes, click on ‘…’ at the top-right corner of the meeting. Then select ‘Generate PDF,’ choose either agenda or minutes and fill in the following information.
Depending on the configured settings, the agenda is saved as a PDF, either in a library within the Team or an intranet library.
1. Specify File Name: The meeting title and date are suggested as the default file name, but you can edit it as needed.
2. Select Storage Location: Choose where the file should be saved (e.g., a Team library or intranet library, depending on your settings).
3. Include Meeting Information: Decide what meeting-related details should be included in the PDF.
4. Participants: Show participants who were absent or not in the meeting
5. Select Agenda Items: Choose which agenda items to include in the PDF.
6. Attach Supporting Documents: Select the attachments to include in the minutes. Attachments will be listed under a heading at the bottom of each relevant agenda item.
Save the file by clicking ‘Save’ at the bottom of the page. You can also download the PDF of the exported Agenda by clicking “Download”.
You can view the generated PDF files by clicking either ‘Agenda’ or ‘Minutes’ at the top of the meeting menu.
