Share with members through a folder

Create a shared folder, add members, set what its new meetings start with (template and background), and record meetings in it.

For: Folder owners
About 5 min

What you need

The people you want to share with are members of your organization.
Members and the Defaults for new meetings are managed by the folder’s Owner, and whoever creates a folder is its first Owner.

Steps

Open Folders

Step 1 of 7

TipMy meetings is a folder normally only you can view.
TipTo share through a folder you already have, skip this step.
CautionThe person you add can view every set of minutes in this folder, including meetings from before they were added.
TipOn the screen where minutes are created, a person’s own default or the template last used in this folder, if there is one, is chosen first.
WhyMeetings started in this folder begin with it in their Meeting background, so names are heard more accurately and the minutes read better.
TipThe background of meetings that already exist does not change.
WhyA meeting started here is saved in this folder, where its members can view it.
TipA meeting saved in My meetings can be moved to this folder later from the meeting list.

When you finish

Every member can view this folder’s meetings and minutes, and people who are not members do not see them.

Who can view a meeting

Every meeting belongs to exactly one folder. A shared folder’s meetings can be viewed by its Owner and every Member. A meeting saved in My meetings can normally be viewed only by you.

Creating, regenerating and approving minutes, and renaming, moving and deleting the meeting, are done by the person who recorded it, not by the folder’s owner.

Remove a member

On the Members tab, press Remove on the person’s row; when Remove this person? appears, press Remove. The person can no longer view this folder’s meetings. The Owner’s row has no such button.

Make someone else the owner

On the Members tab, press Change owner, choose the New owner and press Change. You can choose the folder’s members or any member of the organization, who is then added to the folder. You stay a member of the folder afterwards.

Delete a folder

The owner of a shared folder can open it and press Delete Folder to delete it while it is empty. When asked to confirm, press Delete Folder again. My meetings cannot be deleted.

If something does not work

There is no way to add members or change the defaults

Only the folder’s Owner can add and remove members and change the Defaults for new meetings. On the Members tab, ask the person whose role is Owner.

The person I want to add is not suggested

Suggestions are members of your organization who are not in this folder yet. Type part of the name or email address again. If it says Nobody matches that., the person may not have joined your organization yet.

I cannot add members to my personal folder

My meetings is your own folder and has no way to add members. To share a meeting, move it to a shared folder from the meeting list.

A folder cannot be deleted

If it says This Folder contains meetings or retained meeting history and cannot be deleted. Its contents have been kept., the folder still holds meetings or their history. Even after its meetings are deleted or moved to another folder, it cannot be deleted while their history remains.

I am a member but cannot find a meeting

The meeting may be saved in another folder. Clear the filters of the meeting list to check, or ask the person who recorded it where it is saved.

Next step

Create your first meeting minutes

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