Decisions gives you two ways to print an agenda. Quick print makes a printout straight from your browser. Create agenda print builds a Word document and a PDF of the agenda, saved with the meeting, that you can share and keep up to date. An agenda print contains the agenda only. To add attachments, create a Meeting Book instead.
Which one to use
| Quick print | Agenda print | |
| Best for | A paper copy for yourself, right now | Sending the agenda to others, or a branded document |
| Who can use it | Everyone who can see the meeting | Meeting admins |
| What you get | A printout from your browser | A Word document and a PDF in the meeting folder |
| Share and update | No | Yes, and the PDF keeps the same link when you update it |
Quick print
- Open the meeting in Decisions in your web browser.
- Select the menu (☰) in the top-right corner, then Print agenda > Quick print.
- In the Quick print window, turn Show description on or off, then select Print.
Tip: Quick print doesn't work inside Microsoft Teams. Teams shows "Print is not supported inside MS Teams" with an Open in browser link. Select it, then print from your browser.
Create an agenda print
You need to be a meeting admin. You also need the Decisions Meeting Documents Manager add-in in Word. See Add Decisions Meeting Documents Manager to Word and PowerPoint.
- Select the menu (☰), then Print agenda > Create agenda print.
- Check the file name and select Save. Decisions saves the Word document in the meeting folder and opens it in Word. If your browser asks to open Word, select Open.
- The Decisions panel opens in Word. Under Select content, choose whether to include agenda item descriptions, decisions and tasks, then select Next.
- Under Create PDF, select Create PDF.
- The Share agenda print step opens. Share the PDF now, or later from the meeting.
The meeting now shows an Agenda print tile.
Tip: To use your own logo, layout and fonts, see Customizing document templates.
Use the Agenda print tile
Hover over the Agenda print tile to see its actions. You can also reach them with the Tab key.
| Action | What it does | Who can use it |
| Open | Shows the latest PDF, or the Word document if there's no PDF yet. | Everyone who can see the meeting |
| Share | Emails a link to the PDF and gives each recipient access to it. | Meeting admins, once a PDF exists |
| Update | Refreshes the Word document with the current agenda. Shared links keep working. | Meeting admins |
| Remove | Deletes the Word document and the PDF. Shared links stop working. | Meeting admins |
Update and Remove are greyed out while the meeting is locked.
Share the PDF
- Hover over the Agenda print tile and select Share.
- Under Recipients, select Add people and search by name or email.
- Edit the message if you like, then select Share.
You can also share from the Share agenda print step in Word. There, tick team members in the list or select Add people, then select Send.
Each recipient gets an email from you with the meeting details, your message and a View agenda print button that opens the PDF.
People who aren't members of the team, or attendees of the meeting, get access to this PDF only. Sharing doesn't give them access to the agenda in Decisions.
Tip: Need to send it to more people later? Select Share again and add only the new recipients. Everyone you shared it with before keeps their link.
Keep the PDF up to date
When the agenda changes after you created the PDF, the tile shows meeting admins a yellow !.
To refresh the PDF:
- Make your changes to the agenda in Decisions.
- Hover over the Agenda print tile and select Update.
- Select Update to confirm. Decisions rebuilds the Word document with the current agenda and opens it in Word.
- In the Decisions panel in Word, check the content and select Next.
- Select Update PDF.
The PDF is replaced in place and keeps the same link. You don't need to share it again. Everyone you've shared it with keeps access, and the link in their email opens the updated version.
Important: Update replaces any text you typed directly in the Word document. Make your changes in the Decisions agenda instead.
If you see "This document is open in Word. Close it if you have it open, or try again later.", close the document in Word and select Update again.
Fix a mistake in an agenda print you've shared
Correct the agenda in Decisions, then follow the steps in Keep the PDF up to date. Everyone with the link sees the corrected version, and you don't need to send anything new.
Important: You never need to remove an agenda print to send out a new version. Update it instead, and share it with anyone new. Removing it breaks the link everyone already has, so you'd have to share it again and send everyone another email.
- Don't select Remove. It deletes the Word document and the PDF, so the links you've sent stop working.
- Don't delete the PDF in the Word panel and create it again. The new PDF gets a new link, and the old link stops working.
- Don't create a new agenda print from the menu. Use Update on the tile so the link stays the same.
Quick print and agenda print work the same whether Decisions AI is on or off.