How to export and share meeting notes securely from Fellow

If you’re taking notes in meetings, chances are you need to share them—maybe with your boss, your team, or someone outside your company. But just slapping your notes into an email or Google Doc can backfire fast. Sensitive info leaks, version control gets messy, and suddenly you’re doing damage control. This guide is for anyone who wants to get meeting notes out of Fellow and into other people’s hands—without creating a security mess or a workflow headache.

Let’s cut through the fluff and walk through exactly how to export and share your meeting notes from Fellow, what actually keeps things secure, and what to watch out for.

Why “Securely” Matters (and What It Really Means)

Before you export anything, ask: Who actually needs access? Most data leaks happen because someone was too casual with sharing. “Securely” isn’t about fancy encryption—it’s about not sharing more than you need to, not losing track of where your notes go, and not making it easy for someone to forward sensitive info to the wrong person.

Here’s what to keep in mind:

  • Minimize sharing: Only export/share with people who really need it.
  • Sensitive info: Redact or remove anything that shouldn’t get out.
  • Keep a record: Know where your notes are going and who’s got them.
  • Don’t trust links blindly: Some sharing methods let anyone with a link view your notes. That’s usually not good enough.

Step 1: Prep Your Notes in Fellow

First, make sure your notes are actually ready to be shared:

  • Review for sensitive content: Look for anything confidential—salaries, strategy, client names, or personal info. If in doubt, cut it out or anonymize.
  • Clean up typos and rough drafts: You don’t want to share half-baked thoughts or embarrassing mistakes.
  • Decide what’s public vs. private: Maybe you want to share only the action items, not the whole transcript. Fellow lets you organize notes into sections, so use that to your advantage.
  • Lock or restrict editing (if you’re sharing within Fellow): You can control who can edit notes versus just view.

Pro tip: If you’re not sure whether something should be shared, err on the side of caution. It’s easier to add info later than to recover from a leak.

Step 2: Choose Your Export Method

Fellow gives you a few ways to get notes out. Each has its pros and cons for security, speed, and traceability.

1. Export as PDF

  • Why use it: PDFs are hard to edit (good for “final” notes), and you can send them as attachments or upload them to a secure system.
  • How:
    • Open your meeting note in Fellow.
    • Click the “...” (More) menu in the top right.
    • Select Export as PDF.
    • Save the file locally.
  • Gotchas:
    • Once you send a PDF, you lose control. It can be forwarded or uploaded elsewhere.
    • PDFs don’t have built-in access controls.
    • Don’t store PDFs with sensitive info in shared folders like Google Drive or Dropbox without proper permissions.

2. Export as Markdown or HTML

  • Why use it: Flexible for integrating with wikis, documentation systems (like Notion or Confluence), or developer tools.
  • How:
    • Same as above, but choose Export as Markdown or Export as HTML.
    • Copy or download the file as needed.
  • Gotchas:
    • Markdown/HTML is plain text. Easy to copy, easy to leak.
    • Formatting might break depending on where you paste it.

3. Copy to Clipboard

  • Why use it: Quick and dirty. Good for pasting into an email or chat.
  • How:
    • Select text in your note.
    • Right-click and copy, or use the keyboard shortcut.
  • Gotchas:
    • Super easy to lose track of what you pasted where.
    • No security—once it’s in an email, it’s out of your hands.

4. Share a Link (for Fellow Users)

  • Why use it: Keeps the notes in Fellow, with access controls and version history.
  • How:
    • Click the “Share” button at the top of your note.
    • Enter email addresses or select users to share with.
    • Set permissions (view or edit).
  • Gotchas:
    • Only works if everyone you’re sharing with is in your Fellow workspace.
    • Be careful with “Anyone with the link” options—this can expose your notes if someone forwards the link.

Honest take: If you care about security and traceability, keep your notes in Fellow and share via internal links. Exporting should be a last resort, especially for sensitive stuff.

Step 3: Actually Share the Notes—But Do It Safely

Now you’ve got your exported file or link. Here’s how to share it without creating a mess:

If You’re Sending a File (PDF, Markdown, etc.)

  • Use secure channels:
    • Don’t just attach to a regular email—use encrypted email if possible.
    • For internal docs, upload to a secure, access-controlled system (like your company’s intranet, OneDrive, or Google Drive with restricted permissions).
  • Set permissions:
    • Always check who has access to the folder or file.
    • Disable “Anyone with the link can view” unless you’re 100% sure that’s safe.
  • Avoid mass forwarding:
    • If you must send to a group, use BCC to avoid exposing email addresses.
    • Remind people not to forward sensitive notes.

If You’re Sharing a Fellow Link

  • Limit access:
    • Only invite people who need it—don’t just use “copy link.”
    • Set view vs edit permissions carefully.
  • Review access later:
    • Remove people who don’t need access anymore.
    • Fellow usually shows you who’s got access; double-check regularly.

For External Sharing (Clients, Partners, etc.)

  • Redact first:
    • Remove internal chatter, private info, or anything irrelevant to outsiders.
  • Use watermarks (if possible):
    • Not a core Fellow feature, but if you convert to PDF, some tools let you watermark docs. Useful for sensitive stuff.
  • Consider alternatives:
    • Sometimes, a summary email or a call is safer than sending the full notes.

What to ignore:
Don’t fall for “one-click sharing” promises—anything that makes sharing too easy is usually risky. And don’t trust that just because a tool says it’s secure, you can stop thinking. You’re the last line of defense.

Step 4: Keep Track of What You’ve Shared

You can’t un-send a file. So, keep a simple log (even just a private note) of what you shared, with whom, and when.

  • Why bother?
    • If there’s a leak or confusion, you’ll know where to look.
    • Helps with compliance or audits if you’re in a regulated industry.
  • How:
    • Some teams use a shared spreadsheet or even a Slack channel.
    • At minimum, note it in your own records.

Step 5: Set a Review Cadence

People forget to clean up old links and files. Every month or so, do a quick review:

  • Remove access for people who’ve left the project or company.
  • Delete old files from shared drives if they’re no longer needed.
  • Update permissions if teams or org structures have changed.

This isn’t glamorous, but it’s what actually keeps your info safe.

What Works, What Doesn’t, and What to Watch Out For

What works:

  • Keeping notes inside Fellow and using internal sharing.
  • Exporting as PDF for “final” versions, but only when necessary.
  • Being deliberate—think before you share.

What doesn’t:

  • Sharing via “anyone with link” unless you truly don’t care who sees it.
  • Pasting sensitive content into Slack, email, or chat apps without thinking.
  • Relying on “delete” to fix mistakes. Once it’s out, it’s out.

What to ignore:

  • Overcomplicated workflows or fancy automation—if it’s too complex, people will make mistakes.
  • Trusting that your notes “aren’t that sensitive.” Assume they are.

Wrapping Up: Keep It Simple, Keep It Safe

Exporting and sharing meeting notes from Fellow doesn’t have to be a nightmare. Be picky about what you share, use the built-in tools wisely, and always double-check permissions. Most security screw-ups happen because someone got lazy or assumed “it won’t happen to me.” Keep it simple, pay attention, and you’ll avoid 99% of headaches.

And if you’re ever not sure? Don’t share. There’s rarely any harm in waiting another hour to double-check.