How to export and share audio, transcripts, and summaries
Share audio, transcripts, and summaries easily.
Share the part of the note the other person actually needs.
HoldSay can export the original audio, transcript and summary separately, so a client can receive a polished document while your local library keeps the full source.
Choose the format that fits the recipient instead of sending the entire local note by default.
Choose what to share
After a meeting, interview, or recorded thought, the person receiving your note may not need every part of it. Before exporting, decide whether they need the recording, the full text, or a concise account of the outcome. This choice affects both what they can review and how much private context they receive.
Share audio when tone, pauses, timing, or exact spoken wording matter. This is useful when someone needs to hear the source itself. Share the transcript when the full conversation needs to be searchable, reviewed, or added to a written record. Share the summary when a reader mainly needs decisions, key points, or an outline for a fast handoff.
Choose Copy, Export or Share according to what the recipient needs.
A common approach is to send the summary first, then retain the transcript or audio as supporting evidence if questions arise. In a completed note in History, the available content can include Raw, Speakers, Polish, or Summary, depending on the source. Review the content that applies to your note and select the version that matches the recipient's purpose.
Export from a HoldSay note
Export is the right choice when you need a standalone file to attach, upload, archive, or send outside another workspace. Start with the finished note so you can review the exact content before creating the file. HoldSay lets you select both the content to export and the format, which helps you send a readable document without changing the note you keep locally.
Export a standalone file when the note must be attached, uploaded or archived.
- Open the finished note and choose the content you want to share.
- Choose Export.
- Select the content and format for the exported file.
- Choose the destination folder.
- Open the exported file before sending it.
On both Mac and Windows, HoldSay can export TXT, Markdown, PDF, and DOCX. TXT and Markdown are useful when the recipient needs editable text or plans to place the content in another system. PDF is useful when you want the recipient to see a fixed document layout. DOCX is useful when the recipient expects a document they can work with.
On Mac, image export is also available. Audio export appears when the note has source audio. After exporting, verify the title, the selected content, and the page layout in the file you created. This final check catches cases where the wrong view was selected or the document is not the version intended for the recipient.
Copy into another tool
Use Copy when the note needs to live inside a conversation or shared workspace rather than arrive as an attachment. This is useful when your recipient already works in email, Notion, Slack, a project tracker, or another tool used by the team. Copying lets you place the transcript or summary directly where people are already discussing the work.
Copy the current view directly into a message or team workspace.
Choose the transcript or summary you want to use, copy it from HoldSay, and paste it into the destination. Add the access rules, project context, or other information your team normally uses in that workspace. For example, you might paste a summary into a project update and include the meeting name so readers understand what the decisions refer to.
This keeps collaboration portable. The shared copy can live in the tool selected by your team, while the original audio and working archive remain under your control in the HoldSay library. It also lets you share written content without making the recording part of the handoff.
- Copy a transcript when collaborators need the complete discussion in text.
- Copy a summary when the destination only needs outcomes and next actions.
- Review the pasted text in the destination before publishing or sending it.
What Share does on each platform
The Share action prepares a PDF, but what happens next depends on whether you use Mac or Windows. This gives you a direct way to pass along a readable version of the note while using the sharing tools already available on your computer.
Share prepares a readable PDF through the system share flow.
On Mac, Share prepares a PDF and opens the system share sheet. From there, choose Mail, Messages, AirDrop, or another destination already available on the Mac. The share sheet is useful when you already know the delivery method and want to hand the PDF directly to that app or service.
On Windows, there is no equivalent HoldSay system share sheet. Share creates a PDF and reveals it in File Explorer. You can then attach that PDF to a message or upload it using the app and workspace your team uses.
In either case, treat the resulting PDF as the item you are sharing. Open it before delivery when the content needs review, especially if the note includes names, dates, numbers, assignments, or material that should not leave your local archive.
Check the share before it leaves
A completed export or shared PDF is ready to inspect, not automatically ready to send. Take a moment to check the copy from the recipient's point of view. The goal is to confirm that it contains the right material, identifies the work clearly, and does not include unrelated private discussion.
- Remove unrelated private discussion from the shared copy.
- Verify names, dates, numbers, and assigned actions.
- Confirm that the title and selected content match the meeting or project.
- Use a clear filename that includes the meeting or project.
- Send audio only when the recipient is meant to receive the recording itself.
For a document export, open the file and review its page layout as well as its wording. For copied text, inspect the pasted version in the destination tool, since that is what collaborators will read. For audio, confirm that the recording is truly required, rather than assuming the transcript or summary is enough.
Open the exported result once before it leaves your computer.
These checks are especially important when a note contains both decisions that need to be shared and background that should remain in your local library. A summary can often provide the needed handoff while the transcript and source audio remain available in HoldSay if further detail is needed later.
Common questions
What formats can HoldSay export?
Mac and Windows can export TXT, Markdown, PDF, and DOCX. Mac also offers image export, and source audio can be exported when the note contains audio.
Can I share a HoldSay transcript without sharing the audio?
Yes. Export or copy the transcript or summary by itself, while the source recording remains in your local HoldSay library.
Can I share HoldSay notes with a team workspace?
Yes. Copy or export the content and place it in the collaboration tool your team already uses, while keeping the original local archive in HoldSay.
If a label on this page does not match the app, email support@holdsay.com. Include Mac or Windows and the HoldSay version shown in Settings.