On Tuesday, a client asks Ola from the agency: "Please send us what we've agreed on in writing." In the "Client agreements" chat, 14 messages from three days are waiting, including the decision on the mock-up and Marek's deadline. Exporting a message to PDF solves the problem when you need one specific entry; when the client expects a summary of the whole conversation, you first need to pull the agreements together into a single reply.
Exporting a message to PDF starts with a specific entry
To save a message, hover over it and open the ⋮ menu next to its author. Choose export to PDF, Word or TXT; the file will contain that single message, not the whole chat.
Next to the menu you'll also find a reaction icon, copy content, and a favourites star. It's easy to mix up these actions when you're in a hurry, so first find the entry that actually confirms the agreement. On Tuesday, Ola picks Marek's message: the mock-up with a dark background will be ready by 12:00 on Thursday. She doesn't send the client the whole conversation about variants, since she only needs to confirm the deadline.
PDF works well as a file to read, Word when the recipient needs to add corrections, and TXT when you want to move just the text into another document. You'll find more about the mechanism itself on the single message export page.
One thing worth noting will save you a mistake: the "[...]" button under a message in an open thread covers things like editing and deleting, if you have the right permissions. Look for export in the ⋮ menu next to the message itself.
A whole conversation in one file requires a summary first
Task Manager doesn't export a whole chat to a single PDF with one click. If you need one document covering the whole conversation, ask the AI Assistant to summarise the thread, then export its single reply.
Ola clicks "AI Assistant" next to the reply field and asks: "Summarise the agreements from this thread: decisions, deadlines, and who's responsible for what." With 14 messages from three days, she gets a text where she can check three things: what was approved, by when, and by whom. The AI Assistant in the thread answers based on that correspondence; if it can't find some piece of information there, it says so directly.
The reply stays in the conversation with an "ONLY FOR YOU" badge. Only the person who asked can see it; other participants and the administrator can't. Only after reading it does Ola open the ⋮ menu next to that reply and choose export to PDF or Word. That's how a single file with the summary is created, even though the export feature still only covers one entry.
Before sending, compare names, amounts and dates with the source messages. The AI Assistant's reply carries a warning that AI can make mistakes. If an agreement matters for the price or scope of work, don't treat a smoothly written sentence as confirmation that isn't actually there in the conversation. The rules for asking questions and choosing sources are described on the AI Assistant page.
Organise changes how messages look, not the originals
"Organise" lets you read a thread in a version prepared by AI. When you export a single message in that view, the file will contain the visible version with a note that AI prepared it; the original in the thread stays unchanged.
You'll find the "Organise" button next to the reply field in a task, chat and Mail. It opens four modes:
| Mode | What you'll see |
|---|---|
| Original content | Messages as they were written. |
| Polish | A shorter, tidied-up version in the first person, without footers, signatures or disclaimers. |
| Summarise | One or two sentences per message, focused on what actually matters. |
| Expert | A professional version with an "Expert note" line under each message: advice, a risk, or a question. |
On Wednesday, Ola picks "Summarise" because she wants to quickly find the decision about the mock-up's scope. The mode organises the 8 most recent messages first; the "Organise older messages (N)" button pulls in another 8. This still isn't a bulk export: exporting the summarised entry gives you a file with just that one entry.
The organised version is a preview for the session only. The result isn't saved in place of the messages, and after you refresh the page, AI prepares it again from scratch. Under each organised entry you'll see "AI can make mistakes" - a good reason to check back with the original and make sure the sentence makes sense before exporting.
You save a client's email separately from its attachments
You can export a single email from within the Mail thread using the ⋮ menu next to the message, to PDF, Word or TXT. Mail is a module in the Pro plan; exporting an email's content and saving its attachments are two separate actions.
Let's say that on Thursday a client confirms two project variants by email. Ola hovers over their message, opens the menu and saves that email as a PDF. Quoted earlier correspondence is collapsed in the view under the "Show earlier correspondence" button, making it easier to point to the right entry instead of reading through repeated history.
If the client attached files, Ola can save all attachments from the thread menu to the Files module, in the Mail / inbox / thread subject folder. This, however, is not part of exporting the message to PDF. The way correspondence works is described on the Mail in Task Manager page, while organising the files themselves is covered in the article on attachments from emails and tasks.
A note lets you refine the record before exporting
You can export a note in Task Manager to PDF, Word or TXT. Ola can first gather the scope of work, the price and questions for the client in a note, and only then prepare a file.
On Friday, Ola moves the necessary arrangements into a note called "Arrangements with client ABC". She adds which decisions are already approved and which still need a reply, then prepares a Word file for further editing. She doesn't have to share the draft with the whole team: the note stays private until she grants someone access herself. Simply assigning it to a workspace is just a label, not an invitation to read it; even an administrator can't see a note that hasn't been shared.
If someone is to help Ola with editing, they can be given "View only" or "Can edit" access. The note saves automatically about a second after you stop typing. You can read about how to structure such records in the article on notes from company meetings. An important distinction: exporting a note simply creates a file; it does not share it within Task Manager.
Export works without AI, and the link is only useful to someone with access
Exporting a single message, email or note does not require AI to be configured. A link to a task or chat will only show its content to someone with access; without it, they'll see an "Access denied" message. The "Organise" feature, a summary from the AI Assistant, and files whose content the AI Assistant prepares all require AI to be configured.
When you ask the AI Assistant to prepare a file for download, it can produce a Word, PDF, Excel/CSV or HTML file: it writes the content, and the app assembles the file. This is a different path from exporting a selected entry. If instead of a document you want to point a colleague to the current conversation, you can use "Copy link to task / chat". For an external client without access, a file is usually more practical.
The company uses its own key for one of the AI providers: OpenAI, Google Gemini, Anthropic Claude or xAI Grok. It pays the provider directly. When you point the AI to a knowledge source, its content goes to the external provider; Mail as a knowledge source is disabled by default and is enabled by an administrator. Don't assume either that the AI Assistant will read everything from an attachment. Task Manager has no OCR - the function for recognising text in an image. AI cannot read a PDF that is a scan, nor an old binary DOC file. The boundaries of data sharing are explained in the article what gets sent to the AI provider.
Tomorrow, pick the latest conversation with a client and check whether confirmation in a single message is enough. If not, ask the AI Assistant for a summary, compare it with the thread, export the reply to PDF and only then send the file to the client. Want to try this out with an example? Open the Demo.
Frequently asked questions
Can I export the whole chat to a single PDF?
Not with a single click: export covers one message at a time. To get a single file with the agreements from a whole thread, ask the AI Assistant for a summary and export its reply.
What formats can I save a message in?
You can save a single message as PDF, Word or TXT from the ⋮ menu next to it. This also applies to AI Assistant replies and a single email in Mail.
Does exporting a message to PDF require AI?
Exporting a single message doesn't require AI, but having the AI Assistant prepare a summary of the whole thread does. You can also export a single email or note without AI.
What ends up in the file when I turn on Summarise mode?
The file will contain the visible, AI-summarised version of the chosen message, with a note that it was AI-generated. The original message stays untouched, and the AI preview isn't saved in the thread.
Will the client see our chat if I send them a PDF?
No: sending the exported file doesn't give access to the chat in Task Manager. A link to a task or chat only opens the content for someone who already has access to it.
Sources
The Task Manager Team - we write about teamwork, AI in business and keeping tasks organised, using examples from Task Manager, software installed on your own server. Task Manager has been developed by Blue Creation Group (Piotr Łącz) since 2013 and is used by organisations including Neonet, the Military University of Technology and Polpharma - read customer reviews. We check our articles against the user guide and the latest version of the software.
