Baldwin Wallace University

IT Support

Download or Transfer OneNote Notebooks

  • Updated

Summary

If your OneNote notebook is stored in a BW Microsoft 365 account, Microsoft does not provide a direct option to export an entire notebook from OneNote on the web. Users who need to keep their notes after leaving an organization should use one of the supported methods below.

Prerequisites

Before transferring or exporting your notes, ensure the following:
  • Access to your BW Microsoft 365 account.
  • A personal Microsoft account (Outlook.com, Hotmail.com, Live.com, etc.) if you plan to copy notes for personal use.
  • OneNote Desktop installed (recommended for export functionality).
  • Required permissions to access the notebook.

Option 1: Copy Notes to a Personal Microsoft Account (Recommended)

This is Microsoft's recommended method for retaining access to notes after leaving a school or organization.

Before You Begin

  1. Create or sign in to a personal Microsoft account.
  2. Sign in to OneNote Desktop using both your BW account and your personal Microsoft account.

Copy Your Notes

  1. Open OneNote Desktop.
  2. Create a new notebook under your personal Microsoft account.
  3. Open the notebook stored in your BW account.
  4. Right-click the page you want to keep.
  5. Select Move or Copy.
  6. Choose a section in your personal notebook.
  7. Select Copy.
  8. Repeat as needed for additional pages or sections.
Tip: Entire sections can also be copied or moved between notebooks using the same process.

Microsoft Resources

Option 2: Export a Notebook Using OneNote Desktop (Windows)

If you have the Windows desktop version of OneNote installed, you may be able to export pages, sections, or entire notebooks to a local file.

Steps

  1. Open the notebook in OneNote Desktop.
  2. Select File > Export.
  3. Choose what you want to export:
    • Current Page
    • Section
    • Entire Notebook
  4. Select the desired file format.
  5. Save the exported file to your computer.

Important Notes

  • Exporting an entire notebook is supported only in certain Windows desktop versions of OneNote.
  • Export options may vary depending on the OneNote version installed.
  • Mac users generally have limited export functionality and can typically export only individual pages as PDF files.

Option 3: Save Notes as PDF

If you only need a read-only copy of your notes, saving content as a PDF may be sufficient.

Steps

Windows

  1. Open the page or section in OneNote.
  2. Select File > Export.
  3. Choose PDF as the export format.
  4. Save the file to your computer.

Mac

  1. Open the page you want to save.
  2. Select File > Save as PDF.
  3. Save the PDF to your computer.

Frequently Asked Questions

Can I export an entire notebook from OneNote on the web?

No. Microsoft only supports notebook export from OneNote on the web for personal OneDrive accounts. Work and school accounts do not support this feature.

What is the best way to keep my notes when leaving Baldwin Wallace University?

Microsoft recommends copying notes to a notebook stored in a personal Microsoft account.

Can I export an entire notebook on a Mac?

Generally, no. Mac versions of OneNote have limited export functionality and typically support exporting individual pages as PDF files.

Will copied notebooks keep formatting and attachments?

Most content, formatting, and attachments are preserved when using the Move or Copy method within OneNote.

Troubleshooting

Notebook Does Not Appear Under Personal Account

  • Verify you are signed into both accounts in OneNote Desktop.
  • Expand the notebook list and confirm the personal notebook has been created successfully.
  • Restart OneNote and allow synchronization to complete.

Export Option Is Missing

  • Confirm you are using the desktop version of OneNote rather than OneNote on the web.
  • Verify your installed version supports export functionality.

Synchronization Issues

  • Allow additional time for large notebooks to sync.
  • Confirm you have an active internet connection.
  • Check OneNote synchronization status before copying or exporting content.

Contact Support

If you need assistance accessing, transferring, or exporting a OneNote notebook, contact the IT Help Desk through the Help Portal at help.bw.edu.

Related Resources