How to import and export OneNote notebooks (step-by-step)
Microsoft OneNote is a powerful note-taking app used for personal organization, collaboration, and educational purposes.
Whether you’re working on a Windows computer, a web browser, or the desktop version of Microsoft OneNote, understanding how to import and export notebooks can simplify the management of your OneNote notebook files.
This step-by-step guide will cover the process in detail, including exporting entire notebooks, specific pages, and section groups, and saving content in different formats like PDF, Word documents, or a OneNote package (ONEPKG file).
Let’s look at how to import and export OneNote notebooks.
Exporting OneNote Notebooks
Exporting allows you to save a backup, share your notebook with team members, or move your notes to a different device. Let’s explore the export process for various formats.
1. Exporting an Entire Notebook as a ONEPKG File
The ONEPKG file is the native export format for OneNote notebooks and includes all sections, pages, and notes.
Open OneNote: Launch the desktop version of Microsoft OneNote.
Navigate to the notebook folder in the left pane and select the notebook you want to export.
Go to the top menu bar and click File.
Choose Export from the menu.
In the Export option dialog box, select Notebook under “Export Current.”
Select OneNote Package (*.onepkg) as the output format.
Choose a location on your local machine or hard drive, such as a backup folder, and assign a suitable file name.
Click Save. The entire notebook will be saved as a single file.
Tip: This method is the easiest way to create a personal copy or transfer a whole notebook between devices.
2. Exporting Specific Sections or Pages
If you only need specific content from a notebook, you can export individual sections, a specific page, or even a section group.
Open OneNote and select the content:
Specific page: Navigate to the page in the notebook.
Individual sections: Click the desired tab in the notebook.
Section groups: Highlight the group you want to export.
Go to File > Export.
Choose whether to export the current page, section, or section group.
Select Format:
PDF file: Use this for easy sharing and printing.
Microsoft Word: Export as a Word document for editing.
Plain text file: Export for lightweight use.
Markdown file: Select if needed for markdown-based workflows.
Save the exported file to your hard drive.
3. Exporting to a PDF File
The PDF format is ideal for creating a fixed layout of your OneNote content.
Open the OneNote application.
Go to the File menu and select Export.
Choose PDF as the format.
Follow the prompts to name the file and choose a save location on your local notebook.
Confirm and save.
This process works on both the web version of OneNote and the desktop version.
4. Exporting for Collaboration
To share notes with team members, export content in accessible formats like:
PDF: For static viewing.
Word documents: For collaborative editing.
Web page: Save as an HTML file to share via a browser.
Importing OneNote Notebooks
When switching devices or sharing with others, you may need to import previously exported OneNote notebook files.
1. Importing ONEPKG Files
The OneNote Package (ONEPKG file) contains a complete notebook.
Open OneNote on your Windows computer.
Select File > Open from the menu.
Browse to the location of the ONEPKG file.
Click Open and the notebook will be imported into OneNote.
2. Importing from a Backup Folder
If you backed up a notebook as a folder with individual files:
Create a new OneNote notebook in the OneNote application.
Locate the notebook folder on your hard drive.
Drag the folder contents into the newly created notebook.
Special Cases for OneNote Versions
Microsoft offers different OneNote versions, such as the web version, desktop application, and class notebook for educators. Here’s how they differ:
Web Version of OneNote:
Does not support exporting entire notebooks.
You can export a single page as a PDF or Word document.
Desktop Version:
Fully supports exporting and importing OneNote package files.
Works well for large notebooks with multiple section groups.
Class Notebook:
Use built-in tools for managing collaboration space and exporting content for students.
Handling Large Notebooks
When dealing with large notebooks, consider these tips to avoid delays:
Available Space: Ensure sufficient disk space on your local machine.
Long Time: Large notebooks may take longer to export. Be patient.
Split Sections: Export sections separately for easier handling.
Import and Export Across Different Platforms
OneNote works on various platforms, including Windows computers, Mac, and web browsers.
On Windows: Use the full-featured desktop application for complete control.
On Web Browsers: Export options are limited, but you can save pages as PDFs.
Best Practices for Managing OneNote Content
Backup Regularly:
Save notebooks to a secure backup folder.
Use Export Formats Wisely:
Choose formats like PDF or Word documents for sharing.
Organize Before Export:
Clean up your section groups and pages for efficient exporting.
Troubleshooting Common Issues
Cannot Export Entire Notebook:
The web version does not support this; use the desktop version.
ONEPKG File Not Opening:
Ensure you’re using the latest OneNote version.
Conclusion
Exporting and importing OneNote notebooks is essential for sharing, backing up, and managing your notes effectively.
Using the steps above, you can save OneNote notebook files in formats like PDF, Word documents, or OneNote packages.
By choosing the right export method, whether for a single file or the entire notebook, you can seamlessly manage your OneNote content across different devices and platforms.
Important: This post is for informational and educational purposes only. This post should not be taken as therapy advice, financial advice or used as a substitute for such. You should always speak to your own therapist or financial advisor before implementing this information on your own. Thank you!
