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How to Download and Save OneNote Pages as PDFs
Question details
The user needs to back up and preserve Microsoft OneNote pages and notebooks by exporting them as PDFs or transferring them before access to a school or business account is revoked.
- Product
- Microsoft OneNote
- Device & OS
- Windows and Mac
- Scenario
- A student or professional is losing access to their Microsoft 365 account and needs to permanently save their notes.
- Observed behavior
- The user is unable to fully export notebooks on a Mac due to software limitations, whereas Windows users have more robust export options via OneNote 2016.
Ensure you are still logged into your device with your active school or business account and verify that all your notebook sections are completely synced to the cloud before attempting an export.
Export OneNote to PDF on Windows
Use the desktop version of OneNote 2016 on a Windows PC to export entire notebooks, sections, or individual pages natively.
If you have access to a Windows computer, the most comprehensive way to save your notes is by using the OneNote 2016 desktop application. This version provides built-in export capabilities that are not available in the Windows 10 app or web versions.
Launch the OneNote 2016 desktop application on your Windows PC and ensure your school or business notebook is fully loaded and synced.
Click on 'File' in the top left corner of the application, then select 'Export' from the sidebar menu.
Under 'Export Current', choose whether you want to save the current 'Page', 'Section', or the entire 'Notebook'.
Under 'Select Format', click on 'PDF (*.pdf)' and then click the 'Export' button to choose your local destination folder.
Save Individual Pages as PDF on Mac
Since the Mac version of OneNote does not support exporting full notebooks, you must use the print function to save pages as PDFs.
Migrate Notebooks to a Personal OneDrive Account
If you want to keep your notes in an editable OneNote format rather than as static PDFs, copy them to a free personal Microsoft account.
View and Manage Your Exported Notes with WPS Office
If you are losing access to your school or business Microsoft 365 account, you will need a reliable suite to manage your documents. WPS Office is a highly compatible, free alternative that lets you read, edit, and annotate the PDFs you just exported from OneNote, while also seamlessly handling Word, Excel, and PowerPoint files.
- 1. Download the Free Suite: Download and install WPS Office on your Windows or Mac computer.
- 2. Open Your PDF Notes: Launch the built-in WPS PDF tool and open the OneNote pages you recently exported.
- 3. Annotate and Organize: Use the PDF tools to highlight text, combine multiple note pages into a single document, and continue working without a Microsoft 365 subscription.
Frequently Asked Questions
Can I export an entire OneNote notebook as a single PDF on a Mac?
No, the Mac version of OneNote does not natively support exporting entire notebooks. You can only print individual pages as PDFs or manually copy sections over to a personal OneDrive account.
Why is the Export option missing in my OneNote on Windows?
You are likely using the 'OneNote for Windows 10' app, which has limited export features. To export entire notebooks, you need to download and install the classic 'OneNote 2016' desktop application, which is available for free from Microsoft.
What happens if my school account is deleted before I save my notes?
Once your school or organization revokes your license and deletes your account, the OneDrive hosting your notebooks is wiped. You will completely lose access to your notes if they are not backed up locally as PDFs or migrated to a personal account beforehand.
Can I open exported OneNote Package files (.onepkg) on a Mac?
No, .onepkg files can only be opened using the OneNote desktop application on Windows. If you plan to move to a Mac, it is highly recommended to export your notes as PDFs instead.
