How to Restore or Copy a Read-Only OneNote Notebook on Mac
Question details
The user needs to copy or recover content from a shared OneNote notebook that is stuck in read-only mode and returns a 404 error because the original owner's account has been deactivated.
- Product
- Microsoft OneNote
- Device & OS
- Mac
- Scenario
- Attempting to access and edit a notebook previously shared by a former employee, but the original cloud location is no longer available.
- Observed behavior
- The notebook remains in read-only mode locally, and attempting to access its online location results in a 404 error due to the host account's deletion.
Ensure your Mac is connected to the internet and verify that you still have local offline access to the read-only notebook before attempting any synchronization or file transfer.
Reactivate the Original Account via IT Administrator
The most secure and comprehensive method is to have your organization's IT admin temporarily restore the former employee's account to update file permissions.
Because the notebook is tied to the former employee's OneDrive or SharePoint drive, a 404 error indicates the drive has been disabled or deleted. Third-party recovery software is not recommended for this cloud-based issue.
Ask the organization's administrator to temporarily reactivate the former employee's Microsoft 365 account and OneDrive.
Once reactivated, have the administrator navigate to the shared notebook settings and change the sharing permissions for your account from 'Read Only' to 'Editor'.
Open OneNote on your Mac, allow the notebook to sync the new permissions, and seamlessly copy the sections into your own permanent notebook.
Manually Copy Pages to a New Notebook
If IT cannot restore the account, you can manually copy the cached local pages from the read-only notebook into a new notebook you control.
Export or Print Pages as PDF
As a last resort, you can print or export the visible read-only pages into PDF format to preserve the information.
Manage Your Notes and Documents with WPS Office
Dealing with complex Microsoft 365 permissions and deactivated cloud accounts can be frustrating. Consider switching to WPS Office for Mac. It provides a lightweight, highly compatible alternative for creating, editing, and managing your essential documents with flexible local and cloud storage options.
- 1. Download WPS Office: Visit the official WPS website and download the Mac version.
- 2. Install on Your Mac: Open the downloaded installer package and drag WPS Office to your Applications folder.
- 3. Manage Your Files: Launch WPS Office to easily open, edit, and organize your documents without dealing with complex enterprise permission systems.
Frequently Asked Questions
Why does my shared OneNote notebook show a 404 error?
A 404 error usually occurs because the original owner's account has been deleted or their OneDrive was deactivated, completely breaking the sharing link and removing the online file.
Can I remove read-only status from a shared notebook on Mac without admin help?
If the file is stored on a deactivated user's cloud drive, you cannot remove the read-only status yourself. The IT administrator must reactivate the account to change the sharing permissions.
Is it possible to export an entire OneNote notebook to PDF on Mac at once?
No, OneNote for Mac currently only supports saving individual pages as PDFs via the Print dialog. You cannot export an entire notebook or section to PDF in a single click.
