How to Transfer OneDrive and OneNote Data to a New Microsoft Account
Question details
The user needs to migrate files and notebooks from an expiring university Microsoft 365 account to a personal Microsoft account.
- Product
- OneDrive and OneNote
- Device & OS
- not provided
- Scenario
- A university Microsoft 365 account is about to expire, requiring data migration to prevent data loss.
- Observed behavior
- The user must secure their OneDrive files and OneNote notebooks into a personal account using different transfer methods before access to the old account is permanently removed.
Ensure you have the login credentials for both your old university account and your new personal Microsoft account, and verify that your personal account has enough storage space to accommodate the incoming files.
Transfer via OneDrive Sync Client and OneNote Desktop App
The most reliable method using official Microsoft desktop applications to manually sync and export your files and notebooks.
Because OneDrive and OneNote handle file synchronization differently, they require separate migration methods. You will use the OneDrive sync client for standard files and the OneNote desktop export feature for your notebooks.
Download and install the OneDrive sync client if you haven't already. Sign in with both your university account (OneDrive for Business) and your personal Microsoft account so that both folders appear in your local File Explorer.
Open File Explorer, navigate to your university OneDrive folder, select and copy the files you want to keep, and paste them into your personal OneDrive folder. Wait for the client to finish syncing the files to the cloud.
Open the OneNote desktop app (not OneNote for Windows 10). Open the notebook from your university account, click 'File' in the top ribbon, select 'Export', choose 'Notebook' followed by 'OneNote Package (*.pkg)', and save it to your local drive.
Double-click the exported .pkg file to unpack it into a new local notebook. From there, go to 'File' > 'Share' and upload the unpacked notebook to your personal OneDrive account.
Migrate Files Using a Third-Party Cloud Service
Ideal for transferring large volumes of standard OneDrive files without needing to download everything to your local hard drive.
Switch to WPS Office for Seamless Document Management
If your university Microsoft 365 subscription is expiring and you need a new office suite, WPS Office offers a free, lightweight, and highly compatible alternative. It supports Word, Excel, PowerPoint, and PDF editing in one familiar interface, making your transition away from paid subscriptions smooth and cost-effective.
- 1. Download and Install: Download WPS Office for free from the official website and install it on your device.
- 2. Open Your Migrated Files: Launch WPS Office and directly open the documents you just transferred to your personal computer or cloud.
- 3. Edit with Full Compatibility: Continue editing your documents, spreadsheets, and presentations seamlessly without worrying about format changes.
Frequently Asked Questions
Can I transfer OneNote notebooks using the web version?
No, the web version of OneNote does not support exporting entire notebooks. You must use the full OneNote desktop application (specifically the classic OneNote app, not OneNote for Windows 10) to access the 'Export' feature.
What happens to the files I shared from my university OneDrive when the account expires?
Once your university account expires or is deleted, any sharing links tied to that account will break, and the files will no longer be accessible to others. You must re-share the files from your new personal account after the transfer.
Do I need to keep the OneNote app open during the export process?
Yes, you should keep the OneNote desktop application open until the export process is fully completed to ensure that all sections and pages are properly packaged without corruption.
Why can't I just drag and drop my OneNote notebook files in OneDrive?
OneNote notebooks are not stored as single standard files in OneDrive; they are complex directories of synchronized data. Moving them manually via File Explorer often breaks the sync path, which is why you must use the 'Export' and 'Unpack' functions built into the OneNote application.
