Have you been using OneNote 2019 and want to sync your notebooks to create a OneNote backup online? You can use OneDrive to achieve just that. One of the great things about storing your notebooks on OneDrive is you can access them from whatever device you have handy. Here’s how to sync OneNote with OneDrive on Windows 10.
Why Sync OneNote With OneDrive?
Once your notebooks are online, you can install the OneNote app on your phone or tablet to access them from just about any device you might have, be it Windows, Android, or iOS.
When you log into your OneNote account with your phone, all the notes you took on your computer will be right there. There’s also an online version of OneNote, so you don’t need to have any software installed on your device to access your notes.
And when you take notes on your phone. Those notes will be waiting for you when you open OneNote on your computer.
How to Sync OneNote With OneDrive
Because of the way OneNote works, you should always use the OneNote app to do this. Moving the files with a file manager will cause syncing problems that will be terribly difficult to unsnarl.
Open the OneNote notebook you created on your computer using OneNote.
Select Share to bring up a Share Notebook menu where you can share this notebook with others, but first, you have to save it to OneDrive.
Select OneDrive in the Share Notebook screen. If you're logged into your OneDrive account, it should show up automatically.
If you don't see the OneDrive location where you want your OneNote notebook to reside, select Add a Place > OneDrive or select the location you want to move this notebook to.
If you choose OneDrive, you'll be prompted to sign in.
Enter a name for the notebook or keep the one it already has.
Select Move Notebook. OneNote saves the notebook to your OneDrive online.
Now you can share your notebook with others so you can collaborate in real-time in your notebook. Simply type their email address, include a note, and select Share.
If you have a lot of OneNote notebooks you want to move online, you'll have to do so one at a time. While there are ways to sync them all at once, this is an advanced procedure, and simply moving them with a file manager can create syncing problems. The easiest way to handle this is to always save new notebooks to the cloud.
If you plan on sharing a OneNote notebook, either with yourself across your devices or with other people, it’s best to create it on OneDrive right from the start.
Moving an existing OneNote notebook into a folder synced by the OneDrive app without going through OneNote is not currently supported.
If your organization uses SharePoint, you can share a OneNote notebook on SharePoint instead of OneDrive.
To move a notebook to OneDrive if you originally created the notebook on your computer, do the following:
In OneNote 2016 or OneNote 2013, open the notebook that you want to share on OneDrive.
Select File > Share.
Select a location for your notebook, or select Add a Place, and then sign into your OneDrive account. If you don’t already have one, you can sign up for free.
Enter a name for your notebook (if you like, you can keep the name it already has), and then select Move Notebook.
After you see the location in the list, select it.
OneNote moves the notebook from your computer to OneDrive, and confirms the move with the message: “Your notebook is now syncing to the new location.”
After you’ve successfully moved a notebook to OneDrive, to share it with others, select File > Share > Share with People (in OneNote 2016), or select File > Share > Invite People (in OneNote 2013). This lets you send an email message with a link to your shared notebook to the people you select. Depending on the notebook permissions you’ve set on OneDrive, recipients will be able to either view or modify your notes at the shared location.
No matter what version of OneNote you use, your notebooks are designed to be saved and synced automatically by the OneNote apps themselves. This means you should never need to manually move files around, like you might be used to with traditional computer files in File Explorer on a Windows PC, or in a Finder window on a Mac.
However, even when OneNote handles all of the syncing of notes between your computer and your devices, there are a few best practices you can follow to make sure you have the best experience.
Know your storage limit
OneNote stores your notebook sections as individual files. Both OneDrive and SharePoint have file size limits that can impact the maximum size of your OneNote sections. For example, on a personal OneDrive account, the free storage limit is 10GB. On SharePoint and OneDrive for Business, the storage limit is configurable by the administrator, but it will typically have a limit of 15GB or less.
These limits determine how large your notebook sections can get, so you’ll want to make sure that you don’t reach or exceed this limit. Although it can be hard to tell exactly how much content has been added, especially if you’ve shared your notebook with other people, you and your collaborators can keep some obvious file sizes in mind — for example, by not inserting multiple video files that are several gigabytes in size into the same section, or generally not overloading sections with unnecessary media content. You can still reference such content by inserting a link to it instead of directly embedding the content in your notes.
If you do reach your file size limit, OneNote will notify you. You can then consider splitting up a large notebook section into multiple ones or purchasing more storage. If you’re using OneNote at work, you can request more storage from your OneDrive for Business or SharePoint administrator.
Force a manual notebook sync
OneNote will automatically store pending changes to your notebooks whenever you are offline and then sync those changes as soon as a network is available again. Many unexpected sync problems can usually be resolved by forcing a sync as soon the network is available again.
Here’s how to manually force notebook synchronization in the different versions of OneNote:
OneNote for Windows 10
Right-click the notebook name in the Notebooks list, click Sync, and then click Sync This Notebook.
OneNote for Windows
Right-click the notebook name in the Notebooks list, and then click Sync This Notebook Now.
OneNote for Mac
Control-click the notebook name in the Notebooks list, and then click Sync This Notebook.
OneNote for iOS
Pull down the Notebooks list with your finger to initiate a sync. A progress marker will appear at the top of the list.
OneNote for Android
Tap and hold on the notebook name in the Notebooks list, and then tap Sync Notebook.
Resolve misplaced sections
If your notebook appears to be missing pages or an entire section, this can occur when such content was never fully synced before the notebook was closed where the changes were originally created. To resolve this, open OneNote on the original computer or device where the “missing” notes were first added or revised, and use the preceding steps to force a sync.
For example, if you created a new section on your laptop but can’t yet see the changes on your desktop computer, go back to your laptop, open OneNote, and then use the preceding steps to force sync the notebook.
Manage shared notebook use
When using a shared notebook at the same time as other authors, you can achieve a better collaboration experience by having users make notebook additions on separate pages or in their own sections. If too many people are editing the same part of the same page at any one time, this can sometimes create temporary page conflicts.
If you’re using OneNote’s Class Notebook features in a large classroom, consider the following:
Separate students into small groups (no more than 6 students per group).
Create a separate section for each group of students. For example, if there are 4 groups of 6 students, create 4 sections.
Have each student create their own page or have each of them edit in different places on the page.
Avoid adding large file attachments (100 MB or more).
Keep your apps and operating systems up to date
We’re continually rolling out improvements to the OneNote apps and their sync services on OneNote for Windows, OneNote for Mac, OneNote for iOS and iPadOS, and OneNote for Android. To enjoy all of the latest speed, reliability, and security improvements, be sure to always keep your preferred OneNote apps (as well as the operating systems for the computers and devices they run on) up to date.
This article details best practices for moving and syncing OneNote notebooks, as well as issues that may arise if notebooks are moved or synced in ways that are not recommended. In general, OneNote notebooks should always be synced and moved by the OneNote application, and not by file based synchronization systems such as a client application (such as the OneDrive or DropBox local client) or offline folders. Reasons for moving and syncing notebooks via OneNote include:
Web Apps and Mobile Sync – The built-in sharing functionality correctly sets up the notebook on the server so that OneNote Web App will be able to open it. Also, the mobile versions of OneNote (iOS, Android) can only open notebooks that are shared through this mechanism.
Offline edits – OneNote creates a local copy of the notebook for offline editing in the Local Settings folder, and merges the changes to the cloud when a connection is re-established. Unlike other file synchronization methods however, OneNote is able to merge the changes without creating conflicts within the notebook.
Efficient syncing – OneNote has built-in sync logic with OneDrive allowing it to synchronize only the changes, which is significantly more efficient than file synchronization mechanisms like the OneDrive Desktop app or DropBox as it knows about the file format and can sync only the changes.
If you have a notebook stored locally on your computer that you wish to move to the cloud, go to File > Share in OneNote and pick a web location such as OneDrive, and then click Move Notebook.
OneNote will upload the notebook to OneDrive and set up direct sync.
After the notebook has been moved, the local notebook in the previous location is no longer connected or synchronized and should be deleted. You may use the OneDrive client application to move and synchronize other files, and OneNote will handle the syncing of notebooks within OneDrive automatically.
Do not use Windows Explorer to move folders containing .one files to OneDrive. If notebooks are moved to the local OneNote client folder in this manner, when they are opened in OneNote 2013 you will receive the error “This notebook may not sync correctly because another program is syncing these files. Click here to re-open this notebook from the correct location.”
Clicking on this error message in OneNote will let you move the notebook to OneDrive and establish a sync relationship. As a part of this process, OneNote will delete the original folder and all .one or .onetoc2 files and replace them with an internet shortcut file. This behavior is by design, as all OneNote notebooks are represented as internet shortcuts within the OneDrive client application so that the OneDrive client allows OneNote to perform the syncing of the file. However, no data is lost during this process.
Previous versions of OneNote were created prior to the existence of the OneDrive client application. As such, no error messages are surfaced in this scenario and the user can potentially encounter the issues described above when OneNote is not responsible for syncing content. Users with older versions of OneNote should move notebooks into OneDrive to resolve this problem.
Placing OneNote notebooks on Windows Offline File shares is also not recommended. Windows Offline Files introduces a file cache separate from the cache that OneNote already uses for offline editing. In this scenario, OneNote may sync changes to the Windows cache while the Windows file is offline, in effect syncing to a local copy instead of the server copy. When the Windows share is back online, the user may be prompted to keep two copies of the file or replace one copy. Choosing to keep two copies of the file will result in duplicate sections within OneNote, while opting to replace a copy of the notebook could result in data loss.
Microsoft recommends that users of Windows Offline Files place their OneNote notebooks in a separate location that is not synchronized by Windows Offline Files. Users with notebooks currently in an Offline Files share should move their notebooks to a new location.
OneNote for Windows 8 uses cloud-based storage, such as OneDrive and SharePoint, to keep your notebooks accessible from anywhere.
Note: This topic is about the OneNote app you can get from the Windows 8 Store. If you’re using OneNote for Windows 10 or OneNote 2016, you can compare them and see the differences here.
OneNote automatically synchronizes your notes whenever you’re connected to these services. The steps for sharing and syncing can vary, depending on where you store your notes.
Share your notes with other people
You can quickly share a single page or share an entire notebook with other people.
Share a single page of a notebook
Navigate to the page you want to share, and then tap its page tab on the left to select it.
A thick border appears around the page tab when it’s selected.
Swipe from the right side of the screen to the left, and then tap the Share charm.
Select the share target (for example, Mail).
Follow the necessary steps in the target application (for example, enter the recipient’s email address and a title for your message), and tap Share/Send.
Note: The contents of your page will be shared in the body of your message. Recipients will not receive a link to the page in your notebook, or be able to edit the page in your notebook unless they already have permissions to do so.
Share an entire notebook on OneDrive
Go to the OneDrive home page and sign in, if prompted.
Tap the check box next to the folder that contains the notebook you want to share.
Near the right side of the screen, tap Share. (Make sure you don’t accidentally share the entire Documents folder on OneDrive.)
In the form that appears, tap Get a link.
If you want recipients to only view your notes, under View Only, tap Create. If you want recipients to view and change your notes, under the View and Edit heading, tap Create.
When the link appears highlighted, copy it, and then paste it into an email message to let others know where they can access your notes.
Note: The following steps won’t work with notes stored on OneDrive.
Share an entire notebook on SharePoint
Swipe upward from the bottom of the screen and tap Notebooks.
Select the notebook you want to share, swipe upward from the bottom of the screen again, and tap Copy Link to Notebook.
Switch to your favorite mail app, and then paste the copied link and a brief description into the message body.
Add a subject and recipients, and then send the message. Recipients of your message will be able to access your notebook if they have permissions to your SharePoint site.
Sync notebooks automatically or manually
OneNote automatically keeps your cloud-based notes in sync at all times, but after a service interruption (for example, during a long flight), you may prefer to manually sync your notes.
Open any page in the notebook that you want to sync, and then swipe upward from the bottom of the screen.
Tap Notebooks, and then select the notebook you want to sync.
In the app bar at the bottom of the screen, tap Sync.
In the list of Notebooks, a small sync icon to the left of a notebook’s name indicates its sync status. Here’s what the icons mean:
Green circular arrows: Notebook synchronization is in progress. You can edit your notes during this process.
A red circle with an X: One or more synchronization errors have occurred in your notebook. Tap the red sync icon to view specifics and to troubleshoot the issue. For more information, see Troubleshoot errors in OneNote.
A yellow triangle with an exclamation mark: Your connection to the server is lost and you’re currently working offline. Once your connection is restored, OneNote will automatically sync your changes again.
Manage sync settings
Use the Setting screen to view and manage your OneNote accounts.
On any page, swipe from the right side of the screen to the left.
Tap Settings > Options.
Under Sync your notebooks, choose whether or not OneNote should automatically sync your notes. If you set this option to No, make sure you manually sync whenever you’ve made important changes to your notes.
Work with misplaced sections
Misplaced sections can appear when OneNote attempts to sync changes to a notebook section, but can’t find the section file. When that happens, a Misplaced Sections icon appears in your Notebook list. Misplaced sections remain in a notebook until OneNote discovers the new location of the section, or until the misplaced section is moved or deleted.
If a section in a shared notebook can’t be synchronized, but you want to keep the information it contains, move the unsynchronized section to another notebook.
Move a misplaced section to another notebook
Tap to select the tab of the misplaced section that you want to move.
Drag the section into the notebook you want.
If you intentionally delete a section and you no longer need to synchronize or save your changes, you can delete the misplaced section.
Delete a misplaced section from your notebook
Tap to select the tab of the section, and then tap Delete Section on the app bar.
Acknowledge the warning message, and then tap Delete Section.
Note: Deleting a section is permanent. If you aren’t sure you want to do that, move the section to another part of your notebook instead.
Microsoft is planning to launch Office 2019 later this year, and the company is changing the way OneNote is bundled. The note taking app currently has a desktop version included in Office 2016, and a separate Universal Windows App for Windows 10 simply called OneNote. Microsoft is replacing the desktop version of OneNote 2016 with OneNote. OneNote 2016 will remain available and be supported through October 2025, but it will no longer receive new features going forward. Administrative IT recommends you begin using the OneNote to ensure you are receiving the full functionality of the software.
Which one is which?
Windows 10 comes pre-installed with the OneNote software that will be supported by Microsoft. See below for how to identify the different versions on your computer.
Open your OneNote 2016 Notebook saved in OneDrive in OneNote
- Close OneNote 2016 if it is open.
- Open OneNote on your Windows 10 computer.
- If prompted, sign-in with your UC Davis Account
- Click this arrow
- Click More Notebooks.
- Select and Open your OneNote Notebook previously edited in OneNote 2016. The Last used by you column will indicate your most recently used OneNote Notebook
- Right-Click on the YourName @ UC Davis notebook and click Closethis notebook to prevent any confusion as to where your notes are located.
- Select your recently opened notebook to set it as the default notebook and click OK.
Các chương trình ghi chú tốt nhất, như Evernote, đồng bộ hóa ghi chú của bạn với tất cả các thiết bị khác của bạn, để bạn có chúng ở mọi nơi bạn đến. Nếu bạn có một số ghi chú OneNote 2016 được lưu trữ cục bộ trên máy tính của mình, bạn có thể đồng bộ hóa chúng với các thiết bị khác của mình bằng OneDrive.
LƯU Ý: Có hai phiên bản khác nhau của OneNote. Phiên bản miễn phí của OneNote đi kèm với Windows 10 sẽ tự động tạo sổ ghi chép mới trong tài khoản OneDrive của bạn và tự động đồng bộ hóa sổ ghi chép hiện có với tài khoản OneDrive của bạn theo mặc định. Bài viết này thảo luận về đồng bộ hóa sổ ghi chép bạn đã tạo trong OneNote 2016, phiên bản dành cho máy tính để bàn đi kèm với Office 365.
Để đồng bộ hóa sổ ghi chép với tài khoản OneDrive của bạn, hãy bấm vào menu thả xuống của sổ ghi chép ở góc trên bên trái của cửa sổ OneNote và chọn sổ ghi chép bạn muốn đồng bộ hóa.
Nhấp vào tab File File.
Trên màn hình hậu trường, bấm vào Chia sẻ chia sẻ trong danh sách các mục bên trái.
Nếu bạn hiện chưa đăng nhập vào tài khoản OneDrive của mình thông qua Office, bạn sẽ thấy màn hình cho phép bạn đăng nhập. Nhấp vào nút Đăng nhập Đăng nhập.
Nhập địa chỉ email của bạn vào hộp thoại Thêm dịch vụ và nhấp vào Tiếp theo.
Sau đó, nhập mật khẩu của bạn trên màn hình Đăng nhập và nhấp vào Đăng nhập Đăng nhập.
Khi bạn đã đăng nhập vào tài khoản OneDrive của mình, màn hình sau sẽ hiển thị. Bạn có thể giữ tên hiện tại của sổ ghi chép hoặc thay đổi tên trong hộp Tên sổ ghi chép. Để di chuyển sổ ghi chép vào tài khoản OneDrive của bạn, hãy nhấp vào Di chuyển Notebook Notebook.
Khi quá trình đồng bộ hóa hoàn tất, hộp thoại sau sẽ hiển thị, cho biết sổ ghi chép của bạn đã được chuyển đến tài khoản OneDrive trực tuyến của bạn. Nhấp vào OK OK OK.
Để trở về sổ ghi chép của bạn, hãy nhấp vào mũi tên quay lại ở góc trên bên trái của cửa sổ OneNote.
Bây giờ, khi bạn thay đổi sổ ghi chép này, chúng sẽ được lưu trực tuyến và bạn có thể truy cập sổ ghi chép trên tất cả các thiết bị của mình, chẳng hạn như máy tính xách tay, máy tính bảng và điện thoại thông minh. OneNote có sẵn cho iOS và Android miễn phí.
To get the most power out of OneNote you want to be able to synchronise the contents of your notebooks between devices and possibly share them with other people.
Cloud based save, sync or sharing is a standard requirement for most software these days and OneNote is no exception by offering such a feature.
However, due to the smart way that OneNote handles synchronisation and coupled with the fact that it’s generally called OneDrive sync – OneDrive of course being Microsoft’s cloud storage platform – confusion can ensue when people start to migrate to using OneDrive for notebook sync.
What they tend to do is copy their notebooks from wherever they used to store them and then paste them into their OneDrive folder. This seems pretty sensible because it’s called OneDrive sync, so we just put the files into OneDrive, right?
Logical, yes. Correct, no.
Another common confusion is that within OneNote a user might create a new notebook ‘on OneDrive’ – this is the default option when creating new notebooks with OneNote – but when they come to browse their OneDrive folder to find the notebook, say they want to back it up or make a copy, they can’t find it.
Right here is the point where it can get slightly confusing and this is what I’d like to address with this article.
To be clear, the two confusions are:
- a notebook that is demonstrably ‘on OneDrive’ remains invisible when access is attempted using the OneNote app
- a notebook that was created by OneNote to be stored on your OneDrive cannot be found, instead there’s a strange file that’s only 1KB is size and it most definitely is not a OneNote notebook
Why is this?
There is a lot of magic going on behind the scenes when OneNote & OneDrive are syncing your changes between machines.
Normally, cloud sync services like OneDrive or Dropbox copy the newest version of the file up to the cloud and then send it out to all the other devices logged in to that account.
When OneNote does its native ‘OneDrive sync’ it actually only sends the changes up to the cloud which subsequently then sends these changes out to the other devices.
The important thing is that you have a full copy of the notebook on your local machine and it’s only the changes that are being synced.
That is to say the file isn’t actually on OneDrive as a file that you can open. You have the notebook stored on your machine (tucked away somewhere) and it just happens that it’s on the OneDrive servers where this special OneNote-only synchronisation occurs, hence the confusion.
The placeholder that sits within your OneDrive with the same name as the notebook is just a shortcut to the web-only OneNote view. If you open the file with a text editor you can see the contents:
Ok, so what does this all mean?
If you want to share your notebook between devices and/or other people then you need to use the OneNote program itself to plumb in the syncing. It needs to create or move the notebook and then tell OneDrive that you’re now using OneNote syncing, hiding the notebook and then leaving that shortcut placeholder.
What I actually want is a physical copy of my notebook so I can back it up
You can get that and still use OneDrive syncing. Under Options > Save & Backup you can tell OneNote to automatically place backups in a location that you dictate on schedule between once a minute and once every 6 weeks. Confusingly you could even set that backup folder to be on OneDrive where it would then sync the actual .one OneNote file(s) between your machines as you would expect.
Creating a local notebook But I really don’t want to use OneDrive
Firstly it’s worth noting that to use OneNote syncing to OneDrive you don’t need to install the OneDrive cloud sync software; it’s all built into OneNote.
But that said, if you really want to lose the ability to sync your notebook to mobile devices or if you are prepared to get sync conflicts when you share the notebook old-school using your cloud sync platform, then this is still an option for you.*
When creating a new notebook simply don’t select OneDrive as the location, choose This PC and select where you’d like to store the physical file.
If, however, you are already syncing your notebook via OneDrive then just use the export command. Export the page, section or entire notebook into the OneNote native format and you can put it wherever you want. OneNote will still be able to open it. You just cannot share it very easily (or effectively).
* this is not currently an option for iOS, Android or OSX versions of OneNote, your only option is to use OneDrive syncing.
Enabling OneDrive sync for a local notebook. Note the misleading message. You don’t ‘need to put it on OneDrive’, OneNote does! I definitely want to start syncing using OneDrive so I can get my notebooks on all devices, how do I make it work?
Assuming you have a .one or .onepkg file created by OneNote you just open it normally; you don’t copy the notebook to OneDrive first.
Then go to File > Share. Select (or login) to your OneDrive and press Move Notebook.
All the magic now happens and you should eventually see the shortcut file in your OneDrive folder.
If you open the OneNote program on your phone or other device, that notebook should now be in the list of notebooks that you have available to open.
A lot of magic happens under the hood with OneNote syncing. To get it working you simply need to use the OneDrive syncing options within OneNote itself.
If you’d like to delve slightly deeper into how that syncing magic works then check out this blog post by Omar Atay, who works on the OneNote team and is the developer of Onetastic a very popular OneNote add-in.
More like this?
If you found this useful then you might like my OneNote blog as it covers similar topics.
Also, if you’re looking to super-charge your OneNote productivity then I have a book in the works that will help you Get Stuff Done with OneNote.
Microsoft OneNote is truly a hidden gem of office suite. It is like digital library which you can carry everywhere in the world using cloud. OneNote is a great way to create and organize your notes, whether it’s for school, work, or personal. Its free application from Microsoft and it is such an amazing and must-have organization application. One note saves its notes to cloud service OneDrive which is also provided by Microsoft and every user gets 5gb of cloud storage on signup.
Now as we know that OneNote is an amazing application and used to take notes everywhere and its quite easy. Some people need to move their notes one account to another cloud account which is also called “One OneDrive to another OneDrive account” and the problem is Microsoft doesn’t provide any options to direct migrate your notes one account to another account. If you think that you need to move your notes to another OneDrive account, you might have to perform it using these below methods:
In this article, we are going to perform Migration of OneNote notes to another one drive account.
“Before moving your notes to new notebook make a backup of your notebook in local machine and save your notes and if you are working in team share the information with your team that notebook is going to move another account”
Method 1: Using OneNote 2016 Application and export Pages and section
Wait for the completion and you are done with moving your pages/sections from one account to another. You can share the entire notebook with others using OneDrive link.
Method 2: Using OneNote 2016 application and Export Entire Notebook.
If something is missed in method 1 and you will be happy to move your entire notebook to the new account and that is also easy task.
Open your OneNote 2016 application and sign in using old account.Open a notebook from File /Open / Select Notebook. When all your Notebook sections and pages are loaded and synced.Click File / Export / Notebook / Onenote package *.onepkg. Type a file name and save the file on your local machine.After this process we need to import the page/section to new account.Close all OneNote opened Notebooks and switch to new account as we did in Method 1.Now close the OneNote application. Open the folder where we saved the *.onepkgDouble click the file it will open up in OneNote and give a Name and path to save. Now you have loaded up with entire Notebook. We need to share it over all devices.Click file / Share / Type name / Move notebook. Start syncing with file / info / view sync status / sync all or press Shift + f9.
Wait for the entire notebook synced and you are done with your moving entire notebook to another OneDrive account. You can access your entire Notebooks from every device and web. You can share the entire notebook with others using OneDrive link.
Now you can also delete old notebook from your old account. You can delete the entire notebook from web and provide the new account link to your team to keep working on your notebook.
By Kevin Arrows May 2, 2019
3 minutes read
Network Team Lead/Manager (LAN/WAN) |
Kevin is a dynamic and self-motivated information technology professional, with a Thorough knowledge of all facets pertaining to network infrastructure design, implementation and administration. Superior record of delivering simultaneous large-scale mission critical projects on time and under budget.
How to move your OneNote 2016 Notebook to another OneDrive account
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