How to Import and Export Data in Microsoft OneNote

Edited 3 months ago by ExtremeHow Editorial Team

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Microsoft OneNote is a versatile digital notebook that allows users to collect notes, drawings, screen clippings, and audio commentary. Despite being primarily known for its note-taking capabilities, OneNote also allows users to import and export data. This feature helps share information, create backups, and collaborate with others seamlessly. In this comprehensive guide, we will learn how to efficiently import and export data in Microsoft OneNote.

Understanding the basics

Before we get into the specifics, let's understand what import and export mean in the context of OneNote:

• Import: This means bringing data into OneNote from other apps or files. This can be text documents, images, PDFs, or even content from other note-taking apps.
• Export: This means taking data out of OneNote and using it in another program. This can help share data in formats such as PDF, Word documents, or file types used in other applications.

Importing data into OneNote

Importing text

Text import is probably the most common way to import data into OneNote. Here are the steps:

1. Open OneNote and go to the page where you want to import the text.
2. Go to the Insert tab on the ribbon.
3. If you're importing a text file, such as a PDF, click File Printout. This will place the printout on the page you're viewing.
4. If you copy-paste text directly from a Word document or a text editor, use Ctrl+C to copy and Ctrl+V to paste into OneNote.

Keep in mind that even when you copy text directly, you can still edit it directly in OneNote, just like you do with any other text.

Importing images

Importing images can greatly enhance your notes, allowing for a more comprehensive understanding of your content. Here's how to import images:

1. In OneNote, go to the page where you want to place the image.
2. Click the Insert tab on the ribbon.
3. Select Picture, and then choose where you want to load the image from, such as from a file, camera, or web location.
4. Select your file and insert it into the notebook.

Images pasted into OneNote can be resized, cropped, or annotated to suit your needs.

Importing PDF

OneNote makes it possible to annotate and highlight PDFs directly inside your digital notes. Follow these steps:

1. On the desired page, go to the Insert tab.
2. Select File Printout.
3. Locate the PDF you want to import and select it.
4. This action will place a static image of the PDF on your page, where you can comment on it.

Importing data from other apps

Microsoft OneNote can interoperate with various Microsoft Office applications. You can import data from Excel, PowerPoint, and more.

1. Use OneNote's drag and drop feature for simple file insertion, allowing you to embed Excel spreadsheets, PowerPoint slides, and more.
2. You can also use the File Printout feature to insert documents as printouts for commenting directly on them.

Exporting data from OneNote

Exporting a single page, section, or notebook

OneNote provides the ability to export all or part of an entire notebook, such as a single page. You can do this as follows:

1. Select the page, section, or notebook you want to export.
2. Click the File menu and choose Export.
3. Choose what you want to export: pages, sections, or notebooks.
4. Choose the format you want to export in, such as Word, PDF, etc. OneNote 2019 and later support a variety of formats including:
• OneNote Package – a compressed file of your entire notebook (ideal for sharing entire notebooks with other OneNote users).
• PDF – For universal readability.
• Word Document - For editing content with Word.
• Plain text - unformatted text.
5. After selecting the format, click on Export and choose the location to save the exported file.

The exported file can be opened or edited in the respective application compatible with the chosen format.

Using OneNote Online to export

With the rise of cloud applications, OneNote Online provides the functionality to export notes:

1. Open OneNote Online and go to your notebook.
2. Click the File menu, and then choose the Export option.
3. Similar to the desktop application, choose the level you want to export: page, section, or notebook.
4. Select the same format as the desktop version and download.

Sharing and collaboration

Exporting data isn't the only way to share notes. OneNote supports real-time collaboration:

1. Go to the Share tab.
2. Choose how you want to share your notes: invite people directly via a link or via email.
3. Adjust permissions to allow the viewing or editing you want.

Collaboration in OneNote is especially beneficial in education or team settings, where multiple inputs are valuable.

Best practices for importing and exporting data

Here are some best practices to follow when importing and exporting data into OneNote:

• Export data regularly for backup purposes to ensure you don’t lose any notes.
• When importing, structure your notes using sections and tables to maintain order.
• Be aware of OneNote's file size limits and reorganize notes to optimize space usage.
• Use OneNote's integration with other Microsoft Office apps for seamless data transfer.

Conclusion

Microsoft OneNote is a robust tool that greatly enhances productivity and collaboration through its diverse import and export features. By understanding how to effectively import different data types and export your notes as needed, you can maximize OneNote's utility in both professional and personal situations. Whether you're annotating PDFs for study purposes or organizing business plans, mastering these tools will undoubtedly streamline your workflow and keep your information organized efficiently.

With these insights, you're now ready to use Microsoft OneNote to its full potential. Whether embedding rich media, converting documents, or collaborating with teams, OneNote's import-export capabilities provide unmatched versatility and convenience.

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