The fastest way to back up OneNote depends on which version you use

OneNote stores your notebooks in different places depending on whether you use the desktop app, the web version, or OneNote in Microsoft 365. If your notebooks live in OneDrive or SharePoint (the default for most people), they are already backed up automatically by Microsoft — you do not need to do anything. If you use the older OneNote 2016 desktop app with local notebooks stored on your computer, you need to back them up yourself. The method you choose depends on whether you want a copy you can restore later, a copy you can read on another device, or both.

The three main backup methods are exporting to PDF or Word (readable but not restorable), copying the notebook folder to external storage (fully restorable), and moving notebooks to OneDrive (automatic backups from then on). Which one you use depends on your situation and how much protection you want.

Key Takeaways

  • OneNote notebooks stored in OneDrive or Microsoft 365 are automatically backed up by Microsoft, so you only need to back up local notebooks stored on your computer.
  • You can export individual notebooks or sections as PDF or Word files through the OneNote menu, which creates a readable copy but not a full backup you can restore.
  • The most reliable backup for local notebooks is to copy the entire OneNote folder from your computer to an external drive or cloud storage using File Explorer.
  • OneNote 2016 allows you to change where notebooks are stored, so moving them to OneDrive gives you automatic backups going forward.

Check where your notebooks are actually stored

Open OneNote and look at the notebook list on the left side. If you see a cloud icon next to a notebook name, it is stored in OneDrive or SharePoint and Microsoft backs it up automatically. You do not need to do anything for those notebooks. If you see no icon, or if the notebook name shows a file path like C:\Users\YourName\Documents, it is stored locally on your computer and you need to back it up yourself.

To find the exact location of a local notebook, right-click the notebook name and select Properties. The window that opens shows the file path. Write down this path or copy it — you will need it to find the backup location. If you have multiple local notebooks, check each one, because they may be stored in different folders.

Export notebooks as PDF or Word for readable backups

Exporting creates a copy you can read and share, but it is not a true backup because you cannot restore it back into OneNote exactly as it was. Use this method if you want a permanent record of your notes in a standard format, or if you want to share notes with someone who does not use OneNote.

To export a notebook, open OneNote and click File in the top left. Select Export, then choose the notebook or section you want to export. Pick either PDF (best for reading and printing) or Word Document (best if you want to edit the notes later). Choose where to save the file and click Export. The process can take several minutes for large notebooks. For OneNote in Microsoft 365 or the web version, the export option is in the same File menu. For OneNote 2016, it is under File > Export.

Copy local notebooks to an external drive or cloud storage

This is the most reliable way to back up OneNote 2016 notebooks stored on your computer. You are copying the actual notebook files, so you can restore them exactly as they were if something goes wrong. This method takes more time than exporting, but it preserves everything — formatting, images, embedded files, and the full notebook structure.

First, close OneNote completely. Open File Explorer and navigate to the folder path you found earlier. The default location is usually C:\Users\YourName\Documents\OneNote Notebooks, but yours may be different. Right-click the OneNote Notebooks folder and select Copy. Then navigate to your backup location — an external hard drive, a USB drive, or a cloud storage folder like Dropbox or Google Drive. Right-click and select Paste. Wait for the copy to finish, which may take several minutes depending on how many notes you have. After the copy is done, open OneNote again to make sure everything still works. Do this backup at least once a month, or more often if you add notes frequently.

Move local notebooks to OneDrive for automatic backups

If you want OneNote to back up your notebooks automatically going forward, move them from your computer to OneDrive. This way Microsoft handles the backup for you, and you can access your notes from any device. OneDrive keeps multiple versions of your files, so you can recover older versions if you need to.

Close OneNote. Open File Explorer and navigate to your local notebook folder. Right-click it and select Cut. Navigate to your OneDrive folder (usually C:\Users\YourName\OneDrive) and right-click in an empty area, then select Paste. Open OneNote and it should ask you to locate the notebooks. Click Open Notebook and navigate to the new location in OneDrive. OneNote will update automatically. Once the notebooks are in OneDrive, you can delete the old local copy from your computer. Your notebooks are now backed up automatically by Microsoft.

Restore a backup if something goes wrong

If you exported your notebooks as PDF or Word files, you can open them in their respective programs, but you cannot import them back into OneNote as working notebooks. Those exports are for reading and reference only. If you need to restore a working notebook, you must have a folder backup.

If you copied your notebook folder to an external drive or cloud storage, you can restore it by reversing the process. Close OneNote, copy the notebook folder from your backup location back to your computer, then open OneNote and point it to the restored folder. This restores your notebooks exactly as they were at the time of the backup. If your notebooks are in OneDrive and you accidentally deleted something, check the OneDrive recycle bin — Microsoft keeps deleted files there for up to 93 days.

Frequently Asked Questions

Does Microsoft 365 OneNote back up automatically?

Yes. If your notebooks are stored in OneDrive or SharePoint (the default), Microsoft backs them up automatically. You can see previous versions of your notes by right-clicking a notebook and selecting Version History. You do not need to do anything.

What if I use OneNote on my phone or tablet?

If your notebooks are in OneDrive or Microsoft 365, they sync across all your devices automatically. If you use local notebooks on your computer, they do not sync to your phone. Moving your notebooks to OneDrive solves this and gives you backups at the same time.

Can I back up just one section instead of the whole notebook?

You can export a single section as a PDF or Word file using File > Export. For a true backup copy, you need to copy the entire notebook folder, because OneNote stores all sections together in one file structure.

How often should I back up my local notebooks?

Back up at least once a month, or more often if you add notes frequently. If you move your notebooks to OneDrive, you only need to back up if you want an extra copy for safety — Microsoft's automatic backup is usually enough.

What happens if I accidentally delete a notebook?

If it is in OneDrive, you can restore it from the OneDrive recycle bin for up to 93 days. If it is a local notebook and you have a backup copy, restore it from your backup. If you have no backup, the notebook is gone.