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Save Email to OneNote from Outlook (Desktop, Web, Office 365 Guide)

  Tej Pratap Shukla
Written By Tej Pratap Shukla
Anuraag Singh
Approved By Anuraag Singh  
Modified On March 19th, 2026
Reading Time 19 Minutes Reading

Managing emails has become an important task for a smooth workflow. If you handle important emails and project updates then it is important to learn how to save email from Outlook to OneNote to enhance your workflow with better productivity and well-organised.

In this guide, I am going to explain every method briefly in simple language and cover every version of Outlook. Also share information about how to convert Outlook notes into OneNote. Learn ways to move multiple notes at once along with this I will suggest advanced solutions for professional use. 

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Why Save Email to OneNote from Outlook?

Based on my experience with Outlook, if you receive emails regularly emails quickly clutter and are difficult to manage. That’s where OneNote becomes an asset. When you save email to OneNote from Outlook, here are the benefits you get:

Better organization: Emails get saved as well-organised notes in the notebooks and sections

Improved searchability: With the help of OneNote it becomes easier to search across all notebooks within a few seconds

Centralized knowledge base: Instead of emails spread out everywhere, everything is kept neatly in one place.

Collaboration-friendly: Teams are able to access shared notebooks wherever they want.

Long-Term archiving: It is a good option for compliance and project tracking.

If users want to convert Outlook notes to OneNote for long-term use, this approach is far better than keeping emails stored in Outlook.

Related Article: Outlook Mailbox Full

Manual Methods to Save Email to OneNote from Outlook (New Desktop Version)

The new Outlook desktop experience (latest Microsoft 365 Outlook) launches a modern UI with slightly different workflows in comparison with the classic Outlook. While the interface is new for the users, you are still able to save email to OneNote from Outlook using built-in features.

From my experience, the new Outlook gives more priority to cloud-based integration, making it easier to convert Outlook notes to OneNote and export Outlook notes to OneNote across devices.

Method 1: Use OneNote from Apps (Built-in Integration)

This is the most common method that is available in the new Outlook. Here are the steps to follow:

  1. Open the New Outlook on your desktop
  2. Search and select the email that you want to save
  3. Tap on the Apps icon (The three dots or grid icon in the toolbar)
  4. From the options, select OneNote
  5. Choose the notebook and section where you want to save it
  6. Lastly, click on Save

What This Method Does:

  • It helps the user in creating a new page in OneNote
  • The email subject becomes the page title
  • The email content gets copied into OneNote
  • Everything syncs quickly with OneDrive

Why This Method is Important:

  • It replaces the “Send to OneNote” button
  • Works perfectly with Microsoft 365 accounts
  • Fully connected with the cloud

This is one of the most reliable and easy ways to save email to OneNote from Outlook (new desktop version).

Related Resource: How to Backup Outlook Emails from Browser

Method 2: Open in Outlook Web > Send to OneNote

Since the new Outlook is designed mainly for the web, users can easily use its new web features and integrations. Here are the steps to follow:

  1. Open your email in the new Outlook
  2. Then, click “Open in Browser” or  “Outlook Web.”
  3. Tap on the Apps launcher ( from the 9 dots)
  4. From there, choose OneNote
  5. Select the notebook and section where you want to store it
  6. Lastly, click Save

Why Use This Method:

  • Works as a backup when the app’s features are limited
  • Make sure that everything works in a proper manner without any issues
  • Helps users to convert Outlook notes to OneNote using cloud integration.

Method 3: Copy and Paste Email into OneNote

A simple yet effective method. Here are the steps to follow:

  1. Open the email that you want to copy
  2. Select all the content in the email
  3. Use the shortcut to Copy (Ctrl + C)
  4. Open the OneNote
  5. Lastly, using the shortcut to Paste (Ctrl + V) paste the content in the OneNote

Use these cases: Quick note capture and Small emails. This is a basic way to convert Outlook notes to OneNote manually.

Helpful Resource: How to Recover Deleted Folder in Outlook

Method 4: Print Email and Insert into OneNote

Since in the new Outlook some legacy features are not available anymore, this method becomes very useful. Here are the steps to follow:

  1. Open the email that you want to save
  2. Click on the Print option or use the shortcut Ctrl+P
  3. Then choose Save as PDF or  Send to OneNote (if that option is available)
  4. Lastly, save the file to your device

After following these steps:

  1. Open OneNote
  2. Navigate to the Insert tab and click on the File Printout
  3. Select your saved PDF file
  4. Lastly, tap on the Insert to add it

Benefits of this method:

  • Keeps the original formatting as it is
  • Works well with all setups

This is a reliable method to export Outlook notes to OneNote.

Method 5: Drag and Drop (Limited Support)

The new Outlook doesn’t fully support the drag-and-drop method yet. Here are the steps to follow:

  1. Open Outlook and OneNote side by side on your desktop screen
  2. Then, just drag and email from Outlook and drop it into OneNote

Points to keep in mind:

  • It may not always work consistently
  • Most of the time it adds an email as an attachment
  • Its performance is directly proportional with system setup

Still, it can be useful to save email to OneNote from Outlook.

Further Reading: Cannot See Images in Outlook Emails

Method 6: Use Power Automate (Recommended for New Outlook)

Since the new Outlook runs pretty well on the cloud automation works smoothly. Here are the examples:

  • Trigger: When an email is flagged as important
  • Action: Create a page in OneNote 

Here are the steps to follow:

  1. Open Power Automate
  2. Search for the template: Save emails to OneNote
  3. Attach your Outlook and OneNote accounts
  4. Set up the conditions as per your requirements
  5. Turn on the flow

Why is this the best method in the new Outlook?

  • Fully cloud-based
  • It works automatically without any setup
  • No manual work is needed

This method is one of the most effective ways to export Outlook notes to OneNote automatically.

Resource Link: Outlook Freezes When Sending Email 

Key Differences in New Outlook

In comparison with the classic Outlook:

  • The traditional “Send to OneNote” is not available anymore in the ribbon button
  • Instead of it, it uses Apps/Add-ins
  • Perfectly works with cloud services making everything connected
  • Syncing across devices become smoother

Limitations of New Outlook Manual Methods

Here are some limitations:

  • It comes up with limited offline features
  • Unable to export data in bulk
  • Some legacy features are not available anymore
  • Formatting may vary in some methods

If you just need to convert Outlook notes to OneNote in bulk, I don’t recommend using manual methods.

Manual Methods to Save Email to OneNote from Outlook (Desktop Version)

If you’re using the desktop version of Outlook (such as Outlook 2016, 2019, 2021, or Microsoft 365 desktop), you will get more new features to save email to OneNote from Outlook. Based on my experience, this version works smoothly, making it everything easier to convert Outlook notes to OneNote and export Outlook notes to OneNote without relying on external tools.

Method 1: Use “Send to OneNote” Feature (Ribbon Option)

This is the most direct method that I recommend. Here are the steps to follow:

  1. Open the Outlook Desktop application on your system
  2. Double-click on the email that you want to save
  3. From the ribbon, click Send to OneNote
  4. Choose the Notebook Section where you want to save it
  5. Lastly, tap OK
Method 2: Right-Click > Send to OneNote

This method is highly recommended for daily use. Here are the steps to follow:

  1. Go to your Outlook inbox
  2. Right-click on the email you want
  3. Choose Send to OneNote
  4. Select the Notebook location where you want to save it
  5. Lastly, Click Save
Method 3: Use Quick Steps for Faster Workflow

Quick steps are time savers by automating tasks. Here are the steps to follow:

  1. Go to the Home tab in Outlook
  2. Tap on the Create New under Quick Steps
  3. Give them a name (e.g., “Save to OneNote”)
  4. Select the action as Send to OneNote
  5. Lastly, save it
Method 4: Drag and Drop Email into OneNote

This is an easy visual method.

  1. Open Outlook and OneNote side by side on your desktop screen
  2. Drag the email from Outlook that you want
  3. And, drop it into a OneNote page

It is one of the quickest ways to convert Outlook notes to OneNote manually.

Method 5: Print Email to OneNote

It is a very good option when the Send to OneNote option is not available:

  1. Open the email that you want to save
  2. Click on File and directly select Print
  3. Select Send to OneNote as your printer
  4. Select the notebook and a section
  5. Finally, Click on the Print

This is a reliable backup method to export Outlook notes to OneNote.

Method 6: Copy and Paste Email Content

This is the simplest manual method. Here are the steps:

  1. Open the email
  2. Select the whole content that you want
  3. Copy it using the shortcut (Ctrl + C)
  4. After that open OneNote
  5. Paste it there using the shortcut (Ctrl + V)
Method 7: Save Email as a File and Insert into OneNote

This is the most reliable method for structured storage. Follow the steps below:

  1. Open your email
  2. Click on File > Save As
  3. Save the file in the format:.msg or .html
  4. After that open OneNote
  5. Go to Insert > File Attachment / Printout
  6. Select the saved file and insert it

This method gives you more control to export Outlook notes to OneNote.

Limitations of Desktop Manual Methods

Here are some limitations of the Outlook desktop:

  • Users can’t export emails in bulk; they need to do it one by one
  • It takes a lot of time in large mailboxes
  • Automation is limited until you use Power Automate
  • Don’t fit in migration tasks

If users need to convert Outlook notes to OneNote in bulk, manual methods won’t help.

Method 8: Cutting-edge Solution

For advanced needs or to save large mailboxes, I always recommend using a professional and reliable solution like the SysTools Outlook Converter.

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This tool is specially designed for users who need to:

  • Easily export Outlook notes to OneNote in one go.
  • Convert Outlook emails into multiple formats you can use everywhere.
  • Keeps the original structure and attachments as they are.

Here are some key features of this tool:

  • Convert PST files into PDF format
  • Helps in converting multiple files in one go
  • Filter emails for specific dates that you want
  • Keeps all attachments as they are
  • Maintains original folder structure even after moving to OneNote

Why Use This Tool?

From my experience, this is the most reliable way to:

  • Convert Outlook notes to OneNote in bulk
  • Easily and securely handle large mailboxes
  • Keeps the data safe and unchanged during the process 
How a Professional Tool Helps Convert Outlook Notes to OneNote

Since Outlook does not support direct conversion, the process involves an intermediate format.

  • Step 1. Run the specified solution on a Windows PC.
Outlook converter step 1
  • Step 2. Hit the Add File option and browse to the Outlook PST to convert.
Outlook converter step 2
  • Step 3. Preview your PST data.
Outlook converter step 3

Step 4. Select the file format in which you want to export Outlook PST file.

Outlook converter step 4

Step 5. Now, click on the Browse button to select the destination location for the file.

Outlook converter step 5

Step 6. At last, user need to click on the Export button to begin the process.

Outlook converter step 6

Step 7. After the conversion is finished, users will get a pop-up message.

Outlook converter step 7

After exporting Outlook data in PDF, import it into OneNote. Here’s how:

  1. Open OneNote and your PDF folder
  2. Drag the PDF into your OneNote page
  3. Choose:
    • Insert as Printout (to view pages)
    • Attach File (to store it)
Manual Methods to Save Email to OneNote from Outlook.com

If you’re using Outlook.com the web-based version of Outlook, you can still save email to OneNote from Outlook using built-in features and easy methods.

These methods are best suited for users who wish to convert Outlook notes to OneNote or export Outlook notes to OneNote without installing desktop applications.

Method 1: Use Built-in OneNote Integration (Apps Menu)

This is the primary and commonly used method in Outlook.com for the process. Here are the steps to follow:

  1. Log in to your Outlook.com account on your device
  2. Open the email that you want to save
  3. Click on the Apps icon (3×3 dots) from the top toolbar
  4. Select OneNote from that list
  5. Pick the notebook and section where you want to store it
  6. Click on Save

This is the simplest way to save email to OneNote from Outlook.com without the help extra tools.

Additional Article: How to Download Emails from Outlook.com

Method 2: By Copy and Paste Email into OneNote App

This is another generally used method by users. Follow the steps below:

  1. Open the desired email in Outlook.com
  2. Select the whole email content and copy it
  3. Open OneNote either on the web or desktop and paste the whole copied content

This method allows users to convert Outlook notes to OneNote manually, but there are chances that formatting may get changed.

Method 3: Print Email to OneNote

It is a simple and quite effective method in case the direct integration is unavailable. Here are the steps to follow:

  1. Open the email in Outlook.com
  2. Tap on the Print option
  3. After that choose Print using system dialog
  4. From the options select: Send to OneNote (if it is installed) or Save as PDF
  5. Lastly, click on the Save or print

This is a most useful method to export Outlook notes to OneNote when direct options are limited or not available.

Method 4: Drag and Drop (Browser Limitation Workaround)

Most of the time browsers don’t support drag-and-drop but here is a simple workaround you can try. Here are the steps to follow:

  1. Open Outlook.com and OneNote side by side on your desktop screen.
  2. Download email as a PDF (via Print → Save as PDF)
  3. Lastly, Drag and drop a PDF file into OneNote

This method helps in indirectly saving email to OneNote from Outlook.com.

Method 5: Use Power Automate (Outlook.com Automation)

If you want things to be done automatically without manual effort. Follow the steps below:

  1. Go to Power Automate
  2. Find a template called Save Outlook.com emails to OneNote
  3. Sign in with your credentials and connect your accounts
  4. Set up trigger conditions
  5. Turn on the flow to start automating

This is one of the best ways to export Outlook notes to OneNote automatically from Outlook.com.

Reference Material: Is Hotmail.com and Outlook.com the Same

Limitations of Outlook.com Manual Methods

Here are some limitations of the manual methods:

  • Unable to export data in bulk
  • There are limitations on formatting
  • Manual work is required for the large data
  • Attachments don’t always get transferred

If your motive is to convert Outlook notes to OneNote in bulk, manual methods are not that compatible.

When to Use Manual Methods

Manual methods work more efficiently when:

  • There is a need to save a few emails
  • Looking for a cost-free solution
  • Users don’t need to export all the files in one go
Professional Solution for Outlook.com Users

I always recommend using a professional and trustworthy tool, like the SysTools Outlook.com Backup Tool. If users are using Outlook Web, this tool is useful.

Here are the key features of this tool:

  • Securely and easily back up Outlook.com emails locally
  • Helps users export files as PDF
  • Users can export selective files

Here are the steps to follow:

When you purchased its fully-featured version, then open it, and follow the instructions to back up data:

  • Step 1. Select the file format in which you want the backup, i.e., PST, MBOX, PDF, MSG, and EML.

Outlook.com 1

  • Step 2. Now, mark the Calendar option. Check the Date Filter for the data you want export.

Outlook.com 2

  • Step 3. Afterwards, enter the admin credentials of your Outlook.com account.

Outlook.com 3

  • Step 4. Now, Tap on the Backup Folder Path to browse the destination location to save the data.

Outlook.com 4

  • Step 5. Click the Fetch Workload Folders button to upload your data.

Outlook.com 5

  • Step 6. After checking the permissions, click on the Start Backup button.

Outlook.com 6

Once Outlook data is exported in PDF, import it into OneNote via the Drag & Drop method.

Manual Methods to Save Email to OneNote from Outlook (Office 365)

If you’re using Microsoft 365 previously known as Office 365, there are many built-in features to save email to OneNote from Outlook without using any third-party tools.

From my experience, these manual methods are best for individuals and small-scale data when you need to convert Outlook notes to OneNote or export Outlook notes to OneNote quickly.

Method 1: Use “Send to OneNote” in Outlook (Microsoft 365 Desktop)

This is the primary method available in Office 365 desktop apps. Here are the steps:

  1. Open Outlook (Microsoft 365 desktop version) on your system
  2. Search for and open the email that you need to save
  3. Tap on Send to OneNote from the ribbon
  4. Choose: Notebook & Section on which you want to save
  5. Click OK to finish the process

This is the simplest and easiest way to save email to OneNote from Outlook in Office 365.

Related Resource: Connect Office 365 to Outlook

Method 2: Use the Right-Click and Send to OneNote Option

This is an alternative way to help the users with the specified task. Here are the steps to follow:

  1. First, right-click on the email that you need to save.
  2. Select the ‘Send to OneNote’ option.
  3. Then, choose the notebook location to which you wish to send the file.
  4. Lastly, click the Save button

This method is one of the most popular among users to export Outlook notes to OneNote without disturbing daily workflows.

Method 3: Use Outlook Web (Office 365 / OWA)

If you’re using Office 365 in a browser. You need to follow the steps below:

  1. Open Outlook Web (Office 365 account) on your desktop
  2. Open that particular email
  3. Click the Apps launcher from the (9 dots icon)
  4. Choose OneNote
  5. Choose a notebook and a section in which you want to save files
  6. Finally click the Save button

This method helps you convert Outlook notes to OneNote online.

Method 4: Drag and Drop Email to OneNote

This method works in some Office 365 desktop setups.

  1. Open Outlook and OneNote on half the screen side by side on your system
  2. Drag the email that you need to move from Outlook and simply drop it into the OneNote page

Still, it’s a quick workaround to save email to OneNote from Outlook.

Method 5: With the help of Print Email to OneNote Option

This method is comparatively useful when the integration is missing or not working properly. Follow the steps below:

  1. Open the email.
  2. Click File and then select the Print option
  3. Select Printer: Send to OneNote
  4. Choose a notebook and a section
  5. Click on the Print button to finish the process. 

This is one of the most dependable backup option to export Outlook notes to OneNote.

Method 6: Copy and Paste Email Content

The simplest manual method.

  1. Open email and copy all the content using and copy content (Ctrl + C)
  2. Open OneNote and paste content (Ctrl + V)

This basic method allows you to convert Outlook notes to OneNote manually.

Reference Guide: Whitelist an Email in Outlook 365

Method 7: Use Power Automate (Office 365 Automation)

For users who want automation within Office 365:

  • Trigger: When an email is flagged
  • Action: Create a page in OneNote

Here are the steps to follow:

  1. Open Power Automate
  2. Search template:
    “Save flagged emails to OneNote”
  3. Connect Outlook and OneNote
  4. Enable flow

This is one of the best ways to export Outlook notes to OneNote automatically in Office 365.

Method 8: Using a Cutting-edge Solution

SysTools Office 365 Backup Wizard is designed for enterprise-level usage.

Below are the key features:

  • It helps in backing up Exchange Online mailboxes
  • Safely and securely export to PDF/PST
  • Bulk processing gets done swiftly
  • Authentication remains secure throughout the process

Here are the steps to follow:

Step 1. Download and install this software and open it on your Desktop. Choose  Office 365 as the source and Outlook as the destination backup .

Office 365 backup wizard: Step 1

Step 2. Select Office 365 mailbox data you want to backup items like emails, contacts, calendars, and documents, and use the date filter for the specific data.

Office 365 backup wizard: Step 2

Step 3. Sign in with your admin account credentials like Admin ID and Application ID and click on the validate button to check permission.

Office 365 backup wizard: Step 3

Step 4. Select the destination where you want to save the PST file on your desktop. After that verify the permissions.

Office 365 backup wizard: Step 4

Step 5. Select the Office 365 account and click the start backup button.

Office 365 backup wizard: Step 5

Once you get the PDF file, import it into OneNote via Drag & Drop method.

Final Thoughts

Choosing the right method depends on your requirements:

Quick Saving: Use the built-in Send to OneNote

Automation: Use Power Automate & SysTools tools

Bulk Export: Use SysTools tools

If your goal is simple note-taking, manual methods are the right approach. But if you need to convert Outlook notes to OneNote or export Outlook notes to OneNote in bulk, professional tools provide unmatched efficiency.

FAQs

Q. Is there any possibility of saving an email to OneNote from Outlook?
Yes, it is possible and you can do it by directly sending emails from Outlook to OneNote.

Q. How can I select where to save the email in OneNote?
You need to select the notebook and section before sending the email.

Q. Is there any possibility that saving an email to OneNote removes it from Outlook?
No, the original email stays in Outlook; a copy of the emails get saved in OneNote.

Q. Is it possible to save multiple emails to OneNote in one go?
Yes, you need to select multiple emails at the same time and send them together.

Q. Is there a need to install OneNote to save emails from Outlook?
Yes, there is a need to install the OneNote app or OneNote for Windows.

Q. Is it possible to edit the email in OneNote after saving it?
Yes, once saved, after that, you can add notes or highlight text in OneNote.

Q. Is there any cost in sending emails to OneNote?
Yes, it works with any standard Outlook and OneNote setup.