How to Convert OneNote to Word Document with Proper Formatting?

The methods to convert OneNote to Word document are few, but you can easily follow the steps. Manually downloading and opening the OneNote pages, copying and pasting specific information, or converting the file to a PDF format all are the simple ways. Here, I will explain these methods and also address the issues while exporting the notes.

Why Export OneNote Data to Word Document?

OneNote and Word are both Microsoft-exclusive applications that are used for different purposes. But in different scenarios, you have to move data from OneNote to Word. Below, I have mentioned those use cases.

• A manager or an employee uses OneNote to quickly dump thoughts, audio recordings, and rough action items when they are in a meeting. Later, they convert this information to Word and generate meaningful reports and documents for the clients and stakeholders.
• Graduate students gather literature reviews, interview transcripts, and thesis outlines in OneNote. When they have to create a project, they have to export these sections from OneNote to Word.
• Many authors use OneNote to map out the character arcs, world-building rules, and chapter outlines before moving to the Word document to draft actual stories.
• Individuals track timelines, call logs, ideas, and links in OneNote. Then, share this with your work colleagues and others. You have to convert it to Word so that it will be properly understood.

There are other situations where one needs to convert a OneNote page to MS Word. But you understand why there is a need. Now, in the next section, let’s see the methods to convert your notes.

Manually Export OneNote and Import it to Word Document

OneNote for Microsoft 365 or OneNote 2016 has a built-in export tool. With this, you can export an individual page or a complete section. But it does not directly export a full notebook to Word.

1. Start by opening your notebook in the OneNote desktop application.
2. Click the File button and then select Export.
3. Choose what you want to save: the current Page or Section.
4. After that, click Word Document (.docx) under Select Format.
5. Then, press the Export button. Select your destination folder and click Save.

Then, when you open the saved file, it will automatically open in Word.

Copy OneNote Notes and Paste Them into Word Document

The web version of OneNote and OneNote for Windows 10 do not have a built-in export option. If you are using these versions, then you have to manually copy the note and paste it.

1. Open the OneNote page that you want to convert.
2. Press Ctrl+A or Cmd+A to select all the content, then copy it.
3. Run the Microsoft Word app and open a blank document. Paste the copied content into it.
4. After that, you have to adjust the alignment and table margins in Word.

Use Print to PDF Option to Convert OneNote to Word Document

Sometimes the web version restricts you from copying and pasting the content. If you want your information in a structured layout, then save your note to PDF and then open it in Word.

1. Go to the OneNote Web App and log in to your account.
2. Select and open the page that you want to move.
3. Click File and then the Print button. Choose Microsoft Print to PDF from the printer destination. Then, save the file.
4. Now, go to Microsoft Word. Click File and then Open.
5. Choose your saved PDF file. Word will automatically convert the PDF into an editable Word document.

Making your notes in PDF format may alter the original layout and you have difficulty for complex notes.

Problems in Converting OneNote to Word Document

You have various ways to move your OneNote data to Word. But during the process, you may face several problems, such as

• Changes in formatting: OneNote doesn’t have proper text boxes or lines to indicate where to write. You can write anywhere. Also, there are no page margins or height concepts. So, after you move the notes to a Word document, the text will stack on top of another or overlap randomly. The lengthy paragraph will get sliced without any sense as well.
• Broken elements: In OneNote, the custom tags are not functionally equivalent to the Word standard document. After the conversion, they either disappear, break into an unformatted list, or become unreadable icons.
• Linked files become inaccessible: If files are embedded in your OneNote page, using the native export option to transfer them may fail to convert these files and may present to you as unclickable icons.
• Font, Size, and Style inconsistencies: Users often see that when you copy your text in OneNote and paste it into Word, the styles of the text are in HTML code rather than native Word headings. Furthermore, after the conversion, people experience bugs when their custom highlighting is completely stripped, or their text is randomly resized
• OneNote limitations: the native export is only for one page or one section at a time. So, the process will be time-consuming when you are converting hundreds of pages. Also, the Mac, iPad, or web version of OneNote does not have the manual built-in export option.

These are the common issues you will face when you are converting from OneNote to Word document. But don’t worry. If you follow the tips that I mentioned below, the process will run smoothly.

Tips to Smoothly Export OneNote to MS Word

• Before converting your notes, optimize your layout. Make sure you properly place text boxes and organize your images and tables in a single top-to-bottom column. So Word can easily read it.
• Rather than putting your images in any space, insert them directly in your text lines or inside the table cells. Also, shrink your columns of the table in OneNote or split the big tables into smaller ones before exporting in Word.
• To keep your formatting clean when you copy and paste the content. Right-click on the Word document and select Keep Source Formatting.
• If the font size looks too big after formatting, select all the text and press Ctrl+Spacebar to reset it instantly.
• Ctrl+Shift+V makes your hidden OneNote code visible to make the Word heading style from scratch.
• If your page contains extensive stylus drawings, overlapping text boxes, or handwritten notes. Then a simple export and paste will break your alignment. In that case, use the PDF method to move OneNote to Word.
• Microsoft Word cannot convert OneNote’s unique dynamic tools like to-do lists, embedded files, etc. Therefore, before exporting them, make your to-do lists in bulleted or numbered lists. Right-click your embedded files and save them to your desktop. Then, once you move the pages, re-insert the files in the final document.
• OneNote does not have page ends concept, so, after converting them, issue like pages terminator may occur. Therefore, switch to Print Layout view and make sure you properly add page breaks by using Ctrl+Enter.

By using these tips, your notes will easily be moved from OneNote to Word. But what if you want to move them to another account’s MS Word?

The above methods that I have explained are used when you want to move the files between OneNote and Word inside your account. But if your notes are in another Microsoft OneNote account that you want to transfer to your current account’s Word document. Then you have to first move your pages before converting them. For this, professional tools like SysTools OneDrive Migration Tool will be a great option. OneNote can be synced with OneDrive account and moved to another OneDrive account to convert them to Word documents.

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Last Words

Moving your OneNote notes to Word documents is very simple. You can either use the built-in export option, manually copy and paste the content, or make your OneNote as a PDF and then open it in MS Word. All these methods are effective, but if after the conversion if you face any issue then follow the tips to resolve it.