Why Sync OneNote with Outlook?

OneNote and Outlook are popular Microsoft productivity tools. OneNote is a digital notebook application used for note-taking and organization, while Outlook is an email and personal information manager. Both tools serve distinct purposes, but syncing them can enhance overall productivity and organization.

Syncing OneNote with Outlook allows seamless integration of notes, tasks, and appointments. It ensures that important information is readily accessible across both platforms, enabling users to stay organized and efficient.

The benefits of synchronization include streamlined workflow, improved collaboration, and efficient time management. This integration minimizes the need to switch between applications, reducing duplication of efforts and enhancing overall productivity.

In this guide, we will show you the steps to how to sync Onenote with Outlook emails, tasks, and calendars.

Part 1. Sync OneNote with Outlook Emails

OneNote is seamlessly integrated with Microsoft Outlook, enabling you to utilize it in conjunction with the Outlook platform.

Preparations

The OneNote add-in is automatically integrated into Outlook for users with the latest Office 365 version. Please go to an email inbox, tap the three-dots icon from the top right, and check Send to OneNote, seeing this option means that you have enabled it. If not enabled, please follow the below steps to enable Send to OneNote option:

1. Click File, then choose Options in the Outlook desktop app.

2. Select Advanced from the left side.

3. Scroll down to the Other section, tick Use Send to OneNote with OneNote for Windows 10, if available, and click OK.

Use Send to OneNote with OneNote for Windows 10, If Aavilable
Use Send to OneNote with OneNote for Windows 10, If Aavilable

Steps to Sync OneNote with Outlook Emails

Step 1. Please open your email inbox. Select the desired email(s) you intend to save in OneNote. Tap the three-dots icon > "Send to OneNote".

Send to OneNote
Send to OneNote

Step 2. Choose a location in OneNote to save Outlook emails, and click Save.

Save Outlook Emails to OneNote
Save Outlook Emails to OneNote

Step 3. Select "Open in OneNote" to open the OneNote website, and show you the Outlook email.

Open in OneNote
Open in OneNote

Step 4. After linking Onenote to Outlook, you can edit Outlook emails in OneNote for different reasons, and collaborate with others easily.

Modify Outlook Emails in OneNote
Modify Outlook Emails in OneNote

 

Part 2. Sync Outlook Tasks with OneNote

Transferring your task to OneNote to initiate the process:

1. Navigate to the Tasks module by clicking the Tasks button in Outlook's navigation bar.

2. Once there, either press Ctrl + N or click the New Task button on the ribbon.

3. Input the necessary information such as subject details, due date, reminder, and priority if applicable.

4. Finally, locate and click the Send to OneNote or OneNote situated in the ribbon.

Save Outlook Tasks with OneNote
Save Outlook Tasks with OneNote

5. Select a location in OneNote, and click OK.

Select OneNote Location for Task
Select OneNote Location for Task

Then you can edit Outlook tasks with OneNote, and share them with others.

Part 3. Link Outlook Calendar to OneNote

While it's not possible to add your entire Outlook calendar into OneNote, you have the option to integrate specific meeting details from Outlook into your OneNote notes.

These meeting details are imported into OneNote as text. You retain the flexibility to make additions, modifications, or deletions to any portion of the meeting details within OneNote, all without impacting the original meeting notification stored in your Outlook calendar.

Here are the steps:

1. Choose Home > Meetings Details in OneNote.

2. Then choose the meetings from the Today’s Meetings list from Outlook. Or choose a Meeting from Another day.

Meeting Details Options
Meeting Details Options

3. Then the Outlook meeting selected will be saved to OneNote.

2 Tips for Sync Outlook Emails in Bulk with OneNote

To effectively perform multiple Outlook emails archive, you might need to sync all Outlook emails to OneNote at once. How can I do this? Here you will find the answers.

The comprehensive web-based cloud file manager - MultCloud would do you a big favor, which allows you to download all Outlook emails to your computer, then insert into OneNote directly, then you can do what you want to do. In general, OneNote files will be automatically uploaded to OneDrive, so you can access them anytime.

 

Tip 1. Save Outlook Emails to OneNote by Downloading And Inserting

Step 1: Register for a MultCloud account and log in.

Sign Up
Sign Up

Step 2. Click Add Email, and choose Outlook, follow the guide to add.

Add Outlook
Add Outlook

Step 3. Outlook emails will be listed after adding, choose the Inbox folder, then choose the Outlook emails that you’d like to save to OneNote, and click Download.

Download Outlook Emails
Download Outlook Emails

Step 4. Choose Save Attachments or other settings, and click OK.

Download Settings
Download Settings

Tip: Now, all the selected Outlook emails will be saved on your computer in PDF format.

Step 5. Open your OneNote for Windows 10, click Import > File, choose all the downloaded Outlook emails PDF, and click Open to save Outlook Emails to OneNote.

Tips:

  • Your Outlook emails PDF files will be inserted as attachments, or they will not be inserted as other file types.
  • Or you can migrate Outlook Emails to OneDrive directly as below for archiving.
  • You have up to 50 email-to-PDF conversions for free while subscribing to MultCloud plans to generate unlimited conversions to enjoy.

 

Tip 2. Migrate Outlook Emails to OneDrive

To migrate all Outlook emails to OneDrive directly, simple steps listed below for references with MultCloud:

Step 1: Please log in to your MultCloud account.

Step 2: Integrate your Outlook and OneDrive accounts into MultCloud by choosing "Add Email" or "Add Cloud".

Add OneDrive
Add OneDrive

Step 3: Proceed to the "Email Migration" section, and designate Outlook emails as the source, and OneDrive as the destination.

Migrate Outlook Emails to OneDrive
Migrate Outlook Emails to OneDrive

Notes:

  • Utilize the "Options" feature to configure migration settings, such as saving attachments, adjusting conversation format visibility, managing email notifications, and more.
  • The "Schedule" option empowers you to schedule Outlook email migrations on a daily, weekly, or even monthly basis, facilitating automated and hassle-free tasks.
  • Employ the "Email Filter" function to selectively migrate emails based on criteria like sender ("From"), recipient ("To"), date, presence of attachments, and unread status, ensuring migration of only preferred emails.

Step 5: Commence the backup process by clicking the "Migrate Now" button.

FAQs About Sync OneNote with Outlook

Conclusion

In conclusion, the synchronization of OneNote with Outlook offers a powerful solution for harmonizing your notes and tasks. This seamless integration enhances your productivity by ensuring that essential information flows effortlessly between the two platforms.

By syncing OneNote with Outlook, you can streamline your data management, optimize your workflow, and achieve a more organized and efficient approach to handling your tasks and notes. Embrace this synergy to unlock the full potential of both tools and elevate your overall work experience.

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