OneNote Online

Use OneNote Online to gather your material—for example, take notes, collect images or record interviews—then connect to your Microsoft account and import your content into your NVivo project.

Understand how notes are imported into NVivo

You import your notes by connecting to your work, school or personal Microsoft account from within NVivo, and then selecting the pages that you want to import.

The pages are converted to document or PDF files, depending on the choice you make during import.

If a page contains an attached file in a:

  • Supported format (document, PDF, picture, audio or video), the attached file is imported as a new file—for example, a picture file.
  • Unsupported format—for example Excel spreadsheet or PowerPoint file, then the attachment is ignored.


  • Some features that you can use in OneNote—for example, tags, drawings, ink and audio timestamps—are not imported when you bring your pages into NVivo.

Choosing to import from OneNote as document or PDF

When you import OneNote content into NVivo, you need to choose whether to import your pages as document or PDF files. Think about how you intend to work with your material once it is imported into NVivo. Experiment with the two options to see which works best for you.

If you choose to import the pages as:

  • Documents you will be able to continue editing your text in NVivo. The layout and formatting of the page might look different to what you see in OneNote. Choose this option if you know you will need to edit the text in NVivo.
  • PDFs your original layout and formatting will be preserved. You will not be able to edit the content in NVivo. Choose this option if the layout of your content on the page is important. If you need to add notes later, you can create a linked memo.

You may want to import a small number of pages first and then review them in NVivo. You can always import some or all of the pages again and choose the other option.

NOTE   If your OneNote page contains a file printout or a digital image with text that cannot be edited in OneNote, you won't be able to edit it when you import it into NVivo—even if you choose to import the page as a document. You may want to use the features within OneNote to extract text from pictures and file printouts before you import the notes into NVivo.

Import material from OneNote

  1. On the Import tab, in the Notes & Email group, click OneNote.
  2. Select to import from Onenote Online. If you have already logged in to OneNote via NVivo, you can choose to import from the current account or switch to another.
  3. Choose to log in with a Personal account or Work or school account. Enter your user name and password, then sign into OneNote and authorize NVivo to access your notes.
  4. Select the notebooks, sections or pages that you want to import. You can expand each notebook and section to select individual pages. If you want to import all of the pages that have not been previously imported, click All pages not previously imported.
  5. Choose whether you want to import your pages as PDFs or documents.


  • You may not be able to see (or import) notebooks that you are not the owner of—for example, if you are using a work or school account and a colleague has shared a notebook with you.
  • It can take some time to import your content from OneNote. This depends on the number of pages you are importing and the type of content on the pages. For example, many pages or pages with many images and videos may take longer to import.
  • A folder structure is created based on the structure of the pages in OneNote—for example, folders are created for sections and section groups. If you are importing pages with file attachments, the attachments are stored in a sub-folder.
  • The order of pages is not retained when they are imported into NVivo.
  • When you close your project, NVivo retains the connection to your Microsoft account.

Logging into or switching OneNote accounts

When you log into your OneNote account (via NVivo), the icon The Microsoft OneNote logo is displayed at the top-right of the screen.

You stay logged into OneNote until you choose to log out—even between NVivo sessions. To log out of OneNote within NVivo, click the OneNote icon and choose to Sign Out.

You can log out of one OneNote account and switch to another. To do this—on the Import tab, in the Notes & Email group, click OneNote and choose A different Microsoft account.

Reimporting material from OneNote

If you have already imported pages from a OneNote notebook, you can import them again—for example if you have:

  • Added or changed the content of the page in OneNote
  • Imported as a document, but would prefer to import as a PDF (or vice versa).

In the Import from OneNote dialog box, any pages that have previously been imported are clearly marked as:

  • Previously imported The pages have not changed in OneNote since they were imported into NVivo.
  • Modified since last import The pages have changed in OneNote since they were imported into NVivo.

You can choose to re-import any of the pages. If a page with the same name already exists, the new page is renamed—for example, Field Notes would be named Field Notes (2).