How to Use OneNote for Notes, Tasks, and Sync in 2026

OneNote looks simple until you open a blank notebook and wonder where everything should go. The trick is to build one clean structure first, then use the right capture tools for notes, files, screenshots, tasks, and shared work.

Here is the current way to use OneNote across Windows, Mac, iPhone, iPad, Android, and the web in July 2026, without leaning on old tools Microsoft has already moved away from.

1. Choose the current OneNote app

Use the current app for your device first.

1.Install OneNote from Microsoft 365, Office, the Microsoft Store, or Microsoft’s OneNote download page.
2.Open OneNote.
3.Sign in with your Microsoft account, or your work or school account.
4.On Windows, update OneNote through File > Account > Update Options > Update Now.

Microsoft lists OneNote for Windows, Mac, iPad, iPhone, Android, and the web. On Windows, use the desktop app named OneNote. Microsoft says this app was previously called OneNote 2016 and is now called OneNote.

If you do not want to install anything, go to OneNote for the web, sign in, then open or create notebooks in the browser.

2. Create your first notebook

1.On Windows, choose File > New.
2.Choose a storage location, such as OneDrive or This PC.
3.Follow the prompts.
4.Enter a clear notebook name.
5.Open the notebook from the Notebooks list.

A notebook is the top level in OneNote. Put broad areas inside it as sections, then put individual notes inside those sections as pages.

Pick OneDrive when you want the same notebook on your phone, tablet, browser, and computer. If you already made a local Windows notebook, move it later with File > Save a Copy, choose a OneDrive folder, enter Notebook Name, then select Save. You can also use File > Share, select OneDrive, then close the share dialog if you want to keep it private.

3. Organize sections and pages around real work

Use sections for big categories and pages for specific notes. A simple notebook might use sections like school, home, recipes, travel, projects, or health.

On Windows, right-click a section tab and choose the command you need: New Section creates another section, Rename changes the section name, Move or Copy sends the section somewhere else, and Delete removes the section.

Drag section tabs when you want to rearrange them. When one notebook gets crowded, right-click a section tab and choose New Section Group to create a folder-like space for related sections.

The controls change by device. On Mac, use File > New Page or File > New Section. On iPad and iPhone, use + Page, + Section, or + Notebook. On Android, tap the Notebooks toggle, choose a notebook, then use Section+ or Page+.

4. Add notes, files, pictures, ink, and voice

File Attachment Use Insert > File Attachment.
File Printout Use Insert > File Printout.
Pictures Use Insert > Pictures.
Table Use Insert > Table.
Dictate Use Home > Dictate while signed into Microsoft 365 on a mic-enabled device with a reliable internet connection.
Record Audio Use Home > Record Audio, or Home > Transcribe > Record where that ribbon layout appears.
Record Video Use Home > Record Video, then select the media icon on the page and choose Play.

Open a page and type anywhere. Give the page a specific title, then keep the related notes, files, images, and recordings on that page.

For handwriting, open the Draw tab, choose a pen or highlighter, and write with a finger, stylus, or mouse. On Windows, convert handwriting by choosing Draw > Lasso Select, selecting the ink, then choosing Draw > Ink to Text. On Mac, use the Draw tab for pens, markers, and highlighters; Microsoft says OneNote for Mac does not currently convert handwriting to text.

5. Capture web pages, PDFs, screenshots, and mobile notes

Match the capture tool to the thing you are saving.

Web pages Install OneNote Web Clipper for Edge or Chrome. Open a webpage, select the OneNote Web Clipper icon, sign in, choose Full Page, Region, or Article, then save to the notebook or section.
Documents and PDFs on Windows Open the file in its app, choose Print, select OneNote (Desktop) or OneNote (Desktop) - Protected, choose Print, then select the OneNote destination.
Screen clippings In OneNote desktop, use Insert > Screen Clipping. You can also press Windows logo key + Shift + S, select an area, then paste into OneNote with Ctrl + V.
Text from images For a picture, right-click it and choose Copy Text from Picture. For a file printout, right-click it and choose Copy Text from this Page of the Printout or Copy Text from All the Pages of the Printout, then paste the text where you need it.
Android quick capture On the OneNote Android home page, use Camera, Mic, or Pen. To enable the floating badge, tap your profile picture or person icon, choose Settings, then turn on OneNote badge.

OneNote works best when you send information into it as soon as you find it. Skip three older capture paths: [email protected], the standalone Microsoft Lens app for new scans, and the OneNote for Windows 10 printer. Use Send to OneNote, OneNote’s built-in capture tools, and the OneNote (Desktop) printer instead.

6. Turn notes into tasks

1.Type the task on a OneNote page.
2.Select the task text.
3.Choose Home > To Do.
4.Click the checkbox next to the tag when the task is complete.

Use OneNote tags when a line needs follow-up. To review tagged notes on Windows, choose Home > Find Tags. Use the Windows desktop app when you need a full tag summary, because Microsoft points web users to the desktop app for fuller tag summaries.

If Outlook is installed and licensed on the same Windows computer, place the cursor at the beginning of a line, choose Home > Outlook Tasks, then pick a due date or choose Custom. OneNote tags and Outlook tasks are separate, so use Outlook Tasks only for items you want to manage in Outlook.

Turn on automatic sync before you start relying on the notebook across devices.

1.Choose File > Options > Sync.
2.Check Sync notebooks automatically.
3.To share, select Share in the upper-right corner.
4.Choose Share Entire Notebook.
5.Enter names or email addresses.
6.Use the Edit drop-down beside recipients to choose edit or view access.
7.To make a link, choose Share > Copy Link to Notebook.

Cloud notebooks sync through OneDrive or SharePoint. Use sharing settings to manage link access, change permissions, or stop sharing. When sync stops, check the internet connection and confirm the notebook is stored in OneDrive or SharePoint.

8. Use Copilot only when your account includes it

Copilot in OneNote can summarize notes, create task lists, rewrite selected text, answer questions about your notes, and organize a section. Open the page or section, choose Home > Copilot, enter your request, then select the Send arrow.

For a task list, open the relevant notes, choose Home > Copilot, ask Copilot to create a task list, then use Copy to place the result into OneNote or another app. For rewriting, select text, right-click it, choose Rewrite this, then choose Keep it or Discard.

Copilot availability depends on your platform and license. A Microsoft 365 Copilot license enables Copilot in OneNote on Windows, Mac, iPad, and the web. On Windows, Copilot also works with an eligible Microsoft 365 subscription or a home Copilot license. On personal Microsoft accounts in Windows, connected experience controls live in an Office app under File > Account > Account Privacy > Manage Settings. On work or school devices, an organization can control connected experiences, Copilot access, and mobile work data.

Frequently Asked Questions

Is OneNote free to use?

Microsoft lists OneNote for Windows, Mac, iPad, iPhone, Android, and the web. Copilot and some Microsoft 365 features require the right Microsoft 365 subscription or entitlement.

Should I use OneNote or OneNote for Windows 10?

Use the current OneNote desktop app on Windows. OneNote for Windows 10 is past Microsoft’s October 2025 end-of-support date and Microsoft says users should move to OneNote on Windows.

Can I use OneNote without installing anything?

Yes. Use OneNote for the web by signing in with a Microsoft account and opening or creating notebooks in a modern browser.

Can I still email notes to [email protected]?

No. Microsoft says the [email protected] feature was removed in March 2025. Use the current Send to OneNote command in supported Outlook instead.

Why are my OneNote notes not showing on another device?

Store the notebook in OneDrive or SharePoint and keep automatic sync enabled. Local Windows notebooks need to be moved to OneDrive before they sync across devices.