TL;DR
To send Outlook email to OneNote, use the Send to OneNote button in the Outlook ribbon. This saves the message into your selected OneNote notebook for easy reference and organization. On desktop, the shortcut is Ctrl + Alt + M after selecting the message.
Learning how to send Outlook email to OneNote can streamline your workflow and help you better organize important communications. Whether you’re planning a project, documenting a conversation, or saving reference material, integrating Outlook with OneNote ensures your emails are stored in a centralized, searchable notebook.
Microsoft provides several methods to send emails to OneNote, including a built-in button in Outlook, email forwarding, and mobile compatibility. This makes it a flexible solution for both casual users and professionals managing large volumes of communication.
Why Send Emails to OneNote?
Sending emails to OneNote offers many productivity benefits:
- Archive important conversations
- Capture task-related instructions or updates
- Centralize meeting details
- Preserve attachments and links
- Enable collaboration through shared notebooks
- Access saved content offline
Instead of letting important emails get buried in your inbox, you can capture and store them where they belong.
How to Send Outlook Email to OneNote on Windows (Desktop App)
If you’re using Outlook desktop, sending emails to OneNote is straightforward:
- Open Outlook
- Select the email you want to send
- Go to the Home tab
- Click Send to OneNote in the ribbon
- Choose the OneNote notebook and section where you want to save the email
- Click OK
Keyboard Shortcut:
- Ctrl + Alt + M to open the Send to OneNote dialog
The entire email, including attachments, will be sent to your selected OneNote section.
How to Send Outlook Email to OneNote in Outlook Web
For Outlook on Office.com:
- Open Outlook Web
- Select the email you want to save
- Click the three-dot menu (…) in the message toolbar
- Choose OneNote or Send to OneNote
- Select the target notebook and section
- Confirm the action
If you don’t see the OneNote option, click More actions > Add-ins and enable the OneNote integration.
How to Use Send to OneNote in Outlook for Mac
On Outlook for Mac:
- Select the email
- Click File > Save to OneNote
- Choose your notebook and section
- Click Save
Alternatively, use the toolbar action if it’s enabled.
Shortcut support may be limited depending on your version, but drag-and-drop into OneNote also works as a workaround.
Benefits of Sending Emails to OneNote
| Benefit | Description |
|---|---|
| Centralized Storage | Keeps all relevant info in one location |
| Enhanced Searchability | OneNote allows text search, even in images and PDFs |
| Organization | Categorize by notebooks and sections |
| Easy Collaboration | Share notes with others for teamwork |
| Cross-Platform Access | Access notes on mobile, web, and desktop |
Common Use Cases
- Meeting Notes: Save agendas or follow-up emails directly to a project section
- Project Tracking: Store emails with task lists or status updates
- Documentation: Keep important approvals, feedback, or decisions recorded
- Client Communication: Archive emails for record-keeping and review
Limitations to Consider
- Attachment Size Limits: Very large attachments may not sync perfectly
- Formatting Loss: Some advanced formatting might not transfer identically
- Notebook Overload: If not organized, saved emails can create clutter
- No Undo for Forwarded Emails: Once sent to OneNote, manual deletion is required
FAQ: Send Outlook Email to OneNote
What is the shortcut to send email to OneNote in Outlook?
Use Ctrl + Alt + M on Windows desktop Outlook.
Can I send emails from Outlook Web to OneNote?
Yes, use the three-dot menu in the email toolbar and choose OneNote.
Does it save attachments too?
Yes. Attachments included in the email are also saved in OneNote.
Where are the saved emails stored in OneNote?
In the notebook and section you select or the default location set in OneNote email settings.
Can I forward multiple emails at once?
Yes, select multiple emails in Outlook and use the Send to OneNote button.
Conclusion: Streamline Email Management by Sending Outlook Emails to OneNote
Learning how to send Outlook email to OneNote can transform how you manage, organize, and retrieve critical communication. Whether you’re saving a single message or automating the process, OneNote offers a powerful way to keep your inbox and your thoughts in sync.
Take control of your digital workspace by combining the best of email and note-taking in just a few clicks.
Complete List of Windows Keyboard Shortcuts
If you need help for Windows, you can find a whole list of all keyboard shortcuts here.
https://keyboard-shortcuts.org/
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