You can export Outlook Notes in multiple formats depending on your needs. The “best” method depends on what you want to achieve:
Choose your Ideal Way to Export Outlook Notes
| Use Case | Best Method |
| Backup all notes for a new PC | PST Export (Method 1B) |
| Create a spreadsheet (data only) | CSV Export (Method 1A) |
| Export many notes fast (Archival) | MSG Drag & Drop (Method 2) |
| Create a Printable Copy | Print to PDF (Method 3) |
| Keep formatting for sharing | RTF/HTML/MHT Save (Method 3) |
| Export 1–2 notes quickly | Copy/Paste (Method 4) |
Method 1: Export Outlook Notes to CSV or PST (Using Import/Export Wizard)
These methods use Outlook’s built-in Import & Export Wizard and are ideal if you want structured data (CSV) or a complete backup (PST).
A. Export Outlook Notes to CSV
CSV files store your notes in table form, perfect for Excel or importing into other apps. Formatting (colors, bold) will be lost, but the text data remains.
Steps:
- Open the Export Wizard
Go to: File > Open & Export > Import/Export.
- Choose Action
Select Export to a file, click Next.
- Choose File Type
Select Comma Separated Values, click Next.
- Select Folder
Scroll down and select the Notes folder > Next.
- Choose Save Location
Click Browse, select a location, and name the CSV file.
- Map Custom Fields (Optional but Recommended)
Click Map Custom Fields…
Make sure important data like Note Body appears in the output.
Drag fields from Source > Destination if needed.
Click OK > Finish.
Your Outlook Notes will now be saved as a clean CSV table.
B. Export Outlook Notes to PST (Complete Mailbox Backup)
Use this if you plan to move Outlook to a new computer, profile, or Outlook version, as it preserves all data, settings, and formatting.
Steps:
- Go to File > Open & Export > Import/Export.
- Select Export to a file > Next.
- Choose Outlook Data File (.pst).
- Select the mail account
- Check Include subfolders to ensure Notes are included
- Choose a save location > Finish
This creates a PST file that can later be imported into any Outlook installation.
Method 2: Drag-and-Drop Notes to MSG Files (Fastest for Archival)
This method provides the quickest way to export multiple notes individually while fully preserving their formatting, categories, metadata, and colors.
NOTE: Each note becomes its own .msg file, Outlook’s native item format.
Steps:
- Create a folder on your Desktop.
- In Outlook, switch to the Notes view.
- Select the notes you want to export (Ctrl+Click or Shift+Click).
- Drag them into the folder.
Done. Each note is now saved as a standalone MSG file.
Method 3: Export Outlook Notes as HTML, TXT, or RTF (Universal Formats)
This method is best suited when you want a highly readable, non-editable, or universally viewable version of a note for sharing or printing.
Steps:
- Double-click the note to open it.
- Go to File > Save As.
- Choose a file type from the Save as type dropdown:
TXT – Basic text, no formatting
RTF – Keeps bold, italic, colors
HTML / HTM – Looks like a web page
MHT – Web page + resources in one file (recommended)
- Choose a file name and location > Save
Ideal for documentation or storing notes outside Outlook.
Method 4: Copy and Paste
If you only need to export a couple of Outlook notes, this is the simplest and most effective method for small exports.
Steps:
- Open the note.
- Press Ctrl+A > Ctrl+C.
- Paste the content into Notepad, Word, Google Docs, etc.
- Save in your preferred format (TXT, DOCX, PDF).
How Do I Transfer Outlook Notes to Another Computer?
Once after export Outlook notes, transferring them to a new computer is easy, and you can use any of the export methods above. Here is how to import them:
1: PST File
- Open Outlook.
- Go to File > Open & Export > Import/Export.
- Select Import from another program or file > Next.
- Choose Outlook Data File (.pst).
- Browse and select the PST file you transferred.
- Complete the import process.
2: MSG File:
Export notes as .msg files and copy them to the new computer. Double-clicking them or dragging them into Outlook restores them.
- Go to the Notes, select the notes you want to transfer (use Ctrl to select multiple).
- Drag the selected notes to a folder on your computer. (Outlook will save each note as a .msg file.)
- Copy these .msg files to the new computer (via USB, cloud, or external drive).
- On the new computer, double-click each .msg file or drag them into Outlook to restore the notes.
3: CSV File:
Here’s how you can share Outlook notes to Excel, transfer them, and import them using the Import/Export Wizard.
(Note: formatting will not be preserved.):
Steps:
- Go to File > Open & Export > Import/Export,
- Select Export to a file, choose Comma Separated Values, and then select the Notes folder to export.
Frequently Asked Questions
Open any note, click Forward, and Outlook will send the note as an email. You can also export notes as MSG, TXT, RTF, or HTML files and share them via email, cloud storage, or messaging apps.
Open the note.
Go to Home > OneNote (or look for a “Send to OneNote” printer option when printing).
Choose the OneNote section where you want it saved.
If the button is not visible, manually copy and paste the note content into a new OneNote page.
Export your Outlook Notes as a PST, then import the PST into Gmail using Google Workspace Migration for Microsoft Outlook (GWMMO). For individual notes, you can save them as MSG, TXT, HTML, or RTF files and upload or email them to your Gmail account.
