Ultimate Guide to Migrate from Windows 10 OneNote to OneNote for Desktop Before October 2025

When Microsoft announced it would end support for the Windows 10 version of OneNote in October 2025, it sounded a clear warning bell for organizations and individuals who rely on this essential note-taking app to stay organized, productive, and secure. As the deadline draws nearer, IT professionals, educators, and everyday users face a choice: risk losing access to vital features and timely security updates, or migrate to the more robust OneNote for Desktop app—a move that comes with both challenges and significant rewards. Drawing on Microsoft’s own internal experience moving nearly 400,000 accounts, as well as insights from customer migrations worldwide, this article maps out the full migration landscape, explores the strengths and risks involved, and provides actionable advice to ensure readers not only survive but thrive during this critical transition.

Understanding Why Migration is Necessary​

At its core, the upcoming OneNote change is about security and sustainability. On October 14, 2025, Microsoft will end all updates and support for the Windows 10 version of OneNote. Without critical patches and security updates, the app will become increasingly vulnerable to exploits—an untenable situation for organizations that store sensitive notes, project plans, and intellectual property in their notebooks. But the risk is not just technical: unsupported apps often introduce compatibility headaches as the rest of the Windows ecosystem evolves, threatening user productivity and consistency across teams.
While it’s tempting to delay migration in hopes of an easier alternative, Microsoft’s decision is firm—and based on extensive internal validation. As “Customer Zero,” Microsoft Digital (the IT arm of Microsoft itself) stress-tested the migration at enormous scale before recommending it to customers. This essentially means the company encountered and solved many real-world edge cases first, providing rare assurance that the roadmap they offer is practical, thorough, and based in lived experience.

A Step-by-Step Guide to Migration: The Microsoft Blueprint​

For those preparing migration plans, Microsoft’s own process offers a proven, modular path. According to Humberto Arias and Bolanle Soneye, senior product managers with deep involvement in both the product and the migration process, the migration can be broken into five overarching stages:

• Detection: The essential first step is to build a clear inventory of which OneNote versions are in use across the organization. Microsoft’s guidance points to collecting telemetry data, which enables IT administrators to pinpoint every device running the soon-to-be-obsolete Windows 10 version. This stage cannot be skipped, as it sets the foundation for a smooth migration.
• Synchronization: Before any changes, all notebooks should be fully synced with the cloud. This isn’t just about backup—cloud synchronization ensures that ongoing work isn’t lost in transition, and that users can pick up right where they left off once migrated.
• Installation: With data safe and user bases mapped, it’s time to deploy the latest OneNote for Desktop app. This version—sometimes called OneNote 2016 or simply “OneNote” in Office installations—offers continuous updates, stronger security, and a pipeline to future features such as Microsoft Copilot AI integration and advanced security labeling.
• Uninstallation: Once users are up and running in the new environment, IT teams should remove the Windows 10 version of the app to reduce confusion—and eliminate lingering security risks or update prompts from unsupported software.
• Resynchronization: The final step is a post-installation sync, ensuring that every notebook, section, and page is accessible and current across all device endpoints. This addresses any residual issues and gives IT staff assurance that migration was fully successful.

Importantly, Microsoft’s approach isn’t one-size-fits-all. The process is described as a “modular toolkit”—flexible enough for organizations to choose between a phased rollout or an all-at-once switchover, depending on their appetite for change and technical readiness.

Specific Migration Paths for Enterprises, Educational Institutions, and Consumers​

Enterprise Customers​

Enterprises, which make up the bulk of the user base facing migration, present unique logistical and operational challenges. In its own rollout, Microsoft migrated approximately 2.7 million enterprise accounts, using a combination of automated scripts and detailed migration guides. Internal pilots involving 12 different tenants provided valuable feedback, resulting in improvements to both the migration tools and customer documentation.
A major obstacle, highlighted by Soneye, is the restriction imposed by many enterprises on the Microsoft Store; roughly 60–70% block Store access, which hampers automatic upgrades. For these scenarios, Microsoft has provided sample PowerShell scripts that IT admins can customize—removing a major technical hurdle for environments with strict software deployment policies.
The core aim for enterprises is consistency and reliability. With these validated scripts and tailored guides, enterprises can minimize downtime, reduce data loss risk, and ensure their workforce is ready for new features immediately after migration.

Education Sector​

Whereas enterprises are driven by operational risk and regulation, educational institutions are more bound by the academic calendar. Mass migrations are strongly recommended during breaks—such as the Northern Hemisphere’s June to August recess—when classrooms are empty and disruptions are minimized.
A common pitfall in education environments is the tendency to leave multiple OneNote versions installed on shared computers, which confuses users and can trigger errors or helpdesk tickets after the Windows 10 version loses support. Microsoft has shifted its communications strategy to stress complete uninstallations post-migration, making ongoing maintenance and support smoother for IT administrators.

Consumers​

Despite being the largest in number—almost 1.7 million users—consumer adoption lags behind organizations due to inertia and less centralized management. Microsoft’s solution is to embed in-app prompts in the Windows 10 version of OneNote, warning users about the end-of-life and encouraging them to migrate.
This direct communication is vital, as consumers generally lack dedicated IT support and may be unaware of looming risks. By automating the transition process through the app and designing seamless migration dialogs, Microsoft aims to shield consumers from technical complexity while protecting their data and security.

Benefits of Migrating to OneNote for Desktop​

Migration involves effort—but the rewards are real and well-documented. Bolanle Soneye emphasizes that the benefits extend far beyond simply avoiding loss:

• Enhanced Synchronization: OneNote for Desktop leverages a more modern sync engine, increasing reliability and speed—especially at scale, where older versions often struggled with simultaneous multi-device updates.
• Security and Compliance: With regular updates and enterprise-ready security features, including data labeling and encryption, the Desktop app is far safer than its deprecated sibling.
• Feature Access and Future-Proofing: Notably, Microsoft is integrating Copilot AI into OneNote for Desktop, enabling next-generation productivity through intelligent search, summarization, and automated content creation.
• IT Support Reduction: Organizations report a noticeable decrease in support tickets and incidents related to OneNote after migration, freeing up IT resources for more strategic work.

Soneye succinctly summarizes the rationale: “The benefits of migrating far outweigh the risks.”

Risks and Challenges to Watch For​

Despite the best planning, the migration process is not without its pain points and potential pitfalls:

1. Data Loss​

The gravest risk in any migration is accidental data loss. This can occur if notebooks aren’t fully synced to the cloud before migration, or if there are corrupt files in legacy installations. Microsoft’s staged approach—which mandates multiple synchronization checks—addresses this, but organizations must remain vigilant, especially with complex, multi-user notebooks.

2. Version Confusion​

Retaining both the Windows 10 and Desktop apps on the same system post-migration leads to user confusion and mistakes, and leaves open a door for future vulnerability. Organizations should communicate clearly about which version is supported and uninstall deprecated software wherever possible.

3. Script Customization​

While Microsoft offers sample migration scripts, these are not universally plug-and-play—especially in enterprises with custom configurations or third-party security suites. IT teams should test scripts in controlled environments before full deployment and remain alert for user-specific requirements.

4. Store Blockages and IT Restrictions​

As noted, widespread blocking of the Microsoft Store by enterprises disrupts standard upgrade paths. IT administrators need to proactively tailor and deploy standalone installers for the Desktop app—and use policy management tools to prevent unauthorized reinstalls of the Windows 10 version.

5. User Training and Communication​

The familiar adage “change management is people management” rings true. Training and communication material should accompany every migration, ensuring staff, students, or users know what to expect and where to find help if issues arise.

6. Education Sector’s Unique Calendar​

Missing the optimal migration window (such as the academic summer break) can mean enduring a year of dual-version confusion or stuck updates. IT in education should plan for mass updates and communicate the timing well in advance.

Case Study: Microsoft Digital’s Own Migration​

Microsoft’s internal migration of approximately 400,000 accounts offers a rich, data-backed validation of their recommended path. Acting as “Customer Zero,” Microsoft Digital encountered edge cases ranging from unpatched notebooks due to Store blockages, to data synchronization failures in high-volume environments. Their feedback loop resulted in a refined migration guide now available to the wider customer community.
Key lessons learned:

• Proactive telemetry—inventorying all existing installations and versions—was critical to eliminating hidden problem pockets.
• Custom scripting smoothed over permissions and update policy issues on tightly managed networks.
• A modular approach allowed departments to move at their own pace, reporting fewer incidents and greater satisfaction compared to a monolithic, all-in-one update push.

The Strategic Value: More Than Just an App Upgrade​

The migration to OneNote for Desktop isn’t simply a technical upgrade—it’s a strategic repositioning that brings significant, long-term gains. Microsoft has signaled that investments in productivity, AI, and security enhancements will be focused here. Future features, like deep Microsoft Copilot integration, will only be available in the Desktop app, leaving non-migrated users locked out of the next evolution in digital note-taking.
For IT administrators, the move also means a reduction in technical debt. Maintaining unsupported or deprecated software drains resources and increases risk exposure. Migration brings the user base onto a single, supportable platform, simplifying compliance and helpdesk operations.

Practical Recommendations for Organizations and Individuals​

Given the approaching deadline, immediate, targeted action is vital. Here are actionable steps based on Microsoft guidance and industry best practices:

For IT Professionals​

• Inventory Now: Use management tools to survey all endpoints and collect OneNote version data.
• Test Scripts Before Rollout: In pilot groups, verify that synchronization, installation, and uninstallation scripts work as intended.
• Schedule Around Critical Dates: In education, align migrations with holiday breaks; in enterprises, avoid end-of-quarter or high-demand periods.
• Communicate Early and Often: Publish migration FAQs, training guides, and support contacts well before rollout.

For Individual Users and Small Teams​

• Act on In-App Prompts: Don’t disregard migration banners or notifications in OneNote—they are tailored to your situation.
• Manually Sync Before Upgrade: Confirm all notebooks are cloud-synced and up to date before installing the new app.
• Uninstall Old Versions Promptly: After migration, remove the Windows 10 app to avoid confusion or accidental data loss.
• Explore New Features: Take the opportunity to leverage improved syncing, security, and AI-powered suggestions now available.

Critical Analysis: Strengths and Gaps​

The migration approach described by Microsoft is robust, blending empirical testing and modular guidelines that empower organizations to tailor their strategy. The reduction in support calls and the promise of future AI-powered capabilities make the Desktop app more than just a safer choice—it’s a clear productivity upgrade.
However, some risks persist:

• Custom/Legacy Integrations: Not all third-party add-ins or workflows may port perfectly; organizations must audit for potential post-migration incompatibilities.
• Resource Strain: Smaller IT departments may struggle under the burden of surveying, scripting, and supporting migration at scale, especially if users are spread across many locations.
• User Resistance: Change fatigue is real, and some users may be slow to adopt new features or may cling to familiar workflows, even if unsupported.

To mitigate these risks, transparent communication and incremental adoption wherever possible are essential. Microsoft’s commitment to iterating on feedback and releasing updated tooling is a strong positive—but organizations must remain adaptive and engaged throughout the process.

Looking Ahead: Post-Migration and the Road to Copilot​

Once migration is complete, organizations and individuals can look forward to a more resilient and innovative OneNote experience. The Desktop app’s cadence of updates positions it not just as a replacement, but as a living application poised to gain significant new features in the AI era.
Microsoft’s pending deep integration of Copilot will turn OneNote for Desktop from a passive note repository into an active agent for productivity: searching, proposing content, and even summarizing lengthy brainstorms automatically. Security labeling support will further enable compliance-driven industries to trust OneNote with sensitive or regulated data.
For those who act now, the migration from Windows 10 OneNote to OneNote for Desktop isn’t simply an IT project, but a crucial investment in the future of digital productivity.

Conclusion: The Time to Migrate Is Now​

October 2025 might seem far off, but the clock is ticking. Whether you’re part of a multinational enterprise, an educational institution prepping for the next semester, or an individual user keeping your digital life organized, migrating to OneNote for Desktop is both a necessity and an opportunity.
The process, while requiring diligence and planning, is backed by Microsoft’s substantial experience, detailed migration guides, and practical tools. With strengthened security, access to ever-improving features, and proven reductions in IT overhead, the case for migration is overwhelming.
Don’t wait for disruption, data loss, or compatibility errors to force your hand. Map your migration path now—detect, sync, install, uninstall, and resync—and take your productivity to the next level with OneNote for Desktop. This is more than a technical upgrade; it’s a strategic move into the future of note-taking and collaboration on Windows.

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Source: Microsoft Mapping our migration from the Windows 10 version of OneNote to the Desktop app - Inside Track Blog