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I assume, every edit sets a flag in the cache files so the sync mechanism knows that changes might have occured and an update is needed. OneNote obviously knows that a sync is needed without being able to compare the note content to the cloud files. Because after editing anything in your notes OneNote tries to start a synchronization even when offline, this must work a bit different. Well, thinking of it, I might have been wrong here. Of course, if the notebooks are in the cloud, this only happens when an Internet connection is (re)established. In order to update the “real” notebook files, an internal OneNote synchronization mechanism compares the changes from the cache files with the actual notebook files. Those files are in a special, fragmented binary format that can’t be used as a backup. Although it’s rather easy to find and access the OneNote cache files at least in OneNote 2010/2013/2016 for Windows, this is of not much use. Also you can’t open notebooks from OneDrive while offline, of course. This needs to be done at the original storage location first, before a local cache copy is created. What you can’t do is create new notebooks in the cloud. You can edit, add and delete notes, whole pages, even sections.

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As long as there is that locally stored cache version (again: not to be confused with a local copy of the actual notebook files, because the cache is in a completely different format), you can completely work offline even if the actual notebook files are stored on OneDrive. That’s the reason why no active internet connection is needed at this point.

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The actual notebook files on OneDrive or your computer (OneNote Win 32 for Windows only) remain untouched all editing is done in the cache version in memory only and every change automatically saved to the cache data files (but not to the actual notebook yet).

It’s not only stored to the device but also replaces the previously loaded notebook files in RAM. This highly fragmented copy of the data is the so-called notebook cache.

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the PC hard disk or the internal smartphone or tablet flash memory). Simply put, all objects contained in the note pages (images, files, text paragraphs…) are stored as individual files or records in a hidden location on the local device (e.g. This always happens when you open a notebook that hasn’t been opened before and as such has not been listed in the notebook navigation.īut instead of holding the note data in RAM memory to let you modify it, something else is happening right after the loading / downloading: OneNote immediately converts this data into a different and very special binary format. This is what happens instead:Īt first OneNote actually does load the note data from the disk or from the cloud (I won’t discuss the exact file format in this article as that’s not relevant here). Most users assume, that OneNote acts like every other windows program: load a data file (a document or notebook in this case) from a storage device (hard drive, cloud storage…) to the computers or mobile device’s RAM, where you edit its content and then save it back to the storage location, overwriting the previous version. If the following appears too detailed for you, simply jump down to the “Summary” section at the end of the article. OneNote’s file handling is very different from Word, Excel or other Windows programs, which explains some peculiarities. In fact, there is a sort of local copy, but it’s very different from a duplicate of the notebook files on OneDrive or OneDrive for Business. This gets often confused with locally stored notebooks being held on every OneNote client and platform. Learn some basics about the cache and editing notes offline.Īs you probably already know, OneNote lets you read and edit notes without an active internet connection, as long as the notebook has been opened before, when you had a connection. Why is it possible to edit OneNote notebooks in the cloud without an active Internet connection? Does this mean that there are local notebooks in all versions of OneNote? Yes and No.

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