Share via

How do I recover a Notebook (from OneNote) that's been shared from my previous account?

Janela Ching 0 Reputation points
2026-05-09T11:05:30.3266667+00:00

When I tried accessing it, it says that it's been archived by the administrator and I should contact the admin. I don't have access anymore to that email. I logged out from the account and suddenly all the notes are gone.

Moved from Microsoft 365 and Office | OneNote | Other | Other

Microsoft 365 and Office | OneNote | For business | Other
0 comments

2 answers

Sort by: Most helpful
Most helpful Newest Oldest
  1. Doris V 1,695 Reputation points Microsoft External Staff Moderator
    2026-05-12T03:53:11.5933333+00:00

    Dear @Janela Ching,

    From what you shared, I understand that you had a OneNote notebook that was shared from your previous account. Now when you try to open it, you see a message saying it was “archived by the administrator” and to contact the admin. You also no longer have access to that old email, and after signing out, the notes appear to be gone from OneNote.

    To better assist, could you please confirm following information:

    • Was your previous email a work/school account (company or university), or a personal Microsoft account?
    • Can you share the exact wording of the “archived by the administrator” message (or a screenshot)?
    • Do you still have the notebook link/URL, or the name of the notebook and who shared it with you?
    • When is the last time you still can access to the previous email/account (date or at least month/year)?
    • Can you contact the previous organization’s IT/admin team (or the person who originally shared the notebook)?

    Since you haven’t specified your account type (work/school vs. personal), I may not be able to provide an exact suggestion yet. Assuming you’re using a work account, please try the steps below. If you’re using a personal account, please let me know and I’ll tailor the guidance for that scenario.   

    1/ If you can contact the previous organization’s admin:

    Ask them to reactivate/unarchive the notebook or the storage location (OneDrive/SharePoint) where it is stored. Reactivation can take up to 24 hours after it is initiated.

    Once reactivated, they can re-share the notebook to your current account, or export/copy the content for you.

    2/ If the previous account was deleted:

    The previous organization’s admin may be able to restore the user/OneDrive content depending on how long it has been. Microsoft’s guidance explains that when a user is deleted, their OneDrive is retained for a configured period (default 30 days), then remains in a deleted state for 93 days where a SharePoint Administrator can restore it.

    3/ If you cannot contact the previous admin and you no longer have access to that email/tenant:

    OneNote cannot bypass an admin-archived notebook or transfer it to a new tenant without the previous organization’s admin action.

    Please understand that our initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution. Your detailed response will help us diagnose and investigate the issue more efficiently.

    I truly appreciate your patience and understanding. If I misunderstood what you’re looking for, feel free to let me know or share a screenshot. I’d be happy to help further!

    Thank you for your cooperation.

    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment". 

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

    Was this answer helpful?

  2. AI answer

    2026-05-09T11:05:49.6633333+00:00

    Because the notebook is in a shared/archived state controlled by an administrator on the previous account’s tenant, recovery depends entirely on that tenant and its storage (OneDrive or SharePoint). Without access to that account or its admin, OneNote itself cannot bypass the archive or restore the notebook.

    The following options are available when access to the tenant or admin still exists:

    1. Ask the administrator to unarchive or restore the notebook
      • The message that the notebook has been archived and to contact the admin means the notebook is stored in a location (SharePoint/OneDrive) where an admin has archived or restricted it.
      • Only that admin (or someone with equivalent permissions) can:
        • Reopen/unarchive the site or library where the notebook is stored.
        • Restore the notebook or its library from SharePoint/OneDrive recycle bins or from version history.
    2. Check for the notebook in OneDrive/SharePoint (if the old account can be accessed)
      • Sign in to the old account’s OneDrive or SharePoint (if possible) and browse to the notebook’s folder (for example, under Documents or Notebooks).
      • Open the notebook in OneNote for the web and then choose Open in OneNote to resync it to a current profile.
      • If the notebook or its pages were deleted, use the site’s Recycle Bin or Version History to restore them, if still within retention.
    3. Recover deleted pages/sections if the notebook itself is still accessible
      • If the notebook can be opened but some content is missing, OneNote keeps deleted notes for a limited time:
        • On Windows desktop: History > Notebook Recycle Bin > Notebook Recycle Bin, then right‑click a page and choose Move or Copy to restore.
        • On Windows 10 app: View > Deleted Notes, then Restore To.
        • On macOS: Notebooks > Deleted Notes > View Deleted Notes, then Restore to.

    If the previous account is fully inaccessible and there is no way to reach its administrator, there is no supported method in OneNote or Microsoft 365 to recover or reattach that archived shared notebook to a new account.

    References:

    AI-generated content may be incorrect. Read our transparency notes for more information.

    Was this answer helpful?

Your answer

Answers can be marked as 'Accepted' by the question author and 'Recommended' by moderators, which helps users know the answer solved the author's problem.