iTechGuides is reader-supported. When you buy through links on our site, we may earn an affiliate commission. As an Amazon Associate I earn from qualifying purchases. Learn more
Use the app’s official export or download command, save the resulting files outside the service, and verify what the archive contains. A provider’s internal backup can help it restore your account, but it is not a copy you control. Your export may contain pages, transcripts, attachments, audio, summaries, comments, or metadata in different formats—or omit some of them because of permissions or plan limits.
This guide gives a repeatable process and documents the current workflows described by Notion and Otter. It also explains what Granola’s infrastructure backup statement does and does not tell you. Export labels and entitlements change, so confirm the current help page for your app, workspace, and plan before relying on an archive.
Backup and export are different jobs
An export is a user-held copy: files you download and can open without signing in to the original service. A provider-side backup is an operational copy kept on the vendor’s systems for disaster recovery or account restoration. You normally cannot browse that backup or decide its format.
Do these 3 things before closing this tab:
1Repair Windows errors before they cause bigger problems2Scan for outdated or missing drivers - takes under a minute3Clear out junk files and repair common Windows errorsBoth are useful, but they answer different questions:
#1 Best Overall
- Read Before You Buy — No Video Output: These adapters support charging and USB 2.0 data transfer, but cannot transmit video signals. Except for standard USB webcams (which use USB data only), they are not compatible with HDMI/DisplayPort cables, video-capable USB-C hubs, or docking stations with video output.
- Convert USB-A Ports to USB-C: Designed to connect USB-C earphones, cables, flash drives, card readers, and other USB-C accessories to standard USB-A ports. Plug-and-play with no drivers or software required.
- Aluminum Alloy Housing: Built with a sturdy aluminum alloy shell that aids in heat dissipation and protects against daily wear and scratches. Designed to maintain a stable and secure connection.
- Compact & Travel-Friendly: The ultra-compact design allows the adapter to stay plugged into your device without blocking adjacent ports or adding bulk, reducing wear and tear on your original USB ports.
- 12-Month Warranty: Backed by a 12-month manufacturer warranty for peace of mind. Designed to meet strict quality control standards for reliable everyday performance.
- “Can the service recover a deleted page?” Provider backups may help, subject to the vendor’s retention policy and support process.
- “Can I inspect, archive, or move my notes if I lose access?” You need a local export stored somewhere you control.
- “Can another app recreate my workspace?” Usually not perfectly. An export is often a collection of readable files, not a complete clone of permissions, databases, automations, links, or application state.
Keep the original workspace and the downloaded copy until you have checked the files you care about. Treat any statement such as “backed up daily” or “backed up every minute” as a description of the provider’s infrastructure, not as proof that you can download or restore that history yourself.
A repeatable export process
Use this sequence for almost any AI note-taking service. The names of buttons differ, and some steps may be unavailable on a particular plan.
- Define the scope. List the workspace, folders, pages, databases, conversations, and recordings that matter. Include shared material only if you have permission to export it.
- Open the official export or download flow. Prefer an account or workspace setting documented by the provider. Do not assume that browser “Save page” or copying visible text captures hidden metadata, attachments, or audio.
- Select every relevant content type. Look separately for pages, subpages, databases, uploaded files, images, audio, transcripts, summaries, comments, highlights, speaker labels, timestamps, and metadata. A service may offer separate controls for the text and the original recording.
- Choose formats for the job. Use Markdown or HTML for readable documents, CSV for tabular records, PDF for a fixed visual copy, and an audio format when preserving a recording matters. If several formats are offered, exporting more than one can protect against a later conversion problem.
- Download outside the app. Save the archive to a local folder and, if the notes are important, copy it to a separate drive or storage account. An external drive stores an export; it does not make future exports automatic.
- Inspect a representative sample. Open files from different folders and test a database, an attachment, a transcript, and an audio file when applicable. Check that filenames are understandable, links resolve locally, and non-text assets are present.
- Record the date and scope. Put the export date, account or workspace name, selected options, and app version (if shown) in a small text file beside the archive. This prevents an old partial export being mistaken for a current one.
- Repeat deliberately. If the service has no scheduled user export, run the process after major projects or on a cadence appropriate to how often your notes change. Retain at least one earlier verified copy when history matters.
What the common export formats preserve
Formats are not interchangeable. The same note can look different after conversion, and a format that is excellent for reading may be poor for rebuilding structure.
Free tools Windows power users keep installed
One-click scans. No signup required.
| Format | Best use | Likely limitations to check |
|---|---|---|
| Markdown | Portable, editable text with headings, lists, and basic links | Database views, comments, permissions, advanced blocks, and layout may not survive; attachments may be separate files. |
| HTML | Browsing a local archive in a web browser | Interactive workspace behavior, access controls, and some embedded content may be absent; local links must be tested. |
| CSV | Rows and columns from databases or tabular records | It does not represent nested page layouts, rich text, files, or discussion context well. |
| Viewing or printing a fixed rendition | Editing and structured re-import are difficult; selectable text, links, and media can vary by exporter. | |
| TXT, DOCX, or SRT | Conversation text, word-processing, or caption workflows | Formatting, speaker information, timestamps, images, and highlights depend on the export settings. |
| MP3 or another audio file | Preserving the original recording where offered | An audio file may not include the transcript, summary, highlights, or related metadata; export it separately if available. |
Before deleting anything, open the files rather than judging completeness from the archive’s filename or size. A small archive can be correct for text-only notes, while a large one can still omit private pages or recordings.
Exporting a Notion workspace
Notion’s Help Center page “Back up your Notion data” documents a whole-workspace flow and several important limits. The labels can change, so use the current settings page if your account differs.
Rank #2
- 5-in-1 USB-C Hub: Experience comprehensive connectivity featuring a Power Delivery input, two USB-A 2.0 ports, a USB-A 3.0 port, and an HDMI port. (Note: The USB-C power delivery input port is only for connecting an external wall charger to power your laptop and cannot power peripheral devices.)
- 90W Pass-Through Charging: Achieve optimal charging with 90W pass-through power to your laptop, supported by a total input of 100W, with the hub reserving 10W for operational efficiency. (Note: Wall charger not included.)
- Quick Data Transfers: Accelerate your productivity with rapid data transfers using a high-speed 5Gbps USB 3.0 port and two 480Mbps USB 2.0 ports.
- 4K HDMI Display: Enhance your visual experience with a hub capable of delivering 4K resolution at 30Hz in both mirror and extend modes. Please note that this hub is compatible with MacBook (macOS 12 and newer), Windows 10 and 11, ChromeOS, and laptops equipped with DP Alt Mode and Power Delivery. Note: This device is not compatible with Linux.
- What You Get: Anker USB-C Hub (5-in-1, 4K HDMI), welcome guide, 18-month warranty, and our friendly customer service.
Whole-workspace export
- Open Settings.
- Select General.
- Choose Export all workspace content.
- Select the offered export types: HTML or Markdown for pages, and CSV for databases. Include uploaded files when the option is shown.
- Submit the export request and watch for the email containing the download link.
- Download the archive promptly. Notion says the emailed link expires after seven days.
The HTML export includes a sitemap named index.html with local links. Open that file first; it is the easiest way to navigate a large archive without signing back in.
What can be missing
The export contains only content your account can access. Pages that belong to other users’ private areas can be omitted, and teamspace settings can exclude material. A successful download therefore does not prove that every page in a company workspace is present. Ask the workspace owner to export content you cannot access, or have the owner confirm the intended scope.
What’s actually slowing this PC down?
Pick the symptom - the matching free tool is one click away.
Why an export is not an instant clone
Notion states that uploading an export cannot instantly recreate the original workspace. Expect to rebuild some navigation, permissions, database views, automations, or relationships if you move to a new workspace or another app. Keep the exported files as an archive even after an attempted import.
Large-workspace workaround
If a full export fails or never completes, the documented temporary workaround is to export important top-level pages separately. Use Markdown and CSV, or HTML with subpages included, for each major section. Name each download with its section and date, then inspect several of the resulting folders. This produces multiple smaller archives rather than one all-or-nothing request.
Provider backups versus your files
Notion says its service keeps per-minute backups of page content and that support can help restore a page snapshot from the past 30 days. Those figures describe Notion’s server-side recovery statement; they are not a downloadable version history and do not replace your own export. The same help page says automatic scheduled backups are not currently available through the built-in export flow, so schedule a reminder if you need recurring user-held copies.
Rank #3
- Sleek 7-in-1 USB-C Hub: Features an HDMI port, two USB-A 3.0 ports, and a USB-C data port, each providing 5Gbps transfer speeds. It also includes a USB-C PD input port for charging up to 100W and dual SD and TF card slots, all in a compact design.
- Flawless 4K@60Hz Video with HDMI: Delivers exceptional clarity and smoothness with its 4K@60Hz HDMI port, making it ideal for high-definition presentations and entertainment. (Note: Only the HDMI port supports video projection; the USB-C port is for data transfer only.)
- Double Up on Efficiency: The two USB-A 3.0 ports and a USB-C port support a fast 5Gbps data rate, significantly boosting your transfer speeds and improving productivity.
- Fast and Reliable 85W Charging: Offers high-capacity, speedy charging for laptops up to 85W, so you spend less time tethered to an outlet and more time being productive.
- What You Get: Anker USB-C Hub (7-in-1), welcome guide, 18-month warranty, and our friendly customer service.
PDF availability
Notion has been phasing out workspace-level PDF export through August 31, 2026, while individual pages can still be exported as PDF. Because rollout can vary by workspace and the phaseout date has passed, check the current export menu before designing a PDF-only archive. Use HTML or Markdown for a more portable working copy.
The Tool Desk
Outbyte Driver Updater FREEScan for outdated or missing drivers - takes under a minuteDriver Scan →Outbyte PC Repair FREEClear out junk files and repair common Windows errorsFree Scan →Exporting Otter conversations and recordings
Otter’s Help Center article “Export conversations,” updated June 12, 2026, describes an individual-conversation workflow. Availability depends on your plan, sharing permissions, and the controls enabled for that conversation.
Export one conversation
- Open the conversation you want to preserve.
- Select Export.
- Choose an available text format: TXT, DOCX, PDF, or SRT.
- Turn on the options you need, such as speaker names, timestamps, highlights, images, and paragraph formatting.
- If you need the original recording, use the audio export control and choose MP3 when offered.
- Save the downloaded files together and open both the text and audio before leaving the conversation.
Basic-plan users can export conversations only as TXT according to the documented instructions. Do not promise DOCX, PDF, SRT, or audio to a Basic user without checking the account’s current menu.
Permissions can block export
A viewer may need the owner to enable export or grant collaborator access. If the Export command is missing, ask the conversation owner to change the sharing permission or create the export. Being able to read a conversation in the interface does not necessarily grant the right to download it.
Bulk export
Otter documents bulk export of conversations, audio, or Takeaways for Business and Enterprise plans. The service sends a ZIP download link by email. This is not a general feature for every user, so confirm that your plan includes it and download the link before it expires according to the message. Summary and audio can use separate controls; select each one explicitly rather than assuming the ZIP contains every related asset.
Rank #4
- Dual Converters, Infinite Potential：Includes 2× USB C male to USB A female adapters and 2× USB A male to USB C female adapters. Perfect for a wide range of uses—tablets with Bluetooth keyboards, expand USB ports on macbook, and more. Two different converters for all your daily needs
- Next-Level 10Gbps & 3A Charging: No more slow 480Mbps, this usb to usb c adapter has a transfer speed of up to 10Gbps, allowing you to do more transferring in less time. This usb adapter fits both USB A and USB C charger, supporting up to 3A fast charging
- Upgraded Exquisite Craftsmanship: With an aluminum alloy housing and metal connector, the usbc to usb adapter is extremely durable and sturdy. Rigorously tested to withstand more than 10,000 times of plugging and unplugging, ensuring long-lasting performance
- Broad Compatible: The usb c to usb adapter widely supports all USB C/ USB A devices like laptops, tablets, cellphones, car chargers, and phone chargers. Such as compatible with MacBook Pro/Air 2023/2022, Thunderbolt 4/3 Devices,Apple MagSafe Watch 9/8/7/SE/Ultra, iPad Pro 2022/2021, Samsung Galaxy S23/S20/S10, and iPhone 17/16/15 Pro. Plug and play
- Please Note: To reach 10Gbps speed, keep the cable under 3.3 ft. For USB A Male to USB C adapters, try flipping the USB C connector. USB C Male to USB A adapters support bidirectional 10Gbps transfer within 3.3 ft
Validate a conversation archive
- Open a TXT, DOCX, PDF, or SRT file and confirm the speakers and timestamps are present when you selected them.
- Play a sample MP3 from the beginning, middle, and end to ensure it is not a short preview.
- Compare the conversation’s visible highlights, images, and Takeaway with the exported files.
- Keep text and audio under a common folder name so they can be matched after import into another system.
What Granola’s backup statement means
Granola’s security page says notes are stored in a US-hosted Amazon Web Services virtual private cloud, encrypted at rest and in transit, and backed up daily. These are infrastructure and security statements. The reviewed documentation does not establish a user-facing export procedure, supported download formats, or a restoration workflow for an individual account.
Do not infer that a daily provider backup is a file you can request or move to another app. Look for an official export command in the current product documentation or contact the provider to ask what user-accessible data retrieval is available. Until you have downloaded and inspected a copy, treat the notes as service-held rather than archived by you.
Moving notes to another app
Start by deciding whether you need readable history or a rebuildable workspace. HTML and Markdown are usually easier to browse and transform; CSV is useful for rows that you can map into a new database; PDF is a visual record but rarely a good editable source; audio must be imported separately.
Map the source structure
- Pages and headings become documents and sections.
- Database rows become records in the destination’s table or spreadsheet.
- Attachments need their own file mapping and may not retain inline placement.
- Transcripts, summaries, comments, and highlights may need separate fields or companion files.
- Permissions, revision history, formulas, views, and automations commonly require manual recreation.
Use a staged import
- Import or copy a small representative folder first.
- Check character encoding, dates, links, nested pages, and attachment paths.
- Compare counts: number of source pages, database rows, audio files, and imported items.
- Adjust your mapping and repeat with the remaining archive.
- Keep the untouched export as the reference copy; never overwrite it with a transformed import.
An export should be considered a source archive unless the destination provider explicitly documents a lossless import. Plan for cleanup and manual verification rather than assuming that a ZIP or folder will recreate the original workspace.
Designing a dependable personal backup routine
Choose a cadence based on change
Daily exports suit journals, meeting notes, or active projects that change constantly. Weekly or monthly exports may be enough for reference material. Run an extra export before closing a project, changing plans, transferring ownership, or deleting a workspace. If the app has no scheduled export, place the reminder on a calendar; an external drive does not create automation.
Best Value
- 5-in-1 Connectivity: Equipped with a 4K HDMI port, a 5 Gbps USB-C data port, two 5 Gbps USB-A ports, and a USB C 100W PD-IN port. Note: The USB C 100W PD-IN port supports only charging and does not support data transfer devices such as headphones or speakers.
- Powerful Pass-Through Charging: Supports up to 85W pass-through charging so you can power up your laptop while you use the hub. Note: Pass-through charging requires a charger (not included). Note: To achieve full power for iPad, we recommend using a 45W wall charger.
- Transfer Files in Seconds: Move files to and from your laptop at speeds of up to 5 Gbps via the USB-C and USB-A data ports. Note: The USB C 5Gbps Data port does not support video output.
- HD Display: Connect to the HDMI port to stream or mirror content to an external monitor in resolutions of up to 4K@30Hz. Note: The USB-C ports do not support video output.
- What You Get: Anker 332 USB-C Hub (5-in-1), welcome guide, our worry-free 18-month warranty, and friendly customer service.
Keep independent copies
Store one working archive outside the app and a second copy in a separate location when the notes are important. Separation protects against account lockout, accidental deletion, and a damaged local device. Protect the copies with the storage system’s access controls and encryption, especially when notes contain personal, financial, health, or confidential business information.
Use clear naming
A practical folder pattern is App-Workspace-YYYY-MM-DD, with subfolders such as pages, databases, attachments, audio, and metadata. Add a plain-text manifest listing the export options, account, and any known omissions. Never rename files in a way that breaks relative links until you have tested the archive.
Verify instead of assuming
- Open the archive’s index or top-level document.
- Open files from the newest and oldest parts of the collection.
- Test at least one large attachment and one unusual filename.
- Check that audio plays and transcripts are readable.
- Record missing pages or permission errors in the manifest.
Troubleshooting export problems
The export option is missing
Confirm that you are in the correct workspace, have the required role, and are using an account or plan that includes export. For shared conversations, ask the owner to enable export or grant collaborator access. A browser refresh will not overcome a permission restriction.
The email never arrives
Check spam, quarantine, and the address associated with the account. Verify that the request was made for the intended workspace. If a link has a stated expiry, request a new export rather than relying on an old message.
The archive is incomplete
Compare the export scope with your inventory. Private pages, restricted teamspaces, unselected attachments, and separate audio or summary controls are common causes. Export the missing top-level sections individually when the provider recommends that workaround, then document what remains inaccessible.
The download fails or is too large
Use the provider’s smaller-scope method, such as separate top-level exports. Keep each archive intact, and verify one before starting the next. Do not delete the source workspace to free space until all required archives open correctly.
The imported notes look wrong
Return to the untouched HTML, Markdown, CSV, text, or audio files and compare them with the destination. Re-map fields, repair links, and handle attachments separately. Preserve the source archive because a second import may be safer than trying to repair a damaged conversion in place.
Recommended Free Tools
A final pre-deletion checklist
- Have you exported every workspace, folder, conversation, and recording that you are allowed to access?
- Did you select attachments, audio, transcripts, summaries, comments, highlights, and metadata where separate controls existed?
- Can you open representative files without logging in to the original service?
- Did you test an index, a database or table, an attachment, and an audio file when relevant?
- Is the archive stored in at least one location outside the app, with a second copy if the notes are important?
- Have you recorded the export date, plan, scope, and known omissions?
- If moving apps, did you test a small import and keep the original export unchanged?
The Bottom Line
An AI note app’s internal backup is not your personal archive. Run the official export, select each content type separately, download it outside the service, inspect representative files, and retain an independent copy. Expect permissions, plan limits, and format differences to affect what can be restored or moved.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
