How do you export all your notes and databases in one go?

To export all your notes and databases in one go, look for a workspace-wide export in the app's settings rather than exporting page by page, and choose an open format: Markdown for pages, CSV for databases, or JSON if you want one complete machine-readable file. Then unzip the download, check that a few pages, databases and images came through, and store a dated copy somewhere other than the app itself.

Why a full export matters

An export is your exit route and your backup. If you ever want to change tools, stop paying, or just keep a copy you control, you need everything out at once, not one page at a time. Doing it page by page sounds fine until you have 300 pages nested four levels deep.

What you want from a full export:

• Everything in one action: all pages, sub-pages and databases together.
• Open formats: Markdown, CSV or JSON open in many other tools and in a plain text editor.
• Structure kept: pages still sit under their parents, and database rows keep their properties.
• Files included: images and uploaded documents, not just text.

Step 1: find the whole-workspace export

Most Notion-style apps hide the full export in settings, separate from the "export this page" option.

• In Notion, the Export your content help page says you go to Settings, then General, and choose "Export all workspace content". It runs on desktop or web, and the export download link is sent by email and expires after 7 days. Notion notes that a large workspace export can take up to 30 hours to process.
• In Asendify Notes, you export everything from your account as either a Markdown and CSV zip or a single JSON file.
• In local-first apps such as Obsidian, your notes are already plain Markdown files in a folder on your computer, so "exporting" usually means copying that folder.

If you cannot find a workspace-wide option, search the app's help centre for "export all" before you assume it does not exist.

Step 2: pick the right format

Each format suits a different job.

1. Markdown (.md) for pages. Plain text with simple formatting. Readable in any text editor and importable into many notes apps. Some formatting does not survive: Notion's help page says callout blocks export as HTML because Markdown has no equivalent.
2. CSV for databases. One row per item, one column per property. Opens in Excel, Google Sheets or Numbers. Notion exports full-page databases as CSV, with a Markdown file for each row's page.
3. JSON for a complete backup. A structured file a developer, a script or another tool can read. Less pleasant to read by eye, but good at keeping everything in one place.
4. HTML or PDF for reading and printing. Good for archiving or sharing a copy, poor for re-importing into another app.

A sensible default: Markdown and CSV if you might move to another app, JSON if you want a complete archive, and both if you are unsure.

Step 3: watch for what an export leaves out

No export is perfect. Check these before you rely on one:

• Database views. Notion's help page says you can export only the current view or the default view of a database, not all views at once. Filters and board layouts usually need rebuilding after a move.
• Pages you cannot see. In shared workspaces, private pages belonging to other people are not included in your export.
• Long file paths. Notion notes that Windows can struggle to open some large zip files because of its path-length limit, and suggests unchecking "Create folders for subpages" or using 7-Zip.
• Relations and formulas. These are stored as values or text in CSV. The links between databases may need recreating in the new tool.
• Comments and page history. Do not assume they are included. Check the app's help page.

Step 4: check the export actually worked

An export you have never opened is a hope, not a backup. After downloading:

1. Unzip it into a new folder with today's date in the name, such as "notes-export-2026-10-23".
2. Open three random pages in a text editor and check the text is all there.
3. Open one database CSV in a spreadsheet and check the columns match your properties.
4. Check a page with images and confirm the image files are in the export.
5. Compare counts roughly. If you had about 200 pages and the export has 40 files, something is missing.

Step 5: store it safely and repeat

Keep the export somewhere independent of the app. The NCSC's advice on backing up your data suggests two copies, one in online storage and one on an external device that is not left plugged in, with two-step verification on the online account. Exports can contain personal or client information, so treat them like any other sensitive file.

Then put a reminder in your calendar. Monthly suits most people who use their notes daily; quarterly is fine for lighter use. Keep the last two or three exports and delete older ones.

A worked example

Ravi, a freelance consultant, has about 250 pages and four databases (clients, projects, invoices and a reading list). On the first Sunday of each month he runs a full export as a Markdown and CSV zip. He unzips it into a dated folder, opens his newest client page and the projects CSV to check them, and copies the folder to an external drive. Once a quarter he also downloads a JSON export as a complete archive. When he later tests another notes app, he imports the Markdown and CSV files and rebuilds two board views by hand, which takes twenty minutes rather than a weekend.

Key takeaways

• Use the app's whole-workspace export, not page-by-page exports.
• Markdown suits pages, CSV suits databases, JSON suits complete archives.
• Expect some things to need rebuilding: views, relations, some formatting.
• Open and check every export before trusting it.
• Store dated copies outside the app and repeat on a schedule.

FAQ

Can I export everything from Notion at once?

Yes. Notion's help page describes "Export all workspace content" in Settings, with HTML, Markdown and CSV options. The download link is emailed and expires after 7 days.

What is the best format for moving to another notes app?

Markdown for pages and CSV for databases, because most notes apps can import them. Check the new app's import page first to see exactly what it accepts.

Is a JSON export useful if I am not a developer?

Yes, as a complete archive. You may never open it yourself, but it keeps everything in one structured file that tools and developers can read later.

How often should I export my notes?

Monthly is a good habit if you use your notes every day. Always export before cancelling a subscription or making big changes.

Do exports include images?

Usually, as separate files inside the zip. Open a page with images after exporting to confirm.

If you want a workspace where a full export is built in, Asendify Notes lets you export everything as a Markdown and CSV zip or as JSON at any time, and imports Markdown and CSV too. It is browser-only and single-owner, with no real-time co-editing, AI features, offline mode or integrations, and no free plan; Notion has a free plan and far more features, so it remains the better choice for teams. For the structure side, see how to organise notes with nested pages.

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