Choosing between Notion and OneNote can be daunting since both are among the most popular note-taking tools on the market. Both tools are trendy among project managers in various industries, but how do they stack up?
Understanding the key features of both tools and their pros and cons is an effective way to determine this. In this Notion vs OneNote review, we assess both software to help people determine which best aligns with their needs.
Notion Overview
Notion is a project management software with diverse features that make it easy for users to write, plan, organize, collaborate, and execute tasks or projects. The app was released in 2016 with the goal of making it easier for professionals to work and share ideas with colleagues and team members.
Though Notion is described as “the future of work,” individuals can also use the app for personal projects like tracking daily activities, running and managing errands, sifting through financial or educational information, scheduling dates and events, and so much more.
Notion is used by over 20 million people worldwide, who find the tool useful for various work and personal activities.
Pros and Cons
Though Notion is a good tool for anyone looking to manage information and collaborate with others, the software has some limitations that must be considered before making a choice. We highlight some of Notion’s pros and cons below.
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OneNote Overview
Microsoft OneNote is a note-taking app that lets users create unique ways to store notes, pictures, files, articles, etc. The digital notebook was launched in 2003, making it one of the oldest note-taking or task-management apps around.
Individuals and businesses can utilise excellent collaborative tool to manage tasks and projects within the workplace, store information, and share ideas. Interestingly, OneNote is available as part of the Microsoft 365 package or as an individual app for people who don’t want a full Microsoft account.
Pros and Cons
Asides from being one of the oldest note-taking tools, OneNote has many features and perks, including availability in multiple languages for users worldwide. However, like every other app, we highlight its notable downsides to consider.
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Notion vs OneNote: Top Features
To better understand how both Notion and OneNote stack up in terms of features, we compare both tools below.
Note-taking
The most significant common feature between Notion and OneNote is the notetaking feature. Both apps are suitable for taking and managing notes efficiently.
Users can create notes and pages using blocks. These blocks are all the customizable content in Notion, meaning users can have customized texts, images, etc. Some of the blocks that can be modified are audio, codes, emojis, tables, lists, and so on
Notion also functions similarly to popular writing tools such as Microsoft Word and Google Docs, making it simple to personalize and format content. However, fonts are limited to just three: Sans (default), Mono, and Serif.
In contrast, OneNote allows various formats, images, audio, and texts for users to create notes. The Windows version of the app also allows individuals to create handwritten notes, sketch images and draw within the app. Handwritten notes can be converted into digital texts and saved as notebooks or pages of a book.
As a plus, OneNote supports more than 40 fonts, including Calibri, Arial, Times New Roman, etc.
Notes Templates
As users take notes, Notion offers over 700 templates to store their documents, some of which include, New Year’s Vision Board, Yearly Goal Tracker, Christmas Planner, etc. The templates are generally free to use, but some may require a fee.
Also, Notion provides third-party widgets from integrated blocks to its pages. These widgets offer additional templates for individuals to select from.
In contrast, OneNote offers 82 different templates, such as the one for business, the one for academics, the one for planners, etc. However, the app’s desktop version offers more template options than the mobile.
Integrations
Both Notion and OneNote support third-party tools and applications.
OneNote offers integration with 29 different applications, including CloudHQ, Evernote, WordPress, etc. However, when integrated with Zapier, OneNote can connect to 5000 other apps.
On the other hand, Notion connects with 33 different third-party apps, including Trello, Asana, GitHub, etc. Similarly, Notion connects to over 5,000 other apps when integrated with Zapier and Automate.io.
Notion vs Onenote: User Experience
Notion makes it easy to create notes and pages with its numerous blocks. The sidebar on the Notion website or mobile app home screen also makes searching for books and saving documents seamless with just a few clicks.
However, the major pain point for Notion users is the overwhelming number of features and extensive customizability. With diverse options of features, including templates and other tailored tools, new users require a deep learning curve to get familiar with the app.
Unlike Notion, OneNote has a very straightforward layout with just the essential features and customizations. The easy accessibility and navigation make the note-taking tool more efficient for note storage and compilation. However, OneNote is an old app, and its interface is not as modernized as other conventional apps.
Notion vs Onenote: Pricing
In terms of pricing, Notion and OneNote are very different. Notion has a 4-tiered subscription model highlighted below.
| Plans | Free | Plus | Business | Enterprise |
| Pricing | $0 | $8 per month (paid annually) or $10 per month (paid monthly) | $15 per month (paid annually) or $18 per month (paid monthly) | Contact Sales |
| Collaborative Workspace | Yes | Yes | Yes | Yes |
| Integrate with Slack, Github and more | Yes | Yes | Yes | Yes |
| Plan | Microsoft 365 Business Basic | Microsoft 365 Apps for Business | Microsoft 365 Business Standard | Microsoft 365 Business Premium |
| Pricing | $6 per user/month | $8.25 per user/month | $12.50 per user/month | $22 per user/month |
| Office Apps Version | Web and mobile versions only | Desktop versions with premium features | Desktop versions with premium features | Desktop versions with premium features |
| Cloud Storage Per-user | 1 TB | 1 TB | 1 TB | 1 TB |
| Security | Standard | Standard | Standard | Advanced |
| Mobile and web support | Yes | Yes | Yes | Yes |
| Manage Customer Appointments | No | No | Yes | Yes |
| Access and Data Control | No | No | No | Yes |
| Cyberthreat Protection | No | No | No | Yes |
| One-month Free subscription | Yes | Yes | Yes | Yes |
| User Provisioning (SCIM) | No | No | No | Yes |
| Customer Success Manager | No | No | No | Yes |
In contrast, OneNote is completely free to download and use. Users must create a Microsoft account and access the tool on their computers, tablets, and mobile devices. However, the free version is limited, and users can opt for the premium version embedded into Microsoft 365. The paid version comes with more features, and a Microsoft 365 subscription plan covers this.
| Plan | Microsoft 365 Business Basic | Microsoft 365 Apps for Business | Microsoft 365 Business Standard | Microsoft 365 Business Premium |
| Pricing | $6 per user/month | $8.25 per user/month | $12.50 per user/month | $22 per user/month |
| Office Apps Version | Web and mobile versions only | Desktop versions with premium features | Desktop versions with premium features | Desktop versions with premium features |
| Cloud Storage Per-user | 1 TB | 1 TB | 1 TB | 1 TB |
| Security | Standard | Standard | Standard | Advanced |
| Mobile and Web support | Yes | Yes | Yes | Yes |
| Manage Customer Appointments | No | No | Yes | Yes |
| Access and Data Control | No | No | No | Yes |
| Cyberthreat Protection | No | No | No | Yes |
| One-month Free Subscription | Yes | Yes | Yes | Yes |
The highlighted Microsoft 365 plans are currently discounted and the company reserves the right to revert to old prices at any time.
Which is Better Notion or OneNote?
OneNote and Notion are similar tools, so choosing one over the other can be a task.
People who want a simple note-taking tool can opt for OneNote since it’s majorly free. Users with an existing Microsoft 365 account can also enjoy the additional premium features that come with the subscription.
However, businesses and individuals who want a more sophisticated, modern tool with lots of features like numerous templates, icons, and text colours, will prefer Notion.
Alternatives
Notion and OneNote are quite popular in the digital note-taking space, thanks to their millions of users worldwide. However, individuals seeking different work and project automation tools can choose from some of these alternatives.
Zoho Notebook
Zoho Notebook is a note-taking app built by Zoho Corporation. The cloud-based software is free and suitable for keeping and organizing digital items like photos, files, and lists.
Confluence
Confluence is a business management tool for team members to collaborate, design, organize, share, and manage tasks and projects. The tool is best described as a digital workplace for teamwork.
Coda
Coda is a business automation tool designed to streamline workflow and collaborate with teams to build projects efficiently and boost work productivity. The app combines documents, spreadsheets, and other work tools for project managers to brainstorm with their teams and track Key Performance Indicators (KPIs).
GoodNotes
GoodNotes is a digital note-taking app built to convert handwritten notes and other readable documents like PDFs and images into digital notebooks that are accessible on computers and mobile devices.
The Verdict
OneNote and Notion are efficient note-taking apps for individuals and business professionals to create, edit, and share notes and digital notebooks across online platforms like email and social media.
OneNote is older and comes with a much simpler interface. It also comes with a free version that users can use for life. In contrast, Notion is enriched with more features beyond note-taking. The app is ideal for project management and business automation, making it a more complete app to consider.
FAQs
Does Notion sync with OneNote?
Notion does not directly sync with OneNote or integrate with OneNote through its API. However, Zapier lets users connect both Notion and OneNote via API.
What apps sync with OneNote?
OneNote provides integrations for up to 30 apps that can be synchronized with it directly. Some of the apps include Zapier, WordPress, Evernote, CloudHQ, etc.
Does Notion have a whiteboard?
Notion does not come with a Whiteboard. However, the software allows users to embed virtual whiteboards from other apps like Sketchboard and Apption.
Is OneNote being discontinued?
OneNote for Windows 10 will no longer be supported from October 2025. However, the app is still available to users and will continue to work without new features.
