From tools like Goodnotes to Notability, there are dozens of digital note taking tools, and it's sometimes hard to tell which one is best for your own workflow. Whether you are a project manager or college student jotting down your favorite professor’s lecture, finding the right note taking tool can make or break your ability to process and absorb information. In this article, we’ll be covering two note taking tools, Notion vs OneNote. You’ll get answers to questions like:
- What is Notion?
- What is OneNote?
- Notion vs OneNote: Features
- Notion vs OneNote: Use Cases
- Notion vs OneNote: Pricing
Why trust us with the major decision on what tool your team should use? It’s because we’ve been there. Here at Slam Media Lab, we’re a remote and fast-paced web design agency that depends heavily on operational tools, from team sprints to basic communication when we’re thousands of miles apart from each other.
We’ve tried out all the tools under the sun, spendings 100+ hours of research and application on what tool is best and why. Now, we create products & resources to help teams like yours not go through the iterative hassle and reach peak operational efficiency in minutes rather than months.
Looking through our resources, you’ll probably get a good idea of which tool we prefer. But let’s go over why in this article.
What is Notion?
Notion is a versatile and powerful productivity tool that functions as an all-in-one workspace, allowing users to create, organize, and manage various types of content and information. It combines elements of note-taking, project management, knowledge base creation, task management, and collaboration within a single platform.
Founded in 2013 by Ivan Zhao and Simon Last, Notion was created with the vision of integrating fragmented productivity tools into one cohesive platform. The founders were motivated by the desire to build a tool that could adapt to diverse workflows and organizational needs, eliminating the need for multiple apps to handle different tasks. Since its launch, Notion has undergone continuous development, adding features and improving its user experience based on community feedback.
Notion's interface is built around a modular system, where users create pages and populate them with different types of content blocks. These blocks can include text, images, videos, to-do lists, databases, and more. This modularity allows users to build their workspace in a way that suits their unique needs, from simple note-taking to complex project management. The platform also offers a wide range of templates, which provide pre-built structures that users can customize to fit specific purposes.
One of Notion's key strengths is its emphasis on note-taking, where it truly shines. Users can create rich text notes, embed multimedia, and organize their notes hierarchically within notebooks, sections, and pages. Notion’s flexible formatting options, including headings, lists, tables, and code blocks, make it a powerful tool for capturing and organizing information.
What is OneNote?
OneNote is a digital note-taking application developed by Microsoft, designed to help users capture, organize, and share notes seamlessly across multiple devices. Launched in 2003, OneNote has evolved into a robust tool widely used by individuals, students, and professionals for a variety of purposes, including personal organization, academic note-taking, and team collaboration.
The origins of OneNote trace back to Microsoft’s vision of creating a versatile digital notebook that could replace traditional paper notebooks. The goal was to provide users with a dynamic platform to capture handwritten or typed notes, drawings, screen clippings, and audio recordings, all organized in a digital format that could be easily searched and shared. Over the years, OneNote has undergone significant updates and improvements, integrating more features and enhancing user experience to meet the growing demands of its user base.
One of OneNote’s key strengths lies in its organizational structure. The application is designed around the concept of notebooks, sections, and pages, mimicking the structure of a physical notebook. Users can create multiple notebooks for different subjects or projects, each containing various sections and pages. This hierarchical organization makes it easy to keep information well-organized and accessible.
As of 2023, OneNote is used by millions of people worldwide. Its popularity is driven by its robust feature set, ease of use, and integration with the Microsoft Office ecosystem. OneNote is available on multiple platforms, including Windows, macOS, iOS, Android, and the web, ensuring that users can access their notes anytime, anywhere.
Notion vs OneNote: Features
When choosing a note-taking platform, it's crucial to understand the unique features each tool offers, as these will directly impact your note-taking experience and productivity. Both OneNote and Notion provide powerful capabilities for capturing and organizing notes, but they cater to different user needs and workflows. This section will dive into the specific features of OneNote and Notion, showcasing their strengths and how they can enhance your note-taking process.
Notion’s Features
Notion offers a diverse set of features that make it a powerful tool for note-taking and beyond:
- Modular Pages and Blocks: Notion’s note-taking capabilities are built around its modular system, where users create pages and fill them with various content blocks. These blocks can include text, images, videos, task lists, tables, and more. This modular approach allows users to create highly customized notes that suit their specific needs.
- Rich Text Formatting and Embeds: Notion supports rich text formatting, enabling users to format their notes with headings, bullet points, numbered lists, and inline styles. Users can also embed external content, such as Google Docs, YouTube videos, and web pages, directly into their notes, enhancing the depth and context of their information.
- Template Library: Notion offers an extensive library of templates for various purposes, including note-taking, project management, and personal organization. These templates can be customized to fit specific needs, providing a quick and efficient way to set up new notes and workflows.
- Collaboration and Comments: Notion excels in collaboration, allowing multiple users to work on the same page simultaneously, with real-time updates. Users can leave comments, tag team members, and set permissions, making it an ideal tool for collaborative note-taking and team projects. At Slam, we use collaboration capabilities for things like our Notion Sprint Template and Notion Feedback Template.
- Web Clipper and Mobile App: Notion’s web clipper allows users to save web content directly to their workspace. The mobile app ensures that users can access and update their notes on the go, maintaining productivity across different devices.
If you are looking for a platform that is not limited to just taking notes, then Notion is your best bet. Notion has countless additional features, some of which include:
- Task Management: Users can create to-do lists, set deadlines, and assign tasks to team members. This feature integrates seamlessly with Notion’s other capabilities, allowing for comprehensive project management within the same platform.
- Knowledge Base Creation: Notion’s flexible structure makes it ideal for building knowledge bases. Users can organize information hierarchically, link related content, and create a centralized repository of knowledge.
- Project Management: Notion supports various project management methodologies, including Kanban boards, calendars, and lists. This versatility allows users to manage projects from planning to execution within a single platform. Our Notion Wiki Template is an example of comprehensive PM tools that can be built using the platform.
- Database Integration: One of Notion’s standout features is its ability to create databases within notes. Users can link databases, create relational databases, and use these features to organize and cross-reference information effectively. This is particularly useful for managing large volumes of related data and creating dynamic, interconnected notes.
OneNote’s Features
OneNote is a dedicated digital note-taking tool that offers a wide range of features designed to enhance the note-taking experience:
- Notebook Structure: OneNote organizes content into notebooks, sections, and pages, mimicking the structure of a physical notebook. This hierarchical organization helps users keep their notes well-organized and easily accessible.
- Handwriting Support: OneNote excels in supporting handwritten notes. Users can write directly on their device using a stylus, and OneNote’s handwriting recognition feature can convert handwritten text into searchable text. This is particularly useful for users who prefer the tactile experience of writing by hand.
- Multimedia Integration: Users can enhance their notes by embedding multimedia elements, such as images, audio recordings, and videos. This capability is beneficial for capturing rich, multi-sensory information.
- Web Clipper: OneNote’s web clipper allows users to save web content directly to their notebooks. Users can clip articles, images, and other web content, organizing them into their OneNote structure for future reference.
- Collaboration: OneNote supports real-time collaboration, allowing multiple users to edit and comment on notes simultaneously. This feature is particularly useful for team projects, study groups, and shared research.
- Integration with Microsoft Office: OneNote integrates seamlessly with other Microsoft Office applications, such as Word, Excel, and Outlook. This integration facilitates a smooth workflow across different tools within the Microsoft ecosystem.
OneNote is a great option if you and your team predominantly work on Microsoft Suite and are looking for a platform that functions solely as a note taking tool.
Notion vs OneNote: Use Cases
When you are a student, project manager, journalist, or researcher, you will want a platform that caters to your diverse needs and checks all the boxes for different ways you’ll use the tool. In this section, we’ll cover use cases for both Notion and OneNote.
Notion’s Use Cases
Notion is a highly versatile tool that excels in various note-taking scenarios, making it a preferred choice for individuals and teams looking to capture, organize, and utilize information efficiently. Here are some specific use cases where Notion stands out as a powerful note-taking platform:
- Personal Note-Taking: Notion’s modular pages and rich text formatting make it ideal for personal note-taking. Users can create detailed notes with headings, bullet points, and inline styles, embed images and videos, and link related pages to build a comprehensive knowledge base. This setup is perfect for students taking lecture notes, professionals jotting down meeting minutes, or anyone looking to keep a personal journal or diary.
- Research and Knowledge Management: For researchers and knowledge workers, Notion’s database capabilities are invaluable. Users can create databases to organize research notes, link related topics, and tag entries for easy retrieval. The ability to embed external content, such as articles, videos, and web pages, allows researchers to keep all relevant information in one place. This makes Notion an excellent tool for managing literature reviews, organizing study materials, and tracking research progress.
- Project and Task Management: Notion’s integrated task management features allow users to create to-do lists and track project progress directly within their notes. This is particularly useful for managing personal projects or collaborative team efforts. Users can set deadlines, assign tasks, and monitor progress using various views, such as Kanban boards and calendars, all within the context of their notes. This seamless integration helps users stay organized and ensures that all project-related information is easily accessible.
- Content Creation and Brainstorming: Notion’s flexible content blocks and template library support creative processes, such as content creation and brainstorming. Users can create structured notes with embedded multimedia, use templates to kickstart their ideas, and organize their thoughts into visually appealing layouts. This setup is perfect for writers, designers, and marketers who need a versatile workspace to capture ideas and develop content.
- Learning and Course Management: For educators and learners, Notion offers powerful tools to manage courses and study materials. Instructors can create course outlines, lesson plans, and resource libraries, while students can organize lecture notes, assignments, and study guides. The ability to create interactive databases and link related content makes Notion an effective platform for both teaching and learning.
OneNote’s Use Cases
OneNote is a dedicated note-taking application that excels in various scenarios, offering a range of features tailored to capture, organize, and share information effectively. Here are some specific use cases where OneNote proves to be an exceptional tool for note-taking:
- Academic Note-Taking for Students: OneNote is a popular choice among students for organizing lecture notes and study materials. The structured notebook, section, and page hierarchy allows for clear separation of subjects and topics. Handwriting support with stylus input is particularly beneficial for taking notes in classes that involve diagrams, equations, or extensive annotations. The ability to convert handwritten notes to searchable text enhances the organization and retrieval of information.
- Meeting Documentation for Professionals: Professionals use OneNote to document meeting notes efficiently. The application supports the creation of structured notes with headings, bullet points, and multimedia elements. Integration with Outlook allows users to link meeting details and agendas directly within their notes. Real-time collaboration features enable team members to edit and comment on notes simultaneously, ensuring everyone is on the same page.
- Basic Project Planning and Tasks: OneNote supports basic project planning and task management through its flexible note structure. Users can create project notebooks with sections for brainstorming, task lists, timelines, and progress tracking. Embedding multimedia elements such as images and links provides a comprehensive view of project details. Integration with other Microsoft Office tools enhances project management by allowing seamless data sharing and task synchronization.
- Personal Organization and Daily Journaling: OneNote is effective for personal organization and journaling. Users can create notebooks for daily journaling, goal setting, and habit tracking. Rich text formatting and multimedia integration allow users to capture thoughts and ideas in an engaging manner. The ability to clip web content and annotate images adds depth to personal notes and journals.
OneNote’s feature set and structured note organization make it a strong tool for specific note-taking scenarios, particularly in academic, professional, and research settings. While OneNote is excellent for capturing and organizing notes, it has more limited use cases compared to the versatile capabilities of Notion.
Notion vs OneNote: Pricing
With each software’s features in mind, the next consideration is the pricing. Both Notion and OneNote have pricing plans meant for either individuals/personal use and business/enterprise.
How Much Does Notion Cost?
Notion takes a more traditional approach to their pricing packages, offering four plans to scale alongside your team:
- Free ($0): Collaborative workspace, integrations, basic analytics, 7-day page history, 10 guests limit.
- Plus ($8/user/month): Unlimited blocks, unlimited uploads, 30-day page history, 100 guest limit.
- Business ($15/user/month): Private teamspaces, bulk exports, advanced analytics, 90-day page history, 250 guest limit.
- Enterprise (Custom): Advanced security, audit log, customer success manager, workspace analytics, unlimited page history, compliance integrations.
Notion’s pricing packages are both intuitive and cost-effective, making it a great solution for teams of all sizes. The only drawback to their pricing is that teams will face limitations with blocks and uploads using the free plan.
However, the paid plans are all designed with collaboration and organization in mind, providing a variety of resources at a fraction of their competitors’ pricing.
How Much Does OneNote Cost?
At first glance, OneNote appears to be free. You can download and use OneNote from any device at no cost, but you’ll face one major limitation: storage. OneNote’s free plan only offers 5GB of storage, which isn’t nearly enough for teams seeking a ‘second brain’ to store all information in.
When you exceed this limit, you’ll need to purchase Microsoft cloud storage, which provides up to one terabyte of storage per employee. For teams, this additional storage starts at $6 per month, making it a cost-effective solution for teams seeking just a note-taking tool. If, however, you are looking for tools that offer more than just one primary feature, then OneNote may not be best for you.
Why Does Slam Use Notion?
At Slam, Notion has become our all-in-one workspace, helping us to scale to over a $2M agency in three years.
From organizing projects to collaborating on documents, Notion allows us to easily manage all of our goals, deadlines, and sprints in one place.
It also serves as a hub for many of our most important documents, providing everyone on the team with access to our latest resources all in one place.
After using Notion for years, we’ve developed some highly effective workspaces, streamlining everything from client acquisition to internal communication. We’ve recently turned our favorite workspaces into templates to help other businesses kick start their journey on Notion, which you can find among our selection of customizable products and resources:
- Notion Vision Board Template
- Go-to-Market Strategy Template
- Notion Agency Meeting Template
- Notion Assignment Tracker Template
- Notion Company Wiki Template
- Notion Content Creation Template
- Notion Documentation Template
- Notion Feedback Template
- Notion Meeting Notes Template
- Notion Social Media Planner Template
- Notion Sprint Template
- Notion Task List Template
- Notion Website Template
- Startup Roles & Responsibilities Template
- Technical SEO Audit Template
- Tiktok Content Planner Template
- TikTok Script Template
- Webflow Launch Checklist Template
Still not sure which tool is best for your team? Check out our other comparisons below:
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