Notion vs OneNote Compared: Is MS OneNote or Notion Better?

Welcome to the ultimate showdown between Notion and Microsoft OneNote! 

In this Notion vs OneNote comparison we'll test these two popular note-taking and organization tools to see which one comes out on top. 

Think of it like a superhero battle, with Notion as the new kid on the block and OneNote as the veteran hero. 

We'll compare their powers of project management, collaboration, and note-taking features options to see which one has the ultimate superpowers. 

After reading this post, you'll know which tool is the perfect sidekick for your productivity journey.

What is the difference between Notion and OneNote?

The main difference between OneNote and Notion is that OneNote is a more traditional note-taking app focused on creating and organizing notes. Notion, on the other hand, is a more flexible app that allows users to create a wide variety of content, including notes, tasks, wikis, and databases.

OneNote has a simpler layout and user interface, making it easier to use for taking notes quickly and easily. OneNote also has integration with Microsoft Office, which makes it a good choice for users who already use other Microsoft apps.

Notion is often used for project management and collaboration. Notion has a more customizable layout, with the ability to create customized templates and databases. It also has a more robust set of features for managing and organizing content.

In summary, Notion is a more flexible, customizable, and feature-rich app that is often used for project management and collaboration. In contrast, OneNote is more of a traditional note-taking app that is simple to use and integrates well with Microsoft Office.

If you want to read more about the inner workings of Notion, we have a detailed Notion review that walks you through the app’s best features. OneNote has landed on our list of best note-taking apps for its range of features, flexibility, and affordability. For more details, check out our OneNote review.

Notion vs OneNote comparison chart

Before we dive into a detailed comparison, let’s briefly see how Notion vs OneNote weigh up in terms of plans, ease of use, and features. 

Notion vs OneNote pricing

Both Notion and OneNote have free and paid plans. 

Notion’s paid plans start at $8 per user per month and go up to $15+ per user per month. There’s also an Enterprise plan that can be customized based on the size and needs of your company. 

Microsoft OneNote is a free application, with the option to upgrade to Microsoft 365 paid plans that open the door to the full functionality of the note-taking app. There are two types of subscription levels, Personal and Business. 

Microsoft 365 Personal starts at $6.99 per month and supports only one user, while the cheapest Business plan costs $6 per user per month. Microsoft 365 Family costs $9.99 per month and supports one to six people. 

The Business plans range from $6 per user per month to $22 per user per month. 

The only difference between OneNote’s free plan and subscribing to a Microsoft 365 plan is the storage space. 

Which is better?

This would depend on your needs. If you're a small team with more basic needs, each platform's cheapest paid plan will be a good fit. In this case, OneNote is better as its most affordable Business plan is $6/user/month, and Notion is $8/user/month.
 

Microsoft OneNote vs Notion free versions

Notion has a very generous free plan that’s great for personal use and supports unlimited blocks and pages, five guests, real-time collaboration, and six views. You’ll get 40+ block content types, 50+ starter templates, wikis, docs, notes, 5 MB of file uploads, and more. 

OneNote offers all of its core features free of charge. You'll get features like custom tags, annotation, integration, multiple note-taking formats, security options, and more. However, the free plan is limited to 5GB of storage and lacks some more advanced features like stickers and a math assistant. 

Which is better?

OneNote’s free plan is slightly better as it contains all the most important features of the software.
 

Customer support

At Notion, you have several options for reaching customer support. You can chat, email them, or reach out to them on Twitter. Additionally, you have the option for Priority Support on all plans except the Personal plan. You can contact the sales team over the phone if you have any sales-related questions.

If you have a paid Microsoft 365 account, you can receive direct customer support through live chat or telephone. The company's support representatives are available 24/7 to assist with any inquiries you may have.

Which is better?

Notion's customer support might be better than OneNote, as you get Priority Support on all paid plans. 
 

Knowledgebase & learning

Notion provides a comprehensive knowledge base with over 100 helpful articles and regular webinars covering the software's fundamentals. You can also access a community forum for peer-to-peer support and answers to questions. You can even join a local group and attend events such as lunch gatherings and coffee meetups.

The Microsoft official support center offers a dedicated section for the OneNote app that includes a variety of user guides, manuals, and tutorials. This webpage is a valuable resource for both free and paid users to learn about the app and troubleshoot common issues. There’s a community forum dedicated to OneNote where you can ask questions and help fellow users. 

Which is better? 

Notion has a slight lead simply because users can meet in person and attend different events. 

Microsoft OneNote vs Notion features & functionality

Now that we’ve compared Microsoft OneNote vs Notion in terms of pricing, free plans, and customer service, it’s time to see how they stack up against each other in features and functionality. 
 

Notion or OneNote for ease of use?

Notion has a learning curve and can be challenging for beginners to navigate, as everything on the platform starts with a blank page. Experienced users will appreciate the ability to add advanced features such as project management or CRM to their notes. 

There are numerous templates available to assist with setup and customization. However, for those new to note-taking, the platform may be overwhelming and time-consuming to learn.

OneNote has a user-friendly interface that is similar to other Office apps. If you have experience using other Office products, you won't have to worry about finding your way around. When you open the desktop app, you will land on the last page you were working on, from which you can add new pages and sections or switch between notebooks. 

The top of the screen features a familiar Office-style menu with all the controls. The experience is slightly different if you're using OneNote on the web, but the interface is still intuitive. 

Which is better?

OneNote is a better option for people who are beginners to note-taking software and need something easy to use and more lightweight. Notion is a better option if you want to build databases and wikis and need a more complex tool to collaborate with your team. 
 

Product limitations

Notion doesn't have built-in automation features such as workflow automation, recurring tasks, and advanced project management tools. Although it lets you organize your docs into a database, it's nowhere near as flexible or customizable as Airtable. 

While Notion has a growing number of integrations, it still lacks support for some popular apps and services, like Google Calendar. 

OneNote doesn't have a built-in workflow automation feature, meaning users cannot automate tasks or processes within the application. 

OneNote is also not as customizable as some other note-taking apps, so you may not be able to tailor the app to your specific needs as much as you would like.

Which is better?

This round is a tie as both tools have their own product limitations. 
 

Microsoft OneNote vs Notion online versions

Both Notion and OneNote can be accessed online from multiple web browsers. Currently, you can use the online versions on Safari, Google Chrome, Firefox, and Microsoft Edge. Both tools have mobile apps for iPhone, iPad, and Android for easy access on the go. 

Which is better?

This round is a tie. 
 

Notion vs OneNote desktop versions

Notion and OneNote both have desktop versions that can be used on Windows and macOS computers. Their desktop versions offer a few additional features that you won't find with the web version, including the added ability to work offline, more shortcuts, and the option to customize and organize information in a way that works best for you. There are no desktop versions available for Linux. 

Which is better?

This round is a tie as both platforms have desktop apps for Mac and Windows devices. 
 

Templates 

Notion offers a variety of templates to help you get started, including the option to create your own template from scratch and share it with the community. The templates can be used as to-do lists, project roadmaps, and team databases. They are organized into different categories like design, marketing, personal, school, goals, journal, etc., making it easy to find the one that best suits your needs.

OneNote offers several built-in page templates, including decorative page backgrounds, planners, and to-do lists. Users also have the option to create their own page template or customize an existing one to suit their needs.

Which is better?

Although both tools offer templates, Notion features a more extensive templates gallery. 
 

Project and task management 

Notion can replace apps such as Asana, Trello, and Jira with features like kanban boards, task lists, epics calendars, and sprint organizers for project tracking and task management. The platform allows you to organize your information in various layouts such as tables, lists, boards, galleries, calendars, or timelines. 

You can add multiple views to an existing database for different perspectives. Each item on a task list becomes its own page that can be assigned to one or more team members, with the option to add notes, due dates, tags, and priority levels. However, one downside is that Notion does not support recurring tasks and lacks workflow automation.

OneNote can be used for basic project and task management, but it lacks some of the advanced features and functionalities that are specifically designed for that purpose. You can use it to create a task list, organize and track tasks, set reminders, and assign tasks to people by typing the person’s email address. 

You can also use OneNote to create and organize notes, keep track of deadlines, and add comments to collaborate with your team. However, it does not have built-in project management features such as Gantt charts, timelines, workflow automation, resource management, time tracking, budgeting, or reporting.

Which is better?

We’ll vote Notion as slightly better as it has more advanced project and task management features than OneNote. However, keep in mind that the best project management app for you will depend on your needs. 
 

Integrations

Notion has a dozen native integrations with tools like Jira, Google Drive, Gmail, and Slack. Via Zapier, it can connect to more than 4,000 apps. 

OneNote integrates seamlessly with other products in the Microsoft ecosystem and it works with all the popular cloud services like Evernote, Salesforce, DropBox, and CloudHQ. It also connects to thousands of more apps via Zapier. 

Which is better?

This round is a tie. 

A note on Notion OneNote integration

Unfortunately, there’s no native OneNote Notion integration. The good news is that you can connect the two platforms via "connector" apps like Zapier and Integrately. 

These "connector" apps let you send data from OneNote to Notion and from Notion to OneNote automatically. For example, each note you add in OneNote will appear as a page in your Notion account. 
 

Microsoft OneNote or Notion for note-taking features

Notion comes with fantastic note-taking features. Notes are created on pages, which are made up of blocks. Blocks can be anything from plain text to tables, and you can structure your thoughts and ideas however you want. 

Notion provides a wide range of features, like creating to-do lists, setting reminders, adding images and code, making calculations, mentioning teammates, setting due dates, and more. 

You can also organize your notes by adding custom fields and views and linking them to a specific task or project. All your notes are easily accessible from the left-hand sidebar, and you can choose to keep them private or share them with your team. 

Microsoft OneNote is a great note-taking app that offers many features. It's perfect for individuals, students, and professionals who want a powerful and flexible tool to stay organized. 

OneNote is a great way to take notes online because it allows you to create notes in different formats, such as text, images, video, and audio notes. You can also add tags, links, and attachments to your notes to make them easier to find and access. You can also draw and annotate your notes using a stylus or your finger. The only downside is that you can’t have headings. 

Which is better?

Notion would be a better option if you’re dealing with hundreds of notes and you want to organize them properly in a clear hierarchy. 

OneNote is the better option if you’re a beginner in note-taking software and need a flexible app to record your ideas. Both tools come with a Web Clipper functionality. 
 

Wikis and databases

Notion's main features include blocks and pages that help you create detailed wikis and documents. You can select from over 500 different types of blocks that can be added to pages, including text, bullet points, images, maps, tables, and more. With these blocks, you can create comprehensive wiki databases that can be easily shared with your team.

OneNote can also be used to create wikis and databases, although it may not have the same advanced functionality as Notion. You can create pages and sections to organize information, add tags and links to make it easily searchable, and collaborate with others on shared notebooks. 

Which is better?

Although OneNote has some functionality for creating wikis and databases, it has fewer flexibility and customization options than Notion.
 

Security features

In OneNote, you can password-protect specific note sections to keep your information secure. This feature is handy if you’re sharing notes with others, as it ensures that only authorized individuals have access to your personal information. 

Notion doesn't have the option to password-protect files like OneNote does, but it does allow you to control who can access different files. You can set permissions to keep some content or workspace private while allowing others to view it. This way, you can share what you want others to see without worrying about them accessing your personal information.

Which is better?

OneNote has a slight lead in this category as it has the option to password-protect files. 
 

Collaboration features 

Notion offers a variety of tools for collaboration. You can work on the same page with as many people as you want at the same time. You can see where others are working on the page by looking at their profile pictures. Changes and comments made by others will appear to you in real time. 

There are multiple ways to communicate with your team within Notion. You can mention someone by typing @ followed by their name anywhere on a page, which will notify them and provide a link to the mention. Additionally, you can leave comments on any type of block, including text, images, and embeds.

OneNote supports easy collaboration with colleagues and friends by allowing you to share your notes through email. The person will then be able to edit the note. This makes OneNote a great tool for working together on projects or ideas in a professional or personal setting.

Which is better?

Although both tools have good collaboration features, Notion’s are more advanced. 
 

Storage 

OneNote stores your data in the cloud (OneDrive) through your Microsoft account. However, the free plan is limited to 5GB of storage. If you need more storage space, you’ll need to subscribe to one of the paid plans. Subscribing to the Personal plan will give you access to 1TB of storage, while the Family Plan comes with 6TB of storage space.

Notion’s free plan limits the upload file size to 5MB. If you need to upload larger files, you must upgrade to a paid plan. All paid plans remove the 5MB size limit and offer unlimited file upload. 

Which is better?

This round is a tie as both platforms come with their own storage or upload file limitations. 

Is Notion better than OneNote? Key takeaways

Now that we’ve written this detailed comparison post, can we say that Notion is better than OneNote?

Well, both yes and no, because they serve different purposes. 

Yes, if you need a more advanced tool that can be used for a variety of purposes, such as project management, team collaboration, and personal productivity. It offers a range of features, such as building wikis, creating rich databases, and controlling access to notes.

No, if you need simple note-taking software for recording ideas as they come without the need to structure them in a clear hierarchy. 

Go with OneNote if you're an individual, student, or professional who needs a flexible and versatile note-taking app. You'll find a wide range of features, including the ability to create notes in various formats, add tags and attachments, and collaborate with others in real-time.

In short, OneNote and Notion are both great tools, and the best one for you will depend on your specific needs and preferences. Both apps are available for free and have premium versions with added features. It's recommended to try both apps and see which one works best for you.

And, if you’re not satisfied with either, check out our list of the best note taking app options.