Guide: Notion vs OneNote: Comparison and Review
Microsoft OneNote has been around for about 15 years now and is one of the most powerful note-taking apps. That said, it is gradually losing customers to the competition. One of them is Evernote, the sweet child of Silicon Valley until the controversy hit the headlines. History was waiting to repeat itself. Evernote started losing customers to a new player in the market called Notion. Lately, OneNote has been strengthened up with new features and is especially preferred by those rooted in the Microsoft ecosystem and using Office 365. Visit OneNote Notion claims to bring the best of both worlds by offering a new block-based layout that can be used as a note-taking app, Kanban tool, and to-do list. Visit Notion Let’s see if Notion is everything it claims to be and if it can replace OneNote for good.
1. UI and layout
Both OneNote and Notion have a neat layout that makes notes and other elements easily accessible. OneNote has a notebook approach where you can take notes that rest in sections that are further stored in notebooks. An age-old way of taking notes, digitized for the modern world.
Notion has a different approach. Instead of notebooks and sections, there are pages where you can create blocks (more on that later). You can zoom in on pages from the sidebar, similar to how most note-taking apps work.
OneNote for mobile lacks a sidebar. Typically, you will need to choose a notebook and zoom from sections to notes. That makes it cumbersome and time consuming.
Notion has a handy sidebar that makes it easier to switch between pages and notes without too many taps to go back and forth. On the other hand, search and other options are placed at the top instead of the bottom, making them difficult to reach.
2. Take notes
With OneNote, you can take notes in a variety of formats, such as text, audio, and picture notes. These notes can be tagged and archived in sections and notebooks and are searchable on all devices. There are browser extensions you can use to cut web pages or part of them.
Notion has a new approach: you can create pages in which you can then create blocks. These blocks can be text, audio, table, gallery, Kanban style board, video, code, wikis and more. That will open up so many possibilities and offers many ways to customize your workflow. There is also no limit to how deep you can go with pages such as a page within a page and so on.
Each block in Notion can be moved freely within and outside the page. Then there are templates for note-taking, such as knowledge base, task lists, projects, and even a database. Handy for newbies who can find so much options and flexibility overwhelming and confusing. Each block within a page can be linked to other blocks or pages.
Instead of blocks, OneNote has paragraphs that can be internally linked to other paragraphs, notes, sections, and notebooks. However, there are no templates (still exists in the OneNote version) and the number of options when it comes to creating different types of notes is limited compared to Notion.
3. Unusual Features
OneNote comes with a built-in calculator. Just type simple math formulas like 3 + 3-4 anywhere in the note and OneNote will answer it. OneNote only lets you go two levels deep, which means Notebooks> Sections> Notes. OneNote supports handwriting recognition and can turn them into notes that can be both fun and useful, especially if you’re the creative type.
OneNote supports many fonts, while Notion supports icons. With Notion, there is no limit to how deep you can go when creating pages within pages. This kind of hierarchy is unheard of in other note taking apps.
4. Privacy and security
You can password protect sections in OneNote and all notes in that section will be encrypted. Microsoft notes that if you lose the password, even Microsoft support cannot access these comments or help you recover it. Microsoft uses AES-128-bit encryption to protect OneNote.
Some time ago, when I tested Notion for personal use and was concerned about how Notion handles security, I have up tweeted and received a response from Notion Team. They are encrypted at rest and in transit, but not end-to-end, and currently do not offer 2FA or the ability to encrypt pages or blocks. That is not good in my opinion. These options may be displayed up in the future.
5. Integrations, platforms and prices
Microsoft OneNote for Windows 10 is completely free and comes pre-installed with Windows 10. You can also use the same version with Office 365 and Office version. OneNote integrates with all Office apps such as Word, Excel, Skype, and so on, but third-party apps are completely behind. Note that the Office 365 plans have Researcher feature in OneNote which is missing the free version. The Researcher allows you to search for quotes, references, and other materials directly in Bing in OneNote.
Both OneNote and Notion are available for Windows, Mac, Android and iOS and have a Chrome extension. Notion for some reason disregards Firefox, but OneNote does not. Notion is free for that up up to 1000 blocks which should be good enough for average use. After that, you will be charged $ 4 / month. Notion integrates with many apps like Slack, Unsplash and so on, but for some reason it doesn’t have a dedicated app list page.
I have an idea
Notion positions itself as a cross between note-taking apps (OneNote), to-do lists (Todoist), Kanban (Trello), calendar (Google Calendar), and database management apps (Airtable). It’s a fun concept. I’m also tired of hopping between multiple apps to keep track of my work and home life. Notion is powerful and suitable for experienced users. That said, security isn’t there yet, but I’m optimistic. I also believe that anything you want to keep private and hidden should be written down on a piece of paper. The privacy policy can change at any time. OneNote is still great and offers the most features you would need a note taking app. As noted earlier, OneNote is a must for those deep into the Microsoft ecosystem. The next up: Have you heard of Dropbox Paper? Here’s an in-depth comparison between Paper and Notion.
Notion vs OneNote: Comparison and Review: benefits
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