Microsoft OneNote

Microsoft OneNote is a digital notebook that mimics the traditional binder, divided into sections and pages. It allows users to type, draw, insert images, record audio, and attach files within organized notebooks.

Designed with flexibility in mind, OneNote can be used for everything from daily journaling and class note-taking to complex project management and collaborative work.

Originally launched in 2003, it has evolved significantly, with the Windows 11/10 and Microsoft 365 versions offering modern, cloud-connected experiences.

It is available as a free standalone app or as part of the Microsoft 365 subscription, with enhanced features in the latter.

Main Features

Notebook Organization: Structure notebooks into sections and pages, allowing for a hierarchy that’s easy to navigate.

Cloud Syncing: Syncs across devices via OneDrive, providing real-time access to notes on Windows, macOS, iOS, Android, and the web.

Handwriting and Drawing: Use stylus or mouse input to draw diagrams, annotate notes, or perform math equations.

Audio and Video Notes: Record directly into notes and sync recordings with typed notes.

Web Clipping: Clip articles or content directly from the web using the OneNote Web Clipper.

Collaboration: Share notebooks with others for real-time collaboration, complete with permission controls.

Search and Tags: Powerful search features, along with custom tags for categorizing and quickly retrieving notes.

Templates: Use or create page templates for consistent formatting, ideal for recurring note types like meeting minutes or to-do lists.

Outlook and Teams Integration: Embed emails and tasks from Outlook, and integrate seamlessly with Microsoft Teams.

User Interface

The user interface in OneNote for Windows is clean, functional, and highly customizable. The ribbon-based toolbar follows the standard Microsoft Office design, making it familiar for users of Word or Excel.

A navigation pane on the left allows quick switching between notebooks, sections, and pages. The main page area is expansive and free-form—users can click anywhere to start typing, insert media, or draw.

Dark mode is available, along with a range of formatting tools and drawing tools. The experience feels natural on touchscreen devices and optimized for Surface users with stylus support.

Installation and Setup

Via Microsoft Store: Download OneNote for Desktop from the Microsoft Store.

Via Microsoft 365: If you have an Office 365 subscription, OneNote is bundled with the suite and installs with other Office apps.

Sign-In: Upon launch, you’ll be prompted to sign in with a Microsoft account to sync notes across devices via OneDrive.

Once installed, the setup process is straightforward. Users can create new notebooks, import existing ones, or open shared notebooks from colleagues.

How to Use

Create a Notebook: Click “Add Notebook” and name it.

Add Sections and Pages: Create new sections (tabs) within notebooks and then add pages within each section.

Take Notes: Type anywhere on the page, draw with the pen tool, insert files or images, or paste copied content.

Organize: Use tags like “To-Do,” “Important,” or “Question” to manage your notes.

Share: Click the “Share” button to invite others via email or create a shareable link.

Sync: Notes are automatically synced to OneDrive so they can be accessed across devices.

FAQ

Is OneNote free to use?
Yes. OneNote is free for personal use. Advanced features are available through a Microsoft 365 subscription.

Can I use OneNote offline?
Yes. You can use OneNote offline. Your changes will sync when you reconnect to the internet.

How secure are my notes in OneNote?
Notes are stored on OneDrive with Microsoft’s enterprise-grade encryption. Password protection is available for individual sections.

Can I recover deleted notes?
Yes. It keeps a backup and deleted notes can be recovered from the “Deleted Notes” or “History” section, depending on the version.

Can I integrate OneNote with other apps?
Yes. It integrates with Outlook, Teams, Word, Excel, and also supports third-party apps via APIs and plugins.

Alternatives

Evernote: Known for powerful web clipping and multi-platform syncing, but some features are behind a paywall.

Notion: A modern workspace tool that combines notes, databases, wikis, and task management. Flexible but can be overwhelming.

Google Keep: Simple and lightweight note-taking tool that integrates with Google Workspace.

Obsidian: Markdown-based, great for personal knowledge management with a local-first approach.

While these tools offer unique strengths, OneNote’s integration with the Microsoft ecosystem makes it ideal for users already using Outlook, Word, or Teams.

Pricing

Free Version: Includes most core features, available through Microsoft Store or web.

Microsoft 365 Subscription:

Personal: $69.99/year or $6.99/month – includes 1TB OneDrive storage, Outlook, Word, Excel, PowerPoint, and premium features.

Family: $99.99/year for up to 6 users.

Business Plans: Start at $6/user/month and offer more advanced collaboration and IT management tools.

System Requirements

• OS: Windows 10 or Windows 11
• Processor: 1.6 GHz or faster, 2-core
• Memory: 4 GB RAM
• Storage: At least 4 GB of available space
• Display: 1280 x 768 screen resolution
• Internet: Required for syncing and cloud-based features

PROS

• Deep integration with Microsoft 365
• Free-form note-taking with multimedia support
• Powerful organization and tagging system
• Seamless syncing across devices
• Excellent for collaboration and sharing

CONS

• Limited export options compared to competitors
• Can feel cluttered with too many notebooks/pages
• No native markdown support
• Learning curve for new users unfamiliar with Microsoft Office tools

Conclusion

It stands out as one of the most comprehensive note-taking apps available for Windows PC users. Its robust features, deep Microsoft ecosystem integration, and flexible interface make it ideal for a wide range of use cases—from casual journaling to enterprise-level project management.

Note: In order to use the software, you need to create a Microsoft account. Start creating in OneNote with an Office 365 subscription.

Also Available: Microsoft OneNote for Mac