Notion is an all-in-one workspace with powerful databases. OneNote is a digital notebook that works offline and excels at handwriting. Do you choose structure and collaboration, or freedom and infinite canvas?
Notion in brief
Notion combines notes, tasks, wikis, and databases in one platform. It works with a block system: every line of text, image, or table is a block that you can drag and link. Ideal for teams that want to manage projects, build wikis, and have everything in one place. The databases with relationships and filters make it more powerful than a simple notepad. Notion AI helps with writing and summarizing. The tool is strong in structure, but does require some learning time.
Onenote in brief
OneNote works as a digital notebook with notebooks, sections, and pages. You get an infinite canvas where you can freely type, draw, and paste. Strong in handwriting with stylus support and OCR that extracts text from images. Audio recordings automatically sync with your typed notes. The tool works completely offline and integrates deeply with Microsoft 365. Perfect for students, creatives, and those who prefer not having to build a system. Easy to start, but less suitable for project management.
Notion vs Onenote: the differences
The biggest difference lies in the approach. Notion forces you into structure with databases and blocks. OneNote gives you freedom with an infinite canvas. If you type somewhere on a page in OneNote, that text stays floating there. Handy for brainstorming, but chaotic for large projects. Notion, on the other hand, builds on hierarchy: databases with filters, relationships between pages, and structured views like kanban boards. Those databases are what makes Notion unique. Do you want to maintain a CRM, track projects, or manage a content calendar? Then you win with Notion. Are you just looking for a place to quickly jot something down? Then Notion feels overly complex.
Offline work is where OneNote wins. The tool syncs everything via OneDrive, but you can just keep working without internet. Notion doesn’t have a full offline mode. No connection means no access to your notes. That’s a dealbreaker for those who travel a lot or work in areas with poor wifi. Notion compensates with better collaboration tools: real-time editing, granular permissions, and the ability to publish pages as websites. OneNote can also collaborate, but the sync is slower and regularly causes conflicts.
For handwriting and creative work, everyone chooses OneNote. The digital inking is superior: drawing with a stylus feels natural, and features like straightening text and an eyedropper tool make it complete. Notion has no native handwriting support. You can at most upload images. OneNote’s OCR extracts text from images and makes it searchable. Ideal for students who photograph slides or those who work visually. Notion focuses more on text and databases.
The learning curve differs enormously. OneNote resembles a physical notebook and works immediately. Notion requires understanding templates, building databases, and mastering the block system. That takes time. But once you’re familiar, Notion offers more possibilities: automations, formulas in databases, and API connections with other tools. OneNote remains simpler and more accessible. Where Notion excels in flexibility for power users, OneNote chooses immediate usability.
Pricing compared
Notion has a free plan for individuals with limited file size of 5MB per upload and 7 days of page history. Teams quickly hit limitations: the free plan only allows a limited number of blocks. Paid plans start from € 10 per month with annual payment for the Plus plan. Monthly payment costs € 12. The Business plan costs € 20 per month annually, € 24 monthly. Notion charges per user, so team costs add up quickly.
OneNote is free. Completely. You get 5GB storage via OneDrive and only miss some advanced math functions and stickers. Want more storage or the full Microsoft 365 suite? Then Microsoft 365 Personal costs € 8,25 per month with annual payment or € 10 monthly. The Family version for six people costs € 10,75 per month annually, € 13 monthly. That price covers Word, Excel, PowerPoint, and 1TB storage per person. For the AI features of Copilot, you pay extra: approximately € 20-30 per month on top of your subscription.
For solo use, OneNote wins on price. The free version is generous enough for most people. Notion’s free plan is fine for individuals, but teams quickly pay for multiple users. Do you still need Microsoft 365 for Office apps? Then you get OneNote for free. Notion is a separate investment that you only justify if the databases and project management features are essential.
Conclusion
Notion wins for teams and those seeking structure. The databases, collaboration tools, and ability to organize everything make it the better choice for project management and knowledge management. OneNote wins on accessibility, offline work, and handwriting. It’s free, simple, and works immediately without building a system. Do you work offline a lot or with a stylus? Choose OneNote. Do you want to combine tasks, wikis, and databases? Choose Notion. For most solo users who just want to take notes, OneNote is the logical choice. For teams that collaborate and manage projects, Notion is worth the money.
