SHARE
Facebook X Pinterest WhatsApp

Microsoft OneNote : Overview & Features

Microsoft OneNote is a note-taking app that works across platforms and different devices, including on the web. Users can jot down ideas, to-do lists, and other forms of information, bringing the app wherever they go. It is also built for collaboration, so users can share it with family, schoolmates, and co-workers who can view and…

Published: Dec 2, 2021
Updated: May 15, 2023
project-management.com content and product recommendations are editorially independent. We may make money when you click on links to our partners. Learn More
Microsoft OneNote is a note-taking app that works across platforms and different devices, including on the web. Users can jot down ideas, to-do lists, and other forms of information, bringing the app wherever they go. It is also built for collaboration, so users can share it with family, schoolmates, and co-workers who can view and co-edit notes.

Table of Contents

Microsoft OneNote : Features and Strengths

Free-Form Information Gathering

OneNote allows users to enter information in an unbounded document window that has no enforced page layout or structure. Users can type text, create handwritten notes, insert tables, and attach photos and digital images into pages of a tabbed electronic version of a physical notebook. They can revise notes by typing, highlighting, or with ink annotations, and divide OneNote notebooks into sections and pages. Instant search allows users to find anything they have created or saved. New Fluid components give additional choices, such as adding different types of lists, tables, and paragraph formats.

Sharing and Collaboration

OneNote supports multi-tenancy, so that more than one user can work on the same page at the same time with the app automatically saving data. Users can share multiple notebooks by inviting others through email or by creating a link to give others access to the notebook.

Organizing, Drawing, and More

Users can sort their their content across different notebooks, sections, pages, and tables. They can use tags like Important or To-do on notes for faster search. The Draw tool provides several drawing and design features such as different tips and shapes that users can create using a stylus pen or a finger on a touch screen device. Other features include mix media attachment and web clipper. Microsoft OneNote for Windows 10 in particular can display feeds from different note-taking apps, insert Office files as a printout, mark notes with custom tags, search notebooks for tagged notes and text phrases, read math equations aloud, and switch to dark mode. OneNote Take me to their Website Back to top

Microsoft OneNote Pricing

There are several versions of OneNote, which are all free to download and use. Also, OneNote syncs across devices.
  • OneNote: A free desktop app in Windows and part of Microsoft Office Suite and Microsoft 365
  • OneNote for Mac: Part of Microsoft Office and Microsoft 365 for Mac, or separately downloadable from the Mac App Store
  • OneNote for the Web: Available on web browsers with a Microsoft account
Certain premium features are available with a Microsoft 365 subscription:
ProsCons
Continuous product improvementRequires high client involvement
High customer satisfactionTendency to stray from initial vision
Improved collaboration and flexibilityCan fail due to ego and team member biases
Empowered teamsChallenging to estimate costs
Back to top

Who Uses Microsoft OneNote?

Individuals and teams can use OneNote for personal note-taking and notebook collaboration. Teams and organizations using Microsoft 365 can take advantage of OneNote’s integration and interoperability with other products, like Microsoft Office. Some of its customers are QA Limited, The American Red Cross, Zendesk, Lorven Technologies, and Pfizer. The OneNote app is also used by educational institutions. Back to top

Microsoft OneNote Supported Languages

The OneNote version included in Office online supports the following languages: Afrikaans, Albanian, Amharic, Arabic, Armenian, Assamese, Azerbaijani, Bangla (Bangladesh), Bangla (India), Basque, Belarusian, Bosnian, Bulgarian, Catalan, Cherokee, Chinese (Simplified), Chinese (Traditional), Croatian, Czech, Danish, Dari, Dutch, English UK, English US, Estonian, Filipino, Finnish, French, French (Canada), Galician, Georgian, German, Greek, Gujarati, Hausa, Hebrew, Hindi, Hungarian, Icelandic, Indonesian, Irish Gaelic, Italian, Japanese, Kannada, Kazakh, Khmer, Kiswahili, Konkani, Korean, Kyrgyz, Lao, Latvian, Lithuanian, Luxembourgish, Macedonian (North Macedonia), Malay, Malayalam, Maltese, Maori, Marathi, Mongolian, Nepali, Norwegian (Bokmal), Norwegian (Nynorsk), Odia, Persian (Farsi), Polish, Portuguese, Portuguese Brazilian, Punjabi (India), Quechua (Peru), Romanian, Russian, Scottish Gaelic, Serbian, Serbian (Bosnia and Herzegovina), Sindhi (Pakistan), Sinhala, Slovak, Slovenian, Spanish, Spanish (Mexico), Swedish, Tamil (India), Tatar, Telugu, Thai, Turkish, Turkmen, Ukrainian, Urdu, Uyghur, Uzbek, Valencian, Vietnamese, and Welsh. Take me to their Website Back to top

Case Studies

Drug discovery teams in a New York-based pharmaceutical and biotechnology company deployed OneNote as a knowledge management app combined with SharePoint to improve collaboration. Used as a project notebook, researchers were able to record digital notes and share documents that resulted in a net decrease of email exchanges and volume of files stored on their servers. The teams feel that they are able to save up to 45 minutes per week with the note-taking solution. A group of physics researchers in the UK use the OneNote app for their personal and shared notebooks. The group uses OneNote in different ways during the course of research, such as recording and tracking data of instruments, experiments, and group meetings. They find the app easy to use and intuitive, allowing them to find information fast, including from handwritten notes. The team can also tell who authored what contribution to notebooks and when, and share data with external collaborators by exporting and emailing PDF files. Back to top

Why Choose Microsoft OneNote?

Microsoft OneNote is a handy, flexible, and easy-to-use tool for recording and organizing notes in one place. It accepts a wide variety of input and file attachments, works across devices, is ready for collaboration, and freely available. Microsoft account owners can take advantage of OneNote to provide them additional conveniences in their work and research. Back to top

Company Info

OneNote is a product of Microsoft Corporation, a publicly traded, American multinational company with headquarters in Redmond, WA, and offices in 190 countries. The company was founded in 1975 by Bill Gates and Paul Allen, who introduced the MS-DOS operating system for IBM personal computers. Some of its successful products are Windows, Office, Outlook, Xbox consoles, and Surface tablets. The company’s mission is to advance human and organizational achievement. Take me to their Website
thumbnail Jose Maria Delos Santos

Jose Santos is a long-time writer for project-management.com. He is a subject matter expert in the field of project management and has many years of experience writing about project management software and tools. He has written hundreds of articles for the project management industry, including numerous software reviews, book reviews, training site reviews, and more.

Recommended for you...

What is Wrike? The Ultimate Beginner’s Guide
Zoho Projects Software Review: Features, Pricing, Pros & Cons
Anne M. Carroll
Nov 28, 2024
What Is Trello? Key Features, Pricing, & How to Use
Matt Klein
Oct 17, 2024
Adobe Workfront Review: Features, Pricing, Pros & Cons
Anne M. Carroll
Aug 15, 2024
project-management.com Logo

project-management.com is dedicated to providing modern tools, latest news, and best practice references for every project professional and business organization. The discipline of project management has continued to receive growing interest and attention over the past decades. Especially today, the importance and relevance of the project manager for any kind of undertaking is unquestionable. However, the challenges of modern society, business relationships and latest technology are also testing their competency and ability to deliver successful projects. Since its launch in 2001, PMcom has been featuring pertinent articles, management software and productivity tool reviews, books, interviews, training sites and other e-learning resources to help people be more productive and successful in their chosen path.

Property of TechnologyAdvice. © 2025 TechnologyAdvice. All Rights Reserved

Advertiser Disclosure: Some of the products that appear on this site are from companies from which TechnologyAdvice receives compensation. This compensation may impact how and where products appear on this site including, for example, the order in which they appear. TechnologyAdvice does not include all companies or all types of products available in the marketplace.