If you like Microsoft OneNote but want a different way to capture and organize information, the market offers several solid options. Some alternatives focus on structured databases, others are built for local-first files you own, and some prioritize speed for quick capture. This page compares widely used note-taking apps with a practical, data-led lens—so you can match an alternative to your workflow rather than chasing trends.
A Practical Way to Choose
If you want collaboration + structured pages, start with Notion. If you want a local-first knowledge base with optional encrypted sync, Obsidian and Joplin are common shortlists. If your priority is encrypted notes by default, Standard Notes and (on Apple platforms) Notes with Advanced Data Protection are frequently considered.
Comparison Criteria That Matter for OneNote Users
Structure, Retrieval, And Scalability
- Hierarchy depth: notebooks/sections/pages vs folders/tags vs databases.
- Search model: title-only vs full-text vs OCR vs semantic search.
- Linking and backlinks: critical for “wiki-style” notes and research trails.
- Export formats: PDF/HTML/Markdown, and whether exports preserve internal links.
Sync, Offline, And Data Protection
- Offline-first behavior: can you read and edit without connectivity?
- Conflict handling: merges, versions, or manual resolution.
- Encryption model: end-to-end encryption, server-side encryption, or local-only storage.
- Account controls: 2FA, SSO, admin logs, and recovery processes.
Alternatives to OneNote Compared in One Table
This table is a navigation tool. It summarizes how each option typically fits OneNote-style use cases. Details and verifiable data points appear in the app breakdowns below.
| Alternative | Best Fit | Platforms | Organization Style | Collaboration | Offline | Data Approach |
|---|---|---|---|---|---|---|
| Notion | Team docs + databases | Web, Desktop, Mobile | Pages + databases | Strong | Limited offline | Cloud workspace |
| Evernote | Document-heavy personal capture | Web, Desktop, Mobile | Notebooks + tags | Moderate | Yes (plan-dependent) | Cloud sync + exports |
| Obsidian | Local-first knowledge base | Desktop, Mobile | Markdown files + links | Via shared vaults (Sync) | Yes | Your files, optional sync |
| Joplin | Open-source notes + sync choices | Desktop, Mobile | Notebooks + tags | Available (Cloud/Server) | Yes | Optional E2EE sync |
| Standard Notes | Encrypted notes + simple workflow | Web, Desktop, Mobile | Tags, (folders on paid) | Limited | Yes | E2EE by design |
| Google Keep | Fast capture + reminders | Web, Mobile | Labels + pins | Simple sharing | Partial | Account-based sync |
| Apple Notes | Native Apple ecosystem notes | Apple devices, Web (iCloud) | Folders + smart features | Sharing supported | Yes | Device + iCloud sync |
| Bear | Markdown notes on Apple platforms | Apple devices | Tags + nested tags | Lightweight | Yes | Native + iCloud-based |
| UpNote | Cross-platform notebooks | Desktop, Mobile | Notebooks + tags | Lightweight | Yes | Account-based sync |
| Simplenote | Minimal notes and quick search | Web, Desktop, Mobile | Tags | Lightweight sharing | Yes | Plain-text oriented |
Top Alternatives to OneNote, Explained
Each option below includes an official link plus a few verifiable facts where the vendor publishes specific limits, pricing, or security details.
Notion: Pages, Databases, And Team Workspaces
Notion is often evaluated as a OneNote alternative when the goal is to turn notes into a shared operating system: docs, tasks, and structured knowledge in one place. The official site is Notion.
- Pricing Signals
- Notion publishes plan pricing publicly (for example, the Plus plan is listed at €9.50 per member/month on monthly billing in the EU pricing view). [Source-1✅]
- Security Posture
- Notion describes its security and compliance program (including a SOC 2 focus) as part of its enterprise readiness. [Source-2✅]
Best for teams that need a searchable knowledge base plus structured tables (projects, assets, CRM-like lists). If your OneNote usage is mostly freeform handwriting and deep offline-first work, you may prefer a local-first option instead.
Evernote: Capture, Search, And Document Workflows
Evernote tends to appeal to users who treat notes as a document archive—web clippings, scans, meeting notes, and PDFs—then rely on search to retrieve them. The official site is Evernote.
Published Feature Signals
- Evernote explicitly lists offline notes and advanced organization on its plan comparison page.
- It also lists in-note encryption (Mac & Windows) and two-factor authentication under “Security.”
- The same page notes that users can export notes and notebooks as PDFs. [Source-7✅]
Best for users who want an opinionated, end-to-end workflow for capturing and retrieving information rather than managing files directly.
Obsidian: Local-First Markdown With Encrypted Sync Options
Obsidian stores notes as local Markdown files, which makes it attractive to people who want portability, backups, and long-term control. The official site is Obsidian.
- Encryption And Security Claim
- Obsidian Sync states end-to-end encryption and specifically mentions AES-256 for automatically securing data. [Source-3✅]
- Pricing And Plan Limits (Sync)
- The Sync page lists a $4 USD starting tier (annual billing) and shows plan limits such as 1 GB total storage and a 5 MB maximum file size on the Standard tier. [Source-3✅]
Best for research notes, “second brain” systems, and knowledge graphs—especially when you want your notes to remain usable as normal files even if you change tools later.
Joplin: Open-Source Notes With End-to-End Encryption Support
Joplin is commonly shortlisted when users want a OneNote-style notebook structure but also value open-source and flexible sync choices. The official site is Joplin.
Published Data Points
- Joplin documents how end-to-end encryption works for synchronized data (including the need to enable it and let devices complete encryption/decryption). [Source-5✅]
- For its hosted sync offering, Joplin publishes concrete plan limits such as 10 MB per note/attachment and 2 GB storage on the Basic tier, plus publicly listed monthly pricing. [Source-4✅]
Best for users who want an app-first notebook experience while keeping the option to choose between different sync setups over time.
Standard Notes: Encrypted Notes With Clear Plan Boundaries
Standard Notes focuses on a simple note experience with security-first defaults. If your OneNote usage includes sensitive personal notes, some users consider this approach attractive. The official site is Standard Notes.
- What The Free Plan Explicitly Includes
- The pricing page states that the free “Standard” tier includes end-to-end encryption, offline access, unlimited device sync, and export options. [Source-6✅]
- Public Pricing
- The same page lists paid tiers such as $90/year (Productivity) and $120/year (Professional), with Professional including 100GB of encrypted file storage. [Source-6✅]
Best for users who prefer fewer moving parts and value a clear security model more than deep page layout customization.
Google Keep: Lightweight Notes, Labels, And Reminders
Google Keep is often considered when OneNote was being used for fast capture: lists, short notes, and reminders rather than long-form notebooks. The official web entry point is Google Keep.
What Google Publicly States
Google’s help documentation for Keep says you can create, edit, and share notes, and it highlights the ability to set up reminders for notes. [Source-8✅]
Best for users who want speed and low friction, and who don’t need a deep notebook hierarchy for every project.
Apple Notes: Native Notes With Optional Stronger iCloud Protection
Apple Notes is commonly chosen for its native feel across Apple devices and its tight integration with system features. The official listing is Apple Notes.
Apple documents that enabling Advanced Data Protection increases the number of iCloud data categories that use end-to-end encryption, and the published description explicitly includes Notes among those categories. [Source-9✅]
Best for Apple-centric workflows where you want the simplest possible experience and the option to tighten cloud protection through account settings.
Bear: Markdown Notes With Tag-Driven Organization on Apple Platforms
Bear is a popular alternative when your OneNote usage is mostly writing, planning, and personal knowledge management on Apple devices. The official site is Bear.
Best for users who want a focused editor, a clean library, and tag-based navigation instead of a heavy project-management layer.
UpNote: A Simple Notebook Experience Across Platforms
UpNote is commonly evaluated by users who want a straightforward notebook model—without turning notes into databases—while keeping cross-platform access. The official site is UpNote.
Best for users who want quick organization (notebooks and tags), a readable editor, and an experience that stays close to classic note apps.
Simplenote: Minimal Notes With Tags And Search
Simplenote fits workflows where the priority is speed and low cognitive load—short notes, tags, and fast retrieval—rather than complex page formatting. The official site is Simplenote.
Best for people who want a dependable place for plain notes and do not need notebook/section/page depth.
How to Move From OneNote Without Losing Context
Migration is usually easiest when you treat it as a portfolio move rather than “one big export.” Different alternatives preserve different structures, so focus on what matters most: readability, attachments, and searchability.
- Inventory your notebooks: split by “active reference,” “archive,” and “templates.”
- Choose a preservation format: for many users, PDF exports are the most durable “read-anywhere” backup of pages and sections.
- Move high-value content first: ongoing projects, recurring meeting notes, and checklists.
- Decide how to handle attachments: some apps store attachments inside notes; others reference files or sync them separately.
- Keep an audit trail: store exported PDFs in a dated folder so you can verify nothing important was missed.
Microsoft’s OneNote guidance includes workflows for exporting and importing notes (including PDF-based approaches). [Source-10✅]
If your OneNote setup relies heavily on handwriting or ink, prioritize testing with a small sample. Some alternatives excel at typed knowledge management but treat ink as an attachment-style asset rather than a first-class editing mode.
Most people end up with a hybrid: one tool for structured collaboration, another for private long-term notes, and a lightweight capture tool for day-to-day reminders. That can be a stable outcome—not a compromise.
FAQ
Frequently Asked Questions
Which alternative feels closest to OneNote’s “notebook” mental model?
If you prefer a clear notebook-like structure, apps that emphasize notebooks and sections (rather than databases) often feel familiar. The best match still depends on whether you value deep hierarchy, tags, or link-based navigation.
Is end-to-end encryption available in note apps?
Yes, but it varies by product and sometimes by feature. Some tools publish end-to-end encryption as part of their core design, while others offer encrypted sync as an optional layer. Always verify the provider’s current documentation for the exact scope.
What is the safest “backup format” when leaving OneNote?
PDF exports are widely compatible and preserve layout for reading. They are not always ideal for editing later, but they are strong for archival and compliance-style storage.
Do these alternatives work offline?
Many do, but “offline” can mean different things: full read/write capability without internet, partial caching, or offline only on certain platforms. Local-first tools usually provide the most predictable offline behavior.
Which alternative is best for teams and collaboration?
Look for products that publish strong sharing and permission models and that support real-time editing. If collaboration is a core requirement, also consider admin controls, SSO support, and audit logs.
Can I use more than one notes app without creating chaos?
Yes, if roles are clear. A common pattern is: one tool for collaborative workspaces, one for personal knowledge, and one for quick capture. Keeping boundaries reduces duplication and improves retrieval.