Notion: A Complete Overview

What is Notion?

Notion is an all-in-one workspace. That means you can use it for notes, tasks, databases, team docs, and project planning in one place. It was launched in 2016 by Ivan Zhao and Simon Last. What started as a small startup is now a very popular productivity tool.

Notion works using a block system. Every piece of content is a block. Text, images, tables, checklists, and even databases are all blocks. You can move them around by dragging and dropping. I think this is what makes Notion so powerful, but it also explains why beginners sometimes feel lost at first.

Once you understand the basics, you can build almost anything inside Notion.

Notion User Statistics

Notion has grown very fast over the last few years. Here’s what the numbers show:

• Over 100 million users worldwide as of 2024, up from about 20 million users in 2022
• Around 4 million paid users
• A valuation of about $10 billion from its latest funding round
• Used by more than 50 percent of Fortune 500 companies, including Salesforce, Figma, and OpenAI
• The United States is the largest user base at 22%, followed by the United Kingdom at 7%

We can clearly see that Notion is no longer just a tool for individulas. Big teams and large companies are using it too.

Key Notion Features

When comparing Notion vs OneNote, Notion stands out because of how deep and flexible it is.

Flexible Page Structure and Nested Pages: Every Notion page starts blank and is built using blocks like text, tables, checklists, or embeds. Pages can also live inside other pages, creating a clear nested hierarchy. A page can be a simple note or part of a larger system, which I think makes Notion very flexible without locking you into one structure.

Databases and Views: You can create tables, kanban boards, calendars, timelines, and galleries. One database can be shown in many views without copying data. I find this useful when the same information needs to be seen in different ways.

Templates: Notion offers thousands of ready-made templates. These cover things like project planning, habit tracking, content calendars, and more. You can also build your own templates to reuse later.

Notion AI: Notion has a built-in AI tool. It can write text, summarize notes, translate content, and answer questions using your workspace as context. This feels more useful than generic AI because it actually understands your data.

Collaboration: Multiple people can work on the same page at once. You can leave comments, mention teammates, and control who can view or edit content.

Integrations: Notion connects with tools like Slack, Google Drive, GitHub, Figma, and Asana. This lets you pull information from other apps into one place.

Web Publishing: You can turn any Notion page into a public website. You can add a custom domain, basic SEO settings, and branding. I think this is underrated, especially for simple docs or client portals.

Calendar and Mail: Notion added its own calendar app and an email app called Notion Mail. The goal is to bring scheduling and communication into the same workspace where notes, tasks, and projects already live.

Notion Pricing

Notion offers four pricing tiers:

Key pricing notes:

• The Free plan allows unlimited pages for individuals but limits file uploads to 5MB and only keeps 7 days of page history
• Students and educators can get the Plus plan for free with a school email
• Full Notion AI features are only included in Business and Enterprise plans
• Paying yearly saves about 20 percent compared to paying monthly

For solo users, the free plan is usually enough to test things properly.

Best Use Cases for Notion

Notion vs OneNote comparisons often show Notion working best in these cases:

• Team Wikis and Documentation: Keep company knowledge in one searchable place
• Project Management: Track tasks, deadlines, and progress visually
• Content Calendars: Plan and manage blog posts, videos, or social content
• Personal Knowledge Management: Build a “second brain” with connected notes
• Client Portals: Share updates and deliverables through public or private pages

Microsoft OneNote: A Complete Overview

What is OneNote?

Microsoft OneNote is a digital notebook that has been around since 2003. It is part of the Microsoft ecosystem and works like a real notebook with sections and pages.

OneNote focuses on freeform note-taking. You can click anywhere on the page and start typing or drawing. You can also record audio, paste images, and clip content from the web. I think this makes OneNote feel very natural, especially when you just want to capture ideas quickly.

OneNote User Statistics

OneNote benefits from Microsoft's massive reach:

• Part of Microsoft 365, which has over 345 million paid subscribers
• Downloaded 2.87 million times in Q4 2024
• Over 3,500 companies worldwide use OneNote for document management
• The Information Technology industry leads adoption with 1,608 companies using the platform
• The United States has the largest user base at 10,320 documented company users

This tells us OneNote is still very relevant, especially in business environments.

Key Evernote Features

In the OneNote vs Notion debate, OneNote shines in a few specific areas.

Note Structure: OneNote uses a clear and familiar structure: notebooks contain sections, and sections contain notes (pages).

Freeform Canvas: Type, draw, or write anywhere on the page. No rigid structure means you can capture ideas however they come to you.

Handwriting Support: OneNote's ink tools are exceptional for stylus users. Draw diagrams, annotate PDFs, convert handwriting to text, and use the math assistant to solve equations.

Audio and Video Recording: Record meetings or lectures directly in your notes with timestamps that sync to your written content.

OCR and Search: Search finds text inside images, screenshots, and even handwritten notes through optical character recognition.

Microsoft Integration: Seamless connections to Outlook, Teams, Word, Excel, and SharePoint create a unified productivity experience.

Collaboration: OneNote supports real-time collaboration. Multiple people can work on the same notebook at once, and changes sync automatically.

Password Protection: Lock individual sections with passwords to keep sensitive information private, even on shared devices.

OneNote Pricing

OneNote's pricing ties directly to Microsoft 365 ecosystem:

Key pricing notes:

• The free version includes all essential note-taking features
• Cloud storage through OneDrive is the main limitation on free accounts
• Microsoft Copilot AI features require a separate add-on or Microsoft 365 Copilot subscription
• Organizations already using Microsoft 365 get OneNote at no additional cost

Best Use Cases for OneNote

OneNote vs Notion comparisons often favor OneNote for these scenarios:

• Meeting Notes: Quick capture during calls with audio recording and timestamp syncing
• Handwritten Notes: Students and tablet users who prefer writing with a stylus
• Research Collection: Web clipping, PDF annotation, and multimedia organization
• Personal Journals: Password-protected sections for private thoughts
• Microsoft-Heavy Workflows: Teams already invested in the Microsoft 365 ecosystem

Notion vs OneNote: Feature-by-Feature Comparison

Ease of Use

OneNote wins for beginners. If you've used Microsoft Word or any physical notebook, OneNote feels immediately familiar. Open a page, start typing, and you're done.

Notion has a steeper learning curve. The block-based interface, database concepts, and extensive customization options can feel overwhelming at first. However, once you understand the system, you can build incredibly powerful workflows.

Verdict: OneNote for quick adoption; Notion for long-term flexibility.

Note-Taking and Content Creation

OneNote excels at freeform capture:

• Type anywhere on the canvas
• Draw diagrams and sketches
• Record audio with synced timestamps
• Clip entire web pages with one click
• Paste images and arrange them freely

Notion takes a structured approach:

• Block-based content with drag-and-drop arrangement
• Rich text formatting with slash commands
• Embedded databases, code blocks, and toggles
• Templates for consistent formatting
• Better for written documentation and wikis

Verdict: OneNote for brainstorming and handwriting; Notion for structured documentation.

Organization and Structure

OneNote uses a notebook-section-page hierarchy:

• Notebooks contain sections (like tabbed dividers)
• Sections contain pages
• Pages can have subpages
• Simple and intuitive for most users

Notion uses pages and databases:

• Pages nest infinitely inside other pages
• Databases store and filter related information
• Relations link items across different databases
• Views let you see the same data multiple ways
• Powerful but requires planning

Verdict: OneNote for simple organization; Notion for complex systems and linked information.

Task and Project Management

OneNote offers basic task features:

• Checkbox lists for to-dos
• Tags for categorization
• Integration with Outlook Tasks
• No native timeline or kanban views

Notion provides robust project management:

• Built-in kanban boards, calendars, and Gantt-style timelines
• Subtasks and task dependencies
• Custom properties like status, due dates, and assignees
• Automation for recurring workflows
• Database views that filter and sort tasks

Verdict: Notion wins decisively for project and task management.

Collaboration

OneNote enables basic teamwork:

• Real-time co-editing
• Share notebooks via OneDrive links
• Integration with Microsoft Teams
• Limited comment functionality

Notion is built for collaboration:

• Comments and mentions on any block
• Granular permissions (view, edit, full access)
• Guest access for external collaborators
• Team workspaces with role management
• Activity tracking and page history

Verdict: Notion for team collaboration; OneNote adequate for simple sharing.

AI Features

OneNote with Microsoft Copilot offers:

• Summarize handwritten and typed notes
• Generate to-do lists from meeting notes
• Convert handwriting to text
• Requires Microsoft 365 Copilot subscription

Notion AI provides:

• AI writing assistant for drafts and editing
• Q&A across your entire workspace
• Autofill database properties
• AI meeting notes transcription
• Enterprise search across connected apps
• Available in Business and Enterprise plans

Verdict: Both offer strong AI, but Notion's workspace-aware features edge ahead.

Offline Access

OneNote has excellent offline support:

• Full offline access on desktop and mobile
• Automatic sync when connection returns
• Reliable performance without internet

Notion has improved but still limited offline:

• Only downloaded pages available offline
• Can read and edit cached content
• Large databases may not load
• Better than before, but OneNote leads

Verdict: OneNote wins for offline reliability.

Security and Privacy

OneNote security features:

• Section-level password protection
• Microsoft's enterprise security infrastructure
• OneDrive encryption
• Microsoft 365 compliance certifications

Notion security features:

• Workspace-level permissions
• SAML SSO on Business/Enterprise
• Audit logs on Enterprise
• No password protection for individual pages
• SOC 2 Type II certified

Verdict: OneNote for personal privacy with password protection; Notion for enterprise governance.

Comparison Table: Notion vs OneNote at a Glance

Which Should You Choose?

Choose Notion If:

• You want to build custom productivity systems
• You need robust project and task management
• You work in a collaborative team environment
• You prefer structured documentation over freeform notes
• You're willing to invest time learning the platform
• You want AI features integrated into your workspace

Choose OneNote If:

• You prefer freeform, flexible note-taking
• You use a stylus or tablet for handwriting
• You need reliable offline access
• You're already in the Microsoft 365 ecosystem
• You want to get started immediately without a learning curve
• You need password protection for sensitive notes

Consider Using Both If:

Many professionals find value in using both tools strategically:

• OneNote for quick capture during meetings, brainstorming sessions, and handwritten notes
• Notion for organizing that information into structured projects, databases, and team wikis

You can even automate the flow between them using tools like Zapier to sync content from OneNote into Notion databases.

The Bottom Line: Notion vs OneNote in 2026

Notion vs OneNote comes down to how your brain works.

OneNote feels like a digital notebook. It’s simple, flexible, and great for capturing ideas.

Notion treats information like building blocks. You can connect, organize, and automate almost anything.

Neither tool is better for everyone. I think the best move is to try both. Use each one for a week with real work. The right choice becomes obvious very quickly.

Both tools help you turn ideas into action. You just need the one that fits how you think.

Liked this? I've got more Notion templates that might help. They're all ready to use, no setup required.