Which Is the Better Note-Taking App on a Mac?

On the hunt for a note-taking app for your Mac? You don’t have to look hard since Apple Notes is a great starting point. But how does Apple’s app hold up against a note-taking behemoth like Microsoft’s OneNote? Where do these apps converge and diverge, and what’s best for you?

Apple Notes Has a Simpler Interface

Apple Notes carries Apple’s signature minimalist interface, making it simple to navigate. The paper-style background can be basic, but it also makes it easy to take and read notes without distractions. You’ll need to rely on the menu bar at the top of the screen for many functions, with quick options for note organization, formatting, new note creation, and deletion available in the navigation bar.

OneNote has a web app version and a desktop app that you can use on your Mac. The note-taking app’s interface differs from Notes with its free-form feel. Creating notebooks on OneNote can often feel like you are using a page designer, and given that its ribbon has the same layout you would see in a Microsoft 365 application such as Word, navigation is easy if you are familiar with the Microsoft 365 suite.

OneNote’s sidebar, with navigation for notes, search, and history, can help you quickly find what you are looking for. The desktop app also comes with menu bar options on your Mac, including “Format”, “File,” and “Notebook.”

Of the two, Apple Notes feels simpler and more user-friendly while OneNote has a more exhaustive feel that feels powerful (with the risk of being overwhelming).

Apple Notes has a basic feature set to get you started with simple and hassle-free notes. By Control+clicking (right-clicking) the text, you can access formatting options, including different font styles. Notes lets you create simple checklists (which I find easy to use for shopping or to-do lists) and simple tables. The app’s text styles, which you can access from the ribbon, include a monostyle that can bring a typewriter feel to your notes.

You can leverage native Apple features like Math Notes and Apple Intelligence writing tools while note-takiong. Notes also has a Quick Notes option, which you can access from your Mac’s bottom-right corner.

With OneNote, you have a wider range of text formatting options, similar to Word. Like Apple Notes, it offers drawing tools, with more to choose from beyond pen and highlighter tools, such as lasso and ruler. You can insert elements such as checklists, math equations, bullet lists, code, stickers, and tables, or choose from interesting templates (like a voting table, task list, or Kanban board), which help make your notes versatile.

One of my favorite features of OneNote is note styles: you can change your notebook from normal text to a handwritten style, or change your paper style to include grid or rule lines. This feeds into the “notebook” feeling, which can be beneficial if you are a student looking for a good digital note-taking app.

You can download any Apple Notes and OneNote note or notebook as a PDF document, or directly print them.

OneNote Has Windows and Android Apps

You can use Apple Notes’ pre-installed, native app from the comfort of your Mac. It can also be used through iCloud.com if you want a web version, but this only allows you to work with notes stored in iCloud. To use the Notes app, you need to have an Apple device since it is unavailable on Android and Windows. The web version can, however, be used if you do not own an Apple device but have an Apple account.

Microsoft’s OneNote has a desktop app that you can download from the Mac App Store. You can also use the web version for easy access through your Microsoft 365 account. OneNote also has a native Android version available, as well as a Windows app; Apple Notes only has dedicated apps for Mac or iPhone and iPad.

Both Apps Offer Solid Organization Features

Apple Notes has a folder management system that is easy to navigate. You can sort notes into different folders, including iCloud notes, Math Notes, and Quick notes, or create your own work or project folders. Smart folders let you filter your notes by tag, making it easy to quickly find specific notes that you want to reference. Collapsible sections bring organization within a note.

OneNote organizes your notes as notebooks and further breaks them down into separate sections. You can create multiple notebooks with multiple sections and pages within them for better categorization.

Both apps have tags: Apple Notes lets you tag notes with hashtags that organize them into different categories, while OneNote helps you categorize different sections or notes inside a notebook using tags like “Address,” “To Do Priority,” and “Idea.”

Both Support Collaboration

Apple Notes lets you send a copy of a note to a collaborator. You can collaborate in real-time on notes or folders with other iCloud users, and set only invited people to edit or view. You can even give them permission to invite others or restrict their access. The @Mentions feature elevates the way you collaborate.

A major advantage that you get with Apple Notes is the sync: you can sync your iCloud notes across your Apple devices, which makes access a cakewalk. Sketching through your iPad with an Apple Pencil can be easier than on your Mac, and with sync, you can use the best of each Apple device you own to make the best notes.

Once you save a notebook to a OneDrive or SharePoint site, you can share a OneNote collaboration link for editing or viewing. Notes stored on OneDrive or SharePoint are also automatically synced, so you can see real-time changes across devices where you have signed in.

Both Are Free, With Paid Upgrades Available

Both Apple Notes and OneNote are free to download and use. However, you do pay the price for the Notes app through any Apple device you own, given that it is an exclusive Apple app. Beyond your device, Notes can also be stored on iCloud, so if you need more storage, you might have to consider an iCloud+ storage plan. Plans range between $0.99 (50 GB) and $59.99 (12 TB).

OneNote’s supported versions are free to download, but there are certain premium features, such as Ink Replay (recording of your note-taking history) and Researcher, which require a Microsoft 365 subscription to access. For notebooks stored through OneDrive or SharePoint, you might need extra storage space beyond the 5 GB you get for free. Plans range from $2 to $10 per month, with storage ranging from 100 GB to 6 TB (for a family plan).

Voice Notes, Transcription and Attachments Features are Matched

Beyond text, you can add files or media to your note/notebook. Apple Notes lets you attach media like photos, videos, and sketches (or insert them from your iPhone). Audio recordings and PDFs can be easily inserted, and if you use notes stored on your Mac or upgraded iCloud notes, you can even add map locations and webpage previews from another app like Safari, Maps, or Preview. Links to other notes, or external webpages can also be added to a note.

Apple Notes also supports voice notes with automatic transcription, which integrates with the voicemail feature on an iPhone.

OneNote lets you insert media such as pictures, scanned images, screen clippings, and Visio diagrams. You can add a Word document, PDF file attachment or file printout, Excel spreadsheet, and Microsoft Forms. Recording and transcribing audio is another feature that can help for collaborative notebooks. You can also use Office add-ins through OneNote, so it definitely offers a large variety of attachments.

There are Excellent Privacy Features Across the Board

Privacy can be very important for notes that might contain sensitive information. You can lock your notes behind a custom password, or use your login password or Touch ID to protect your Apple Notes.

OneNote lets you password-protect sections of your notebooks, but not entire notebooks. You can also protect and lock multiple sections of your notebooks through a unique password. Passwords can be changed and removed when you want.

For both apps, your Mac’s login password or Touch ID is another security measure you can take when you are leaving your work unattended.

The Verdict

Both note-taking apps come with their own host of advantages. I use Notes and OneNote for different purposes: Apple Notes is best suited if you are deeply immersed in the Apple ecosystem given its native approach, and the ability to use Apple features such as Math Notes and Apple Intelligence.

However, if you want to take detailed notes with access to more formatting and attachment options, that can help you create organized notebooks, OneNote is the way to go. I find OneNote to be better for productivity-related notes and study notes that involve elements like Excel spreadsheets and Forms for a more comprehensive note-taking experience. The desktop app is easy to navigate and use. If you have an existing Microsoft 365 subscription, you can also access premium features.

OneNote is a better note-taking app if you appreciate the ability to design your notes with a page designer, dragging elements onto the page like text boxes, images, and attachments. Apple Notes is a simple and straightforward note-taking app: you type like you would write on a notepad and you add images and attachments in-line.

Overall, consider using both apps since they are available for free and excel in different areas. What works best for me is compartmentalizing my notes by app, depending on what I am looking to get out of them.