Apple Notes was quite basic compared to Microsoft's note-taking solution. However, recent macOS updates have added valuable features and productivity add-ons to Apple's default Notes app. Now, both are comparable with robust core features. But which is better? In this guide, we compare Apple Notes vs OneNote and help you make an informed decision that suits your needs and preferences. It may not just depend on whether you own a Mac or a PC, as either app can be a viable option for Mac users.
I will be using the latest Notes app from macOS Sequoia and OneNote for Mac to provide a fair comparison.
Cross-platform availability
Let's talk about the obvious right from the start. As an official offering from Apple, the Apple Notes app is only available on the company's devices. You can only access it via iPhone, iPad, Mac, Apple Watch, and the web.
In comparison, OneNote is a truly cross-platform solution with native apps for all major platforms. There's even a robust web version, so you can access your notebooks on Chromebooks and Linux machines. If you regularly switch between different platforms, Microsoft's solution is the best option in this case.
User interface and note editor
This is standard with both OneNote and Apple Notes. They use a familiar interface with a standard toolbar at the top and notes and relevant sections in the sidebar. Both also support dark themes. Unlike modern tools like Notion, Craft, and Obsidian, you won't have any trouble getting started with either of them.
I have a few comments about the toolbar. While macOS's Notes app has adequate text editing tools, OneNote simply offers far more options for creating your notes. For example, you can insert useful tags, equations, and even superscripts and subscripts.
Note organization
This is where it gets interesting. Both OneNote and Apple Notes support a standard hierarchy where you can create folders (notebooks), subfolders (sections), and notes (pages in OneNote).
OneNote lets you assign a tag to a note, such as question, important, favorite, etc. Once you put a tag on a page, you can search for it later using that term. This isn't the most user-friendly way to organize your notes.
Apple Notes supports a standard tagging system via hashtags, and you can easily filter your notes by relevant terms. Another interesting and productive add-on is Smart Folders. You can create a smart folder and set an automation rule that will make the system organize notes based on these tags.
For example, you can create a folder called Finance and set a rule to send all notes tagged #Bill, #Stocks, #Money, and others. For experienced users, this is an indispensable feature in Apple Notes.
Although both OneNote and Apple Notes allow real-time collaboration, there are some differences. Apple gives you more flexibility when inviting others. For example, you can share an entire folder, subfolders, or even a single note with someone.
In contrast, there is no way to share a page or section through OneNote. You only have to collaborate on the entire notebook, which is certainly inconvenient in certain scenarios.
OneNote vs Apple Notes: Features
Here are some of the notable and unique features of OneNote and Apple Notes. Let's start with the former.
Microsoft 365 integration
There are no surprises here. OneNote is robustly integrated with existing Microsoft products. For example, you can easily access your notebooks from the Windows Start menu, insert Outlook meetings with a single click, and even use Loop components directly in your OneNote pages. For anyone who has invested in the Microsoft 365 ecosystem, this is a given.
Web Clipper
OneNote has a handy Web Clipper for Google Chrome and other Chromium browsers. It's very handy if you regularly clip articles from the web.
Templates and page customization options
Thanks to an extensive template collection, you don't have to create a page from scratch. There is also the option to use OneNote templates from third-party sources. You can also change the page color and style in your OneNote notebook.
Now let’s go through some unique features of Apple Notes.
Integration on Apple devices
The Notes app is well integrated on Apple devices. For example, there's a Notes shortcut that lets you quickly jot down a thought using the hot corner feature on your iPad or Mac. When you record a call (available on iOS 18), the system saves those recordings to Apple Notes. The drawing tools remain more or less the same in both apps.
Pin and lock notes
Unlike OneNote, Apple Notes lets you pin important notes to the top for quick access. You can even lock individual notes to keep prying eyes away. OneNote has the option to lock just an entire section.
OneNote vs. Apple Notes: Prices
All features of OneNote and Apple Notes are completely free except for cloud storage. OneNote uses OneDrive while Apple Notes uses the iCloud platform to sync your notes between devices. Both cloud storage platforms offer 5GB of free storage by default, which can fill up quite quickly in a short period of time.
After that, you'll need to pay to unlock additional storage, with prices starting at $2 per month for 100GB of OneDrive storage and $1 per month for 50GB of iCloud storage.
Your note-taking dilemma is solved
As you can see from the comparison above, both OneNote and Apple Notes excel in different areas. While OneNote offers better integration with existing Microsoft services, Web Clipper, and template support, Apple Notes comes out on top with its top-notch syncing and flawless integration across the company's devices, as well as privacy and sharing features. Both options are solid choices. Choose one that fits your workflow and device preferences.
OneNote also outperforms Apple Notes in terms of versatility. If you're interested, you can learn more about how you can use your existing OneNote notebook as a digital diary too.