Microsoft OneNote vs Outline

by Gralio Mar 10, 2025

OneNote is better for users seeking a feature-rich, cross-platform note-taking app integrated with the Microsoft ecosystem. Outline is better for Apple users who prefer a simpler interface, local storage options, and OneNote compatibility.

At Gralio.ai we help to simplify your decision-making process by offering detailed, side-by-side software comparisons like this one, to help you confidently choose the tool that aligns with your business goals.

This comparison was created by analysing 3318 reviews and 60 websites, saving 18 hours, 56 minutes of reading.

Microsoft OneNote

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Outline

Website

About

Microsoft OneNote is a versatile digital notebook for capturing, organizing, and sharing your thoughts and information. It's a free, cloud-based app that allows you to create notes, store files, and collaborate with others. OneNote integrates seamlessly with other Microsoft products, making it a convenient tool for individuals and teams already using the Microsoft suite.

Outline is a digital note-taking app that works on Apple devices. You can organize information into notebooks, similar to a physical notebook. Outline lets you import and export Microsoft OneNote files and store your notes on your computer or in popular cloud storage services like Dropbox and iCloud.

Summary

Main difference

Microsoft OneNote is a versatile, free, cross-platform note-taking application with robust features and seamless integration with the Microsoft ecosystem. Outline is a note-taking app primarily for Apple users seeking a simpler, local storage option with OneNote import/export capabilities.

Relative strengths of Microsoft OneNote (compared to Outline)

Cross-Platform Compatibility: OneNote works seamlessly across Windows, Mac, iOS, and Android, offering greater accessibility than Outline's Apple-centric approach.
Feature-Rich: OneNote provides a broader range of features, including free-form note-taking, rich text editing, audio/video recording, and file attachments, surpassing Outline's basic note-taking functionality.
Microsoft Ecosystem Integration: OneNote integrates tightly with other Microsoft products, enhancing productivity for users already within that environment, unlike Outline, which focuses on local storage and limited cloud integration.

Relative weaknesses of Microsoft OneNote (compared to Outline)

Complexity: OneNote's extensive features can be overwhelming for users seeking a simple note-taking experience, whereas Outline offers a cleaner, more streamlined interface.
Cloud Dependency: OneNote's reliance on cloud syncing might be a drawback for users prioritizing local storage or offline access, a strength of Outline.
Limited Local Storage Options: While OneNote offers OneDrive integration, its local storage options are less flexible than Outline's, which supports storage on personal devices and various cloud services like Dropbox and iCloud.

Who should use Microsoft OneNote VS. Outline

Microsoft OneNote is a versatile digital notebook ideal for students, professionals, and teams. Users praise its ease of use and integration with other Microsoft applications. However, some users have reported syncing issues. OneNote is a free, cloud-based app supporting note-taking, file storage, and collaboration.

Outline is a digital note-taking app for Apple devices, allowing you to organize information into notebooks and sections. Import and export OneNote files and store notes locally or in cloud services like Dropbox and iCloud. A great option for individuals and businesses seeking a OneNote alternative.

Ideal for businesses of all sizes (1-1000+ employees).
Particularly well-suited for Education and Professional Services.

Best for small to medium-sized businesses (1-100 employees) seeking a local OneNote alternative.
Particularly well-suited for Education and Professional Services.

Microsoft OneNote and Outline features

Supported

Partially supported

Not supported

Type in the name of the feature or in your own words tell us what you need

Note organization

Supported

OneNote supports organizing notes into notebooks, sections, and pages.

Not supported

Outline supports organizing notes into sections, topics, and projects, not notebooks, sections, and pages.
Cross-platform support

Supported

OneNote supports notes on Windows, Mac, iOS, and Android through cloud syncing.

Not supported

Outline supports Mac, iPad, and iPhone, but not Windows or Android.
Windows support

Supported

OneNote syncs notes to Windows computers via cloud storage like OneDrive.

Partially supported

Notes can be synced to Windows computers via cloud services like OneDrive.
Mac support

Supported

OneNote supports syncing notes to Mac computers via OneDrive.

Supported

Outline supports syncing notes to Mac computers via iCloud, Dropbox, and OneDrive.
Sections

Supported

Notebooks can be divided into sections and section groups.

Supported

Outline supports dividing notebooks into sections.
Free-form note taking

Supported

OneNote allows placing notes anywhere on the page.

Not supported

Outline does not support free-form note-taking.

Qualities

Value and Pricing Transparency

-0.11

Neutral sentiment

No data
Customer Service

No data

No data
Ease of Use

+0.92

Strongly positive sentiment

No data
Reliability and Performance

+0.13

Neutral sentiment

No data
Ease of Implementation

+0.27

Neutral sentiment

No data
Scalability

+0.09

Neutral sentiment

No data

Microsoft OneNote and Outline Pricing

Microsoft OneNote is free to use and available on Windows, macOS, iOS, Android, and web. It is also included in Microsoft 365 subscriptions.

User sentiment

Neutral

-0.11

See full Pricing page

No data

We couldn't find a pricing page for Outline.

Microsoft OneNote and Outline review insights

3318 reviews analysed from and

Users love

Its a very easy to use and implement app and can be integrated easily with other microsoft applications.
It has multiple features such as taking notes, sharing the same with others, interactive discussions.
creating a to do list, organising pages into sections etc.
I use it quite often for my day to days tasks.

No data

Users dislike

Syncing problem happens.
Having some Issues while creating tables sometimes.
It is a versatile software but it may take some time to understand to use all features.

No data

Microsoft OneNote and Outline Ratings

G2

4.5/5

(1813)
Capterra

4.6/5

(1502)

G2

5.0/5

(3)

Company health

Employee growth

3% increase in the last year

No data

Web traffic

11% decrease in the last quarter

No data

Financing

No data

How important is cross-platform compatibility beyond Apple devices?

Cross-platform compatibility beyond Apple devices is very important. While Outline is designed for Apple users, OneNote's broader cross-platform support (Windows, Mac, iOS, Android) makes it more versatile for individuals and teams using a mix of devices. This is crucial for collaboration and accessibility, especially in diverse tech environments.

Which product better supports collaboration for team note-taking?

Microsoft OneNote is the better product for collaborative note-taking. It offers cross-platform support, cloud syncing, and features explicitly designed for sharing and co-editing notes. While Outline allows importing and exporting OneNote files, its focus is on individual note-taking on Apple devices, limiting its collaborative capabilities and cross-platform accessibility. OneNote's integration with the broader Microsoft ecosystem also enhances team collaboration for those already using Microsoft products.

What are the advantages of Microsoft OneNote?

OneNote's advantages include cross-platform availability (Windows, Mac, iOS, Android), seamless integration with the Microsoft suite, free-form note-taking flexibility, robust organization features (notebooks, sections, pages), and it's free to use. It also boasts a larger user base and broader industry applicability compared to Outline.

What are the disadvantages of Microsoft OneNote?

OneNote's reliance on cloud syncing can be a disadvantage for users without reliable internet access, leading to syncing problems. Some users find the extensive feature set overwhelming and report difficulties with specific functions like creating tables. While versatile, OneNote may require a learning curve to master all its features.

Alternatives to Microsoft OneNote and Outline

Evernote

Evernote is a note-taking software designed to help you capture and organize information. You can use it to write notes, save documents, scan images, record audio, and clip web content. Evernote allows you to access your information from various devices, even offline. Its powerful search function helps you quickly locate specific notes, including handwritten text within images. Evernote aims to provide a centralized platform for managing your thoughts, projects, and tasks.

Evernote Teams

Evernote Teams helps businesses organize information and work together more efficiently. It provides a central location for storing notes, documents, and files, making it easy for team members to access and share information from any device, even offline. With powerful search and integration capabilities, teams can quickly find what they need and streamline their workflow.

xTiles

xTiles is a visual workspace that helps you organize your ideas and projects. It uses a flexible, card-based system that allows you to arrange information, notes, and media in a way that makes sense to you. xTiles allows you to embed images, videos, and links, making it suitable for brainstorming, planning projects, or creating presentations. It is designed to be simple and easy to use, even for non-technical users.

VoodooPad

VoodooPad is a digital notepad application designed for Apple devices. It lets you store various types of information, from text notes and lists to images, documents, and web links, all within a single, organized space. You can connect different pieces of information visually using links, making it easy to navigate between related ideas or projects. VoodooPad also offers features like tagging, search, and encryption for enhanced organization and security. It's a tool for individuals who want a centralized and flexible way to manage their notes and information.

GoodNotes

GoodNotes is a versatile note-taking app that aims to replace physical notebooks. It allows you to combine handwritten notes, typed text, images, and even audio recordings. The app organizes your notes into customizable digital notebooks and offers features like handwriting recognition, shape correction, and searchable text. GoodNotes also boasts AI-powered features for tasks such as summarizing text and creating flashcards. You can sync your notes across your Apple devices, share them with others, and even present them directly from the app.

Zoho Notebook

Zoho Notebook is a versatile note-taking application suitable for individuals and businesses. It allows you to create and organize notes in various formats, including text, checklists, audio recordings, images, and files. Zoho Notebook sets itself apart with its focus on visual organization and user-friendly interface. It seamlessly syncs across multiple devices, ensuring your notes are always accessible and backed up. The software is free to use, with no ads, and prioritizes data privacy.

Page co-authored by

Michal Kaczor

CEO at Gralio

Michal has worked at startups for many years and writes about topics relating to software selection and IT management. As a former consultant for Bain, a business advisory company, he also knows how to understand needs of any business and find solutions to its problems.

Tymon Terlikiewicz

CTO at Gralio

Tymon is a seasoned CTO who loves finding the perfect tools for any task. He recently headed up the tech department at Batmaid, a well-known Swiss company, where he managed about 60 software purchases, including CX, HR, Payroll, Marketing automation and various developer tools.

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