Let’s get right to it, there are around 3 apps/programs for OneNote, and while digital notetaking is for everyone, not all them suit everyone. It’s time to take a look what each version of OneNote offers, and choose which one will work best for you!
Just to be a bit clearer; I’m talking about the different versions that are available for various devices (laptop/desktop, tablet, smartphones) that you can use to access and work with OneNote.
Note: You can use different apps at different times, you’re not restricted to one for life. 😊
Similarities
As it’s all the same program, you’d expect most of it to be the same and you’re right.
- Adding Information – options to add content the basics are the same for all of options.
- Sharing with others – you can create a personal notebook, or share it with others.
- Structure – the three level structure is the same across the board.
- Cost/Account Needed – you can use all of them with a Microsoft account or Microsoft365 Subscription
Note: A M365 subscription will enable more features. All images and options are based on my personal account using M365.
How to Decide
Writing the first version of this blog, I learnt that it’s difficult for me to be objective about the versions between ones that I like, and the one that I really don’t like (actually I hate it), so I realised that I really needed something to help you choose which one will work best for you.
Thinking about what I use and what is likely to be most useful for you I’m including details on these topics:
- Adding Information – options to add content
- Storage locations – where it can be stored
- Accessible with/without network
- Searching – available and location (on screen)
- Look and Feel – colour, use of screen space
Note: If you want your notes to be available across devices and kept up to date then it needs to be saved online (normally OneDrive) so that it can be synchronized and kept up to date.
Consider what you will be using OneNote for, and what features you will find the most useful.
Mobile App (Phone/Tablet)
This is most likely the one that you’ll be using quite a lot as it’s the app that you download onto your portable devices.
Available for both mobile phones and tablets, needs to be downloaded for free from your App Store.
- Adding Information – Typing, Copy/Paste, Insert File
- Storage locations – online. Local copy available to work offline
- Accessible with/without network – can work offline, synchronises when connected
- Searching – magnifying glass icon – search pane replaces navigation
- Look – blends together as it’s white with hints of OneNote purple
- Feel – as it’s used on smaller screens, it shows the minimum navigation options, to give most of the space for your content.
Best used: when you’re travelling around to take notes and search for existing information.
OneNote Online (Web Browsers)
This is the option available through any (current) web browser, making it available on every type of device (Windows, Apple, Google). As a result of being OneNote Online, it’s a cut-down version compared to the other options. (Matching the rest of Office Online – Word, Excel, PowerPoint and Outlook).
- Adding Information – Typing, Copy/Paste, Insert File
- Storage locations – online only
- Accessible with/without network – needs internet access
- Searching – magnifying glass icon on the left-hand side – search pane replaces navigation
- Look – easier to see the task panes and ribbon, with colour differences.
- Feel – larger screen space (depending on device) gives you more options for navigation on screen.
Best used: if you can’t access one of the other options. As it’s through any web browser you can use it on any device with an internet connection. Don’t need your own device or to be signed in with your computer account. Do need to sign into the Microsoft web portal.
OneNote for Windows 10
I’m going to be totally honest with you – I’m biased against this option. I tried it, because OneNote is my fav program, and…
When I started to compare it to the version that I’d been using for YEARS it was missing too many of the options that I relied on.
Thing is – just because it really doesn’t work for – that doesn’t mean it won’t work for you.
This is the only version of OneNote that comes pre-installed on computers running Windows 10. It was created to be a ‘Windows App’, rather than a full desktop program.
Today it looks like a Windows App with minimal screen commands, but it now acts like a standard desktop program.
Note: It also comes pre-installed with Windows 11.
- Adding Information – Typing, Copy/Paste, Insert File
- Storage locations – online and local sync
- Accessible with/without network – can work offline
- Searching – magnifying glass icon on the left-hand side – search pane replaces navigation
- Look – lean – very minimal commands (ribbon), slightly easier to see the task panes and ribbon (compared to the App), with colour differences.
- Feel – lots of space for the notes to be displayed. Navigation placed all on the left side.
Best used: with your Windows computer, pre-installed with Windows 10/11.
Desktop Program
This is the original OneNote version, matching with MS Office.
Note: Previously it’s been called OneNote and the version (2003 > 2016), now it’s just called OneNote. Although I may refer to it as OneNote 365 to match the rest of Office 😊.
It’s the only version that has all of the features available within OneNote (with a M365 subscription).
For complete transparency – this is the version that I use ALL of the time, and my go-to when I’m on my computer.
- Adding Information – Typing, Copy/Paste, Insert File, and more…
- Storage locations – Local or online, with cloud sync
- Accessible with/without network – can work offline
- Searching – search field on the right with a drop-down for results. Navigation options stay on screen.
- Look – colourful for notebooks and sections, clear to see where the notes are compared to the other parts of the program
- Feel – compared to the others – busy. Matches the rest of Office 365, with a full ribbon. Navigation spread around the screen, for me it’s more balanced.
Best used: with your Windows computer.
OneNote for Mac
Thought I’d forgotten about you?
Well, the good news, if you’re a Mac user, then you have a choice of using the web browser or you can download the version just for you from the Mac App Store.
You may notice that it looks a lot like the version that comes with Windows – strange that 🤣
Note: If you have a Microsoft365 license, then it’s available from the portal as part of Office for Mac.
- Adding Information – Typing, Copy/Paste, Insert File
- Storage locations – online and local sync
- Accessible with/without network – can work offline
- Searching – magnifying glass icon on the left-hand side – search pane replaces navigation
- Look – lean – very minimal commands (ribbon), slightly easier to see the task panes and ribbon (compared to the App), with colour differences.
- Feel – lots of space for the notes to be displayed. Navigation placed all on the left side.
Best used: with your Mac computer
Next Steps
If you want to give it a go, then where will you be adding content most? On the go? Sitting at a computer?
For experienced users, what features have you used? What do you need?
Consider these questions, to help find the right OneNote version, which might even be a mix depending on what you do.
If you’re interested, my choices are OneNote (desktop) on my computer and then the Mobile App on my devices.
Once you’ve made a choice – share it in the comments.
Have I convinced you yet? Interested in learning more about using OneNote? As it really is my favourite program – sign up to be notified when my OneNote course is available and perhaps get an early-bird price…
Related Posts
- OneNote content is for more than just text…
MS OneNote can store all sorts of content. Check out this post to see all the different types of content you can include in your notebooks! - OneNote: What do you need to know to start?
Discover how taking digital notes with MS OneNote can help organize your thoughts and improve productivity. - There Are Times You Need To Delete In OneNote
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While most of us may be used to typing on a keyboard, you might not know that you can also take handwritten notes in OneNote. - Which version of OneNote is best for you?
Unsure which OneNote version is right for you? Comparing the App, Windows 10 and Desktop to find the perfect fit for your needs.
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