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Microsoft OneNote
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Microsoft OneNote
DeveloperMicrosoft
Initial releaseNovember 19, 2003; 21 years ago (2003-11-19)
Stable release(s)
Office 2024 (LTSC)2408 (Build 17932.20540) / 9 September 2025; 55 days ago (2025-09-09)[1]
Office 2021 (LTSC)2108 (Build 14334.20296) / 9 September 2025; 55 days ago (2025-09-09)[2]
Office 2019 (LTSC)1808 (Build 10417.20051) / 9 September 2025; 55 days ago (2025-09-09)[3]
Office 2021-24 (Retail)2509 (Build 19231.20156) / 30 September 2025; 34 days ago (2025-09-30)[1][2]
Office 2019 (Retail)2508 (Build 19127.20264) / 23 September 2025; 41 days ago (2025-09-23)[3]

OneNote app
Windows16001.14326.22594.0 / 28 July 2025; 3 months ago (2025-07-28)[4]
Android16.0 (Build 18925.20004) / 17 June 2025; 4 months ago (2025-06-17)[5][6]
iOS16.99.0 / 14 July 2025; 3 months ago (2025-07-14)[7]
Operating systemMicrosoft Windows,[8] macOS
TypeNotetaking software
LicenseProprietary software, Freeware (OneNote 2013 and later)
Websiteproducts.office.com/onenote Edit this on Wikidata
Microsoft OneNote (UWP)
DeveloperMicrosoft
Initial releaseJuly 16, 2012; 13 years ago (2012-07-16)
Stable release
16001.14326.21942.0 / 2024
Operating systemWindows 10,[8] Android,[9] ChromeOS, iOS,[10] iPadOS,[11] Windows Phone, MacOS
TypeNotetaking software
LicenseFreeware[8][9][10][11]
Websiteproducts.office.com/onenote Edit this on Wikidata

Microsoft OneNote is a note-taking software developed by Microsoft. It is available as part of the Microsoft 365 suite and since 2014 has been free on all platforms outside the suite.[12] OneNote is designed for free-form information gathering and multi-user collaboration. It gathers users' notes, drawings, screen clippings, and audio commentaries. Notes can be shared with other OneNote users over the Internet or a network.

Key Information

OneNote is also available as a free, stand-alone app via the official website and the app stores of: Windows 10/11, MacOS, iOS, iPadOS and Android.[13] Microsoft also provides a web-based version of OneNote as part of OneDrive and Office for the web.

Overview

[edit]

OneNote was announced by Microsoft's Bill Gates on November 17, 2002.[14] The software allows users to create notes that can include text, pictures, tables, and drawings. Unlike a word processor, OneNote features an almost unbounded document window, in which users can click anywhere on the canvas to create a new text box at that location. OneNote saves data automatically as the user edits the file.

OneNote saves information in pages organized into sections within notebooks. Microsoft designed this user interface to resemble a tabbed ring binder, in which the user can directly make notes and gather material from other applications. OneNote notebooks collect, organize, and share possibly unpublished materials—as compared to word processors and wikis, which often target publishing in some way. The difference shows in certain OneNote features and characteristics:

  • Pages can be arbitrarily large
  • There is no enforced uniform page layout or structure.

Users can move pages in the binder and annotate them with a stylus or word-processing or drawing tools. Users may add embedded multimedia recordings and hyperlinks. They can also add embeddable content, such as YouTube videos.[15] OneNote also integrates search features and indexing into a free-form graphics and audio repository. It can search pictures (e.g., screen captures, embedded document scans, photographs) for depictions of text. It also searches "electronic ink" annotations as text and phonetically searches audio recordings on a text key. It can replay audio concurrently with notes taken during the recording. It can also extract and copy texts from pictures and documents using optical character-recognition.[16]

Its multi-user capability allows offline editing with later synchronization and merging. More than one person can work on the same page at the same time using OneNote as a shared whiteboard environment.

On March 17, 2014, Microsoft released the OneNote cloud service API, which allows third-party application developers to integrate the service into their apps. The API runs on Microsoft's globally available cloud and sends data from applications into the user's OneDrive. OneNote can render webpages as snapshot images.[13][17]

Microsoft also announced several new features in OneNote that use the service API:

  • OneNote Clipper: A browser bookmarklet, which uses the OneNote service API and enables users to save a screenshot of a webpage to OneNote along with the URL. The text in the screenshot is searchable.[18]
  • Email to OneNote: A feature enabling users to send emails to the address me@onenote.com from specified email IDs to have the contents of the email saved to OneNote.[19]

File format

[edit]
.one file icons for sections (left) and notebooks (right)

A OneNote notebook is stored as a folder with a separate data file for each section. OneNote files have a .one filename extension.[20] A .one file can be a OneNote notebook or a OneNote section.

Microsoft upgraded the file format twice after it had introduced OneNote 2003 — first in OneNote 2007, then in OneNote 2010.[21] OneNote 2003 files can be opened by both OneNote 2007 and OneNote 2010 in read-only mode and subsequently upgraded to the later versions of the file format.[22][23] OneNote 2010 can read and write OneNote 2007 file formats. It can also convert back and forth between the 2010 and the 2007 formats.[23]

Microsoft has documented the OneNote file format. It is an open format that can store varied multimedia content in a single .one file.[20][24][25]

Multiple .one files can be exported to a .onepkg file, which stores multiple .one files (corresponding to the individual notebooks) in cabinet file format.

Platform support

[edit]

OneNote supports simultaneous editing of shared OneNote documents by multiple users when the document is stored in a shared folder in OneDrive. Dropbox was supported for some time as a sync protocol, but after Windows Live Mesh was discontinued, OneNote supported it for cloud-based storage and synchronization of OneNote files. OneNote clients, including the OneNote web app of Office Online, can view and edit them.

Microsoft made OneNote 2013 for Windows desktop available for free. OneNote for Windows and Mac are both based on a freemium model. Premium features such as SharePoint support, version history and Microsoft Outlook integration were previously available only to Office 365 and Office 2013 customers,[13][26] but on February 13, 2015, Microsoft removed all feature restrictions, except creation of local notebooks — the free edition only stores notebooks on OneDrive — from the programs, essentially making the program completely free to use.[27]

Windows

[edit]

The first version, OneNote 2003, was only sold as a separate product for Windows[28] compatible with Windows XP and Windows 2000 as well as for Microsoft Tablet PCs with pen input.[29] Starting with Office 2007 it was then included as part of the Office suite, as the software was positioned more as a student tool rather than business.[30]

A Microsoft Store version of OneNote (formerly known as OneNote MX) was available for Windows 8 and RT, using OneDrive as a storage place. It is optimized for use on tablets by implementing a pie menu interface and invoking operating system's tablet-specific functionality.[31]

OneNote for Windows 10

[edit]

In 2018, Microsoft announced that for OneNote on Windows, the Universal Windows Platform (UWP) based OneNote for Windows 10, now renamed "OneNote for Windows 10", would be the default experience for Office users on Windows. The Win32/Win64 "desktop" version would remain known as OneNote 2016 despite the release of Office 2019, would no longer receive new features, and would not be installed with Office by default, but remain available as an option.[32]

However, Microsoft reversed this decision in 2019; in the same year, the company announced that both versions would receive active development and the desktop version would once again be installed with Office by default.[33] The desktop application was renamed to simply OneNote,[34] matching the other programs in Office 365. OneNote is no longer installed with Windows starting from Windows 11, but is still available from Microsoft Store.[35]

In 2021, Microsoft announced that OneNote for Windows 10 would be discontinued and that they were working on migrating users and features to the desktop version. They also announced that it would be receiving some user interface changes to be more in line with Windows 11.[36]

Starting in April 2025, the OneNote for Windows 10 app began displaying a deprecation notice, encouraging users to transition to the desktop OneNote app. The UWP app officially reached its end of support in October 14, 2025, together with Windows 10.[37][38]

Mobile

[edit]

OneNote is also available for cell phones. Microsoft currently has a stand-alone OneNote app for iOS[39] and Android.

OneNote Mobile for older Windows Mobile smartphones and pocket PCs was included with OneNote 2007.[40] It was released with Windows Phone 7 in 2010.[41] In 2011, OneNote Mobile went multi-platform as it was released for iPhone[42] followed by a version for Symbian as part of Microsoft Apps.[43] In 2012 Microsoft released OneNote for Android in a surprise move.[44]

On July 1, 2013, Microsoft released version 2 of its app for iPad, containing significantly updated features, to correspond more closely to those available on the Windows platform. On August 19, 2014, Microsoft updated OneNote for Android tablets to include handwriting support and touch-friendly navigation.[45] This version supports notebooks stored on OneDrive or SharePoint. In 2022, the Android version got a major refresh.[46]

Mac

[edit]

On March 17, 2014, Microsoft released OneNote for Mac. It is compatible with OS X Mavericks and above and can be downloaded for free from the Mac App Store.[47]

The release of OneNote for Mac was part of Microsoft's broader strategy to make its Office suite more accessible across different platforms, and it marked the first time macOS users natively without third-party solutions.[37] This move was seen as a response to the increasing number of users who were working on multiple devices, including those running macOS. By offering OneNote for free, Microsoft aimed to attract new users and integrate their note-taking service into the broader ecosystem of Microsoft Office applications.

Version and licensing differences

[edit]

The desktop OneNote and OneNote for Windows 10 have different functionality and user interfaces, which also differ from the versions for other platforms. Compared to OneNote for Windows 10, the desktop OneNote has a full Office ribbon interface, features the most customization options, runs on multiple versions of Windows, and provides the possibility of local notebook support as opposed to OneDrive cloud storage; it is the only version for any platform to offer the latter feature,[48] even as a paid option.

In addition to the version differences, OneNote features on Windows and Mac vary according to whether it is installed as a free or paid program. If a "compatible"[48] Office license (whether for the subscription Office 365 or the perpetual Office 2019) is present on the machine, the Windows desktop, Windows 10, and Mac versions all unlock additional functionality, which varies depending on the version: the desktop OneNote adds local notebook support, the Mac version adds stickers and OneNote for Windows 10 gains several features including stickers, ink replay, Researcher and Math Assistant. More premium features are in development for the Mac and Windows 10 versions.[34]

Reception

[edit]

Christopher Dawson reviewed OneNote 2010, titling his favorable review "OneNote is Office 2010's killer app in education".[49] He speculated that the app would be particularly useful as a tool for student notetaking. In 2022 Microsoft has merged the OneNote and OneNote for Windows 10 apps into a single version, the older version OneNote for Windows 10 will continue to work but it will not get new updates, noting that "it will reach end-of-support in October 2025".[50] In 2023, Tom Warren of The Verge highlighted a new digital ink and pen feature addition gestures, and an AI-powered copilot feature to help you summarize pages or section of notes.[51]

Release history

[edit]
Microsoft OneNote 2010 with an open side note

All release dates pertain to general availability. Release to manufacturing is usually two or three months in advance. This table only includes editions released for Windows.

Product release Release date[52] Editions of Microsoft Office included in
Microsoft Office OneNote 2003[53] November 19, 2003 None
Microsoft Office OneNote 2007[54] January 27, 2007 Microsoft Office 2007 Home and Student, Enterprise, Ultimate
Microsoft OneNote 2010[55] July 15, 2010 Microsoft Office 2010 Home and Student, Home and Business, Standard, Professional, Professional Plus
Microsoft OneNote 2013[56] January 29, 2013 Microsoft Office 2013 (all editions)
Microsoft OneNote for Windows 10 July 29, 2015[57] Microsoft Office 2019 (until 2020)
Microsoft OneNote 2016 (now known as Microsoft OneNote)[58] September 22, 2015[59] Microsoft Office 2016 (all editions)

Microsoft Office 2019 (from March 2020)[60] Microsoft Office 2021
Microsoft 365

See also

[edit]

Notes

[edit]

References

[edit]

Further reading

[edit]
[edit]
Revisions and contributorsEdit on WikipediaRead on Wikipedia

Microsoft OneNote

View on Grokipedia
from Grokipedia
Microsoft OneNote is a digital notebook application developed by that serves as a versatile tool for capturing, organizing, and sharing notes, including text, handwritten entries, drawings, images, audio, and video recordings, all within a flexible, hierarchical structure of notebooks, sections, and pages. It enables users to manage personal, professional, and educational information in one centralized location, supporting freeform input and real-time collaboration. Originally codenamed "Scribbler," OneNote was announced by at Fall 2002 and first released in November 2003 as part of the suite, initially designed to leverage emerging tablet PC technology for digital inking and note-taking. Over the years, it has evolved through multiple versions, including integration into Office 2007, 2010, 2013, 2016, and 2019, with a free web and mobile version made available starting in 2014 to broaden accessibility beyond paid Office licenses. OneNote for reached end-of-support on October 14, 2025, and has transitioned to read-only mode, with recommending the new OneNote app for Windows for continued use. Key features of OneNote include robust tools such as tagging for quick searches, (OCR) to extract text from images and handwritten notes, audio recording with synchronized playback, and mathematical and conversion. It supports advanced formatting options like outlines for structuring complex documents up to five levels deep, insertion of files and printouts, and AI-powered capabilities for summarizing content and generating ideas. Additionally, OneNote facilitates through templates for meetings, tasks, and brainstorming, as well as transcription of recorded audio into editable text. OneNote is available as a free standalone app or as part of the subscription, with seamless synchronization across devices via cloud storage, ensuring notes are accessible and editable from Windows, macOS, web browsers, , and Android platforms. This cross-platform consistency, introduced in recent updates, allows users to sign in with a for real-time syncing and sharing, making it ideal for collaborative environments in education, business, and personal productivity. For developers, the OneNote API in enables programmatic integration, allowing apps to create, read, and update notebooks programmatically.

History and development

Origins and early development

Microsoft OneNote was conceived in as an addition to Microsoft's suite, aimed at fulfilling the need for unstructured digital that traditional applications like Word could not adequately address. The application drew inspiration from physical paper notebooks and digital binders, seeking to replicate their flexibility while overcoming limitations such as lack of searchability and organization in analog formats. announced the project, codenamed Scribbler, on November 17, 2002, at the , highlighting its potential to capture ideas in a freeform manner for information workers. Initial development was led by a team at , emphasizing a freeform canvas that supported diverse input types including typed text, images, audio recordings, and digital ink. This approach was particularly tailored for emerging hardware like Tablet PCs, allowing users to write notes by hand directly on the screen. A key innovation during early betas was the introduction of a hierarchical structure consisting of notebooks, sections, and pages, which provided an intuitive way to organize content akin to a physical binder system. The first public preview came with the release in March 2003, distributed to over half a million testers, where OneNote was bundled as an experimental component. The full version was released on November 19, 2003, as a standalone product accompanying the suite. Early adoption faced challenges, as users accustomed to structured tools like Word viewed OneNote's freeform style as less essential for everyday tasks. In response, pivoted marketing efforts to highlight digital inking capabilities, positioning OneNote as a companion for Tablet PCs to capitalize on the growing interest in mobile handwriting input. Despite initial hurdles, this focus helped establish OneNote's niche in unstructured information capture during the mid-2000s.

Release history and major updates

Microsoft OneNote was first released on November 19, 2003, as a standalone digital note-taking application designed primarily for tablet PCs with support for ink input. In December 2011, Microsoft made OneNote available for free on the web and mobile devices, expanding access beyond paid Office licenses. The 2007 version, integrated into Office 2007 and released on January 30, 2007, introduced significant improvements to ink-to-text conversion and , enhancing usability for stylus-based input. OneNote 2010, bundled with Office 2010 and launched on June 15, 2010, added support and linked notes functionality, allowing users to connect notes directly to specific cells in Excel or locations in Word documents. With Office 2013, released on January 29, 2013, OneNote version 15.0 emphasized cloud synchronization via (later ), enabling seamless access across devices and introducing the ability to embed Office files directly into notebooks. OneNote 2016, part of Office 2016 and available from September 22, 2015, brought real-time co-authoring capabilities, allowing multiple users to edit notebooks simultaneously with presence indicators. In the , shifted toward standalone applications; OneNote for , a (UWP) app, was introduced in July 2014 as a preview and generally released with on July 29, 2015, focusing on touch-optimized interfaces and integration with Cortana. Support for this version ended on October 14, 2025, after which it became read-only with no further security updates or features. Entering the 2020s, OneNote deepened its integration with starting in 2021, with the legacy OneNote 2016 becoming a standalone app while a unified "OneNote for Windows" app (available via the ) emerged in 2022, combining features from the desktop and UWP versions and receiving monthly updates. Version numbering evolved from suite alignment—such as 11.0 for 2003, 12.0 for 2007, 14.0 for (skipping 13 to avoid ), 15.0 for 2013, and 16.0 for 2016—to app-specific builds in the era, now using a YYMM format like Version 2509 (September 2025 build 19231.20156) for ongoing Current Channel releases.
VersionRelease DateKey Updates
OneNote 2003 (v11.0)November 19, 2003Initial release with support for tablets.
OneNote 2007 (v12.0)January 30, 2007Enhanced recognition and audio recording.
OneNote 2010 (v14.0)June 15, 2010 and linked notes to apps.
OneNote 2013 (v15.0)January 29, 2013 sync and embedded files.
OneNote 2016 (v16.0)September 22, 2015Real-time co-authoring.
OneNote for Windows 10 (UWP)July 29, 2015Touch-optimized, Cortana integration; end of support October 14, 2025.
OneNote for Windows (Microsoft Store)2022 (ongoing)Unified app with monthly YYMM builds, e.g., Version 2509 (September 2025).

Core features and functionality

Note-taking and organization tools

OneNote provides a flexible freeform canvas on each page, allowing users to place content anywhere without rigid constraints, as pages feature an infinite size that expands as needed. This design supports drag-and-drop placement of text boxes, images, drawings, and handwritten ink, enabling intuitive arrangement of notes in a non-linear fashion. The application structures notes through a hierarchical system where notebooks serve as the top-level containers, each holding multiple tabbed sections that group related content. Sections, in turn, contain pages and subpages for detailed , with support for predefined templates such as planners or meeting notes to standardize layouts, and a Quick Notes feature for capturing fleeting ideas that can later be moved into the main . Users can input content via keyboard typing directly on the canvas, stylus or pen for natural handwriting and drawing with real-time ink-to-text conversion that transforms sketches into editable text while preserving the original ink. Audio recording is also integrated, allowing capture of lectures or meetings with automatic transcription that includes timestamps for easy navigation to specific moments in the playback. For organization, sections and pages can be color-coded to visually distinguish topics, while section groups allow nesting of multiple sections under a single folder-like container to manage large notebooks efficiently. Tags provide annotation options, such as to-do items or importance flags, which create interactive checklists that can be summarized later; outline tools further support hierarchical lists with up to five collapsible levels for structuring complex information. Search functionality enables retrieval across this organized content, including text, , and audio transcripts. In 2025, enhancements include the ability to merge adjacent table cells for improved structuring, accessible via right-click or the Table tab, and a paste text-only shortcut (Ctrl+Shift+V) that strips formatting to maintain clean note appearance.

Search, tagging, and support

OneNote provides robust search functionality that enables users to locate content across entire notebooks, including typed text, handwritten notes, and even spoken words within audio and video recordings. The search tool supports full-text queries, scanning pages, sections, and notebooks simultaneously, with results displayed in a navigable list that highlights matches for quick review. As of 2025, enhancements include contextual results powered by AI integration via Copilot, which prioritizes relevant matches based on note context and user history. Optical character recognition (OCR) in OneNote allows extraction and searching of text embedded in images, PDFs, and scanned documents, a feature introduced with OneNote 2007 to convert visual content into searchable, editable text. Users can right-click an inserted image or printout to copy recognized text directly, facilitating or integration into notes. Recent AI advancements, particularly from 2023 onward, have improved accuracy for handwritten text recognition through tools like Ink to Text, enabling better conversion of inked content in images to machine-readable format without manual intervention. The tagging system in OneNote supports customizable tags for annotating and prioritizing notes, such as standard options like "To Do" or user-defined labels for tasks like "Follow up." Tags can be applied to specific text, paragraphs, or entire lines via the Home tab, with dynamic features allowing checkboxes for to-do items. The Find Tags tool opens a Tags Summary pane listing all instances of a selected tag across the notebook, enabling users to review, filter (e.g., unchecked items only), and navigate directly to associated pages for efficient . Custom tags are created through the Tags dropdown and persist within the notebook, though they may require reopening the file for full visibility in summaries. Multimedia support in OneNote allows direct of , videos, and audio clips into pages, enhancing notes with rich media. Users can insert files from local storage or record live content using built-in tools: audio via for voice notes, video through for quick captures, or screen recordings for demonstrations. These elements integrate seamlessly, with playback controls embedded on the page, and search extends to transcribed audio/video content for queries. Attached files appear as icons on the page and can be saved to the local computer by right-clicking the icon and selecting Save As to choose a destination folder. For mathematical content, OneNote supports ink-based input convertible to typed format via the Draw tab's Math Assistant, or entry through the Equation tool for structured formulas, approximating LaTeX-style notation in professional or educational contexts. Drawing and annotation tools in OneNote facilitate freehand sketching and precise markup, accessible via the Draw tab with support for , , or touch input. Shape recognition automatically refines imperfect drawings into clean geometric forms, such as circles or rectangles, while the tool—available on touch-enabled Windows devices—enables straight lines at any angle for diagrams or measurements. Highlighters and pens allow over any content type, including text, images, or embedded media, with color and thickness options to emphasize key elements without altering originals.

Collaboration and integration capabilities

Microsoft OneNote enables real-time co-authoring, allowing multiple users to edit the same simultaneously while seeing presence indicators that highlight where others are making changes. This feature, first introduced in 2013 for web applications, was extended to desktop versions in 2015 with Office 2016. Notebooks can be shared via secure links or invitations, supporting both view-only and edit permissions. Integration with enhances collaborative workflows by allowing users to embed Outlook tasks directly into notes, where selected text becomes actionable items synced across applications. For Teams meetings, OneNote notebooks can be added as tabs in channels for shared , and meeting details such as agendas and attendees can be inserted automatically. PowerPoint slides can be embedded as printouts, enabling annotations over presentation content during reviews. Since 2024, Loop components provide dynamic, real-time editable elements like tables and lists that update across OneNote, Teams, and Outlook. OneNote supports third-party integrations through export options to PDF for static sharing or to Word for further editing. Files from and can be embedded directly, as notebooks are natively stored in these services for seamless access. Developers can extend functionality using the , which provides programmatic access to create, read, and update notebooks, sections, and pages. In 2024, OneNote introduced a refreshed meeting details pane that allows users to pull Teams transcripts and related content directly into notes with one click. Additionally, AI-powered suggestions via Copilot enable collaborative summaries of notes, highlighting key points and action items for team review. Security features in OneNote include password protection applied to individual sections, locking content after a period of inactivity to prevent unauthorized access. Version history tracks changes through recent edits and page versions, allowing users to view or restore previous states in OneNote for the web or desktop. In enterprise editions, administrators can enforce sharing policies and access controls via the admin center to manage external collaboration and data protection.

Technical specifications

File format and data structure

Microsoft OneNote employs a proprietary binary file format for storing notes, documented in the open specification [MS-ONE], which serves as a persistence mechanism for hierarchical collections of notebooks, sections, and pages. A notebook is represented as a directory containing multiple .one files, where each .one file corresponds to a single section and encapsulates the data for its constituent pages in a binary container. This format supports revision history through layered data structures, allowing incremental updates without overwriting prior versions. The internal structure relies on a combination of binary streams and XML fragments to define content organization. Key elements include the (NNBK) structure for overall hierarchy, Section (NSP) for grouping pages, and Page (NP) for individual notes, all defined via a schema that outlines properties like object identifiers, timestamps, and content nodes. Text, outlines, and metadata are encoded in XML, while such as images, audio, and embedded files is stored as binary data streams within the .one file, enabling rich media integration without external dependencies. The format maintains backward compatibility with earlier versions of OneNote through versioned object nodes and extensible properties in the [MS-ONE] specification, ensuring legacy .one files can be opened in newer applications. Users can export content to standard formats like .docx or .pdf directly from the application, facilitating interoperability with other tools. Although the specification is publicly available, there is no native open-source editor for .one files; however, third-party tools leveraging the [MS-ONE] documentation enable partial parsing and processing. During the 2010s, OneNote evolved toward cloud-native storage, with version 2013 gaining seamless integration with and free access starting in 2014, though support for local .one files persisted for offline use. In desktop applications, notebooks are subject to practical size limits of approximately 2 GB to maintain performance, and .one files cannot be directly edited outside of OneNote without specialized parsing. As of 2025, updates to the Windows app include temporary adjustments for handling large attachments, capping downloads at 100 MB to optimize synchronization.

Synchronization and storage options

Microsoft OneNote primarily synchronizes notebooks through integration with , Microsoft's service, which serves as the default sync mechanism for users signed in with a . This integration enables real-time updates across devices, allowing users to access and edit notes offline with changes automatically syncing upon reconnection to the . Users can access the Notebook Sync Status dialog to disable automatic syncing and switch to manual mode, which queues changes for later synchronization and can help reduce typing lag during input. OneNote employs a dedicated engine that merges concurrent edits from multiple users or devices, minimizing conflicts by intelligently combining changes; in cases where resolution is needed, users can compare and manually accept or reject conflicting versions on affected pages. Storage options in OneNote are tied to quotas, with free personal accounts providing 5 GB of shared cloud storage across Microsoft services, including OneNote notebooks. subscribers receive 1 TB of storage per user, supporting extensive notebook collections with multimedia content. For enterprise environments, OneNote leverages for Business or , where the default allocation is 1 TB per user, configurable up to 5 TB depending on the organization's licensing and licensed user count. Users can opt for local storage of non-synced notebooks directly on their device, particularly in the desktop versions of OneNote, avoiding cloud dependency for sensitive or offline-only content. These local notebooks reside in user-specified folders, such as the Documents directory, and do not automatically sync unless manually moved to . OneNote provides an optimization tool to reduce the size of local notebook files by clearing unnecessary cached data. This feature can be accessed via File > Options > Save & Backup > Optimize All Files Now, which helps improve performance and resolve synchronization issues. In some versions, such as the Windows 10 app, it may be accessed through the Settings gear icon. Backups for local notebooks are managed through export functions, allowing users to save sections or entire notebooks as .onepkg files, or via automatic weekly backups configurable in the app's settings. For cloud-synced notebooks, version history is preserved through 's mechanisms, enabling restoration of pages or sections to previous states, with automatic backups retaining up to 30 days of changes for personal accounts. Following the end-of-support for OneNote for Windows 10 on October 14, 2025, Microsoft recommends transitioning to the new OneNote app for for continued editing and updates. Regarding privacy and recovery, OneNote secures data in transit using to protect synchronization between devices and servers. For cloud-stored notebooks, recovery of accidentally deleted items is possible from OneDrive's recycle bin, which retains files for up to 30 days in personal accounts before permanent deletion. Local files lack built-in on-device , relying on user-applied section passwords (using 128-bit AES) for protection, while cloud notebooks benefit from OneDrive's at-rest .

Platform support

Desktop versions

The desktop versions of Microsoft OneNote provide robust capabilities tailored for Windows and macOS environments, emphasizing advanced input methods, extensibility, and integration with workflows. On Windows, the legacy OneNote 2016, now referred to as the OneNote desktop app, is available as a perpetual license component of 2019, 2021, and LTSC 2024, offering full feature parity including support for local notebooks and advanced formatting tools. This version installs by default with subscriptions alongside other applications and supports standalone use on any PC. In contrast, the new OneNote for Windows, distributed via the since 2022, serves as the modern successor with ongoing updates, including enhancements to functionality such as a redesigned Draw tab, reduced ink latency by up to 85%, and improved handwriting straightening for better legibility. The UWP version of OneNote reached end of support on October 14, 2025, transitioning to read-only mode thereafter, with downloads available through the fall of that year. For macOS, OneNote has been available as a native application since its initial release on March 17, 2014, compatible with and later versions, evolving through version 16 and beyond to include full synchronization with OneDrive-stored notebooks. The app supports trackpad gestures for drawing and navigation, enabling users to sketch with one finger or pan the canvas with two fingers directly on the trackpad. In 2025, updates introduced features like a "Paste Text Only" option (via Cmd+Shift+V shortcut) to strip formatting during insertion and the ability to merge adjacent table cells for enhanced organization. Across both Windows and macOS desktop implementations, OneNote shares core traits such as extensive keyboard shortcuts for efficient navigation and editing—for instance, Ctrl+N to create a new page or Alt+N for inserting files—and the Print to OneNote virtual printer driver, which captures content from any application as embedded printouts in notebooks. Official add-ins, such as the Class Notebook add-in for educational distribution and review, are supported to extend functionality without third-party dependencies. Performance characteristics include scalable resource consumption tied to notebook complexity, with options to disable hardware graphics acceleration if issues arise, and built-in hardware acceleration for smooth ink rendering on compatible devices. These desktop apps also enable seamless synchronization of changes across platforms via Microsoft 365 accounts.

Mobile and web versions

Microsoft OneNote offers dedicated applications for and Android devices, enabling users to capture and manage notes on the go with a touch-optimized interface designed for mobile screens. The version was first released in 2011, providing early support for and users to create notebooks, add text, and synchronize content across devices. The Android app followed in February 2012, initially supporting devices running Android 2.3 or higher, and has since evolved to include features like quick note creation via home screen widgets for instant capture without opening the full app. Both platforms integrate camera functionality through Microsoft Lens for scanning documents and extracting text, allowing users to insert photos or PDFs directly into notes as images or searchable content. Voice-to-text dictation is also supported, enabling hands-free note-taking by converting spoken words into editable text in multiple languages. Push notifications alert users to changes in shared notes, such as edits or comments from collaborators, ensuring timely awareness without constant app monitoring. Notes are stored locally in the app's cache for quick access and automatically synchronize with , providing seamless backup and cross-device availability once connectivity is restored. However, mobile versions face limitations, including reduced precision for inking and drawing on smaller screens compared to larger devices, and the absence of add-ins or extensions available in desktop editions. The web version of OneNote, accessible via OneNote.com since 2011, utilizes for browser-based note-taking and supports major browsers including Chrome, Edge, and . It allows full editing capabilities such as inserting text, images, and tags, with automatic saving to for and sharing. Offline access is limited, requiring an connection for most editing and syncing functions, though read-only viewing of cached pages is possible in some scenarios. Education-specific features, like Class Notebooks, are prominently supported, enabling teachers to distribute content libraries, assignments, and collaborative sections to students directly in the browser. Limitations include the inability to embed certain desktop-specific media types, such as advanced audio or video integrations, and no support for custom add-ins.

Versions, licensing, and availability

Differences across versions

OneNote 2016, the legacy desktop version included with Office 2016 and later renamed simply as OneNote, emphasizes full local storage capabilities, enabling and management of notebooks without mandatory , along with support for add-ins and macros. However, it receives no security updates or feature enhancements after October 14, 2025, limiting its long-term viability for users requiring ongoing improvements. In comparison, the modern OneNote app adopts a -first architecture, prioritizing seamless integration with for real-time across devices, and incorporates AI-driven tools like Math Assistant, which solves handwritten or typed equations step-by-step. This shift reduces reliance on local files but enhances collaborative access, though it may require an internet connection for optimal performance. The OneNote for app, a lighter UWP-based version pre-installed on Windows devices, transitioned to read-only mode on October 14, 2025, allowing users to view existing notebooks but preventing new edits, additions, or synchronizations. Since this date, no feature updates, bug fixes, or security patches have been or will be provided, prompting to recommend switching to the full OneNote app available via the or subscriptions. Platform-specific variances highlight disparities in functionality; desktop editions on Windows and Mac support advanced features such as third-party add-ins built with web technologies and enhanced recognition for converting to text or shapes, which leverage native OS input capabilities. In contrast, mobile apps for and Android, as well as the web version, provide basic editing, searching, and viewing tools but omit macros, custom add-ins, and full ink manipulation, restricting users to simpler workflows. The web version further lacks comprehensive offline , often requiring online access to load or save changes fully, unlike the desktop apps' robust local caching. Notable feature gaps persist between free and enterprise-oriented versions; the free web and mobile editions do not include advanced sharing controls, such as granular permissions and compliance auditing tied to , which are exclusive to the desktop app in enterprise environments. The 2025 iteration of the new OneNote app introduces deeper meeting integrations, including automated notebook page generation linked to Outlook or Teams events with embedded agendas and attendee lists, capabilities that were more rudimentary or absent in legacy desktop versions. Microsoft facilitates migration from legacy versions to the new app through built-in tools that sync notebooks to or , allowing users to open and continue editing them directly in the updated interface after installation. For specifically, organizations can employ deployment scripts via or WinGet to backup unsynced sections, uninstall the old app, and transition data, though unsupported elements like custom templates or third-party add-ins may require manual recreation as they do not always transfer intact. Users are advised to verify sync status files, such as UWPSyncStatus.json, to ensure complete before the October 2025 cutoff.

Licensing models and access

Microsoft OneNote offers a free tier accessible through a personal , enabling users to download and use the app on web browsers, mobile devices, and the Windows desktop version from the , with basic functionality limited by 5 GB of storage. This free access supports core note-taking features across platforms without requiring payment, though advanced capabilities like Copilot integration necessitate a paid subscription. For enhanced access, OneNote is fully integrated into subscriptions, unlocking premium features such as 1 TB of storage per user, administrative controls, and seamless collaboration tools. The Personal plan, priced at $99.99 per year for one user (as of November 2025), and the Family plan at $129.99 per year for up to six users, include OneNote alongside other apps with these benefits. Note that these consumer plan prices increased in early 2025 from previous levels of $69.99 and $99.99, respectively. Business plans start at $6 per user per month for the Basic tier, providing web and mobile access to OneNote with business-grade security and management options. In enterprise environments, OneNote is available through E3 and E5 plans, starting at $36 per user per month for E3, which add compliance features like advanced and eDiscovery for organizational note management. Perpetual licenses for older versions, such as those in Office 2016 and 2019 suites (one-time purchases around $100 or more depending on edition), included OneNote but reached end of support on October 14, 2025, after which no security updates or are provided. As of late 2025, following the retirement of support and the OneNote for Windows 10 app on October 14, 2025, free users are prompted to upgrade to the modern OneNote app or a subscription to continue editing notebooks, as the legacy version has shifted to read-only mode. For educational institutions, OneNote is accessible via A3 and A5 plans, with A3 starting at approximately $2.50 per student per month and A5 at higher tiers for advanced analytics and security, often bundled in school-wide licensing. OneNote has been available for free download since 2020, primarily through the for Windows, the for , and for Android, eliminating standalone purchases in favor of subscription-based or free models.

Reception and impact

Critical reception

Upon its release as part of Office 2003, Microsoft OneNote received praise for its innovative digital note-taking features, particularly the support for and inking on Tablet PCs, which allowed users to capture ideas in a freeform manner beyond traditional text processing. Ed Mendelson of described the application as "breathtakingly well-designed" for its intuitive organization of notes into sections and pages. However, critics noted its high cost as an Office add-on, which restricted access to enterprise users and limited broader adoption, with awarding it 7.3 out of 10 and recommending free alternatives like for individual consumers. In the mid-2010s, OneNote earned stronger acclaim for its improved cross-platform and free standalone availability, making it more accessible across devices. granted it 4.5 out of 5 stars in 2014, highlighting its versatile structure for organizing multimedia notes and seamless integration with . Despite these advances, the universal app version faced complaints for performance bugs, including sync issues and interface glitches during its initial rollout around 2014-2015. From 2020 to 2025, reviews continued to commend OneNote's deep integration with , emphasizing its collaborative tools and expanded features like real-time co-editing. G2 users rated it 4.5 out of 5 based on over 1,800 reviews, praising its flexibility for professional and personal use. The 2025 updates, including AI-powered summarization and ink enhancements, were lauded for boosting productivity, as noted in Microsoft's year-in-review summary of innovations like Copilot integration for note analysis. Nonetheless, the retirement of the legacy app on October 14, 2025, requires users to shift to the cloud-dependent modern version, with Microsoft recommending the full desktop version for continued use. OneNote has garnered awards as part of the suite, including PCMag's Editors' Choice for note-taking applications in 2023, recognizing its comprehensive feature set. In education, it received nods for back-to-school tools in 2025, such as class notebook features that facilitate , contributing to Microsoft Showcase School recognitions. Overall, critics have consistently praised OneNote's versatility in handling text, images, audio, and drawings in a notebook-like format, ideal for brainstorming and organization. Common critiques focus on its steep for the freeform interface, which can overwhelm users accustomed to linear tools like word processors.

Adoption, usage, and legacy

OneNote's began as a niche tool within the suite but experienced substantial growth following key strategic shifts. Initially limited in reach during its early years, OneNote saw a pivotal expansion in 2014 when made it available for free across all major platforms, including Mac, iOS, and Android, leading to a doubling of its user base that year. This growth was further accelerated by its bundling with subscriptions and the rise of , particularly during the , which highlighted its utility for collaborative . In , surged with the introduction of Class Notebooks in 2014, enabling teachers to create shared digital spaces for lesson plans, assignments, and student , making it a staple in classrooms worldwide. Common usage scenarios for OneNote span personal and professional contexts, including journaling for daily reflections, through organized sections and tags, and student with features like and audio recording. In enterprise environments, it is widely employed for capturing meeting minutes, agendas, and action items, with enhanced capabilities from its integration into , allowing seamless embedding of notebooks into channels for real-time updates. By 2025, these integrations have boosted its role in hybrid work settings, where teams leverage OneNote for structured documentation alongside video calls and chat. OneNote's market impact is evident in its competition with rivals like , where its free availability and deep Microsoft ecosystem ties eroded Evernote's dominance in the space by offering superior cross-device syncing and integration without subscription barriers for basic use. Its emphasis on digital inking and freeform canvases has also influenced subsequent apps, setting standards for stylus-based input in tools. In 2025, following the end of support for the OneNote for app on , Microsoft provided automated tools and guidance to help users transition to the modern desktop version. However, challenges persist in non-Microsoft ecosystems, where limited can hinder adoption among users reliant on alternative platforms. Looking ahead, OneNote's sustained growth is poised to benefit from advancements in AI, such as Copilot-powered summarization and content generation within notebooks, alongside deeper integration with components for portable, real-time collaborative elements like shared tables and checklists. These developments position OneNote as a foundational tool in Microsoft's productivity suite, evolving to meet demands for intelligent, interconnected workflows.

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