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Comparison of note-taking software
Comparison of note-taking software
Comparison of note-taking software
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The tables below compare features of notable note-taking software. These comparisons highlight differences in platform availability, synchronization capabilities, formatting options, storage limits, and integration with other applications. While some applications like Microsoft OneNote and Evernote offer robust features with cloud syncing across devices, others such as Simplenote prioritize minimalism and speed. Open-source tools like Joplin provide privacy-focused alternatives, allowing users to host their own notes and use end-to-end encryption. These tables aim to help users choose a note-taking tool that best fits their workflow, whether for academic, personal, or professional use.

The tables below compare features of notable note-taking software.

General information

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Name Developer(s) License Platforms
AllMyNotes Organizer Vladonai Software Freemium Microsoft Windows
Bear Shiny Frog Freemium macOS, iOS
CintaNotes Cinta Software Freemium Microsoft Windows
ConnectedText Eduardo Mauro Shareware Microsoft Windows
Day One Bloom Built (Automattic) Proprietary commercial macOS, iOS, Android
Dropbox Paper Dropbox Freemium Android, iOS, web-based
Evernote Evernote Corporation Freemium Android, iOS, macOS, Microsoft Windows 7/8/10, Microsoft Windows Phone, and web-based
Gnote Aurimas Černius GPL-3.0-or-later Linux
Google Keep Google Freeware Android, iOS, ChromeOS, browser based
Joplin laurent22 et al. AGPL-3.0 or later Windows, macOS, Linux, iOS, Android
KeyNote Marek Jedliński, Tranglos Software MPL-2.0 Microsoft Windows
Memonic Nektoon AG Freemium[Notes 1] Android (not released yet), iOS, macOS, Microsoft Windows XP/Vista/7/Mobile web-based
Microsoft OneNote Microsoft Freemium[Notes 2] Android, macOS, iOS, Windows (desktop and mobile), PWA
MyInfo Milenix Software Shareware Windows
MyNotex Massimo Nardello GPL-3.0-or-later Linux
Notational Velocity Zachary Schneirov GPL-3.0-or-later macOS
Notes Apple Proprietary commercial macOS, iOS, web-based
Notion Notion Labs Inc. Freemium Android, macOS, iOS (iPad, iPhone), Microsoft Windows, web-based
Obsidian Obsidian Freemium Linux, macOS, Microsoft Windows, iOS, Android
Open-Sankoré Sankoré LGPL-2.0-only Linux, macOS, Unix, Microsoft Windows
Org-mode (Emacs) Carsten Dominik, et al. GPL-3.0-or-later Linux, macOS, Unix, Microsoft Windows
PDF Studio Qoppa Software Shareware Linux, macOS, Microsoft Windows, web-based
Personal Knowbase Bitsmith Software Proprietary commercial Microsoft Windows
QOwnNotes Patrizio Bekerle GPL-2.0-only Linux, macOS, Microsoft Windows
Qiqqa Quantisle Ltd. Freemium Microsoft Windows XP/Vista/7/8, Web-based, Android
Roam Roam Research Proprietary commercial macOS, Linux, Windows[1]
Samsung Notes Samsung Electronics Proprietary commercial Android, Windows
Simplenote Automattic inc. Clients: GPL-2.0-only Web app
TagSpaces TagSpaces UG AGPL-3.0-only Web app
TiddlyWiki Jeremy Ruston BSD-3-Clause Cross-platform (single HTML file, runs in browser, on a nodeJS server, on Android and IOS)
Tomboy Alex Graveley LGPL-2.1-only Cross-platform (Mono/GTK+)
Ulysses The Soulmen Shareware macOS, iOS
Whizfolders AvniTech Solutions Proprietary commercial Microsoft Windows
Microsoft Windows Journal Microsoft Included with Windows Windows XP Tablet PC edition, Windows Vista through Windows 10 v1511
Zettlr Hendrik Erz GPL-3.0-or-later macOS, Microsoft Windows, Linux
Zim Jaap Karssenberg GPL-2.0-or-later Cross-platform (Python, GTK+)
ZOHO Notebook ZOHO Corporation Freemium Web app

Basic features

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Name Organizing principle(s) Outline bulleting with indent Tabbed sections Sync Web Clipping PDF annotate and save
[unclear] 		White­board Ink-pen input Handwriting recognition Spell check Search Replace in note Printing File save/export/import formats
AllMyNotes Organizer Tree Yes No Yes ? No No No No Yes Yes ? Yes Proprietary, encrypted; import: plain text, RTF, CSV, images, HTML; exports: plain text, HTML, RTF, images
Bear tags Yes No Yes Yes No Yes Yes No Yes Yes Yes Yes Proprietary, encrypted; export: plain text, markdown, textbundle, RTF, HTML, DOCX, PDF, JPG, ePub
CintaNotes Notebooks, sections, tags Yes Yes Yes ? No No No No No Yes ? Yes Proprietary; export to Unicode text, XML and HTML
ConnectedText Wiki, Tree and Categories Yes Yes No ? No No No No Yes Yes ? Yes Proprietary (SQL); Export to text, XML, CHM and HTML. Import from text, HTML, XML and RTF
Day One Chronological, tags Yes No Yes[Notes 3] ? No No No No Yes Yes ? Yes[Notes 4] Markdown (in GUI), XML (data file); Export as: pdf, txt, md
Evernote tags, Notebooks, Stacks Yes No Yes Yes Yes No Partial[Notes 5] Yes Yes Yes Yes Yes Imports and exports in Evernote XML.[2][3]
Gnote Notebooks ? No Yes ? Yes No ? ? Yes Yes ? Yes NoteXmlFormat, HTML, PDF
Google Keep tags, colors No No Yes Partial[Notes 6] No Yes No ? Partial[Notes 7] Yes ? No Proprietary; export to Google Doc and thence to PDF, Word, ODT etc.
Joplin Nested notebooks, tree, tags Yes No Yes Browser Extension No No Plug-In No Yes Yes Plug-In Yes Import/Export: JEX (proprietary), RAW (proprietary, directory), Markdown (optionally with front matter); Export: HTML, PDF; Import: Evernote ENEX
KeyNote NF Notebooks, notes and tree Yes Yes No ? No No No No Yes Yes ? Yes Internal: combination of TXT and RTF; import/export: TXT, RTF, HTML, Treepad
Memonic ? ? No Yes ? Yes No No ? ? ? ? Yes Notes stored as XML; can attach any filetype
Microsoft OneNote Notebooks, notebook sections, section groups, tags (could be applied to content blocks) Yes Yes Yes[Notes 8] Yes Yes[Notes 9] Yes Yes Yes Yes Yes No Yes Imports: Evernote XML.[4] Exports: OneNote binary format.[5]
MyInfo Notebooks, sections, notes, tree, tags, custom attributes Yes Yes No Yes Yes No No No Yes Yes Yes Yes Proprietary, encrypted; import: plain text, RTF, CSV, MS Word, TreePad, images, web pages; exports: plain text, HTML, RTF, CSV, MS Word, TreePad
MyNotex ? ? ? Yes ? No No No No ? Yes ? Yes Sqlite based, zipped attachments; export to HTML; copying as LaTeX; import text files, OpenOffice.org documents
Notes notes, tree, tags Yes ? Yes Yes ? ? Yes Yes Yes Yes Yes Yes Sqlite based; export to PDF
Notion Notebooks, notebook sections, section Yes Yes Yes Partial[Notes 6] Yes[Notes 10] No No No Yes Yes ? Yes Proprietary; export to PDF, HTML, Markdown, CSV
Obsidian Wiki, Tree and Categories Yes Yes Yes Yes Plug-In No Plug-In[6] No Yes Yes Yes Yes Markdown, PDF
Okular ? ? ? No ? Yes[Notes 10] No No No ? ? ? Yes PDF, PS, TIFF, CHM, DjVu, DVI, XPS, ODF, others; export PDF+notes for sending to other Okular users
Open-Sankoré tree, notebooks No No No ? Yes Yes Yes No No No ? Yes Save/export: PDF, IWB, UBZ; Import: PDF, IWB, UBZ, images, image directories
Org-mode (Emacs) tree, tags Yes Yes Yes Yes[7] Yes Plug-In[8] Plug-In[9] No Yes Yes Yes[10] Yes LaTeX, HTML, DocBook, Taskjuggler, PDF, Freemind, XOXO, iCalendar
PDF Studio ? ? ? ? ? Yes No ? ? ? ? ? Yes PDF
Personal Knowbase tags ? ? ? ? No No ? ? ? ? ? Yes Export to RTF, HTML, TXT, CSV
Qiqqa tags, brainstorm No No Yes ? Yes No Yes No No Yes ? Yes Proprietary, PDF, Brainstorm; export to RTF and Word
Samsung Notes Yes ? Yes ? Yes Yes Yes Yes ? ? ? ?
Simplenote tags Yes No Yes ? No No No No Yes Yes ? Yes Export to XML
TagSpaces tags, files, directories Yes No No ? No No No No No Yes ? Yes PNG, JPG, GIF, BMP, ICO, WEBP, SVG, PDF, HTML, MHT, MHTML, MARKDOWN, TXT, XML, JSON, OGG, OGV, WEBM, ODT, ODS, ODP, ODG, EPUB, ZIP
TiddlyWiki tags (wikiwords) Yes Yes Yes ? Via plugin No ? No Yes(via browser) Yes ? Yes HTML, json, txt,csv
Tomboy ? Yes ? Yes ? No No No No Yes Yes ? Yes NoteXmlFormat, HTML, PDF, wiki-formats
Ulysses Notebooks, sections, tags Yes Yes Yes ? Yes Yes Yes ? Yes Yes Yes Yes Rich text; export as HTML; import text files; markdown editing.
Microsoft Windows Journal ? ? No ? ? No ? Yes Yes[Notes 11] ? ? ? Yes Proprietary
Zettlr Tree, Tags, Wiki Yes ? Yes[Notes 12] No No No No No Yes[Notes 13] Yes Yes Yes Markdown, Export and Import of Pandoc supported formats.
Zim tags (wikiwords) Yes No No ? No No No No Yes Yes Yes Yes, using installed web browser Stored in modified DokuWiki Markdown; export: HTML, LaTeX, Pandoc Markdown, Sphinx RST (reStructuredText)
Name Organizing principle(s) Outline bulleting with indent Tabbed sections Sync Web Clipping PDF annotate and save White­board Ink-pen input Handwriting recognition Spell check Search Replace Printing File save/export/import formats

Advanced formatting and content

[edit]
Name Drawing atop text
[unclear] 		Text box, flow diagram
[unclear] 		Text and paragraph formatting Insert hyperlink
[unclear] 		Insert image Resize image Insert table Insert audio Insert video Attachment
[unclear] 		Other objects Remarks / other features
AllMyNotes Organizer No No Yes Yes Yes Yes Yes No No Yes Alarms, check-boxes, bullets, phones, advanced links, autosaving; last cursor position memory,passwords on tree folders,failure-resistant self-healing DB engine
Bear No No Yes Yes Yes Yes Yes No No No check-boxes, bullets, link to notes, encryption, document scanning, OCR search
CintaNotes No No Yes Yes No ? No No No Yes Links to notes Tagging and searching for tags, tag hierarchy
ConnectedText No Yes Yes Yes Yes ? Yes No Yes Yes Scripting of pages with Python and other scripting languages. LaTeX, Scripts, RSS Feeds, Transclusion, Directed Graphs and Flowcharts by GraphViz, many other features.
Day One No No Yes Yes Yes ? Yes No Yes No tags, bullets, numbering, line, programming code snippets editable note metadata (date/time, location, weather, motion activity, music playing, step count)
Evernote No No Yes Yes Yes Yes[Notes 14] Yes Yes Yes Yes Check-box, line, tags Business and personal notes integrated in same client; businesses have control over business notes, but cannot see personal notes
Gnote No No Yes Yes No No No No No No ? Port of Tomboy to C++; wiki-style linked notes
Google Keep No No Yes Yes Yes ? Partial[Notes 15] Yes ? No Google Calendar reminders Notes can be shared with other Google Keep users.
IPython Notebook ? ? ? ? ? ? ? ? ? ? ? Part of IPython shell; allows for programming code, output and annotation to be combined in single interactive environment
Joplin ? Yes Yes Yes Yes Partial[Notes 16] Yes Yes Yes Yes Links to other notes Configurable editor layout with live preview of Markdown; Command pallette; Notes <--> Todo conversion; Plug-ins; Cloud sync available with various services, including a separate server self-hosted server; Configurable note history; Optional client side encryption; Custom CSS (imported from local or remote source) for rendered Markdown as well as app interface;
KeyNote NF No No Yes Yes Yes[Notes 17] Yes Yes[Notes 18] No No Yes OLE objects; "virtual nodes" which integrate and edit the content of external plain-text or rich-text files; internal links; mirror nodes. Text processing; tree numbering and sorting; custom tree icons; node checkboxes; checkbox filtering; search filtering; reminder alarms; compressed or encrypted notebooks; auto-minimize and/or auto-lock when idle; quick access key for fast notes; additional scratchpad; autosave of up to 9 previous file versions; automatic clipboard capturing; read-only notebooks or notes; macros; templates; text shortcuts; plug-ins; bookmarks; custom keyboard shortcuts; program can be made portable through "Options" setting
Memonic ? ? ? ? ? ? ? ? ? ? ?
Microsoft OneNote Yes Yes Yes Yes Yes Yes Yes Yes[Notes 19] Yes Yes OLE, bullets, line, flags, formulas No local storage of notebooks on Mac or versions past Office 2016[11]
MyInfo ? ? Yes Yes Yes Yes Yes Yes No Yes OLE, bullets, numbering, page breaks, advanced links Tags; filters; calendar; reminders
MyNotex ? ? Yes Yes Yes ? ? ? ? Yes ? Activity lists; tags; notes management by subject; encryption with AES or GPG; multilingual
Notational Velocity ? ? ? ? ? ? ? ? ? ? ? Instant open and searching
Notion No No Yes Yes Yes Yes Yes Yes Yes Yes Bullets, numbering, checkboxes, reminders, calendars
Obsidian No Yes Yes Yes Yes Partial Yes Yes Yes Yes Bullets, numbering, checkboxes, canvases, HTML, LaTeX, internal links
Okular ? ? ? ? ? ? ? ? ? ? ?
Open-Sankoré Yes Yes Yes Yes Yes ? Yes Yes Yes Yes plug-ins, web pages, applications Annotate live desktop applications and web pages; autosave; plug-in system; audio recording
Org-mode (Emacs) Yes[12] Yes Yes Yes Yes Yes[13] Yes No No Yes Advanced linking,[clarification needed] bullets, tags, checkboxes, full spreadsheet, embedding of programming code, formulas, markup Major mode of Emacs; uses plain-text; includes ToDos, spreadsheet, deadlines, encryption, reminders, agenda, calendar
PDF Studio ? ? ? ? ? ? ? ? ? ? ?
Personal Knowbase ? ? ? Yes ? ? ? ? ? Yes ? Passwords; portable[clarification needed]
Qiqqa Yes Yes No Yes Yes ? No No No No PDF, brainstorm, citations
Samsung Notes Yes Yes ? Yes Yes ? No Yes ? ? PDF
Simplenote No No Yes Yes No ? No No No No
TagSpaces No No Yes Yes Yes Yes Yes Yes Yes ? Tags, plugins Plugins, you can present your local images, videos and music to your TV via ChromeCast. You can create a personal "wiki" for tracking of your projects, ideas or memories.
TiddlyWiki ? Yes(with plugin) Yes Yes Yes Yes Yes Yes Yes Yes HTML, LaTeX, markdown plugins Plugins; user scripts
Tomboy Partial No Partial Yes No No No No No No Note Links, highlighting, fixed-width Reminders; to do-lists; formulas in LaTeX
Microsoft Windows Journal ? ? ? ? ? ? ? ? ? ? ?
Zettlr No No Yes Yes Yes Partial[Notes 20] Yes No No No Bullets, numbering, checkboxes, HTML, LaTeX, internal links, citations
Zim No Yes[Notes 21] Yes Yes Yes Yes Yes No No Yes Plugins; Versioning; LaTeX integration (formulas, export); HTML export (including slideshow); GNOME's Zeitgeist integration; Lilypond music sheet integration ASCII diagram drawing; Tags; Tasks; Table of Content navigation; SQLite3 search indexing; Autosaving; Last cursor position memory; Tabbed multi-documents
Name Drawing atop text Text box, flow diagram Text and paragraph formatting Insert hyperlink Insert image Resize image Insert table Insert audio Insert video Attachment Other objects Remarks / other features

See also

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Notes

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References

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Revisions and contributorsEdit on WikipediaRead on Wikipedia

Comparison of note-taking software

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software encompasses digital applications designed to capture, organize, store, and retrieve information, functioning as versatile alternatives to traditional paper-based methods by supporting text, images, audio, and other media alongside across multiple devices. These tools emphasize user-friendly interfaces for quick input, robust organization options like folders, tags, and hierarchical structures, and powerful search functionalities to enhance for individuals, students, and professionals. Comparisons of note-taking software typically assess key criteria including core features such as multimedia support, , (OCR), and bi-directional linking; platform compatibility across desktop (Windows, macOS, ), mobile (, Android), and web environments; pricing structures ranging from free tiers with limited storage to subscription-based premium plans as of November 2025; and collaboration capabilities like real-time and . For instance, offers freeform canvas-style notes with AI-assisted summarization via Copilot, available on , Android, macOS, Windows, and web, with storage starting at 5 GB free and expanding to 100 GB for $1.99 per month. Similarly, Notion provides database-driven organization and team collaboration tools on all major platforms, featuring a free personal plan and $10 per user per month (billed annually) for Plus tiers, including optional AI add-ons at $10 per user per month. Other notable options include , which excels in customizable, link-based knowledge graphs on desktop and mobile platforms for free (with $4 per user per month sync billed annually), and , known for advanced search and web clipping across devices, priced from free to $14.99 per month for premium features. In recent years, particularly by 2025, software has increasingly incorporated for tasks like transcription, content generation, and smart organization, while prioritizing cross-platform accessibility and ecosystem integrations with services like or to streamline workflows; adjustments such as Notion's May 2025 reductions further reflect these evolutions. Open-source alternatives such as Joplin have gained traction for privacy-focused users, offering support and on all platforms at no cost, with optional cloud sync for €2.99 per month. These evolutions reflect a broader shift toward multifunctional tools that blend with and knowledge bases, catering to diverse user needs from simple memos to complex collaborative projects.

Overview

Definition and Purpose

Note-taking software encompasses digital applications that enable users to capture, organize, store, and retrieve textual and information in a flexible, searchable format. These tools form an informal category of programs offering diverse functionalities, such as , tagging, and linking, to facilitate efficient beyond traditional linear documents. The primary purposes of note-taking software include supporting by building interconnected repositories of ideas and references, enhancing through rapid ideation and retrieval, and aiding academic or professional documentation by recording lectures, meetings, or insights for later review and synthesis. In educational contexts, these applications promote and information processing, while in professional settings, they streamline and idea organization. Note-taking software is distinct from word processors, which focus on structured, long-form editing and precise layout for final outputs like reports, whereas note-taking tools emphasize quick, non-linear capture of raw thoughts without rigid formatting constraints. It also differs from software, which structures information around actionable items with deadlines and priorities, in contrast to the unstructured, free-form nature of notes for brainstorming and reflection. This category evolved from analog practices like handwriting on paper to digital solutions, beginning with early computers for typed notes and advancing through personal digital assistants (PDAs) in the 1990s, such as the , which introduced portable digital capture of ideas and schedules.

Historical Evolution

The origins of note-taking software trace back to the , when advanced text editors laid the groundwork for digital organization of information. , first implemented in as a collection of macros extending the TECO editor on MIT's Incompatible Timesharing System, enabled users to create and manage structured text files, evolving into a versatile tool for through its extensibility. This period marked the shift from purely manual note-taking to programmable environments that supported outlining and editing on early computing systems. The 1980s saw the emergence of specialized outliners, which formalized hierarchical note structures. ThinkTank, developed by and released in September 1983 for the Macintosh, introduced collapsible outlines for brainstorming and document creation, influencing subsequent productivity tools by emphasizing visual and logical organization. These early applications ran primarily on desktop computers, focusing on text-based hierarchies without integration. In the 1990s, the rise of personal digital assistants (PDAs) expanded note-taking to portable devices. Devices like the , launched in 1993, incorporated and basic note storage, paving the way for mobile capture of ideas, while software such as PersonalBrain, founded in 1998 by TheBrain Technologies, introduced dynamic mind-mapping for associative note linking on desktops. PDAs like the Palm Pilot in 1996 further popularized stylus-based input, bridging paper-based habits with digital synchronization precursors. The ushered in the cloud era, enabling cross-device access and collaboration. , released on November 19, 2003, as part of Office 2003, supported rich text, drawings, and audio notes with early syncing capabilities via Windows integration. , founded in 2007 and publicly launched in June 2008, revolutionized the field by offering web-based capture and search across platforms, amassing millions of users through its "remember everything" ethos and for scanned content. This decade's innovations, driven by broadband and early , shifted focus from isolated desktops to seamless, multi-device ecosystems. The 2010s and 2020s emphasized mobile-first designs and open-source alternatives, amplified by smartphone proliferation. The iPhone's 2007 debut and Android's 2008 launch democratized on-the-go note-taking, with apps leveraging touch interfaces and always-on connectivity to boost accessibility and real-time editing. Notion, initially released in 2016, combined notes, databases, and wikis in a modular, web-accessible format, appealing to teams with its customizable blocks. Open-source options like , launched in 2020, gained traction by using local files for privacy-focused, graph-based linking, fostering a plugin ecosystem for advanced organization. Post-2020, AI enhancements have integrated automation into note-taking, such as summarization and , with tools like Notion AI debuting in 2022 to generate insights from user content. By 2024 and 2025, these features have deepened, incorporating real-time transcription, generative content creation, and AI-powered organization in apps like Mem and Reflect, making note-taking tools more adaptive and intelligent as of November 2025. These developments, alongside web apps, have made note-taking more inclusive, evolving from rigid outlines to adaptive, intelligent systems that mirror cognitive processes.

Categorization

By Platform Compatibility

Note-taking software varies significantly in platform compatibility, which influences user choice based on device ecosystems and workflow needs. Applications are often designed for specific operating systems, providing native experiences on desktops like Windows, macOS, or , while others prioritize mobile platforms such as iOS and Android, or rely on web browsers for cross-device access. This categorization highlights how software aligns with user hardware, ensuring seamless integration or revealing limitations in multi-device environments.

Desktop Operating Systems

On Windows, offers robust native support, including integration with for seamless file handling and stylus input on touch-enabled devices. also provides a dedicated Windows app with full feature parity, supporting offline access and synchronization. In contrast, macOS-optimized apps like deliver a polished interface tailored to Apple's ecosystem, with Markdown editing and iCloud syncing, but lack Windows compatibility. For Linux users, open-source options such as Joplin stand out, offering native desktop applications that run efficiently without proprietary dependencies.

Mobile Platforms

iOS users benefit from deep integration in apps like Apple Notes, which leverages native features such as with and end-to-end encryption via . On Android, Google Keep excels with simple, lightweight note capture that syncs across Google services, including voice memos and label-based organization. Cross-mobile support is common in versatile apps like Notion, which provides native iOS and Android clients for database-like note structures, though some advanced editing tools perform better on larger screens.

Cross-Platform Consistency

Evernote maintains a unified experience across Windows, macOS, , Android, and web browsers, allowing users to access the same notebooks with minimal feature discrepancies. Similarly, Standard Notes ensures consistency through end-to-end encrypted syncing on all major platforms, including , making it suitable for privacy-focused multi-device workflows. However, tools like Roam Research, being web-exclusive, offer browser-based consistency but may exhibit fragmentation on mobile due to touch interface limitations compared to desktop graph navigation. The following table summarizes platform support for select note-taking applications:
ApplicationWindowsmacOSLinuxiOSAndroidWeb
OneNoteYesYesNoYesYesYes
EvernoteYesYesNoYesYesYes
NotionYesYesWebYesYesYes
JoplinYesYesYesYesYesNo
BearNoYesNoYesNoBeta
Apple NotesNoYesNoYesNoYes
Google KeepWebWebWebYesYesYes
Standard NotesYesYesYesYesYesYes
Roam ResearchWebWebWebWebWebYes

Hardware Considerations

Many note-taking apps optimize for touchscreen devices, such as tablets, with OneNote supporting pressure-sensitive input for natural handwriting-to-text conversion on Surface devices. Apple Notes similarly excels on iPads with compatibility, enabling scanned document integration and shape recognition. Cross-platform apps like Joplin provide basic touch support but prioritize keyboard-driven interfaces, potentially limiting fluidity on stylus-heavy hardware.

Offline and Online Requirements

Offline-first applications like Joplin allow full note creation and editing without , syncing changes via services like when connected. Web-based tools such as Notion require online access for core functionality but cache recent notes for limited offline use. Standard Notes balances both, offering encrypted offline storage across devices with optional cloud syncing.

By Target Audience and Use Cases

Note-taking software is designed to accommodate diverse user needs, ranging from casual personal documentation to structured professional workflows, with applications tailored to specific demographics and scenarios. This classification highlights how tools address unique requirements, such as simplicity for everyday users or advanced organization for specialized tasks, enabling users to select based on their primary objectives. For personal users seeking straightforward tools for daily journaling and lifestyle tracking, applications like Day One emphasize intuitive interfaces for capturing thoughts, photos, and audio entries with seamless device synchronization. These apps prioritize privacy and ease of use, allowing individuals to maintain private diaries without complex features, making them ideal for reflective practices like mood tracking or habit logging. Students and academics often require software that supports lecture capture, outlining, and citation management to handle coursework and research efficiently. Tools such as Notability excel in this domain by offering robust handwriting recognition and PDF annotation capabilities, facilitating note-taking during classes and study sessions on tablets. Similarly, Zotero integrates note organization with bibliographic tools, enabling scholars to collect, cite, and annotate references from various sources directly within their workflow. Professionals in business environments benefit from enterprise-oriented note-taking solutions that integrate with productivity suites and support for meetings and reports. , for instance, provides free-form canvases and compatibility, allowing teams to embed tasks, drawings, and files in shared notebooks for collaborative documentation. This setup streamlines professional processes like agenda planning and tracking without requiring extensive setup. Developers and power users favor flexible, extensible platforms that handle technical content like code snippets and interconnected knowledge bases. Free, open-source, local-first alternatives to cloud-based tools like Notion, such as , Logseq, and SiYuan, feature Markdown-based systems with syntax highlighting, enabling storage of documentation and code snippets locally while supporting extensible knowledge management through plugins, graph visualization, and dynamic linking, all emphasizing privacy and customization. Specialized use cases further diversify the landscape, with tools adapted for creative, project-oriented, or investigative pursuits. For , offers a binder-like structure for organizing manuscripts, research clippings, and outlines, supporting long-form projects by allowing nonlinear composition and export to multiple formats. In , Notion functions as a versatile wiki-builder, combining notes with databases and boards to track progress and team inputs in customizable workspaces. These adaptations ensure that niche users can align software with domain-specific demands, such as iterative drafting or resource aggregation.

Core Features

Text Handling and Organization

Note-taking software varies in its support for text input methods, ranging from basic entry to more advanced rich text and formatting. input, which allows unformatted writing without styling options, is a core feature in minimalist applications like , enabling simple, distraction-free composition. Rich text support, offering bold, italics, colors, and other visual enhancements, is prevalent in tools such as and , where users can format content directly on an infinite canvas or within structured notes. , a using syntax like # for headers and - for lists, provides a balance of simplicity and structure; applications like Typora offer seamless real-time preview of , converting syntax into formatted output while supporting extensions for tables and diagrams. Organization structures in note-taking software facilitate the structuring of textual content through hierarchies, tags, or , allowing users to build scalable bases. Hierarchical systems, such as notebooks containing sub-notebooks or sections, are exemplified by , where notes are grouped into nested folders for topic-based categorization. Tagging systems enable flexible, non-hierarchical labeling; Bear app, for instance, supports nested tags with customizable icons, permitting users to assign multiple descriptors like #project/meeting to a single note for quick grouping. Wiki-style linking promotes interconnected notes, as in Roam Research, which uses bidirectional [[links]] to create a graph-like network of ideas, automatically generating backlinks to show relationships without rigid folders. Joplin supports internal note linking via Markdown syntax (e.g., text), drag-and-drop from the note list, right-click copy link, or wiki-style [[title]] search. Many applications incorporate note templates and outlining tools to streamline text creation and reorganization. Templates provide pre-built formats, such as meeting agendas or idea outlines, which users can duplicate and fill; Notion offers a library of customizable templates for structured , including Cornell-style layouts for academic use. Outlining features allow hierarchical bullet points with drag-and-drop rearrangement, enabling dynamic restructuring of content as in , where users can collapse sections for focused editing. These tools emphasize conceptual flow over linear writing, supporting iterative development of notes. Versioning in software ranges from basic /redo mechanisms to comprehensive tracking, aiding recovery of past edits. Most apps, including Typora, provide multi-level /redo for immediate corrections during sessions, but lack persistent storage of changes. Joplin offers persistent note that preserves versions at regular intervals, synced across devices, with options for Git-based versioning. In contrast, Evernote's paid plans include full note , allowing users to revert to previous versions without overwriting current content, though this is unavailable in the free tier. Such features ensure textual integrity, particularly for evolving documents, without delving into collaborative edits. Free tiers often impose restrictions on text handling and organization to encourage upgrades, impacting usability for heavy users. For example, Evernote's free plan limits users to one notebook, 50 notes total, and 250 MB monthly uploads, constraining hierarchical organization and large-scale text accumulation. Similarly, Bear's Pro features, like advanced exports and tag synchronization with custom icons, are locked behind a subscription ($2.99/month or $29.99/year as of 2025), while unlimited basic tagging remains accessible in the free version. These limitations highlight trade-offs in accessibility versus full functionality.

Search and Navigation

Search and navigation mechanisms in note-taking software facilitate efficient retrieval and exploration of stored information, distinguishing effective tools by their ability to handle diverse content types and user needs. Basic search functionalities commonly rely on full-text indexing, which scans note contents for keyword matches to return relevant results quickly. For instance, Microsoft OneNote employs full-text search across typed, handwritten, and embedded content, including optical character recognition (OCR) to index text within images, scanned documents, and ink annotations, enabling users to find phrases like "project deadline" even in a photographed receipt. Similarly, Evernote's search engine supports keyword matching in notes, attachments, and PDFs, with automatic OCR applied to processed images for searchable text extraction. Advanced search options enhance precision by incorporating filters and tolerant algorithms. Many applications allow narrowing results by metadata such as tags, creation dates, notebooks, or locations; Notion, for example, integrates filters within its quick find (Cmd/Ctrl + P) to refine searches by page type or database properties. Fuzzy search, which accommodates misspellings and approximate matches via algorithms like , is implemented in tools like to improve recall on imperfect queries, such as retrieving "reciept" for "receipt." offers advanced querying through its core search bar, supporting regular expressions and filters for tags or paths in local files. Navigation tools complement search by providing structural aids for browsing without exact queries. Sidebar indexes and hierarchical outlines, as in OneNote's notebook-section-page structure, allow users to drill down through organized content via expandable menus. Breadcrumbs in Notion display the path from workspace root to current page, aiding orientation in nested databases. For interconnected notes, Obsidian's graph view visualizes links as an interactive , where nodes represent notes and edges show bidirectional relationships, enabling users to pan, zoom, and click to navigate clusters of related ideas. Performance in search and navigation varies with dataset size and deployment model, often measured by query latency and resource usage. On large collections—such as thousands of notes—local-first apps like excel with sub-second search times due to file-system indexing, while cloud-based may lag during initial syncs on massive vaults. Offline search capabilities are robust in desktop-oriented tools: OneNote supports full querying without after syncing, leveraging integration for speed. Notion's offline mode permits searching pre-loaded pages but limits global workspace scans until reconnection. , being entirely local, provides unrestricted offline performance. Accessibility features ensure search and are inclusive, particularly for users with disabilities. Keyboard-only is standard in compliant apps; OneNote follows WCAG guidelines with tab-focusable elements and shortcut keys (e.g., Ctrl + E for search), supporting screen readers like Narrator for result announcements. integration, often via system-level APIs, appears in mobile versions: uses device voice input for dictation and querying, while Evernote's app leverages Shortcuts for hands-free note retrieval. These elements prioritize usability, with ARIA labels in web-based tools like Notion enhancing compatibility with tools like .

Advanced Features

Multimedia and Formatting

Note-taking software varies significantly in its support for rich formatting and elements, enabling users to create more dynamic and visually engaging content. Basic formatting options, such as bold and italic text, are nearly ubiquitous across popular applications, while advanced features like tables and embeds distinguish more versatile tools. For instance, web-based apps like Notion support and CSS embeds for custom styling and interactive elements, allowing seamless integration of code snippets or third-party widgets directly into notes. Similarly, provides rich text formatting including tables and supports embedding audio and video clips in various formats, enhancing note interactivity. Markdown-based apps like and Joplin offer bold, italic, and table support through lightweight syntax, which renders to formatted output without requiring a graphical editor; Joplin further enables advanced features like footnotes (via [^n] syntax) and tables of contents (via [toc] or [[toc]] at the note start) when Markdown plugins are activated in Options > Markdown. Multimedia integration extends notes with visual and auditory components, with many apps prioritizing image insertion for illustrations or diagrams. excels in this area, allowing users to insert images, record audio directly within notes, and embed videos, all with free-form placement alongside text. Notion similarly handles images, audio files, and video embeds, often used for embedding videos or tracks to create multimedia-rich pages. Specialized tools like focus on audio recording, capturing voice notes or meeting audio with inline playback, making it ideal for lectures or interviews where verbal content is primary. Apple Notes supports image insertion, audio recording, and video embeds, providing a straightforward way to attach media from device libraries. Handwriting and drawing capabilities cater to stylus-enabled devices, transforming tablets into digital notebooks. GoodNotes offers robust stylus support with an infinite canvas for freehand , diagrams, and across notes and PDFs, including tools like rulers and stickers for precise sketching. also provides strong handwriting integration, allowing ink-to-text conversion and with input on compatible hardware like Surface devices. In contrast, text-focused apps like Notion and lack native support, relying instead on imported images of handwriting or plugins for basic . These features are particularly prominent in iPad-optimized apps, where GoodNotes enables annotation over imported documents with smooth palm rejection for natural writing. File attachments enhance note-taking by incorporating external documents, with inline previews improving accessibility. handles PDF and DOC attachments with previews and OCR for scanned content, allowing users to search within attached files. OneNote supports attachments up to 100MB, including PDFs and files, with embedded previews that display content without leaving the note. embeds PDFs and other files directly using syntax, rendering previews inline for quick reference, while supporting a wide range of formats like images and audio. Notion and Joplin also permit file uploads with previews, though storage limits may apply based on subscription tiers. Export formats ensure formatted notes can be shared or archived in standard file types, preserving and styling. Most apps, including Notion, OneNote, , and Joplin, support PDF and exports to maintain layout, tables, and embedded media across platforms. Apple Notes exports to PDF, capturing images and drawings faithfully, while offers PDF output with embedded attachments. GoodNotes primarily exports to PDF for annotated and notes, suitable for or further editing in other tools. These options allow users to transition notes from formats to universally compatible ones without losing rich content.
Feature CategoryRepresentative AppsKey Capabilities
Formatting OptionsNotion, Bold/italic, tables, /CSS embeds for interactive elements.
Multimedia IntegrationOneNote, Image insertion, audio recording/playback, video embeds.
Handwriting/DrawingGoodNotes, OneNoteStylus support, infinite canvas, ink-to-text conversion.
File Attachments, PDF/DOC previews, inline embedding with search/OCR.
Export FormatsNotion, JoplinPDF and to preserve formatting and media.

Automation and AI Integration

Automation and AI integration in note-taking software have advanced significantly, enabling users to streamline workflows through intelligent processing of content. These features leverage and large language models to automate repetitive tasks, such as generating summaries or suggesting connections, thereby enhancing productivity without manual intervention. Post-2022 developments, driven by the proliferation of generative AI models like those from , have integrated such capabilities directly into apps, allowing for more dynamic . AI summarization tools automatically condense lengthy notes or external content into concise overviews, facilitating quick reviews and knowledge retention. In , the AI Chat feature supports interactive summarization, where users can query notes in —such as requesting a bulleted summary of a meeting—and customize outputs to fit specific workflows, drawing on contextual related notes via Copilot integration. Similarly, Reflect employs OpenAI's model to generate short or long summaries from highlighted notes or saved links, appending them directly to the user's workspace for seamless incorporation; this includes automating summaries for web pages saved via browser extensions or mobile sharing, introduced in updates from 2023 onward. Reflect also extends summarization to outline generation and action item extraction, processing selected text while maintaining for privacy. Smart tagging and categorization utilize to propose or apply labels and links based on , reducing organizational overhead. , through community plugins like AI Tagger Universe, employs large language models (e.g., or local LLMs via Ollama) to scan notes and generate relevant tags automatically, supporting for vaults with dense interconnections and prioritizing with on-device options. This ML-driven approach suggests bidirectional links between semantically related notes, enhancing the graph-like structure typical of 's ecosystem without requiring user-defined rules. Transcription services convert audio inputs to editable text, automating the capture of spoken notes or meetings. integrates with Copilot to provide real-time speech-to-text transcription, allowing users to dictate notes or record discussions directly into collaborative pages, with Copilot generating structured outputs like summaries or action items from the transcribed content. Evernote's AI Transcribe feature, expanded in 2025, similarly processes uploaded audio from meetings to produce searchable transcripts, with higher usage limits for premium users to handle extended sessions. Predictive features, including auto-complete and context-aware suggestions, anticipate by analyzing patterns in existing notes. Notion AI offers autofill in that generate dynamic text completions or categorizations based on contextual data, such as predicting tags or summaries from relation fields, and provides smart search suggestions tailored to workspace content. These capabilities adapt to usage, surfacing relevant completions during typing to accelerate note creation. Recent AI advancements post-2022 have incorporated generative models for query-based note generation, transforming static apps into interactive systems. Notion AI, powered by models akin to GPT, enables users to query their entire workspace for synthesized responses or new note drafts, with integrations allowing seamless access to external AI like via official connectors for advanced automation. In Roam Research, third-party extensions and integrations post-2022 facilitate ChatGPT-like prompting within the app, enabling automated block generation from user queries while preserving the tool's networked thought structure.

Collaboration and Integration

Sharing and Multi-User Support

Note-taking software varies significantly in its support for sharing and multi-user collaboration, enabling users to distribute notes via public links or invite-only access while facilitating simultaneous editing and role-based permissions. These features are essential for team workflows, allowing real-time co-editing akin to in applications like Notion and Coda, where multiple users can make changes concurrently with automatic through operational algorithms. Permission levels typically include view-only access for read-only sharing, edit rights for collaborative modifications, and admin roles for managing access and settings, ensuring controlled interactions. Version history in multi-user environments provides audit trails, logging changes by individual contributors with timestamps and the ability to revert alterations, which is particularly useful for tracking team contributions in tools like OneNote and . For instance, Notion offers unlimited version history for paid team plans, allowing users to restore previous states and view edit logs. Similarly, Coda supports instant synchronization of simultaneous edits across users, with built-in commenting and @mentions for feedback, making it suitable for dynamic team documents. However, free plans often impose limitations on multi-user features, such as user caps or restricted sharing options, to encourage upgrades. In Evernote's free tier, sharing is limited to basic note links without advanced team spaces, which require a Starter or Enterprise subscription starting at $8.25 per month (annual billing). OneNote's free version allows sharing but caps storage at 5GB across accounts, potentially limiting large team notebooks. Obsidian Sync offers native real-time collaboration for shared vaults across devices, available in paid plans starting at $4 per month per user, though the free version lacks built-in multi-user support. The following table summarizes sharing and multi-user support across representative applications:
ApplicationSharing MechanismsMulti-User EditingPermission LevelsVersion History (Teams)Free Plan Limitations
NotionPublic links, invite-only workspacesReal-time co-editing with conflict resolutionView, comment, edit, full accessYes, with edit logs and restoresUnlimited blocks; 10 guest seats
OneNoteNotebook sharing links, integrationReal-time simultaneous changesView, edit via sharing settingsYes, tracks contributions5GB storage cap; advanced teams need ($6/user/month)
EvernoteNote/notebook links, personal space sharingCollaborative editing in shared spacesView, edit, adminYes, with user-attributed changesBasic sharing only; team features in paid plans starting at $8.25/month (annual)
CodaDoc sharing, invite-based accessReal-time multi-user synchronizationView, edit, commentYes, with real-time audit trailsUnlimited guests on free; paid for unlimited members ($10/month)
ObsidianShared vault invites via SyncNative real-time via SyncView/edit based on vault access1 month (Standard), 12 months (Plus)No native collaboration; requires paid Sync ($4/month)

Third-Party Connectivity

Third-party connectivity in note-taking software refers to the mechanisms that allow these applications to interface with external services, enabling users to extend functionality beyond native capabilities. This integration is crucial for creating seamless workflows, such as syncing notes with tools or automating data import/export. Most modern note-taking apps provide APIs, plugins, or pre-built connectors to facilitate these links, though the depth and ease of vary by platform. API access forms the backbone of third-party connectivity, with many note-taking applications offering RESTful s that developers can use to build custom integrations. For instance, Evernote's REST supports operations like creating, updating, and searching notes, allowing connections to services like for automating tasks such as emailing notes to team members. Similarly, Notion's enables programmatic access to databases and pages, powering integrations with tools like Slack for real-time notifications from note updates. OneNote provides a endpoint, which integrates with Office 365 ecosystem services for embedding notes into emails or calendars. These s typically require via 2.0, ensuring secure data exchange, but rate limits—such as Notion's 3 requests per second—can constrain high-volume use cases. Plugin ecosystems enhance extensibility, particularly in apps designed for customization. Obsidian, a Markdown-based note-taker, supports a vast community-driven plugin library through its API, with over 1,000 plugins available as of 2025, including ones for integrating with for or embedding live data from external APIs like weather services. Joplin offers an extensible plugin system via , allowing users to add features like syncing or hooks without altering core code. In contrast, proprietary apps like have limited official plugin support but rely on schemes and Shortcuts integration on /macOS for basic external links. This in apps like fosters innovation but demands user technical proficiency for installation and maintenance. Common integrations span productivity staples, with software often embedding or syncing with calendars, email, and cloud storage. integrates natively with , permitting users to attach events directly to notes and receive reminders via email forwarding. Notion supports and attachments, allowing seamless file embedding and real-time collaboration on linked documents. OneNote's ties to Outlook enable email-to-note conversion, where users forward messages to create instant entries with attachments preserved. users commonly integrate with Todoist via plugins, transforming note checkboxes into actionable tasks synced across devices. These connections prioritize user-friendly setups, often via no-code platforms like , which reports over 7,000 app integrations for workflows as of 2025. Webhooks and automation further automate third-party interactions by triggering actions based on note events. Todoist, while primarily a , integrates with note apps like through webhooks that create tasks from shared note links, supporting applets for bidirectional syncing. Notion's webhooks, introduced in 2024, allow real-time updates to external services like for team alerts on page changes. In , community plugins enable endpoints for custom automations, such as posting note summaries to via calls. These features rely on event-driven architectures, where changes like note creation or tagging initiate HTTP requests to external endpoints. Compatibility challenges in third-party connectivity often stem from standardization gaps and technical hurdles. OAuth implementation varies, with some apps like using proprietary tokens that complicate multi-app workflows, leading to authentication errors in chained integrations. Rate limits and data format mismatches—such as in versus rich text in OneNote—require like to bridge incompatibilities, potentially introducing latency or data loss. Additionally, platform-specific restrictions, like iOS sandboxing for , limit deep integrations compared to desktop-focused apps like Joplin. Addressing these requires robust documentation and community support, as seen in Notion's developer portal, which includes SDKs for and Python to ease .
SoftwareAPI TypeKey IntegrationsPlugin SupportWebhook Availability
EvernoteRESTful, , OutlookLimited (official only)Yes, via
NotionRESTful, Slack, Community via Yes, native since 2024
Obsidian Todoist, , Weather APIsExtensive (1,000+ community)Via plugins
OneNoteOutlook, Office 365Limited (extensions)Yes, through
Joplin, Email clientsYes, extensibleVia plugins

User Experience

Interface Design

Note-taking software interfaces vary widely in their design paradigms, balancing simplicity with functionality to suit different user needs. Minimalist designs, such as that of , prioritize a clean, distraction-free environment with a single-pane layout focused on entry and basic organization via tags, enabling quick note capture without overwhelming visual elements. In contrast, feature-rich interfaces like those in older versions of often presented a more cluttered appearance due to dense sidebars, multiple toolbars, and extensive option menus, though recent updates have streamlined this for better usability. Many modern applications now incorporate dark mode support to reduce in low-light conditions; for instance, and offer system-wide dark themes that apply to the entire interface, including note editors and navigation panels. Layout options further differentiate these tools, with single-pane views providing a streamlined, linear experience ideal for focused writing, as seen in Simplenote's uncomplicated editor. Multi-pane layouts, common in applications like and , allow simultaneous access to notebooks, notes lists, and content previews, facilitating efficient navigation and multitasking. For visual thinkers, infinite canvas designs, exemplified by Milanote's drag-and-drop boards, enable freeform arrangement of notes, images, and elements on an expansive, zoomable workspace without rigid boundaries. Responsiveness across devices is a core strength in contemporary note-taking software, ensuring seamless transitions between desktop and mobile interfaces. Tools like OneNote and Notion adapt layouts dynamically, collapsing sidebars on smaller screens while maintaining core functionality, with real-time syncing to prevent disruptions during device switches. This adaptive UI supports fluid workflows, such as starting a note on a phone and continuing on a , though performance can vary based on offline capabilities. Onboarding and learnability play crucial roles in user adoption, with intuitive first-use experiences favoring straightforward setups over complex introductions. and OneNote excel here, offering immediate access to note creation without mandatory tutorials, allowing users to begin productively within moments. Conversely, applications with advanced features like Roam Research's graph views introduce a steeper , as users must grasp bidirectional linking and networked navigation to fully leverage the interface, potentially requiring initial guidance for non-technical users. At a basic level, theme and font customizations enhance readability without deep personalization. provides options to adjust default fonts (e.g., switching to sans-serif styles like ) and apply light/dark themes via simple settings toggles. Similarly, allows users to select from predefined fonts such as or Georgia in the rich , ensuring consistent across notes. These features focus on essential adjustments rather than extensive styling, promoting in .

Customization and Accessibility

Note-taking software varies significantly in customization options, allowing users to personalize interfaces through themes, keyboard shortcuts, and layout adjustments to suit individual workflows. For instance, Logseq supports extensive theme customization via its marketplace, where users can install and switch between dark and light modes or minimalist designs to alter the visual appearance without altering core functionality. Similarly, offers hundreds of community-built themes and plugins that enable layout tweaks, such as rearranging sidebars or adding custom panels, fostering a highly modular experience. Keyboard shortcuts in applications like can be fully remapped through settings, permitting users to assign global hotkeys for actions like creating notes even when the app is not in focus, thereby streamlining repetitive tasks. Accessibility features in these tools emphasize inclusivity by supporting diverse user needs, including compatibility with s through labels and structures. Microsoft integrates with the Windows Accessibility Checker, which identifies issues like insufficient color contrast and suggests fixes to ensure readability for users with visual impairments. High-contrast modes are standard in , where text maintains a 4.5:1 contrast ratio in dark themes, aligning with broader compliance efforts. Obsidian, while primarily plugin-driven, includes community extensions for text-to-speech playback, enhancing support for note navigation, though core editing modes may require additional configuration for full compatibility with tools like NVDA. Font size scaling is universally available across apps like Notion, where users can adjust base font sizes globally to improve legibility without disrupting layout integrity. Input adaptations further broaden usability, particularly on mobile devices, with voice commands and gesture support enabling hands-free or touch-minimized interactions. allows voice dictation for quick note creation via built-in speech-to-text, integrating seamlessly with Android's voice typing for users with motor challenges. Apps like MyScript Nebo incorporate for editing handwritten notes, such as circling text to select or drawing lines to strike through content, optimizing stylus-based input on tablets. Apple Notes leverages iOS's screen reader and for voice-activated note management, ensuring gesture-based navigation like swipes for scrolling remains intuitive. These features adhere to WCAG 2.1 guidelines for operable interfaces, with Apple products demonstrating Section 508 compliance through Voluntary Product Accessibility Templates that verify touch target sizes and alternative input methods. User feedback loops are enhanced through configurable notifications and workflows, allowing personalization of alerts to maintain engagement without overwhelming users. In Notion, database properties can trigger custom reminders via integrated calendars, with options to adjust notification frequency and channels like or in-app banners. OneNote supports workflow automation through , where users define rules for notifications on shared notebooks, such as pings for tag mentions, configurable per section to align with team preferences. Evernote's global shortcuts extend to notification toggles, enabling users to silence non-essential alerts while prioritizing updates on clipped . These mechanisms promote proactive note management, drawing from established productivity principles to reduce .

Security and Deployment

Data Protection

Data protection in note-taking software encompasses various mechanisms to safeguard user data from unauthorized access, interception, or loss, with a focus on , , and compliance standards that vary across applications. Popular tools implement different levels of security to address risks associated with storing sensitive information such as personal notes, research data, or professional documents. Encryption standards are a cornerstone of data protection, where (E2EE) ensures that only the user can decrypt content, even from the service provider. For instance, Standard Notes employs E2EE using XChaCha20-Poly1305 for all notes, allowing users to control their private keys independently of the server. In contrast, uses AES-256 for data at rest and in transit, protecting notebooks stored in , though it relies on Microsoft's key management rather than user-held keys. Other applications like offer optional E2EE through plugins or local file , while Notion applies AES-256 for transit but lacks native E2EE for stored content. Authentication methods enhance protection by verifying user identity before access. Many note-taking apps support two-factor authentication (2FA), such as Evernote's use of authenticator apps or codes to secure accounts, and OneNote's integration with Authenticator for . Biometric options are increasingly common, with apps like GoodNotes on leveraging or for device-level protection, and Notion supporting biometric login via device APIs. Integration with password managers, like or , is facilitated in tools such as Joplin, which allows secure vault syncing for credential storage. Historical data breaches highlight the importance of robust protection measures. In 2013, suffered a significant hack affecting 50 million users, where attackers accessed encrypted usernames, emails, and salted hashes but could not decrypt note contents due to existing AES encryption; the company responded by mandating resets and enhancing protocols. Similarly, a 2016 breach indirectly impacted linked note apps, underscoring the need for isolated in cloud-based tools. These incidents prompted industry-wide improvements, such as 's adoption of stronger hashing in 2014. Security differences between local and cloud storage models affect protection strategies. Local-first apps like Joplin provide using AES-256 for data during synchronization to targets, but local storage is unencrypted by default, minimizing exposure to remote threats only when synced; device-level encryption is recommended for at-rest protection, though users must manage backups manually. Cloud-centric tools like Roam Research encrypt data in transit with TLS 1.3 but store it server-side, relying on provider infrastructure for at-rest security. Hybrid approaches, such as Bear's syncing with optional local vaults, balance accessibility and protection. Compliance with regulatory standards ensures suitability for sensitive notes in professional or medical contexts. Applications targeting enterprise users, like OneNote, adhere to GDPR for in the and support HIPAA compliance through Business Associate Agreements for healthcare data. Standard Notes meets GDPR requirements via E2EE and data residency options, while offers GDPR tools like data export and deletion requests. HIPAA compliance is rarer in consumer apps, with enterprise-focused tools like OneNote offering it through signed Business Associate Agreements. In 2025, AI integrations in apps like OneNote have prompted enhanced protections, including security labeling for AI-processed content to prevent unauthorized exposure during features like summarization.

Syncing and Backup

Syncing and backup are essential features in software, enabling users to access and recover data across multiple devices while mitigating risks of loss due to device failure or errors. These capabilities typically involve cloud-based for real-time updates and structured mechanisms for data preservation, with variations depending on the application's —whether cloud-native, local-first, or hybrid. Effective ensures seamless without compromising or .

Sync Protocols

Note-taking applications employ diverse syncing protocols to propagate changes across devices, ranging from real-time automatic to manual triggers, often with built-in to handle simultaneous edits. Real-time syncing, common in cloud-centric apps, pushes updates to a central server immediately upon connection, followed by distribution to other devices; for instance, uses this approach, where changes from one device are uploaded to its proprietary servers and then downloaded to others, though issues like mismatched sorting settings can mimic sync failures. Similarly, relies on for automatic real-time syncing, maintaining a local cache that updates bidirectionally when online. Notion also supports real-time across devices via its proprietary cloud, queuing changes during brief disconnections and resolving them upon reconnection. In contrast, manual or configurable syncing appears in local-first applications; Joplin allows users to trigger syncs manually or set automatic background intervals, supporting end-to-end encrypted transfers to various targets. Conflict resolution strategies vary: many default to last-write-wins, as seen in apps synced via (e.g., certain configurations), where the most recent edit overwrites others, while advanced tools like in setups enable manual merging of divergent changes.
ApplicationSync TypeConflict Resolution ExampleSource
EvernoteReal-time automaticServer-mediated; sorting mismatches may require manual adjustment
Real-time via handles versioning and prompts for resolution
NotionReal-time proprietaryQueued updates; app reset clears cached conflicts
Configurable (real-time or manual via tools like or )Last-write-wins in file-sync tools; for merges
JoplinAutomatic background or manualTarget-dependent (e.g., WebDAV overwrites)

Cloud Providers

Integration with cloud providers facilitates cross-device access, with applications leveraging either infrastructure or third-party services for storage and synchronization. operates on its own servers for seamless, centralized syncing without external dependencies. integrates natively with , enabling automatic propagation of notebooks across Microsoft ecosystem devices. Notion uses its cloud for all syncing, ensuring unified access but limiting options to its service. For flexibility, supports third-party providers like , , or alongside its paid Sync service, which offers . Joplin provides broad compatibility, including , , (for or ), and its Joplin Cloud, allowing users to choose based on privacy needs. Standard Notes employs a end-to-end encrypted sync server, with self-hosting options for advanced users. Apple Notes syncs exclusively via , tying it to Apple devices for automatic updates. utilizes Google's servers, integrated with user accounts for effortless syncing across Android, web, and other platforms.

Backup Options

Backup mechanisms in note-taking software range from automated exports and versioned histories to manual file dumps, ensuring recoverability without full reliance on sync alone. features automatic weekly backups in its Windows desktop version, configurable via File > Options > Save & Backup, alongside manual triggers and OneDrive's version history for restoring prior states. lacks built-in automatic backups but supports manual exports to ENEX format for notebooks, with users often relying on third-party tools like evernote-backup for scripted archives. Notion offers manual workspace exports to , , or ZIP via Settings > Export, complemented by page-level version history for revisions. , storing notes as local files, recommends dedicated tools like for versioned backups or simple file copies to external drives, avoiding sync services as primary backups. Joplin enables exports to JEX files (compressed archives with metadata) and uses plugins for automated backups at set intervals. Standard Notes provides automated data backups via its menu, including nightly encrypted email exports on paid plans and importable files for restoration. Apple Notes integrates with for cloud backups and Time Machine for local Mac versioning, though individual note exports are manual. does not offer direct backups but allows exporting notes via or copying to , with data preserved through account syncing.

Offline Functionality

Most note-taking applications support offline use through local caching and queued synchronization, allowing edits without internet and uploading changes later to prevent data loss. Joplin is explicitly offline-first, storing all data locally on the device for immediate access, with syncs queued until connectivity resumes. Obsidian operates entirely offline by default, as notes reside in a local vault, syncing only when the chosen method (e.g., iCloud) is active. Microsoft OneNote maintains a local cache for open notebooks, enabling offline editing that syncs via OneDrive upon reconnection. Standard Notes supports offline note creation and viewing, with sync resuming automatically. Apple Notes caches content locally, syncing bidirectionally with iCloud when online. Google Keep permits offline additions, which are queued and pushed to Google's servers later. Evernote and Notion also cache recent data for offline access, though extensive use may require periodic syncing to avoid limits on unsynced changes.

Reliability Issues

Reliability in syncing and backup hinges on strategies to minimize bandwidth consumption and prevent , such as efficient delta syncing and robust versioning. Cloud-based apps like and Notion optimize bandwidth by transmitting only changes, but heavy media attachments can increase usage, potentially slowing low-bandwidth connections. OneNote's OneDrive integration employs differential syncs to reduce data transfer, while Joplin's adds minimal overhead to WebDAV targets. prevention often involves version histories—e.g., Notion's page revisions and Standard Notes' long-term note histories allow rollback without full restores. Conflict detection in tools like Obsidian's prevents overwrites through branching, and apps like use server timestamps for last-write-wins to resolve discrepancies. Users mitigate risks by combining sync with separate , as sync services are not infallible substitutes for archives.

Economic Aspects

Pricing Models

Note-taking software employs diverse pricing models to accommodate individual users, teams, and enterprises, ranging from entirely free open-source options to tiered subscriptions that unlock advanced features like unlimited storage, multi-device sync, and AI integrations. These models often balance with revenue generation, allowing basic functionality at no cost while charging for and premium capabilities. Common structures include approaches, recurring subscriptions, one-time purchases, and donation-based open-source distributions, with occasional hidden costs such as additional storage or feature add-ons. Freemium models provide a free core version with limitations to encourage upgrades, exemplified by Evernote's free plan, which restricts users to 50 notes, one notebook, one device, and 250 MB monthly uploads. Similarly, Notion offers a free plan for personal use with unlimited pages and blocks but caps file uploads at 5 MB and guests at 10, while its Plus tier at $10 per user per month (billed annually) removes these limits and adds team collaboration tools. follows this pattern with a free tier providing 5 GB of storage via a Microsoft account, though exceeding this requires a Microsoft 365 Personal subscription at $9.99 per month or $99.99 per year (approximately $8.33 per month annually) for 1 TB of OneDrive storage and additional Office apps. Standard Notes' free plan includes basic end-to-end encryption and unlimited notes but lacks themes and extensions, available in its Productivity plan for $90 annually. Bear app limits its free version to single-device use without sync, with the Pro subscription at $2.99 monthly or $29.99 yearly enabling iCloud sync and advanced export options. Subscription tiers dominate for cloud-based services, often structured as monthly or annual plans with escalating features for teams. Notion's , at $20 per user per month (annual billing), includes unlimited file uploads, advanced permissions, and Notion AI integration, building on the Plus tier. Roam Research requires a subscription starting at $15 per month or $165 annually for its Pro plan, which provides unlimited notes, graphs, and daily backups, with a Believer option at $500 for five years offering early feature access. Obsidian's core application is free, but its Sync service costs $4 per user per month (billed annually) for end-to-end encrypted cross-device synchronization, separate from the $8 monthly Publish add-on for website hosting. These recurring models ensure ongoing development and server maintenance, with annual commitments typically offering 15-20% discounts over monthly payments. One-time purchases appeal to users preferring ownership without subscriptions, particularly for desktop-focused tools. , geared toward long-form note organization and writing, offers perpetual licenses at $59 each for macOS or Windows, or a $95.98 bundle for both platforms, including lifetime updates within major versions. This model avoids recurring fees but may require separate purchases for updates to new major releases or mobile apps. Open-source freeware eliminates direct costs, relying on community contributions and optional paid services for enhancements like sync. Joplin is fully free as open-source software with local storage and self-hosted sync options via Dropbox or WebDAV, though its Joplin Cloud service adds €2.99 monthly for Basic with 2 GB storage and sharing, or €5.99 for Pro with 30 GB and collaboration. Obsidian similarly provides its core as free open-source for personal use, with commercial licensing now optional as of 2025, encouraging donations for development. Hidden costs can arise in otherwise accessible models, such as storage overages or premium unlocks. In Evernote's free tier, exceeding upload limits necessitates upgrading, while OneNote users face fees for storage beyond 5 GB. Notion's free plan indirectly incurs costs through limited AI usage, requiring the Business tier for unlimited access, and some apps like charge separately for sync and publishing to modularize expenses.
SoftwarePrimary ModelFree Tier DetailsPaid Tiers (USD, approx.)Citation URL
50 notes, 1 device, 250 MB uploadsStarter: $8.25/mo; Advanced: $20.83/mohttps://evernote.com/compare-plans
Notion/SubscriptionUnlimited pages, 5 MB uploadsPlus: $10/user/mo (annual); Business: $20/user/mohttps://www.notion.com/pricing
OneNote5 GB storage Personal: $9.99/mo or $99.99/yr (1 TB)https://www.microsoft.com/en-us/microsoft-365/buy/compare-all-microsoft-365-products
Free/Open-source w/ Add-onsCore app free, local storageSync: $4/mo (annual); Publish: $8/mohttps://obsidian.md/pricing
JoplinOpen-source/Full app free, self-syncCloud Basic: €2.99/mo (2 GB); Pro: €5.99/mo (30 GB)https://joplinapp.org/plans/
One-time PurchaseN/A$59/platform; Bundle: $95.98https://www.literatureandlatte.com/store/scrivener
Standard NotesBasic encryption, unlimited notes: $90/yr; : $120/yrhttps://standardnotes.com/plans
No sync, basic featuresPro: $2.99/mo or $29.99/yrhttps://bear.app/faq/features-and-price-of-bear-pro/
Roam ResearchSubscription31-day trial onlyPro: $15/mo or $165/yr; Believer: $500/5 yrshttps://roamresearch.com/

Licensing and Availability

Note-taking software licensing encompasses both open-source and models, each dictating terms for usage, modification, and distribution. Open-source licenses promote transparency and community contributions by granting users rights to access, alter, and redistribute under specified conditions. For example, Trilium Notes operates under the GNU Affero License version 3 (AGPL-3.0), which requires that any modifications made to the software, when used over a network, must be shared with users accessing it, facilitating self-hosting for personal knowledge bases. Similarly, Joplin adopted the AGPL-3.0 license in 2022 for its desktop, mobile, and clipper applications, enabling developers to fork and extend its Markdown-based note organization without barriers. Proprietary licenses, in contrast, are governed by End-User License Agreements (EULAs) that typically prohibit , code inspection, or unauthorized commercial exploitation to protect . 's EULA, for instance, explicitly bans or exporting the service beyond U.S. legal authorizations, while commercial deployments—such as integrations with business workflows—require adherence to paid plans like Teams to avoid violations. is free for personal and commercial use, with an optional commercial available for organizations to support development. and Notion follow proprietary models as well, offering free tiers for personal use but reserving advanced enterprise features for subscription-based access under their respective terms. Availability channels for note-taking software vary, influencing accessibility across devices and ecosystems. Many applications are distributed through centralized app stores, which provide seamless updates but impose platform-specific constraints; for example, Apple's hosts exclusive and macOS versions of apps like , restricting them to Apple hardware and requiring approval for distribution. Direct downloads from official websites offer greater flexibility, particularly for desktop versions of cross-platform tools such as Joplin and Trilium Notes, where users can install via executables or package managers like Flathub for . Web-based access eliminates installation needs, as seen in OneNote and Notion, allowing browser-only interaction on any device with connectivity. and combine these approaches, supporting app store deployments for mobile alongside direct downloads for desktop and optional web sync. Regional restrictions on note-taking software often stem from app store policies, data regulations, or export controls, though they are less prevalent than in other software categories. Most global apps like , OneNote, and Notion remain widely available, but features and compliance may adapt to local laws; notes that OneNote's functionality can vary by region due to market-specific integrations and availability. In non-English markets, language support limitations can indirectly restrict usability, with apps like Joplin offering multilingual interfaces but relying on community translations for broader adoption. End-of-life considerations are critical for ensuring data longevity in note-taking software, as discontinuation can disrupt workflows without proper migration support. Microsoft's OneNote for Windows 10, a Universal Windows Platform app, ended support on October 14, 2025, and is now read-only; it no longer receives security updates or features, and users are advised to transition to the Microsoft 365 desktop version or web app, with export tools available to transfer notebooks in ONEPKG format. Open-source alternatives like Joplin mitigate such risks through community maintenance, allowing forked versions to persist beyond original development cycles.
SoftwareLicense TypeKey Availability ChannelsSelf-Hosting/Notes
Trilium NotesAGPL-3.0 (open-source)Direct download (desktop), web (self-hosted)Supports server deployment for privacy-focused users
JoplinAGPL-3.0 (open-source)Direct download, app stores (mobile/desktop), web clipperEnd-to-end encrypted sync options
Proprietary (EULA)App stores, direct download, webBusiness use via Teams plans
ObsidianFree for all uses (optional commercial license)Direct download, app storesLocal files, no built-in sync
OneNote (freemium)App stores, direct download, webIntegrated with
Notion (freemium)App stores, direct download, webCollaboration-focused web access

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