Capturing Information on the Go
The full-featured desktop versions of OneNote and Evernote are nice when you’re at your desk in your office, but when you’re out and about and need to take down information on the go, you need a mobile app.
In this regard, Evernote has the more robust collection of mobile offerings. Evernote has just released an update for Android, and also offers apps for iOS, Blackberry, Windows Phone 7, and WebOS. Several spin-off apps are more focused on specific tasks, such as remembering people or food, helping you study, or letting you scribble with a finger or pen. You can create new notes with a rich text editor, add photos from the gallery or the camera, add audio or video (Premium only), and geo-tag notes so you can remember where in the world you created them. The mobile apps also display all types of content, including images and ink, and open attached documents using an office suite or other reader on your phone.
OneNote mobile comes with Windows Phone 7, and Microsoft has released a mobile version of OneNote for iPhone and iPad, and most recently Android. There are also several third party tools such as Mobile Noter. These apps are all limited in the amount of editing they can do, and none of them will display ink.
Winner: Evernote. It is available on more platforms and will display all types of content. Evernote’s mobile app also has a more full-featured editor.
Organization and Reference Tools
One of the biggest differences between the two applications is in the way they organize your notes--an important factor for choosing one, as the way you access the stored information will have the most impact on your workflow.
Organization in Evernote is three levels deep--notebook stacks, notebooks, and notes--leaving you to rely more on tags and searching to keep things organized and find notes later. Evernote runs Optical Character Recognition (OCR) to enable searching text in attached documents and ink notes on its server. I've found that most of my images and ink notes become searchable within 24 hours, even with a free account, although Premium members get priority in the OCR scanning queue, making their notes searchable sooner.
OneNote is designed to mimic a collection of spiral notebooks, with metaphors of tabs and pages. It has six total levels of organization--notebooks, sections, subsections, pages, and two levels of subpages. OneNote also has a system of links that allow notes to contain links to other notes, or to a Web page, a Word document, or a PowerPoint presentation.
OneNote uses Windows' handwriting recognition engine to recognize and index handwritten notes, text in images, and linked files so you can search them on the fly. You also have an option to have OneNote index spoken words in audio and video notes. Audio and video notes are linked to whatever you were writing or typing at the time they were recorded, so you can see exactly what you wrote down during a specific point in the recording.
Winner: OneNote has a more robust organization and indexes more types of content for later searching.
Web Tools and OS Support
If you’re away from your main computer, you can still access notes via a Web browser with both programs.
Evernote's Web app looks almost identical to the desktop version. The only thing missing is the capability to resize columns and create ink notes. The Web app also has links to share your notes via Facebook, Twitter, or email. Font choices are more limited in the Web app.
The Web app version of OneNote is laid out a little differently. In the desktop version, you see all your notebooks on the left, sections and subsections across the top, and pages and subpages on the right; on the Web app you open one notebook at a time, and all the nested navigation layers are on the left. The Web version still lets you put items anywhere on a page and freely move them around.
It's a good thing the OneNote Web app displays and interacts with content so well, as that's the only way you'll be able to see your notes on anything other than Windows. OneNote is not included in the Mac version of Microsoft Office, and it does not play well in Linux using Wine. On the other hand, Evernote has desktop applications for both Windows and OSX, and while there is no Linux client, the Windows version runs well under Wine, and you can find third-party alternatives like Nixnote (formerly Nevernote) that work with the Evernote API.
Winner: Evernote. While you can get OneNote only on Windows, Evernote also has a Mac version, more mobile options, and a Web app that behaves more like the desktop version.
Sync and Collaboration
One of the biggest advantages to storing your notes digitally is that they can be synchronized among all of your machines, and shared with others for collaborative work.
Evernote syncs automatically in the background every 15, 30, or 60 minutes, or once daily. You can share your notes with others, but to give them write access for collaborative editing, you have to be a Premium subscriber.
OneNote syncs in the background by pushing changes among shared notebooks on multiple machines. Collaboration on a shared note does not require locking the document; changes just show up highlighted in a new color based on who added to the note. OneNote also stores previous versions of notes, so you can go back if you need to. The ease of sharing and editing from the same blank page makes OneNote work well as a collaborative virtual whiteboard.
Winner: OneNote’s instant sync and open collaboration tools make it better suited for teamwork.
Evernote is free on all platforms, but you'll get some extra features for subscribing as a Premium member at $5 a month, or $45 for the year. These extras include 1GB of uploads per month (free users get only 60MB), offline notebooks on iOS and Android, faster OCR, PDF search, no ads, and the option to let other users edit your notes.
OneNote is included with Microsoft Office Home and Student ($119), Home and Business ($199), and Office Professional ($349). It's also available as a stand-alone program for $79. The Web app is free. OneNote mobile on iOS is free for the first 500 notes, but if you have more than that, you'll have to pay $5 for the iPhone version or $15 for the iPad.
Winner: Evernote is free, and that’s hard to beat.
Which Tool Is Best for You?
Both note-taking tools are full-featured, with different strengths. Evernote is great as a quick reference tool, since you can add or look up any kind of note from almost any device, but it lacks the depth of organization and integration of OneNote. For more in-depth projects or longer form notes, I gravitate towards OneNote, due to its deeper organizational tools. OneNote’s superior syncing and sharing tools also make it more suited to team collaboration, brainstorming, and whiteboarding, whereas Evernote works well as a shared repository of reference material. Even if you don’t use Microsoft Office, OneNote may be worth the $80 stand-alone price if ink notes, deeper organization, linking, and put-anything-anywhere-on-the-page notes appeal to you.
Winner: Going category by category, Evenote wins five to four, but since note-taking and information organization are such personal tasks, any one of those categories may sway you toward one or the other.