If you take notes to ship projects, share knowledge, or run teams, the right app can save hours each week. In 2025, the most common decision we see is Notion vs Obsidian vs OneNote. Each excels at a different job: Notion as a collaborative workspace and database; Obsidian as a local-first, extensible knowledge vault; and OneNote as a familiar notebook tightly integrated with Microsoft 365. This guide compares structure, speed, offline and sync, collaboration, AI, integrations, and security so you can choose confidently—and migrate without friction.
Quick comparison overview
| Category | Notion | Obsidian | OneNote |
|---|---|---|---|
| Best for | Collaborative docs, wikis, and databases | Personal PKM, research, and extensible workflows | Notebook-style capture in Microsoft 365 orgs |
| Data model | Blocks + pages + relational databases | Markdown files in folders (local-first) | Notebooks → sections → pages |
| Offline & sync | Good offline; cloud-first sync | Full offline; optional sync (paid add-on) | Solid offline; OneDrive/SharePoint sync |
| Collaboration | Excellent (permissions, comments, mentions) | Primarily single-user; community plugins enable more | Good in M365; shares via OneDrive/SharePoint |
| Extensibility | Templates, API, integrations | Rich plugin ecosystem, theming, scripts | Microsoft add-ins, Graph/Power Automate |
| AI features | Native AI for summaries, tasks, writing | Community plugins + local/LAN models support | Copilot features in Microsoft 365 |
| Governance | Workspace roles, SSO/SCIM, audit (business) | Local control; sync privacy model differs | Enterprise controls via Microsoft Purview |
Notion vs Obsidian vs OneNote: head‑to‑head analysis
Structure & data model
- Notion: A block-based editor with powerful databases (tables, boards, timelines) and relations. Ideal for wikis, SOPs, content calendars, and project trackers that blend docs + data.
- Obsidian: Plain-text Markdown files organized in folders, with bidirectional links, transclusions, and a graph view. Great for personal knowledge management (PKM), research, and long-term note durability.
- OneNote: A digital notebook paradigm: notebooks → sections → pages. Excellent for freeform capture, whiteboarding on pen devices, meeting notes, and tight Office integration.
Speed & performance
- Notion: Fast for most docs and databases; massive databases benefit from filtered views and property hygiene. Performance is solid on modern devices.
- Obsidian: Exceptionally quick—local files with instant search, even for large vaults. Performance depends on your device and plugin footprint.
- OneNote: Responsive in desktop apps; large embedded media can slow sync. Works well for typical knowledge-worker volumes.
Offline, sync, and portability
- Notion: Offline mode is good; sync is seamless via Notion’s cloud. Export options include HTML/Markdown/CSV, but complex databases require careful export planning.
- Obsidian: Fully offline by default; your notes are plain files you own. Sync is optional via Obsidian Sync (or third-party like iCloud, Dropbox, Git). Portability is best-in-class due to Markdown.
- OneNote: Strong offline desktop experience; sync via OneDrive/SharePoint. Portability is acceptable within the Microsoft ecosystem; export granularity varies by platform.
Collaboration & sharing
- Notion: Real-time co-editing, comments, mentions, granular permissions, share-to-web, and database views per audience. Excellent for teams.
- Obsidian: Primarily single-user. Collaboration requires plugins, Git workflows, or shared folders; best for individuals and small, technical teams comfortable with Git.
- OneNote: Multi-user editing via OneDrive/SharePoint with Microsoft 365 groups and permissions. Great for meeting notes and departmental notebooks.
Extensibility & integrations
- Notion: Templates, rich API, and a large integration marketplace (Jira, Slack, Google Drive, Microsoft 365, etc.). Databases power workflows without code.
- Obsidian: One of the deepest plugin ecosystems in note-taking: backlinks, spaced repetition, Kanban, DataView, Templater, Mermaid diagrams, and more.
- OneNote: Add-ins, Microsoft Graph API, and Power Automate flows tie notes to your broader M365 environment (Teams, SharePoint, Outlook).
AI features in 2025
- Notion: Native AI assists with summaries, action items, drafts, and rewriting. Strong for team-wide consistency and quick synthesis.
- Obsidian: Community plugins connect to local or hosted LLMs for privacy-friendly summaries and link suggestions; quality depends on model and setup.
- OneNote: Microsoft Copilot can summarize pages, extract actions, and connect to organizational data (permissions-respecting) across Microsoft 365.
Pricing comparison (read this first)
Important: Pricing and tiers change often by region and bundle. To stay accurate, we focus on plan structure and value rather than quoting numbers. Confirm live pricing on official pages:
- Notion: notion.so (see also: Security)
- Obsidian: obsidian.md (see: Privacy)
- OneNote (Microsoft 365): onenote.com (see: Microsoft Trust Center)
Expect options for individuals, teams, and enterprise with SSO/SCIM, admin controls, and security features. If your org standardizes on Microsoft 365, OneNote is typically included. Obsidian’s core is free for personal use, with paid sync and publishing add-ons. Notion bundles collaboration, databases, and AI in team-friendly tiers.
Use-case scenarios: when each one wins
- Team wikis, SOPs, and content ops: Choose Notion. Databases + views keep content organized for marketing, product, and ops.
- Personal research, PKM, and long-form thinking: Choose Obsidian. Local-first markdown and plugins support deep work and longevity.
- Meeting notes in Microsoft environments: Choose OneNote. Great with Teams, Outlook, and SharePoint, plus pen support on Surface devices.
- Mixed stack with strict privacy needs: Obsidian vaults stored locally or on self-controlled sync services.
- Cross-functional projects with stakeholders: Notion for tailored views, permissions, and share-to-web artifacts.
Performance benchmarks: scale, search, and reliability
- Index & search: Obsidian’s local index is extremely fast for large vaults; Notion’s search is strong at team scale; OneNote search is reliable across M365, with speed influenced by notebook size and connection.
- Large attachments: OneNote and Notion handle embedded images and files well; Obsidian can manage large assets, but consider Git LFS or external storage for heavy media.
- Latency & uptime: All three rely on your network when syncing; plan for stable connectivity in workshops and offsites. Obsidian is resilient offline.
User experience & onboarding
- Notion: Low barrier to entry with templates. Train teams on database basics (properties, relations, rollups) for compounding value.
- Obsidian: Learning curve exists for markdown, linking, and plugins. Start with a lightweight setup; add plugins as needs emerge.
- OneNote: Familiar for Office users. Teach section/page organization, tags, and meeting-note templates for consistency.
Security & compliance
Your posture depends more on policies than vendor alone. Baselines to consider:
- Identity: Enforce SSO (SAML/OAuth), MFA, and SCIM provisioning where available.
- Data protection: Apply DLP, sensitivity labels, encryption-at-rest, and device compliance.
- Auditability: Ensure logs, retention, and eDiscovery align with your regulatory needs.
Vendor resources:
- Notion Security: notion.so/security
- Obsidian Privacy: help.obsidian.md
- Microsoft Trust Center: microsoft.com/trust-center
- CISA collaboration guidance: cisa.gov
- NIST SP 800-53 controls: csrc.nist.gov
Integration capabilities
- Notion: Integrates with Slack/Teams, Google Drive, Microsoft 365, Jira/Asana, and more. The API enables custom workflows and dashboards.
- Obsidian: Plugins connect to calendars, to-do apps, diagrams, and even local/hosted LLMs. Git-based automations are popular for versioning.
- OneNote: Deep Microsoft 365 integration via Graph API and Power Automate; easy to tie notes to Outlook tasks, Planner, and Teams.
30‑day implementation guide: migrate with minimal disruption
- Inventory notes (Days 1–3): Export a representative sample; classify by audience (personal, team, public) and sensitivity.
- Pick the destination (Day 4): Align to your ecosystem and use-cases. Avoid mixed standards unless necessary.
- Design structure (Days 5–7): Notion databases and views; Obsidian folders, tags, templates; OneNote notebooks and sections.
- Pilot a team (Days 8–14): Migrate 10–20 users. Measure search success, note creation time, and handoff clarity.
- Automate basics (Days 15–20): Set up integrations (Slack/Teams, tasks, calendar), and common templates.
- Governance (Days 21–25): Enforce SSO/MFA, sharing defaults, retention, and audit policies.
- Cutover & training (Days 26–30): Freeze old locations, redirect links, and deliver role-based training.
Final recommendation: decide in 10 minutes
- List top jobs: Wiki + databases? Personal research? Meeting notes + Office?
- Map your stack: Microsoft 365 → OneNote; mixed/collaborative → Notion; privacy/local-first → Obsidian.
- Define guardrails: SSO/SCIM, DLP/labels, export plans, and retention.
- Pilot: 2 weeks with clear success metrics: search success rate, time-to-first-template, and share friction.
- Standardize: Templates, naming, permissions, and training to lock in habits.
Quick picks: Notion for collaborative workspaces and databases; Obsidian for deep personal knowledge systems; OneNote for Microsoft-first orgs and pen-friendly note capture.
Related internal reads
- Google Drive vs Dropbox vs OneDrive (2025)
- Miro vs FigJam vs Lucidspark (2025)
- HubSpot vs Salesforce vs Zoho CRM (2025)
- ChatGPT vs Gemini vs Copilot (2025)
- Bitwarden vs 1Password vs Dashlane (2025)
Sources & further reading
- Notion: notion.so | Security
- Obsidian: obsidian.md | Privacy
- OneNote: onenote.com | Microsoft Trust Center
- NIST SP 800‑53: csrc.nist.gov
- CISA Secure Collaboration: cisa.gov
Frequently asked questions
Is Notion, Obsidian, or OneNote better for teams?
Notion generally wins for teams due to permissions, comments, and databases. OneNote fits Microsoft-first orgs. Obsidian is best for individuals or technical teams comfortable with Git-based collaboration.
Which app is best for personal knowledge management (PKM)?
Obsidian shines for PKM with markdown, backlinks, and plugins like DataView and Templater. It’s local-first and highly customizable.
Can I use all three together?
Yes. Many use Obsidian for personal thinking, Notion for team docs, and OneNote for handwritten notes. Beware of fragmentation; define a source of truth.
Do any of them offer end-to-end encryption?
Obsidian stores local files you control. Notion and OneNote encrypt at rest and in transit; verify current details on their security pages and consider client-side encryption for highly sensitive content.
Which integrates best with project tools like Jira or Asana?
Notion has strong native integrations and an API suited to PM workflows. OneNote integrates well across Microsoft 365 via Graph and Power Automate. Obsidian relies on plugins or custom scripts.
How hard is it to migrate from Evernote or Google Docs?
Feasible with planning. Export to HTML/Markdown for Notion/Obsidian; OneNote imports via Microsoft tools. Pilot a subset first and normalize structure before full cutover.
Which works best offline?
Obsidian is fully offline by default. OneNote desktop apps handle offline well. Notion supports offline, but is cloud-first.
What about AI features?
Notion AI and Microsoft Copilot offer integrated help for summaries and action items. Obsidian can use local or hosted models via plugins for privacy-first workflows.
How do I keep notes secure?
Enforce SSO/MFA, apply DLP/labels (Microsoft/Notion), minimize public links, and audit access. For Obsidian, secure your device and sync provider; consider encrypted vaults.
Which is most future-proof?
Obsidian uses plain Markdown, maximizing portability. Notion and OneNote are durable within their ecosystems; maintain export strategies regardless.
