19 Best Note Taking Apps for Boosting Productivity in 2025
10 Best Note Taking Apps Shortlist
Here's my pick of the 10 best software from the 19 tools reviewed.
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With so many different note taking apps available, figuring out which is right for you is tough. You know you want an app to capture, organize, and retrieve information efficiently, but you need to figure out which app is best. In this post, I'll help you make your choice easy by sharing my personal insights on dozens of apps to improve your task management, and aid your memory.
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10 Best Note Taking Apps Comparison Chart
This comparison chart summarizes basic details about each of my top note taking app selections. You can view pricing details and the availability of free versions side-by-side to help you find the best software that works for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best note taking app with sticky notes | Free plan available | From $8/user/month | Website | |
| 2 | Best note-taking app with advanced search capabilities | 30-day free trial | From $18/user/month | Website | |
| 3 | Best note taking app for meetings | Free plan with limited features | From $16/user/month | Website | |
| 4 | Best note taking app for focused writing | Free plan available | From $8/user/month (billed annually) | Website | |
| 5 | Best note taking app for cross-functional collaboration | 30-day free trial | From $6.99/user/month | Website | |
| 6 | Best note taking app for creating an extensible knowledge base | Free for personal use | From a one-time fee of $25 | Website | |
| 7 | Best note taking app for location-based reminders | Not available | Free to use | Website | |
| 8 | Best note taking app for detailed document tracking | Free plan with limited features | From $12/user/month | Website | |
| 9 | Best note taking app for a card-based system | Free plan with limited features | From $19.99/user/month | Website | |
| 10 | Best note taking app for Apple users | Not available | Free to use | Website |
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Accelo
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
monday.com
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2
Overviews of the 10 Best Note Taking Apps
Here’s a brief description of each note taking app to showcase each tool’s best use case, some noteworthy features, and pros & cons. I’ve also included screenshots to give you a snapshot of their user interface too.
Miro is a collaborative online workspace designed to facilitate innovation and project management through a visual platform. It provides a comprehensive suite of tools for process mapping, product development, and brainstorming.
Why I picked Miro: As a note-taking app, Miro has versatile and interactive features that enhance the note-taking experience. Unlike traditional note-taking apps, Miro offers an infinite canvas that allows users to organize their notes visually, making it easier to connect ideas and create comprehensive mind maps. This spatial organization of notes is particularly beneficial for brainstorming sessions, project planning, and studying, as it enables users to see the big picture while diving into details when necessary.
Additionally, Miro’s rich set of tools, including sticky notes, text boxes, and digital pens, allows for a dynamic and flexible note-taking process that caters to different styles and preferences. The platform also allows for simultaneous note-taking and collaboration within the same board.
Miro Standout Features and Integrations
Features include Kanban boards, mind mapping, agile workflows, remote team collaboration, brainstorming tools, presentation mode, flowcharts, diagramming, video chat integration, screen sharing, project management tools, feedback loops, and sketching tools.
Integrations include Box, Airtable, Notion, Azure, Webex, Microsoft Teams, Google Drive, Slack, Jira, Asana, Monday.com, Confluence, Zoom, and Figma.
Pros and cons
Pros:
- Pre-built templates for various workflows
- Real-time collaboration and note-taking
- Infinite canvas for project work
Cons:
- Some integrations only available on higher-tier plans
- Extensive flexibility may take time to get used to
New Product Updates from Miro
Miro's Advanced Diagramming Tools
Miro introduces a dedicated diagramming experience with over 3,000 shapes, a dot-grid canvas, layers, object dimensions, and AI-assisted creation for efficient system and process mapping. More details at Miro Blog.
Guru is an AI-powered enterprise search tool that's designed to connect scattered company documents, apps, and chats to deliver instant answers through their desktop application or mobile apps.
Why I picked Guru: Guru's AI-powered enterprise search feature differentiates it from other note-taking applications by providing instant access to scattered information. Its minimal yet powerful design makes it easy to access information with just a few clicks, elevating the collective intelligence of any group that chooses to embrace it. Plus, you can take advantage of their Private Cards feature to use it for your own personal note-taking, all still searchable within their mobile apps.
As a note-taking app, Guru excels in offering real-time collaboration and knowledge accessibility. Users can quickly jot down, retrieve, and share notes without the usual clutter or complexity. This focus on ease of use and accessibility makes it an invaluable tool for individuals and teams looking to enhance their productivity and knowledge-sharing capabilities.
Guru Standout Features and Integrations
Features include artificial intelligence for real-time suggestions, knowledge verification processes to ensure the accuracy of information, knowledge triggers to proactively deliver context-specific information to users, and Collections and Boards to help users organize and structure their information.
Guru also supports syncing with external data sources, maintains high security standards with features like SSO, and provides extensive support resources for users.
Integrations are available natively with Slack, Microsoft Teams, Gmail, Outlook, Salesforce, Google Chrome, Zendesk, Chrome, Firefox, Asana, Trello, Jira, and Confluence.
Pros and cons
Pros:
- AI suggestions improve information relevancy and retrieval
- Easy to use with an intuitive interface
- Setup process is straightforward
Cons:
- Primarily focused on team use, less so for individual note-taking
- Can become overwhelming if not properly organized
Hive Notes specializes in helping you take better meeting notes, assign follow-up items, and track the progress of assigned tasks.
Why I picked Hive Notes: Perfect for team status or client meetings, Hive Notes keep everyone accountable and on track. You can turn text into an action, assign due dates, and share notes with everyone on your team.
You can link notes to calendar meetings, populating the note with relevant meeting information. Then attendees can get meeting alerts, linking directly to the meeting note. There’s also a private notes section for your eyes only. So you can add personal notes, actions, and comments on next steps.
Hive Notes Standout Features and Integrations
Features include flexible project layouts, native email, resourcing, group messaging, and file sharing.
Integrations are available natively with applications such as Dropbox, Google, and Zoom.
Pros and cons
Pros:
- Efficient and easy to use
- Regularly updated
- Turns meetings into projects
Cons:
- Limited functions in mobile app
- Better commenting tools needed
Notion is a digital workspace that helps you manage notes, tasks, records, projects, and calendars.
Why I picked Notion: Available in both cloud and on-premise formats, Notion allows team members to collaborate and perform joint tasks, share meeting notes, update project expense reports, and maintain benefits policies. The software can also be used for product roadmaps, task lists, repository patterns, and streamlining project workflows.
The editor offers distraction-free writing through a clean, simple interface. Mobile apps are available for both iOS and Android devices, so users can view and manage tasks from anywhere.
Notion Standout Features and Integrations
Features include a portfolio tracker, designer templates, database management, documentation, and data export.
Integrations are available natively with applications such as Figma, Google Sheets, and Twitter.
Notion Plans and Pricing
Plans begin at $10/user/month for business use (or $5/user/month for personal only). They also offer a free plan for 1 admin + 5 guests with limited features.
Microsoft OneNote is a note-taking app from one of the world’s largest and most influential software vendors. It’s designed to allow users to take versatile notes that can be easily shared with colleagues.
Why I picked Microsoft OneNote: Microsoft OneNote allows users to type notes, enter handwritten notes using a stylus/fingertip, or add audio recordings. The deep search functionality makes it easy to find critical information.
Handwritten notes can be converted to digital text, and important ideas can be highlighted using various shapes and colors. Microsoft 365 files can also be embedded into a note for easy editing. Notes can even be shared with colleagues for further collaboration and input.
Microsoft OneNote Standout Features and Integrations
Features include highlighting, drawing, web clipping, and the ability to organize content across notebooks, sections, and pages.
Integrations are available natively with applications such as AutoCAD, Microsoft 356, Microsoft Excel, and Microsoft Word.
Pros and cons
Pros:
- Well organized and cohesive
- Great for taking meeting notes
- Makes information easy to share
Cons:
- More integrations with Microsoft tools needed
- Issues with synching and restoring
Obsidian is a markdown file reader that sits on top of text files in a designated folder, enabling users to write, edit and interlink their notes.
Why I picked Obsidian: Built for taking notes quickly, you can use it to build a personal wiki or Zettelkästen. The software provides contextual information about key themes and topics in each note, so writers and note-takes can observe organic connections.
You can customize easily, thanks to a large range of plugins, themes, and custom CSS styling. Data is stored in a local folder, so you don’t have to rely on cloud storage. Notes are in the format of human-readable markdown, so you can create an extensible knowledge base tailored to suit your own requirements.
Obsidian Standout Features and Integrations
Features include a code fence with syntax highlighting, task lists, tags, footnotes, and internal links.
Integrations are available natively with applications such as Excalidraw, Electron, and TypeScript.
Obsidian Plans and Pricing
Obsidian is 100% free for personal use. Paid commercial plans are also available, starting from a one-time fee of $25.
Pros and cons
Pros:
- Highly customizable
- Privacy-oriented
- Supported by strong community
Cons:
- Only available on desktop
- Has an initial learning curve
Google Keep is a free note-taking app available to anyone with a Google account, designed to help you take notes and jot down ideas anywhere.
Why I picked Google Keep: Using Google Keep, professionals and individuals can create, edit and share notes from a unified platform. It’s easy to add lists, photos, and audio notes. You can then search notes using attributes such as color, labels, and type. The tool also allows you to record voice memos and set location-based or time-based reminders.
The application syncs across all devices, allowing teams to access the tool from anywhere. Voice notes can be recorded and transcribed, and notes can be copied into a Google Doc with a couple of clicks.
Google Keep Standout Features and Integrations
Features include collaboration tools, notes management, reminders, annotations, task tagging, meeting notes, and handwriting recognition.
Integrations are available with Airtable, Google Docs, Gmail, Telegram, and many other applications.
Pros and cons
Pros:
- Free and readily available
- Integrates with the Google ecosystem
- Has all the features most users will need
Cons:
- No rich text formatting
- Weak web clipper
Bit.ai is a workplace and document collaboration platform for creating, collaborating and organizing knowledge in one place, from wherever you are in the world.
Why I picked Bit.ai: This software tool helps teams create dynamic notes, documents, wikis, knowledge bases, projects, client deliverables, technical docs, training guides, and client portals.
Use the minimalistic smart editor to collaborate on daily work, adding context with visual web links, rich media, videos, graphic design embeds, social media posts, surveys, files and attachments. You’ll gain real-time insights on your shared docs with detailed document tracking. For example, you can see how much time people spent on documents and how often they came back.
You can organize work by creating workspaces around teams, projects, or clients. Or, help your teams coordinate by making use of @mentions, real-time notifications, shared workspaces, guest access, and permission control.
Bit.ai Standout Features and Integrations
Features include multiple workspaces, customizable workflows, workspace insights, a content library, smart search, and cloud upload.
Integrations are available natively with a wide range of applications, including Google Forms, Google Sheets, OneDrive Excel, Typeform, and YouTube.
Pros and cons
Pros:
- Intuitive and easy to use
- Advanced document collaboration features
- Wide range of templates
Cons:
- Limited formatting and design
- More fonts needed
Zoho Notebook is a card-based note-taking solution for creating color-coded notes, generating checklists, and collaborating effectively within a unified platform.
Why I picked Zoho Notebook: Zoho Notebook enables you to capture and store images, PDF files, documents, and spreadsheets. The built-in sketch tool makes it easy to create doodles, visualize ideas, or handwrite quick notes.
Note card types are designed to complement the type of note you’re taking. You can easily jot, list, record, sketch, and snap what you need to remember. Using the audio functionality, employees can also record meetings, lectures, and other conversations for future reference.
Zoho Notebook Standout Features and Integrations
Features include note tagging, passcodes, TouchID, version history, and secure collaboration.
Integrations are available natively with Google Workspace, Microsoft Teams, Slack, and various Zoho applications.
Pros and cons
Pros:
- Powerful web clipper
- Supports importing from Evernote
- High level of security
Cons:
- Limited functionality
- No list view option
Apple offers a wide range of hardware and software for both personal and business use, with Apple Notes bundled as a free, flexible note-taking app.
Why I picked Apple Notes: This app helps you capture a quick thought, create checklists, sketch ideas, or write detailed notes. You can then sync these across all your devices using Google Cloud.
You can create folders to organize your notes or use the gallery view to get a clear overview of your documents. It’s easy to search for a note or attachment, and you can even create a note from your lock screen.
Apple Notes Standout Features and Integrations
Features include the ability to pin notes, scan, sign documents, and add attachments.
Integrations are available natively with iCloud, Tinderbox, and many Apple applications.
Apple Notes Plans and Pricing
Apple Notes is bundled free of charge with most Apple devices.
Pros and cons
Pros:
- Free for all users
- Clean, well-organized interface
- Supports many useful features
Cons:
- Lacks advanced note-taking features
- Only available on Apple devices
Other Options
Here are a few more options that didn’t make the best note taking apps list:
- Evernote
Note taking app for combining notes with task management
- Clover
Note taking app for combining notes with project management
- Standard Notes
Note taking app for a versatile selection of note types
- Typora
Note taking app for distraction-free writing
- Milanote
Note taking app for flexible, visual notes
- Ulysses
Note taking app for writing books
- Bear
Note taking app for markdown notes
- Joplin
Note taking app for an open source solution
- Roam Research
Note taking app for organizing research
Selection Criteria for Note Taking Apps
When selecting the best note-taking app to include in this list, I considered common buyer needs and pain points like syncing across devices and organizing notes intuitively. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Create and edit text notes
- Organize notes in folders or with tags
- Search across all notes
- Sync notes across multiple devices
- Access notes offline
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Handwriting and sketch input support
- Audio note recording and transcription
- Web clipper for saving online content
- Integration with productivity tools like calendars or to-do lists
- AI-powered summarization or tagging
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Clear and intuitive user interface
- Customizable layout or themes
- Minimal number of clicks to perform key actions
- Smooth navigation and responsiveness
- Accessible across desktop and mobile platforms
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of step-by-step onboarding guides or tours
- Access to templates for common note-taking use cases
- Video tutorials or help center articles
- Support for importing notes from other tools
- In-app chatbots or live webinars for onboarding support
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- Availability of live chat or email support
- Responsiveness of the support team
- Comprehensiveness of the knowledge base
- Presence of community forums or peer help groups
- Regular updates and bug fixes based on user feedback
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Variety of pricing tiers and free plan availability
- Features offered at each pricing level
- Transparency of pricing with no hidden fees
- Discount availability for students or teams
- Comparability of price to competing tools with similar features
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- User satisfaction with reliability and uptime
- Positive feedback on standout features
- Praise for simplicity and ease of use
- Comments on helpfulness of customer support
- Frequency of user complaints or issues raised
How to Choose Note Taking Apps
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
|---|---|
| Scalability | Will the tool support growing project teams and cross-functional collaboration over time? Look for flexible permissions, unlimited notes, and scalable storage. |
| Integrations | Does it connect to the tools your team already uses—like task managers, calendars, or Slack? Fewer integrations mean more manual updates and lost time. |
| Customizability | Can you organize notes the way your team works—by project, task, or timeline? Avoid rigid systems that force you into one workflow. |
| Ease of use | Can new users pick it up quickly without a manual? If it takes more than 15 minutes to feel comfortable, adoption may suffer. |
| Implementation and onboarding | How long does setup take? Are there templates, import tools, or guided walkthroughs to help your team start fast and pain-free? |
| Cost | How does pricing scale by seat or storage? Watch out for per-user fees that add up quickly or hidden costs for extra features. |
| Security safeguards | Does it support encryption, access controls, and data backups? If your notes include sensitive project info, don’t compromise here. |
| Support availability | Is help easy to reach when something breaks? Look for tools with live chat or fast email replies, especially if you’re not supported by internal IT. |
What are Note Taking Apps?
Note taking apps are digital tools for recording and managing information on a mobile device (Android or iOS) or desktop computer. They are a modern replacement for your old pen and paper to-do list with enhanced features for handling information efficiently, including sub-tasks, bullet points, and checklists. You can use them to organize your tasks with folders and tags, synchronize your task lists across devices, and search for reference items easily.
Note taking apps can help you stay organized and efficient by giving you an easy place to quickly jot down notes for future reference. By saving notes on your mobile device of choice, they are always accessible to you for easy reference. They are a helpful memory aid for multi-tasking and keeping track of numerous responsibilities or tasks on the go.
Features of Note Taking Apps
When selecting note-taking apps, keep an eye out for the following key features:
- Rich text editing: Allows you to format notes with headings, lists, links, and highlights for better readability and structure.
- Search functionality: Lets you quickly find specific notes, keywords, or tags without scrolling through long lists.
- Tagging and organization: Helps you group, filter, and retrieve notes using folders, tags, or labels.
- Cross-device sync: Ensures your notes are always up to date and accessible across desktop, mobile, and web.
- Offline access: Lets you view and edit notes without an internet connection, which is useful during travel or outages.
- Collaboration tools: Enables sharing and co-editing of notes with others in real time or asynchronously.
- Audio recording: Allows you to capture voice notes during meetings or brainstorming sessions.
- Web clipping: Lets you save articles, pages, or screenshots from the web directly into your note system.
- Template library: Provides pre-built note formats to help you standardize meeting notes, checklists, and project plans.
- Data export options: Allows you to back up or migrate your notes in common formats like PDF, DOCX, or plain text.
Note Taking App Benefits
Implementing note-taking apps provides several benefits for your team and your business. Here are a few you can look forward to:
- Faster information capture: Teams can quickly jot down ideas, meeting notes, or project updates without digging through email or docs.
- Better organization: Features like tags, folders, and search help keep everything easy to find when you need it.
- Improved collaboration: Shared notes and real-time editing let teammates stay aligned without extra messages or meetings.
- More consistent documentation: Templates and structured note formats help ensure important info doesn’t get missed.
- Access from anywhere: Cloud syncing means notes are available on your phone, laptop, or tablet whenever you need them.
- Fewer forgotten tasks: Checklists and reminders built into notes help track action items right where they’re captured.
- Easier knowledge transfer: Keeping notes in one system helps new team members ramp up without chasing scattered info.
Costs and Pricing of Note Taking Apps
Selecting note-taking apps requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in note-taking app solutions:
Plan Comparison Table for Note-Taking Apps
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free Plan | $0 | Basic text notes, limited storage, limited devices, and basic search. |
| Personal Plan | $5–$10/user/month | Unlimited notes, syncing across devices, basic organization, and offline access. |
| Business Plan | $10–$25/user/month | Shared workspaces, admin controls, integrations with tools, and collaboration features. |
| Enterprise Plan | $25–$40/user/month | Advanced security, custom roles, compliance support, and dedicated account support. |
Frequently Asked Questions about Note Taking Apps
To help you choose the note taking app that’s right for you, here are some answers to frequently asked questions.
What are the main features to look for when evaluating note taking apps?
Look for a note-taking tool that is easy to use and can be accessed anywhere from all your devices. A good app will also allow you to add images or other media, and should include options for sharing your notes too.
You should also have the flexibility to organize notes your way, whether that’s with folders or labels. The best apps will also allow you to enter voice notes or use a stylus to create handwritten ones.
What are the best note taking apps for iPad or iPhone devices?
If you’re looking to take notes on your ipad or iphone, you’ll need an iOS app. Fortunately, there are many to choose from in the app store. Some of the most popular tools include Notability, Evernote, GoodNotes 5, and Nebo. However, many people find they get all they need with Apple Notes, the app that’s bundled for free with every Apple device.
What are the best note taking apps for Android devices?
Android users have plenty of options when it comes to selecting a note taking app. Popular choices include OneNote, Standard Notes, Simplenote, and Nimbus Notes. Alternatively, you can choose to save money by using Google Keep, the note taking app offered free with every Google account.
How do note taking apps help improve productivity?
Note-taking apps are great for capturing every good idea that occurs to you. It’s easy to whip out your phone, tablet or other device to jot down your thoughts.
A good app will help you organize your information effectively, allow you to set reminders, and integrate readily with other apps you use. In short, a great note-taking app can do a great deal to make you more efficient and productive.
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