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Grow Your Business Technology

Ditch Pen and Paper: Best Note-Taking Apps

Ditch Pen and Paper: Best Note-Taking Apps
Digital notes have big advantages over their pen-and-paper counterparts. / Credit: Shutterstock

Keeping notes organized across different devices is essential for small business owners. Between sorting through contact info after networking events, taking notes at trade shows and jotting down reminders on spare scraps of paper, there are countless opportunities for little things to slip through the cracks. Luckily, there are lots of fantastic note-taking apps out there, and they do a lot more than your standard notebook or paper planner. 

These three note-taking applications are our current favorites for entrepreneurs and small business owners. Best of all, two of the three apps are completely free and the third has a free version in addition to a paid version. 

 

 

Microsoft OneNote (Free)

Microsoft OneNote is arguably the most robust note-taking and organization app out there, and we highly recommend it for entrepreneurs and business owners. OneNote is part of the Microsoft Office Suite, so you might already have it on your device, but if not, you can download it for free. 

There is a difference between the OneNote web app and the full Windows version; they're both great tools, but the web app doesn't have all the same features built in. 

  • Compatibility: You can run Microsoft OneNote on practically any device, including Chromebooks, Apple laptops and desktops, Windows laptops and desktops, iPhones, and Android phones. You can also use OneNote with touch screen devices and styluses. 
  • Interface: Using Microsoft OneNote is intuitive because it's modeled after a physical notebook. You can create as many different notebooks as you want, and there are built-in tabs for easy labeling. 
  • Note-taking features: You can take notes by typing, using a stylus, or drawing with your cursor or your finger. OneNote allows you to make notes wherever you want on the page, and you can add in photos, audio files, screen clips, Excel spreadsheets and online videos. You can also record audio and video directly into OneNote.
  • Organizational features: One of the best things about OneNote is the ability to assign permissions to different notebooks. You can create personal notebooks that only you can see as well as shared notebooks with other people on your team. When you create a shared notebook, everyone who has access to it can make changes to the notebook, and those changes will be instantly reflected, which is great for group projects. Another reason we like OneNote for business owners is because it works seamlessly with Outlook, so you can do things like create and assign tasks in OneNote based on employee email addresses. You can also highlight text in one of your notebooks and create an Outlook task directly from OneNote; the task will show up on your calendar automatically, and you can track which tasks have been completed and which ones haven't. 

 

 

Google Keep - Free

Google Keep is great for organizing your professional and personal life. While it's not preloaded on most devices, Google's note-taking app is free to download. Google Keep is not as powerful or customizable as OneNote, but it's great for simple organization, checklists and note taking. 

  • Compatibility: Google Keep is exclusively a web app, which means you can use it on Android phones and iPhones, Apple laptops and desktops, Windows laptops and desktops, Chromebooks, and tablets. Compatibility is never a problem. 
  • Interface: Google Keep is colorful, bright and uncomplicated. Your main Notes page will always show you the most recently added notes, and you can choose a single column view or a multicolumn view. The only downside to the interface is that it makes it difficult to read long notes and search for older items.
  • Note-taking features: Google Keep's note-taking features are best for people who want to keep track of short notes and checklists. If you're using Google Keep on a device with a camera, you can save images directly into your notes and even extract text from images, so you can take a photo of a business card and instantly extract editable text containing all the contact info and put it into your notes. 
  • Organizational features: You can easily color-code and label notes in Google Keep, and you can share those notes with other people so they can update them as well (changes are reflected in real time). You can also set reminders for yourself, which means you can create a to-do list and attach a reminder to complete it at a future date/time. 

 

 

Evernote – Free Version & Paid Version 

Evernote has been around since 2008, and it's still a popular note-taking app today. You can sign up for a free account, but if you want to use it on more than two devices, you'll have to pay extra. 

  • Compatibility: The app is compatible with Android phones and iPhones as well as Apple and Windows computers. You can also download the Android app on a Chromebook, but some users say the app is inconsistent and slow on a Chrome OS. That said, the ability to run Evernote on anything from a tablet to a phone to a desktop, and have it synced across all those devices, is part of the app's popularity.
  • Interface: Evernote looks great on devices of all different sizes. It has lots of menu options and optional add-ons (and third-party extensions), and makes it easy to create lots of different notebooks, tag them and search through them. Most people find Evernote easy to use and pleasing to look at. 
  • Note-taking features: You can take notes by typing or by writing with a stylus, your finger or the sketch tool. Just like in OneNote, you can save photos, documents, audio and video. Further, you can record audio, grab parts of web pages and snag text content from images. You can also password-protect certain notes for added security, use templates and share notebooks with certain people while keeping other notebooks private. 
  • Organizational features: If you plan on having your whole team use Evernote, you should consider Evernote Business. The service is $12 a month per user and offers the same note-taking tools as the individual version in addition to team features that allow multiple people to collaborate in a single workspace, maintain team projects and share and give feedback. Evernote Business also allows for single sign-on, includes basic admin tools and has added security features. 
Mona Bushnell

Mona Bushnell is a New York City-based Staff Writer for Tom’s IT Pro, Business.com and Business News Daily. She has a B.A. in Writing, Literature, and Publishing from Emerson College and has previously worked as an IT Technician, a Copywriter, a Software Administrator, a Scheduling Manager and an Editorial Writer. Mona began freelance writing full-time in 2014 and joined the Purch team in 2017.