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OneNote vs Microsoft Lists

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Our analysts compared OneNote vs Microsoft Lists based on data from our 400+ point analysis of Collaboration Software, user reviews and our own crowdsourced data from our free software selection platform.

Overview Pricing Benefits & Features User Ratings Analyst Summary Screenshots
OneNote Software Tool
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Microsoft Lists Software Tool
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Product Basics

Microsoft OneNote is a versatile software designed for comprehensive note-taking and task management. It allows users to create, organize, and share notes across various devices seamlessly. The platform is particularly well-suited for students, educators, and professionals in industries such as education, business, and research, where detailed note-taking and collaboration are essential. OneNote's unique benefits include its ability to integrate with other Microsoft Office applications, support for multimedia content, and robust organizational tools like notebooks, sections, and pages.

Popular features include handwriting recognition, audio recording, and real-time collaboration, making it a powerful tool for capturing and sharing information. Users often appreciate its intuitive interface and the flexibility it offers in structuring notes. Compared to similar products, OneNote stands out for its deep integration with the Microsoft ecosystem and its extensive feature set. Pricing details can vary, so it's advisable to contact SelectHub for a tailored quote based on specific needs.

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Microsoft Lists is a versatile software designed to streamline task management and enhance productivity. It allows users to create, share, and track lists of information, making it ideal for organizing work and managing projects. This tool is particularly well-suited for professionals in industries such as project management, IT, marketing, and human resources, where tracking tasks and data is crucial.

One of the standout benefits of Microsoft Lists is its seamless integration with other Microsoft 365 applications, providing a cohesive workflow experience. Users appreciate its customizable templates, which cater to various needs, from simple task lists to complex project tracking. The software also offers features like conditional formatting, data visualization, and automated workflows, which enhance efficiency and collaboration.

Compared to similar products, Microsoft Lists is praised for its user-friendly interface and robust functionality. Pricing details are not readily available, so it's recommended to contact SelectHub for a personalized quote based on specific requirements.

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Product Insights

  • Seamless Organization: OneNote allows users to create notebooks, sections, and pages, making it easy to categorize and locate notes efficiently.
  • Real-Time Collaboration: Multiple users can edit the same notebook simultaneously, facilitating teamwork and reducing the need for back-and-forth emails.
  • Cross-Platform Accessibility: OneNote is available on Windows, macOS, iOS, Android, and the web, ensuring your notes are accessible from any device.
  • Integration with Microsoft Ecosystem: OneNote integrates seamlessly with other Microsoft Office applications like Outlook and Teams, streamlining workflow and enhancing productivity.
  • Rich Media Support: Users can embed images, audio recordings, videos, and even handwritten notes, making it a versatile tool for capturing diverse types of information.
  • Advanced Search Functionality: OneNote's powerful search feature allows users to find text within images, handwritten notes, and audio recordings, saving time and effort.
  • Tagging and To-Do Lists: Users can tag notes with custom labels and create to-do lists, helping to prioritize tasks and manage projects effectively.
  • Offline Access: Notes can be accessed and edited offline, ensuring productivity even without an internet connection.
  • Security and Privacy: OneNote offers password protection for individual sections, ensuring sensitive information remains secure.
  • Freeform Canvas: The flexible page layout allows users to place text, images, and other elements anywhere on the page, fostering creativity and personalized note-taking.
  • Handwriting Recognition: OneNote can convert handwritten notes into typed text, making it easier to digitize and organize handwritten information.
  • Version History: Users can view and restore previous versions of their notes, providing a safety net against accidental deletions or changes.
  • Customizable Templates: OneNote offers a variety of templates for different types of notes, such as meeting minutes or project plans, helping users get started quickly.
  • Audio and Video Recording: Users can record meetings or lectures directly within OneNote, capturing important details that might be missed in written notes.
  • Ink-to-Text Conversion: The software can convert digital ink into text, making it easier to edit and format handwritten notes.
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###= benefits:
  • Enhanced Collaboration: Microsoft Lists allows team members to work together seamlessly by sharing lists and tracking progress in real-time, ensuring everyone stays on the same page.
  • Customizable Templates: Users can choose from a variety of pre-built templates tailored for specific tasks like event planning or issue tracking, saving time and effort in setup.
  • Integration with Microsoft 365: Seamlessly integrates with other Microsoft 365 apps like Teams, Outlook, and SharePoint, enhancing productivity by centralizing workflows.
  • Automated Workflows: Utilize Power Automate to create custom workflows that automate repetitive tasks, reducing manual effort and minimizing errors.
  • Data Visualization: Offers various views such as grid, gallery, and calendar, allowing users to visualize data in the format that best suits their needs.
  • Conditional Formatting: Apply rules to highlight important information, making it easier to identify priorities and critical issues at a glance.
  • Mobile Accessibility: Access and manage lists on-the-go with the Microsoft Lists mobile app, ensuring productivity is maintained even outside the office.
  • Security and Compliance: Built on the secure Microsoft 365 platform, ensuring data protection and compliance with industry standards and regulations.
  • Rich Data Entry: Supports rich text, images, and attachments, allowing for comprehensive data capture and more detailed information sharing.
  • Permissions Management: Granular control over who can view, edit, or share lists, ensuring sensitive information is only accessible to authorized personnel.
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  • Notebook Organization: OneNote allows users to create multiple notebooks, each containing sections and pages, making it easy to organize notes by topic or project.
  • Handwriting Recognition: The software can convert handwritten notes into typed text, which is particularly useful for users who prefer writing by hand.
  • Multimedia Integration: Users can embed images, audio recordings, and videos directly into their notes, enhancing the richness of the content.
  • Tagging System: OneNote offers a variety of tags such as "To-Do," "Important," and "Question," which help in categorizing and prioritizing information.
  • Collaboration Tools: Multiple users can edit the same notebook simultaneously, making it ideal for team projects and collaborative work.
  • Cross-Platform Availability: OneNote is available on Windows, macOS, iOS, Android, and through a web browser, ensuring accessibility from virtually any device.
  • Search Functionality: The robust search feature allows users to quickly find specific text, tags, or even words within images and handwritten notes.
  • Integration with Microsoft Office: OneNote seamlessly integrates with other Microsoft Office applications like Word, Excel, and Outlook, facilitating a cohesive workflow.
  • Templates: The software provides a variety of templates for different types of notes, such as meeting minutes, project plans, and to-do lists, to streamline note-taking.
  • Ink-to-Text Conversion: Users can draw or write with a stylus, and OneNote will convert these ink strokes into digital text or shapes.
  • Audio and Video Recording: OneNote allows users to record audio and video directly within a note, which is useful for capturing lectures or meetings.
  • Page Versions: The software keeps a history of page versions, allowing users to revert to previous versions if needed.
  • Customizable Tags: In addition to built-in tags, users can create custom tags to suit their specific needs.
  • Offline Access: Notes can be accessed and edited offline, with changes syncing automatically once an internet connection is re-established.
  • Math Equation Support: OneNote can solve math equations and even graph them, making it a valuable tool for students and professionals in technical fields.
  • Task Integration: Users can create tasks in OneNote that sync with Microsoft Outlook, ensuring that important to-dos are not overlooked.
  • PDF Annotation: OneNote allows users to import PDFs and annotate them directly within the application.
  • Clipper Tool: The OneNote Web Clipper extension enables users to save web pages, articles, and images directly to their notebooks.
  • Sticky Notes Integration: OneNote integrates with Sticky Notes, allowing users to jot down quick notes that sync across devices.
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  • Customizable Templates: Choose from a variety of pre-designed templates to quickly set up lists for common scenarios like event planning, issue tracking, and asset management.
  • Integration with Microsoft 365: Seamlessly integrates with other Microsoft 365 apps such as Teams, SharePoint, and Outlook, allowing for a unified workflow experience.
  • Conditional Formatting: Apply rules to format list items based on specific criteria, making it easier to highlight important information or trends.
  • Rich Data Types: Support for various data types including text, numbers, dates, choices, and even custom columns, enabling detailed and structured data capture.
  • Views and Filters: Create multiple views and apply filters to display data in ways that best suit your needs, such as grid, calendar, or gallery views.
  • Automated Workflows: Utilize Power Automate to set up automated workflows that trigger actions based on list item changes, reducing manual effort and increasing efficiency.
  • Collaboration Features: Share lists with colleagues and assign permissions to control who can view or edit the data, fostering collaborative work environments.
  • Mobile Accessibility: Access and manage your lists on the go with the Microsoft Lists mobile app, ensuring productivity even when away from your desk.
  • Customizable Forms: Use Microsoft Forms to create custom input forms for your lists, enhancing data entry and user experience.
  • Version History: Track changes and maintain a history of list items, allowing you to revert to previous versions if needed.
  • Integration with Power BI: Connect your lists to Power BI for advanced data visualization and analytics, turning raw data into actionable insights.
  • Alerts and Notifications: Set up alerts to receive notifications when list items are added, modified, or deleted, keeping you informed of important changes.
  • Export and Import Options: Easily export list data to Excel for further analysis or import data from other sources to populate your lists.
  • Security and Compliance: Benefit from Microsoft’s robust security and compliance features, ensuring your data is protected and meets regulatory requirements.
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Product Ranking

#35

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#57

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User Sentiment Summary

Excellent User Sentiment 2709 reviews
Great User Sentiment 18 reviews
91%
of users recommend this product

OneNote has a 'excellent' User Satisfaction Rating of 91% when considering 2709 user reviews from 2 recognized software review sites.

80%
of users recommend this product

Microsoft Lists has a 'great' User Satisfaction Rating of 80% when considering 18 user reviews from 2 recognized software review sites.

4.6 (1793)
n/a
n/a
3.8 (8)
4.4 (916)
4.2 (10)

Awards

OneNote stands above the rest by achieving an ‘Excellent’ rating as a User Favorite.

User Favorite Award

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Synopsis of User Ratings and Reviews

Flexible Organization: OneNote's structure mirrors a physical notebook, with notebooks containing sections and pages, allowing for granular organization of projects and ideas.
Seamless Syncing: OneNote effortlessly syncs across various devices, ensuring accessibility to your notes whether you are at your desk or on the go.
Real-Time Collaboration: Multiple users can work on the same OneNote document concurrently, fostering teamwork and streamlining workflows.
Multimedia Integration: Beyond text, OneNote allows the integration of images, audio recordings, and even handwritten notes, catering to diverse learning and working styles.
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Limited Features: Users have noted that Microsoft Lists lacks some advanced features found in dedicated database applications, limiting its functionality for complex projects.
Cluttered Interface: Recent updates to the interface have been criticized for being cluttered, potentially hindering user experience and workflow.
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Installation and Syncing Hiccups: Some users have encountered occasional issues with OneNote's installation process and syncing functionality, leading to potential disruptions in workflow.
Polarizing UI Changes: Recent updates to the OneNote user interface have been met with mixed reviews, with some users finding the changes less intuitive than the previous design.
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Is Microsoft Lists really on the list of the must-have productivity tools? Recent user reviews paint a mixed picture. While praised for its user-friendly interface and seamless integration with the Microsoft suite, particularly for those already immersed in the ecosystem, Lists has faced criticism for its limitations. Users have pointed out a lack of advanced features compared to competitors like Airtable and Asana, making it a less attractive option for complex projects. For instance, the absence of Gantt charts, a staple in project management, limits its functionality for visualizing timelines and dependencies. Furthermore, recent UI changes have been met with resistance, with some users finding the interface cluttered and less intuitive. Performance issues, including bugs and syncing problems, have also been reported, causing frustration and hindering productivity. While the free plan offers a decent starting point, the paid plans, starting at $6.00 per user per month, might seem pricey considering the limited functionality. In conclusion, Microsoft Lists is a suitable choice for individuals or small teams seeking a basic, integrated tool for simple list management within the Microsoft 365 environment. However, for larger teams or those requiring more robust features, exploring alternatives like Airtable or Asana, which offer greater depth and flexibility, would be more worthwhile.
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Is Microsoft OneNote really worth taking note of, or is it just another note-taking app lost in the shuffle? User reviews from the past year reveal a mixed bag, but one thing is clear: OneNote's generous free plan and robust features make it a strong contender in the note-taking arena. Users consistently praise its versatility in handling various media types, like seamlessly integrating graphs, pictures, and even audio recordings into notes. This flexibility sets it apart from more restrictive competitors like Evernote, which often lock such features behind paywalls. However, OneNote's interface is a common point of contention. Some users find it less intuitive than rivals like Evernote, particularly when navigating through extensive notes. This clunkiness can be a hurdle for those seeking a streamlined, minimalist experience. Another drawback is the limited local storage option available only on Windows, a potential dealbreaker for users prioritizing offline access on other operating systems. Despite these drawbacks, OneNote shines with its comprehensive organizational tools. Users appreciate the ability to structure notes into a hierarchy of pages, sections, and subsections, making it a breeze to manage even the most unwieldy amounts of information. This granular control, coupled with seamless cross-device syncing and tight integration with the Microsoft ecosystem, makes OneNote a compelling choice for students, professionals, and anyone seeking a powerful, free-to-use note-taking solution.

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