Bookstack vs. OneNote: Which App is Better?

Both Bookstack and OneNote play crucial roles in knowledge management, but they differ in their approach and functionality.

In the past years, Bookstack grew in popularity for structured documentation especially in tech and support sectors.

It’s ideal for growing businesses seeking organized knowledge management.

OneNote’s growth has been fueled by its flexibility, making it a go-to for educators, creative professionals, and collaborative teams. Here’s how they’re different:

The main difference is that Bookstack excels in structured documentation, offering a hierarchical framework ideal for organized knowledge management, while OneNote stands out for its flexible note-taking, providing users with a dynamic platform where content can be arranged freely.

Bookstack vs. OneNote: Key Features at a Glance

This table provides an overview of the main features of these apps.

Feature / ToolBookstackOneNote
Structured DocsYesFlexible note-taking with sections and pages
CollaborationLimitedReal-time collaboration, shared notebooks
IntegrationBasicMicrosoft ecosystem, wide range of integrations
UsabilityIntuitiveUser-friendly interface, adaptable for various uses
PricingOpen-source, self-hosted optionsPart of Microsoft Office 365, free and premium plans

What is Bookstack and How Does It Work?

Bookstack is an open-source documentation platform, emphasizing structured and organized content. Users create books, chapters, and pages, fostering a hierarchical and easy-to-follow structure. Collaboration features are present, but Bookstack shines in providing a clear framework for creating and sharing knowledge.

Bookstack Pros:

  1. Structured Documentation: Bookstack excels in creating organized and structured documentation, allowing users to arrange content hierarchically.
  2. Intuitive Interface: The platform offers an intuitive and user-friendly interface, making it easy for users to navigate and create content.
  3. Self-Hosted Options: Bookstack provides self-hosted options, giving users control over their data and infrastructure.
  4. Focused Knowledge Management: It is designed specifically for structured knowledge management, providing a clear framework for information organization.
  5. Version Control: Bookstack includes version control features, enabling users to track changes and revert to previous versions when needed.
  6. Cost-Effective: As an open-source tool, Bookstack is cost-effective for users looking for a budget-friendly knowledge management solution.


  1. Limited Collaboration Features: Bookstack’s collaboration features are somewhat limited compared to more collaborative platforms.
  2. Basic Integration: While it offers integrations, Bookstack’s integration capabilities are not as extensive as some other tools.
  3. Less Flexibility in Note-Taking: Compared to note-centric tools, Bookstack may have less flexibility in free-form note-taking.

What is OneNote and How Does It Work?

OneNote is Microsoft’s digital notebook application, offering dynamic note-taking capabilities. Users can create notebooks, sections, and pages, allowing for a flexible and free-form approach to content creation. OneNote integrates seamlessly with the Microsoft ecosystem, enhancing collaboration and accessibility.

OneNote Pros:

  1. Flexible Note-Taking: OneNote excels in free-form note-taking, allowing users to create and organize content in a flexible and dynamic manner.
  2. Real-Time Collaboration: The platform offers robust real-time collaboration features, making it ideal for collaborative projects and team workflows.
  3. Integration with Microsoft Ecosystem: OneNote seamlessly integrates with other Microsoft Office 365 tools, enhancing productivity and accessibility.
  4. Versatility: OneNote is versatile and adaptable for various uses, including personal note-taking, project planning, and collaborative work.
  5. Cross-Platform Accessibility: OneNote is accessible across different devices and platforms, ensuring users can access their notes wherever they go.
  6. Free and Premium Plans: OneNote provides free plans with essential features and premium plans for users seeking additional functionalities.


  1. Learning Curve: The extensive features in OneNote may contribute to a steeper learning curve, especially for new users.
  2. Limited Structure: While flexible, the free-form structure may lack the same level of organization found in more structured platforms.
  3. Premium Features in Paid Plans: Some advanced features in OneNote are available only in premium plans, potentially limiting access for free users.

Side-by-Side Comparison: Bookstack vs. OneNote

In this section, we’ll explore the seven key features mentioned in the table chart.

1. Structured Documentation:

Bookstack excels in providing a structured documentation environment. Users can create books, chapters, and pages, fostering a hierarchical organization. This structure facilitates a clear and logical arrangement of information, enhancing readability and navigation. Whether it’s for project documentation or knowledge bases, Bookstack’s emphasis on structure ensures users can create and manage content in a methodical way.

OneNote, on the other hand, embraces a more flexible approach to documentation. While it allows for organization into notebooks, sections, and pages, the structure is less rigid than Bookstack. Users can freely position and format content on a page, making it ideal for those who prefer a fluid and adaptable system.

Verdict: Bookstack is the winner for users seeking a highly structured documentation environment, whereas OneNote provides more flexibility in content arrangement.

2. Collaboration:

Collaboration features in Bookstack are present but relatively basic. Users can collaborate on content creation, but real-time collaboration is limited compared to more collaborative platforms.

OneNote shines in collaboration, offering robust real-time features. Multiple users can collaborate on the same notebook simultaneously, making it an excellent choice for collaborative projects and team workflows.

Verdict: OneNote emerges as the winner for collaboration, providing extensive real-time collaboration features.

3. Integration:

Bookstack offers basic integration capabilities, allowing users to connect with other tools to enhance functionality. However, its integration options are not as extensive as some other platforms.

OneNote seamlessly integrates with the Microsoft ecosystem, providing users with a wide range of integration options. It integrates effortlessly with other Office 365 tools, enhancing productivity and connectivity.

Verdict: OneNote is the winner for integration, particularly for users within the Microsoft ecosystem.

4. Usability:

Bookstack boasts an intuitive and user-friendly interface. Its design prioritizes ease of use, making it accessible to users without a steep learning curve.

OneNote is user-friendly but may have a steeper learning curve due to its extensive features. The flexibility it offers comes with a trade-off in terms of initial usability.

Verdict: Bookstack wins in usability for its straightforward interface, especially for users seeking quick onboarding.

5. Pricing:

Bookstack is cost-effective, especially for users on a budget. As an open-source tool, it provides affordable solutions for individuals and small businesses.

OneNote offers free plans with essential features and premium plans for users seeking additional functionalities. It’s part of the Microsoft Office 365 suite, which may involve additional costs.

Verdict: Bookstack is the winner for users prioritizing cost-effectiveness, while OneNote offers a range of plans with varied features.

6. Note-Taking Flexibility:

While primarily a documentation tool, Bookstack’s note-taking flexibility is structured. Users can create content in a structured format but may find it less adaptable for free-form note-taking.

OneNote excels in free-form note-taking. Users can position content anywhere on a page, add multimedia elements, and customize layouts extensively.

Verdict: OneNote is the winner for users seeking unparalleled flexibility in note-taking.

7. Cross-Platform Accessibility:

Bookstack provides cross-platform accessibility, allowing users to access their structured documentation from various devices.

OneNote excels in cross-platform accessibility, ensuring users can access their notes seamlessly across different devices and operating systems.

Verdict: It’s a tie in cross-platform accessibility; both Bookstack and OneNote offer robust accessibility options.

Bookstack Use Cases:

1. Project Documentation for a Software Development Company:

Imagine “TechSprint,” a dynamic software development company, implementing Bookstack for project documentation. TechSprint utilizes Bookstack’s structured approach to create detailed documentation for coding standards, project timelines, and release notes.

With books dedicated to each project, chapters for specific features, and pages outlining coding conventions, TechSprint ensures that every team member has access to organized and up-to-date project documentation.

This use case demonstrates how Bookstack’s structured documentation caters to the intricate needs of a software development environment, facilitating efficient collaboration and knowledge sharing among developers.

2. Knowledge Base for a Customer Support Team:

Consider “SupportHub,” a customer support team leveraging Bookstack to create a comprehensive knowledge base.

SupportHub organizes articles, troubleshooting guides, and FAQs into books and chapters.

Each page is dedicated to a specific issue or query, allowing support agents to quickly locate relevant information.

Bookstack’s hierarchical structure ensures that the knowledge base remains well-organized and easily navigable. By utilizing Bookstack, SupportHub streamlines customer support operations, providing quick and accurate responses to customer inquiries.

OneNote Use Cases:

1. Collaborative Project Planning for a Marketing Agency:

Visualize “MarketCraft,” a bustling marketing agency, adopting OneNote for collaborative project planning. MarketCraft creates notebooks for each client, sections for different campaigns, and pages for specific tasks and timelines.

Team members collaboratively contribute ideas, track progress, and share resources in real-time within the shared notebooks.

OneNote’s flexibility allows MarketCraft to adapt to the dynamic nature of marketing projects, fostering seamless collaboration among team members and enhancing overall project efficiency.

2. Classroom Note-Taking for an Educational Institution:

Enter “EduQuest,” an educational institution incorporating OneNote for classroom note-taking. EduQuest equips students and educators with tablets, enabling them to create shared notebooks for various subjects.

Students take notes during lectures, add multimedia elements, and collaborate on group projects.

OneNote’s versatility enhances the learning experience, providing a digital platform for interactive and collaborative learning.

EduQuest’s adoption of OneNote exemplifies its effectiveness in educational settings, fostering engaging and collaborative learning environments.

Bookstack vs OneNote Pricing

Let’s break down and summarize the pricing for Bookstack and OneNote:

Pricing BookstackOneNote
Cost StructureOpen-source platform with self-hosted optionsPart of Microsoft Office 365 suite, offering both free and premium plans
Free PlanYes, as an open-source platformYes, with essential features for note-taking and collaboration
Paid PlansSelf-hosted options with varying pricing based on needsPremium features available with Microsoft 365 subscription plans
Additional CostsCosts may include hosting fees for self-hosted optionsIncluded in the Microsoft 365 subscription, with additional features
Features AccessAccess to core features is freePremium features available in Microsoft 365 subscription plans
User LimitationsUnlimited users for self-hosted optionsUser limits based on Microsoft 365 subscription plans
Business PlansN/A as it is open-sourceAvailable with Microsoft 365 Business and Enterprise plans

What to Consider When Choosing Between Bookstack and OneNote

Here are the essential considerations to make when picking a note-taking app.

1. Structured Documentation:

Bookstack excels in structured documentation, offering a hierarchical organization for content. This is ideal for businesses requiring a clear framework for knowledge management. Its intuitive interface ensures easy navigation, while version control features provide a secure and traceable history of changes.

2. Flexibility in Note-Taking:

OneNote stands out for its flexibility in note-taking. Users can create dynamic and free-form notes, accommodating various styles of content creation. This versatility is beneficial for individuals and teams requiring a fluid and adaptable platform for capturing ideas, meeting notes, and creative brainstorming.

3. Collaboration Features:

OneNote takes the lead in collaboration features, offering robust real-time collaboration capabilities. Multiple users can work simultaneously on shared notebooks, fostering seamless collaboration within teams. This is particularly advantageous for projects that demand constant interaction, such as collaborative research, brainstorming sessions, or shared project planning.

4. Integration Capabilities:

When it comes to integration, OneNote shines, especially within the Microsoft ecosystem. It seamlessly integrates with other Office 365 tools, enhancing productivity and connectivity. This factor is crucial for businesses already invested in the Microsoft environment, as it ensures a cohesive workflow and the ability to leverage complementary tools without disruptions.

5. Usability:

Bookstack scores high in usability with its intuitive interface, making it accessible for users without a steep learning curve. Its design prioritizes ease of use, allowing individuals and teams to quickly adapt to the platform. This is particularly advantageous for businesses seeking a straightforward and efficient knowledge management solution without the need for extensive training.

FAQs About Bookstack and OneNote

Let’s address common questions users may have about Bookstack and OneNote, providing clear answers to aid in the decision-making process.

  1. Question: Is Bookstack suitable for large enterprises, or is it more geared toward small businesses? Answer: Bookstack is versatile and suitable for various businesses, but it may be more commonly adopted by small to medium-sized enterprises. Its structured documentation is beneficial for organized knowledge management, making it particularly effective in environments where clear documentation is a priority.
  2. Question: Can I use Bookstack for free, or are there limitations? Answer: Yes, you can use Bookstack for free as it is an open-source platform. The free version provides access to core features, making it an accessible option for individuals and businesses with budget constraints.
  3. Question: How does OneNote compare to other note-taking apps, and what sets it apart? Answer: OneNote stands out for its flexibility and integration within the Microsoft ecosystem. It allows users to take free-form notes, collaborate in real-time, and seamlessly integrates with other Office 365 tools, providing a comprehensive note-taking experience.
  4. Question: Is OneNote only accessible on Windows devices, or can it be used on other platforms? Answer: OneNote is cross-platform and accessible on Windows, macOS, iOS, Android, and through web browsers. This ensures users can access their notes from various devices, promoting flexibility and convenience.
  5. Question: Can I collaborate with others in real-time using Bookstack? Answer: While Bookstack supports collaboration features, real-time collaboration is more limited compared to platforms specifically designed for collaborative work. It is suitable for teams that prioritize structured documentation but may not be the primary choice for real-time collaborative projects.

Is Bookstack Better than OneNote?

Bookstack and OneNote serve distinct purposes, and the choice depends on specific needs.

Bookstack excels in structured documentation, making it ideal for businesses prioritizing organized knowledge management, such as software development teams and customer support.

On the other hand, OneNote is superior for flexible note-taking and robust collaboration, making it suitable for creative professionals, educators, and teams with dynamic project requirements.

In summary, choose Bookstack for structured documentation needs, and opt for OneNote when flexibility, real-time collaboration, and adaptability are paramount.