What Are People Using to Take Notes in 2025?

If you've ever found yourself drowning in scattered thoughts, forgotten ideas, or messy notebooks, you're not alone. Finding the right note-taking app can feel like searching for a needle in a haystack, especially when there are hundreds of options promising to revolutionize your productivity.

I've spent countless hours exploring what real people actually use for their daily note-taking needs, and the answers might surprise you. Let's dive into the most popular solutions that are helping students, professionals, and creative minds stay organized in 2025.

Why Choosing the Right Note-Taking App Actually Matters

Before we jump into specific apps, let's talk about why this decision is more important than you might think. Your note-taking system isn't just about storing information—it's about how you think, learn, and create. The right app should feel like an extension of your brain, not a chore you have to manage.

Many people switch between apps multiple times before finding their perfect match. That's completely normal. What works for a computer science student might be terrible for a creative writer, and what suits a project manager could frustrate a researcher.

The Most Popular Note-Taking Apps People Actually Swear By

Notion: The All-in-One Workspace That Does Everything

Notion has become something of a cult favorite in productivity circles, and for good reason. This isn't just a note-taking app—it's an entire workspace where you can build databases, manage projects, create wikis, and yes, take notes.

What makes Notion special is its flexibility. You can create simple text notes or build complex systems with linked databases, kanban boards, and calendars. Students love it for organizing class notes with embedded files and study schedules. Professionals use it to manage everything from meeting notes to entire project workflows.

The learning curve can be steep, though. If you just want to jot down quick thoughts, Notion might feel like overkill. But if you're willing to invest time in setting it up, it can become your second brain.

Obsidian: For People Who Think in Networks

Obsidian has exploded in popularity among researchers, writers, and anyone who loves the idea of connecting their thoughts. Unlike traditional note-taking apps that organize everything in folders, Obsidian uses a concept called "networked thinking" where notes link to each other like a personal Wikipedia.

The killer feature is the graph view—a visual map showing how all your notes connect. It's incredibly satisfying to see your knowledge base grow into an interconnected web of ideas. Your notes are stored as simple markdown files on your computer, which means you truly own your data.

People who use Obsidian tend to be passionate about it. It's perfect for building a personal knowledge management system, but it might be too technical for someone who just needs basic note-taking functionality.

Apple Notes: Simple, Fast, and Already on Your iPhone

Here's a truth that productivity enthusiasts don't always want to admit: sometimes the simplest solution is the best one. Apple Notes has quietly become incredibly powerful while remaining dead simple to use.

If you're in the Apple ecosystem, Notes syncs seamlessly across all your devices. You can scan documents, create checklists, add sketches, lock notes with passwords, and collaborate with others. The search function is surprisingly good, and the app loads instantly.

It won't replace a full project management system, but for quick thoughts, meeting notes, shopping lists, and daily journaling, it's hard to beat. Sometimes the best app is the one you'll actually use, and Apple Notes has zero friction.

OneNote: Microsoft's Free Powerhouse

OneNote often gets overlooked in favor of newer, shinier apps, but it remains one of the most capable free note-taking solutions available. Think of it as a digital binder with unlimited pages and sections.

The freeform canvas approach is brilliant—you can type anywhere on the page, insert images wherever you want, draw with a stylus, and even record audio notes. Students appreciate the ability to organize notes by class and subject, while the Office integration makes it perfect for professionals already using Microsoft 365.

The mobile apps aren't quite as polished as the desktop version, but OneNote's flexibility and zero cost make it an excellent choice for students on a budget or anyone who needs powerful features without a subscription.

Evernote: The Classic That's Trying to Comeback

Evernote was the king of note-taking apps for years, though it's faced stiff competition recently. It's still a solid choice if you need robust web clipping, document scanning, and search capabilities that can even find text in images.

The free plan is quite limited now, which frustrates many users. However, if you're willing to pay, Evernote offers reliable cross-platform syncing and powerful organizational features. It's particularly good for saving articles, research materials, and building reference libraries.

Google Keep: Quick Notes That Sync Everywhere

Google Keep is the note-taking app for people who don't want to think about note-taking. It's incredibly simple: colorful sticky notes that sync across all your devices instantly.

The lack of formatting options might seem limiting, but that's exactly the point. Keep is perfect for quick reminders, shopping lists, ideas you want to capture in seconds, and voice memos that automatically transcribe. The location-based reminders are genuinely useful.

It won't help you build a complex knowledge management system, but sometimes you just need a place to dump thoughts quickly without any friction.

Specialized Note-Taking Apps Worth Considering

Logseq: The Privacy-Focused Alternative to Roam Research

Logseq is for people who love the bullet-point, outliner-style of thinking. It's similar to Obsidian in that your notes live as local files, but it takes a different approach to organization. Everything is built around daily notes and linked references.

The app is completely free and open-source, which appeals to privacy-conscious users. It's gained a dedicated following among developers, researchers, and people who want the power of networked note-taking without a subscription.

Bear: Beautiful Notes for Mac and iOS Users

Bear is what happens when you design a note-taking app that's as beautiful as it is functional. It's exclusive to Apple devices, and it shows—the attention to detail is remarkable.

The markdown-based approach makes formatting easy, and the tag-based organization system feels more flexible than traditional folders. Writers particularly love Bear for drafting articles and blog posts. The focus mode is excellent for distraction-free writing.

Notion vs Obsidian vs OneNote: Which Should You Choose?

This is the big question, isn't it? Here's my honest take based on what I've seen real people gravitate toward:

Choose Notion if you want an all-in-one workspace and don't mind your notes being cloud-based. It's perfect for people who love customization and want to manage projects alongside their notes.

Choose Obsidian if you're building a long-term knowledge base and care deeply about data ownership. It's ideal for researchers, writers, and lifelong learners who want to connect ideas over time.

Choose OneNote if you want something reliable, free, and especially if you're already using Microsoft products. It's great for students and anyone who wants a freeform notebook experience.

What to Look for in a Note-Taking App for Students

Students have specific needs that differ from professionals. Here's what actually matters if you're taking class notes:

You need something that syncs reliably between your laptop and phone. Those moments when you're waiting for the bus and want to review notes? They matter. You also want good organizational features to separate different classes and subjects.

The ability to insert images, PDFs, and other files is crucial. Many students also value handwriting support if they have a tablet. And let's be real—cost matters. Free or cheap options like OneNote, Apple Notes, or Notion's free plan make the most sense for most students.

Note-Taking Apps for Professionals and Project Management

If you're using notes for work, your priorities shift. You need quick capture for meeting notes, but also the ability to organize projects and collaborate with team members.

Integration with other tools becomes critical. Can it connect with your calendar? Does it work with Slack or Teams? Can you share notes easily with colleagues without creating chaos?

Notion shines here because it can handle project management alongside note-taking. OneNote works beautifully for teams already using Microsoft 365. Some professionals even use multiple apps—Apple Notes for quick capture and Notion for organized project notes.

Free Note-Taking Apps That Don't Compromise on Features

Not everyone wants to pay a subscription for notes. The good news? Some of the best options are completely free:

OneNote gives you unlimited storage and full features with a free Microsoft account. Notion's free plan is genuinely generous for individual use. Google Keep is totally free with unlimited notes. Obsidian is free for personal use, though you pay for syncing. Apple Notes is free if you're on Apple devices.

You really don't need to pay for a premium app unless you have very specific needs or want advanced collaboration features.

The Best Note-Taking App for Writing and Content Creation

Writers need something different from other users. You want distraction-free writing modes, good text formatting, and ideally some way to organize drafts and research.

Bear is phenomenal for this if you use Mac or iOS. The markdown support makes formatting effortless, and it looks gorgeous. Obsidian appeals to writers who want to connect research notes with drafts. Notion works well for organizing multiple writing projects with editorial calendars.

Many writers use a combination—Obsidian for research and idea connections, then export to a dedicated writing app for the final draft.

How to Actually Choose Your Note-Taking App

Here's my advice after seeing countless people try different systems: start simple. Don't build an elaborate note-taking system before you've actually tested if you'll use it.

Pick one app that feels intuitive to you and use it for two weeks. Actually use it—capture real notes, organize real information, test it with your actual workflow. The fancy features don't matter if the basic experience feels clunky.

Ask yourself these questions: Does opening this app feel like a chore? Can you find your notes when you need them? Does it work on all the devices you use? Is it fast enough that you'll actually use it for quick thoughts?

The best note-taking app is the one you'll still be using six months from now, not the one with the most impressive feature list.

Common Mistakes People Make When Choosing Note-Taking Software

The biggest mistake is overcomplicating things at the start. I've seen people spend weeks building elaborate Notion templates before taking a single real note. That's backwards.

Another trap is constant app-hopping. Yes, explore your options, but at some point you need to commit to a system long enough to actually benefit from it. Switching apps every month means you're constantly migrating data instead of actually taking notes.

Don't choose an app because it's popular on YouTube or Reddit. Those complex systems you see in productivity videos took months to build. They might not suit your brain at all.

Making Your Note-Taking System Actually Work

The app is just a tool. What matters more is having a simple system for capturing and organizing information that makes sense to you.

Some people thrive with detailed tags and categories. Others do better with simple chronological notes and a good search function. Some need everything in one place, while others prefer separate apps for different purposes.

The key is regular review. Notes you never look at again are just digital hoarding. Build a habit of reviewing and connecting your notes, whether that's weekly or monthly.

The Bottom Line on Choosing Note-Taking Apps

There's no single "best" note-taking app because everyone's needs are different. A medical student preparing for exams needs something different than a novelist drafting a book or a project manager coordinating teams.

If you want my honest recommendation for most people? Start with whatever free app is already on your device. Apple Notes if you use Apple products, Google Keep if you're on Android, or OneNote if you want maximum flexibility.

Use it for a month. If you find yourself frustrated by specific limitations, then look for something more specialized. But chances are, the simple solution will work better than you expect.

Remember, the goal isn't to build the perfect note-taking system. The goal is to capture your thoughts, organize your life, and actually remember the things that matter. Any app that helps you do that is the right choice.

What matters most isn't which app you choose—it's that you actually use it consistently to make your life easier and your thinking clearer. Start simple, stay consistent, and let your system evolve as your needs become clear.