LibGuides: Notetaking: Tools & Tech

Choosing the Right Tool

When choosing a note-taking tool, it is helpful to think about how you plan to use it and what features matter most to you. This checklist outlines key considerations to keep in mind, from device compatibility to organization options and special features.

Organization options – Supports folders, tags, or notebooks
Searchability – Can easily find past notes
Note types – Supports text, images, checklists, etc.
Offline access – Lets you view/edit notes without internet
Device compatibility – Works on your phone, tablet, and computer
Cloud sync – Keeps notes updated across devices
Collaboration – Allows sharing and co-editing (if needed)
Export options – Can back up or move notes elsewhere
Cost – Free vs. paid plans and feature limits
Privacy/security – Handles your data responsibly
Special features – OCR, templates, web clippers, etc.

Single File of "Running Notes"

Separate Files Organized By Article

Separate Files Organized By Theme

Key Considerations When Using AI Note-Taking Tools

When using AI-powered tools for note-taking, it is important to consider their limitations and potential risks. The points below highlight key factors to keep in mind to ensure responsible and effective use.

Privacy: Know where your data is stored and who can access it. Avoid entering sensitive information.
Copyright: Do not upload copyrighted or restricted content without permission.
Accuracy: AI summaries can be incorrect, so always double-check important information.
Transparency: Some tools may not explain how results are generated.
Bias: Be aware that AI responses can reflect underlying biases.
Access and Cost: Free features may be limited; check for paywalls or data export options.
Academic Integrity: Use AI to support your learning, not to replace your own work. Follow university and class-specific guidelines.

Free to the University of Rochester Community

Several note-taking tools are available at no cost to members of the University of Rochester community. These tools are either fully licensed by the university or offer free access through existing university accounts. Below is a list of supported options, along with brief descriptions of how they can support your note-taking and organization needs.

Microsoft Word
To make the most of Microsoft Word as a note-taking tool, take advantage of its navigation and accessibility features, especially section headings. Organize your notes in a way that suits your workflow: you might prefer creating separate files sorted by date or topic, or using a single document with a running list of notes divided into clearly labeled sections. Structuring your notes effectively will make them easier to review, search, and reference later.

Need help getting started? Check out Word Help & Learning!
Microsoft OneNote
Microsoft OneNote is a cloud-based app that helps you organize notes in a clear, flexible way. You can create multiple notebooks, each divided into sections and subsections, which makes it easy to keep related notes grouped together by topic, class, or project. OneNote also includes image OCR, allowing you to search for text within images or handwritten content. Because everything is stored in the cloud, your notes stay synced and accessible across all your devices.

Need help getting started? Check out OneNote Tutorials from University IT!
Google Docs
Google Docs offers powerful tools that can enhance your note-taking process. Make use of features like headings and the document outline to keep your notes organized and easy to navigate. You can choose to create separate documents for different topics or dates, or maintain a single, running document with clearly marked sections. Since Google Docs saves automatically and supports collaboration, it is especially useful for group work or accessing your notes across multiple devices.
Zotero
Zotero is a reference management tool that can also be useful for organizing notes while working on research papers. You can save sources, attach PDFs, and create notes directly within your library, keeping your references and related thoughts in one place. Notes can be added to individual items or grouped in collections, which helps when tracking ideas across multiple sources. Zotero also supports tagging and full-text search, making it easier to locate specific points later as you write. Since it is cloud-synced, you can access your research notes and citations from different devices.
Mendeley
Mendeley is a reference manager that also supports note-taking, especially useful when working with academic papers. You can highlight and annotate PDFs directly within the app, allowing you to mark key sections and add comments as you read. Notes can be linked to specific documents and organized into folders to keep related materials together. Mendeley also includes tagging and search features, which help when reviewing your research later. Since it syncs to the cloud, your annotations and notes are available across devices.

Other Tools to Consider

In addition to university-supported tools, there are many independently available note-taking apps that offer features tailored to specific styles of learning and academic work. While these tools are not officially supported by the University of Rochester, they may be particularly useful for certain disciplines. For example, some focus on handwritten notes, others emphasize visual organization or research support, and several allow for deep customization.

Microsoft Evernote
Evernote is a cloud-based tool that supports flexible note organization. You can add tags to notes for easier sorting and searching, which is helpful if you’re managing a large number of entries. It also includes templates that can speed up the process of setting up notes for meetings, to-do lists, or planning. A useful feature is image OCR, which lets you search for text within images or scanned documents. Since everything is stored in the cloud, your notes stay accessible across devices.
Google NotebookLM
NotebookLM is an experimental note-taking tool developed by Google that uses AI to help you work with your own documents. You can upload files or paste text, and the AI can summarize content, answer questions, and suggest connections based on the material you provide. It is intended more for studying or research than for general note-taking. Features and access may change, as it is still in development and is not yet a complete replacement for traditional note-taking applications.
Joplin
Joplin is a free, open-source note-taking app that lets you organize notes in notebooks and sub-notebooks, with powerful tagging and search features. It supports Markdown and LaTeX, making it great for math and technical content. Notes sync across devices using services like Dropbox or Joplin Cloud (free with basic setup, paid for extras). It is a flexible, privacy-focused alternative.
Notion
Notion is a flexible note-taking and organization tool that lets you create pages for notes, to-do lists, databases, and more. Its block-based structure allows you to mix text, checklists, tables, and embedded content in a single page. You can nest pages inside one another, which helps with organizing complex information. Notion syncs across devices and supports collaboration, though some advanced features require a paid plan. The free version offers unlimited pages and blocks for personal use, making it useful for everything from school notes to planning projects.
Notability
Notability is a note-taking app designed primarily for handwritten and audio notes, often used on iPads with the Apple Pencil. You can write, draw, and annotate PDFs, while also recording audio that syncs with your writing. It’s useful for lectures, meetings, or marking up documents. Notability offers iCloud syncing across Apple devices. The free version has limited editing features and a cap on the number of notes, with a subscription unlocking unlimited notes and advanced tools.
Obsidian
Obsidian is a plain-text note-taking app that uses Markdown and saves everything directly to your device. You can organize your notes into folders and add visual links between them, which makes it easy to connect related ideas. It is great for building a personal system of notes over time, especially for writing, studying, or research. Obsidian works offline and does not limit how many notes you can create. Syncing and some advanced features are available with a paid plan.