Microsoft OneNote vs Capacities Pricing (2026)
Compare / Microsoft OneNote vs Capacities
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Team size
25 seats

Microsoft OneNote vs Capacities

Note-Taking Apps pricing comparison · 2026

Microsoft OneNote has a free plan, then $9.99–$19.99/user/mo, while Capacities has a free plan, then $11.99–$14.99/mo. Capacities is typically 10% more affordable, though your actual cost depends on tier and team size.

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See pricing on each vendor's site
Above-the-fold path — each link opens the vendor's pricing page in a new tab.
Visit Microsoft pricing
Free plan limits → Discount programs →
Visit Capacities pricing
Free plan limits → Discount programs →
Compare
2 products · Note-Taking Apps
Side-by-side · live
Microsoft OneNote
Microsoft OneNote is free with a Microsoft account, offering unlimited notebooks, handwrit
verified 20d ago
$180 $809
View pricing →
Capacities
Capacities pricing starts at $9.
verified 4d ago
$180 $809
View pricing →
Annual license estimate
Capacities costs $3.7K less than Microsoft · 25 seats where applicable
Cheapest $180
Spread 95%
Estimated license cost
at 25 seats
List price × seats. Click a tier below to lock it.
Microsoft 365 Family
$3.9K/yr
year 1 license · $13/seat
Capacities Believer
$180/yr
year 1 license · flat plan price
What buyers actually pay
median, annual
Vendr deal-flow data. The real benchmark, not list price.
Median annual
$809/yr
Vendr · n=59
No Vendr data
—
Not in Vendr's deal flow
REF · 01

Sources & confidence

Every dollar amount and contract clause below traces back to a sourced fact. We don't manufacture composite scores.

Where this data comes from
Vendr · TrustRadius · Reddit · BBB · official docs
Sources 10 sourced facts
5 hidden-cost · 2 contract · Vendr median · 2 review platforms
Last verified 2w ago
Confidence Medium confidence
Sources 7 sourced facts
6 hidden-cost · 1 contract
Last verified 4d ago
Confidence Medium confidence
REF · 02

Plans at a glance

Every tier per product. Lock one to drive the cost row above and reveal a tier-specific outbound CTA.

Tier ladder
Click a tier to lock the cost row to it. Locking surfaces a tier-specific Visit CTA.
REF · 03

Hidden costs

Each cost is severity-ranked, with the dollar range quoted from its source (Vendr, Reddit, TrustRadius, BBB, official docs) — never our estimate.

Beyond the sticker
Severity-ranked, sourced
4 documented
  • Microsoft 365 Subscription Required for Full Features
    $9.99-$19.99/month
    1 source
  • OneDrive Ecosystem Lock-In
    5-15% of license costs
    1 source
  • Data Migration Costs When Leaving
    5-15% of license costs
    1 source
  • Support Quality — Time Cost
    5-10% of license costs
    2 sources
5 documented
  • Learning Curve
    1 source
  • Limited Import Tools
    1 source
  • Mobile App Limitations
    1 source
  • Customization Paywall
    1 source
  • Performance with Large Notes
    1 source
REF · 04

Contract terms

The fine print, surfaced. Green = buyer-friendly. Each clause backed by a quoted source.

Microsoft
Capacities
Auto-renewal
Yes
Yes
Cancellation
—
at least 24 hours before the end of the current billing period
Commitment
Until the anniversary date for annual subscriptions
—
Price escalation
—
—
Can downgrade
—
—
Based on 3 verified sources (Vendr · TrustRadius · BBB)
REF · 05

What users say

Aggregated, with sample sizes. We use whichever review platform has data.

User reviews
TrustRadius · Trustpilot · G2
TrustRadius
8out of 5 (950)
Trustpilot
1.3out of 5 (20)
Best for
Getting started at no cost
Watch out
Notes frequently lost during sync — entire days of work can disappear without warning
No public ratings yet
Best for
For everybody
Watch out
Learning Curve
Decide
Get a quote from each vendor
Each link opens the vendor's pricing page in a new tab.
Visit Microsoft pricing
Free plan limits → Discount programs →
Visit Capacities pricing
Free plan limits → Discount programs →
License cost is computed from publicly listed plans (real math, list price × seats). Median annual cost is from Vendr's deal flow when available — see source badges. Hidden costs and contract terms each cite their own sources. We do not invent composite scores.
Note-Taking Apps

Microsoft OneNote

Free plan; paid $9.99–$19.99
/user/mo
4 plans · Free tier
Full pricing breakdown →
VS
Note-Taking Apps

Capacities

Free plan; paid $11.99–$14.99
/mo
3 plans · Free tier
Full pricing breakdown →

Microsoft OneNote and Capacities both operate in the note-taking apps category. This page compares their list pricing.

Plan-by-Plan Pricing

Plan Microsoft OneNote Capacities
Free Free /user/month Free /month
Microsoft 365 Personal $9.99 /user/month $11.99 /month
Microsoft 365 Family $12.99 /user/month $14.99 /month
Microsoft 365 Premium $19.99 /user/month —

Cost at Scale

Total cost of ownership — licenses, implementation, and hidden costs included.

Microsoft OneNote

4 scenarios
$0/year
Individual — Free Plan
$99.99/year ($8.33/month billed annually)
Individual — Microsoft 365 Personal
or $9.99/month billed monthly
$129.99/year ($10.83/month billed annually)
Household — Microsoft 365 Family
or $12.99/month billed monthly
See all 4 scenarios →

Capacities

4 scenarios
0
Free Plan
9.99
Capacities Pro (Annual Billing)
11.99
Capacities Pro (Monthly Billing)
See all 4 scenarios →

Hidden Costs

Beyond the sticker price — what catches buyers off guard.

Microsoft OneNote 4 hidden costs

medium
Microsoft 365 Subscription Required for Full Features $9.99-$19.99/month
medium
OneDrive Ecosystem Lock-In 5-15% of license costs
medium
Data Migration Costs When Leaving 5-15% of license costs
low
Support Quality — Time Cost 5-10% of license costs
See all Microsoft OneNote hidden costs →

Capacities 6 hidden costs

medium
Learning Curve
high
Limited Import Tools
high
Mobile App Limitations
medium
Customization Paywall
medium
Performance with Large Notes
See all Capacities hidden costs →

Contract Terms

Term Microsoft OneNote Capacities
Auto-renewal Yes Yes
Cancellation — at least 24 hours before the end of the current billing period
Minimum commitment Until the anniversary date for annual subscriptions —

Continue researching

Microsoft OneNote

Capacities

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