Caplio vs Microsoft OneNote: Which is Better in 2026?
Choosing between Caplio and Microsoft OneNote comes down to understanding what each tool does best. This comparison breaks down the key differences so you can make an informed decision based on your specific needs, not marketing claims.
Bottom line: Microsoft OneNote wins this matchup. Our overall Productivity pick is ChatGPT. Our free Productivity pick is Google Calendar. Pick Caplio if you need productivity.
Short on time? Here's the quick answer
We've tested both tools. Here's who should pick what:
Caplio
Search your screenshots and images by content on-device
Best for you if:
- • You want privacy-first: all OCR and indexing happen locally on your Mac, no cloud upload
- • You want fast and efficient search for images based on their content
Microsoft OneNote
Digital notebook for organizing everything
Best for you if:
- • You want a fully free tool (Caplio requires payment)
- • You want completely free
- • You want great handwriting/tablet support
| At a Glance | Caplio | |
|---|---|---|
Starts at | FreeFree tier available | FreeFree tier available |
Best For | Productivity | Note-Taking |
Rating | - | 4.0/5 |
Free plan | Yes | Yes |
Choose Caplio or Microsoft OneNote?
Choose Caplio if
Search your screenshots and images by content on-device
- You want privacy-first: all OCR and indexing happen locally on your Mac, no cloud upload
- You want fast and efficient search for images based on their content
- Your work is productivity-shaped, not note-taking-shaped
Choose Microsoft OneNote if
Digital notebook for organizing everything
- You want a fully free tool (Caplio requires payment)
- You want completely free
- You want great handwriting/tablet support
- Your work is note-taking-shaped, not productivity-shaped
| Feature | Caplio | Microsoft OneNote |
|---|---|---|
| Pricing Model | Freemium | Free |
| User Rating | No ratings yet | ★4.0/5 3,864 reviews |
| Categories | ProductivityScreenshot Tools | Note-TakingProductivity |
In-Depth Analysis
Caplio
Search your screenshots and images by content on-device
The Free tier at $0 is a fair entry point, but Premium is an unspecified in-app purchase, so the real price is opaque.
Watch out
Free tier is $0 but lacks full access and premium features, so OCR search is limited.
Strengths
- +Privacy-first: all OCR and indexing happen locally on your Mac, no cloud upload
- +Fast and efficient search for images based on their content
- +Seamless integration with macOS workflows (drag and drop, Quick Look, keyboard shortcuts)
Weaknesses
- -Mac-only app, requires a recent version of macOS
- -Limited to image formats PNG, JPEG, HEIC, TIFF, and WebP (no RAW or other formats)
Key features
Microsoft OneNote
Digital notebook for organizing everything
OneNote's pricing is exceptionally generous, as the core product is entirely free with unlimited notebooks and cross-platform sync.
Strengths
- +Completely free
- +Great handwriting/tablet support
- +Deep Microsoft integration
- +Unlimited storage (with M365)
- +Good for visual thinkers
Weaknesses
- -Can feel cluttered
- -Sync issues occasionally
- -Less structured than Notion
- -Microsoft account required
Key features
Pricing: Caplio vs Microsoft OneNote
| Plan | Caplio | Microsoft OneNote |
|---|---|---|
| Tier 1 | Free Free | Free Free |
| Tier 2 | In-App Purchase Premium | $6.99 month With Microsoft 365 |
Pricing verified from each vendor's public pricing page. Compare in detail on Caplio pricing and Microsoft OneNote pricing.
Who Should Use What?
On a budget?
Microsoft OneNote is free. Caplio is freemium.
Go with: Microsoft OneNote
Want the highest-rated option?
Microsoft OneNote is rated 4.0/5. Caplio has no ratings yet.
Go with: Microsoft OneNote
Value user reviews?
Caplio: no ratings yet. Microsoft OneNote: 3,864 reviews (4.0/5).
Go with: Microsoft OneNote
3 Questions to Help You Decide
What's your budget?
Caplio is freemium. Microsoft OneNote is free. Go with Microsoft OneNote if free matters most.
What's your use case?
Caplio is a productivity tool. Microsoft OneNote is in note-taking. Pick the category that matches your needs.
How important are ratings?
Microsoft OneNote is rated 4.0/5; Caplio has no ratings yet.
Key Takeaways
Microsoft OneNote
- Higher rating: 4.0/5 vs 0.0
- More user reviews (1)
- Completely free
- Our pick for this comparison
Caplio
- Better fit for productivity
The Bottom Line
Microsoft OneNote wins this matchup. Our overall Productivity pick is ChatGPT. Our free Productivity pick is Google Calendar.
What Users Say
Frequently Asked Questions
Is Caplio or Microsoft OneNote better?
Microsoft OneNote is rated 4.0/5 in our evaluation. Caplio is freemium and Microsoft OneNote is free.
What are Caplio and Microsoft OneNote used for?
Caplio: Search your screenshots and images by content on-device. Microsoft OneNote: Digital notebook for organizing everything.
What does Caplio cost vs Microsoft OneNote?
Caplio is freemium (free tier + paid plans). Microsoft OneNote is completely free. Visit their websites for detailed pricing.