OneNote Alternative: Joplin – My Experience

There are many note-taking apps. I used Microsoft OneNote for a long time, not because it was perfect, but because it was simply there.

Over time, that was exactly what started to bother me: dependency, lack of control and the feeling that my data was not really in my own hands.

So I started looking for an alternative and ended up with Joplin.

Why I wanted to leave OneNote

OneNote works. No question.

But at some point, other things became more important to me:

• full control over my data
• no dependency on a provider
• usable offline
• platform independence

Markdown in everyday use: simple and efficient

One major difference compared to OneNote is that Joplin is based on Markdown.

At first it may feel unfamiliar, but after a short time you won’t want to go back. Markdown is fast, clean, and completely free of formatting clutter.

Here is a quick overview of the commands I use every day:

For everyday use, this is more than enough to create structured and readable notes – without clicking through menus or dealing with formatting issues.

The challenge: migrating existing notes

The move was not a “click once and done” process.

I had a lot of content in OneNote, including my complete recipe collection.

At the same time, I had never really worked with Markdown before.

That is why I deliberately chose a gradual approach:

• transfer a few notes every day
• learn Markdown in parallel
• build a clean structure right away

After about two weeks, everything had moved and I was able to delete my OneNote notebooks for good.

Why Joplin?

Joplin is simple at its core:

• notes in Markdown
• stored locally
• optionally synchronized

That simplicity is its strength.

I do not have a black box. I can understand at any time what happens to my data.

Synchronization: first Syncthing, then Joplin Server

At first, I handled synchronization with Syncthing.

That works, but it is more of a generic solution.

When I learned about Joplin Server, I switched to it for testing and then stayed with it.

Today I run:

• Joplin Server in Docker
• clients on all devices
• automatic synchronization on the desktop every 10 minutes
• manual synchronization on mobile devices

Manual synchronization while traveling is a deliberate decision to avoid conflicts.

Security and access

My Joplin Server is not publicly reachable from the internet.

I synchronize only inside my home network.

When I am away, I use a WireGuard connection.

That gives me:

• full access
• no open ports
• no unnecessary attack surface

What changed in everyday use

The biggest difference is not the software, but the feeling.

I now know:

• where my data is stored
• how it is synchronized
• how I can back it up

Together with my backup concept, I can put the whole topic to rest.

Who should consider Joplin?

Joplin is not for everyone.

If you simply want to “store notes somewhere”, OneNote or similar services will probably get you there faster.

But if these things matter to you:

• independence
• control
• traceability

then Joplin is a very good solution.

If you manage your own data, you should also think about secure data erasure – especially when dealing with old devices or storage media.

If you want to securely host your data yourself and keep it under control long-term, I support you with Catarix IT in planning, implementing, and operating such solutions.

Conclusion

The migration took time, but it was worth it.

I now have a system that:

• is simple
• runs reliably
• is under my control

And that is exactly what mattered to me from the beginning.