With OneNote for Windows 10 reaching end of support this October, Modern Workplace Technical Architect, Adam Bamping, takes us through an alternative for your notetaking: Microsoft Loop. Find out about how Microsoft Loop works compared to OneNote and whether it’s a suitable alternative as we approach OneNote end of support.
OneNote started it all. A versatile digital notetaking application that allows users to create, organise and share notes across multiple devices. Part of the Microsoft 365 suite, OneNote is designed to enhance productivity and collaboration. It provides a powerful platform for capturing ideas, managing projects, and storing information in a structured manner.
OneNote offers a versatile way of notetaking, with notebooks, sections and pages that can be neatly organised and easily accessible. It allows you to add various types of content to your notes, as well as allowing for collaboration with multiple users all working on the same notebook simultaneously. The app, available on multiple platforms, has cloud storage and syncing, meaning notes can be access from any device, any time.
How can you use Microsoft OneNote? In education, OneNote can be used to organise class notes, assignments and study materials. In business, it can help you manage meeting notes, project plans and client information, facilitating collaboration and information sharing with teams. You can also use OneNote to keep track of personal tasks, goals and ideas, as your digital planner.
However, support for OneNote for Windows 10 is ending – what can take the place of such a versatile note-taking application?
The support for OneNote for Windows 10 is set to end in October 2025, alongside end of support for Windows 10, and will no longer be included in Windows 11. This change will affect organisations and education facilities that rely on OneNote for Windows 10 for collaborative notetaking, project management – there are a few options:
- Microsoft 365 OneNote: available as an app or on the web through your Microsoft 365 subscription
- Microsoft Loop: available as an app or on the web through your Microsoft 365 subscription
What is Microsoft Loop?
You might think OneNote and Microsoft Loop are the same. In some ways they are but, is your working day focused more on individual or collaboration tasks and projects? For many of us, I would say collaboration is how we now work. Shouldn’t this be reflected in the applications that we use? Perhaps we need the power of Microsoft Loop within our OneNote pages.
Here’s a comparison of the features of Microsoft OneNote and Microsoft Loop:
Feature | Microsoft OneNote | Microsoft Loop |
Organisation structure | Notebooks, sections, pages | Loop workspaces, Loop pages, Loop components |
Multimedia integration | Text, images, audio, videos, embedded files | Text, images, tables, embedded components |
Real-time collaboration | Yes | Yes |
Cross-platform availability | Windows, macOS, iOS, Android, Web | Web and integrated with Microsoft 365 applications |
Integration with Microsoft 365 | Outlook, Teams, Word | Teams, Outlook, Word, OneNote |
Search and tagging | Robust search, tagging for categorisation | Basic search, relies on Microsoft 365 integration for tagging |
Handwriting and drawing support | Yes, with stylus input | Limited, primarily text-based |
Templates | Various predefined templates | Flexible pages, custom components |
Cloud storage and syncing | Stored in the cloud, synchronised across devices | Stored in SharePoint, OneDrive |
Security and privacy | Password protection for sections and notebooks | Managed through Microsoft 365 permissions |
Business use | Manage meeting notes, project plans, client information | Project management, real-time collaboration, integrated with Teams |
Personal use | Digital journal, planner | Collaboration-focused |
Impact of user leaving | Data retained, permissions reassigned | Data retained, permissions reassigned, managed through Microsoft 365 |
Sharing across organisations | Shareable links * | Shareable links with external users, permissions managed |
* The OneNote workbook must be stored in OneDrive or SharePoint site
Just like OneNote, Microsoft Loop is part of the Microsoft 365 ecosystem, so the licence requirements for using Microsoft Loop are tied to the Microsoft 365 subscription plans. To use Microsoft Loop, you will generally need one of the following Microsoft 365 plans that include access to the necessary applications like Teams, Outlook, Word, and OneNote:
- Microsoft 365 Business Basic
- Microsoft 365 Business Standard
- Microsoft 365 Business Premium
- Microsoft 365 Apps for Business
- Office 365 E1
- Office 365 E3
- Office 365 E5
- Microsoft 365 E3
- Microsoft 365 E5
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(Note: Microsoft 365 subscriptions and plans are required. Office 365 subscriptions and plans do not provide Microsoft Loop.)
Just like OneNote, Microsoft Loop has three sections:
- Loop workspaces: These are shared spaces where teams can organise and collaborate on projects. Workspaces provide a centralised location for all the relevant content, including documents, files, and tasks, enabling team members to stay informed and aligned.
- Loop pages: Pages within Loop workspaces are flexible canvases that can include various types of content such as text, images, tables, and more. These pages can be used for brainstorming, note-taking, and sharing information in real-time.
- Loop components: These are modular pieces of content that can be embedded across different Microsoft 365 apps such as Microsoft Teams, Outlook, and OneNote. Loop components can be anything from task lists to tables and can be updated in real-time, ensuring that the latest information is always available regardless of which application is being used.
You might think this is very similar to OneNote, but there are some standout differences.
Loop pages are created within Loop workspaces. You can have pages, achieved by dragging one page into another. Or better yet, using the ‘/’ key you can create a subpage, which then nests itself into your main page. With this, you can clearly build chapters into pages but keep specific details separate – maybe you want to share and collaborate.
Your shortcut options in Microsoft Loop – which even extend beyond the screenshot. Credit: Adam Bamping.
You can have standalone Loop components or they can be located within a page and shared out through other Microsoft apps – the choice is yours. Standalone components are ones that are created within apps like Microsoft Teams or Outlook.
A loop component can be included in an email. Credit: Adam Bamping.
Integration with Microsoft Teams and Microsoft 365 technologies
Microsoft Loop integrates seamlessly with Microsoft Teams, allowing you to access and collaborate on Loop workspaces and pages directly within Teams. This means you can collaborate with colleagues in real time during meetings and conversations, making it easier to manage projects and share information within your teams.
Loop components can be embedded in Teams chats and channels, providing a dynamic and interactive way to share content. For instance, a task list created in Loop can be inserted into a Teams channel, where team members can update and track progress collaboratively.
Beyond Teams, Microsoft Loop integrates with other Microsoft 365 applications, enhancing the overall productivity and collaboration experience. Loop components can be added to Outlook emails, OneNote notebooks, Word documents, and more, ensuring that the collaborative content is accessible and editable across different platforms.
What do you need to consider?
Transition to Microsoft Loop
With the end of support for OneNote for Windows 10, Microsoft Loop is a strong alternative for collaborative work. Loop offers dynamic components that can be integrated across various Microsoft 365 applications, providing a seamless experience for users.
Enhanced collaboration
Microsoft Loop allows for real-time collaboration, enabling team members to co-author documents, manage tasks, and share updates efficiently. This can enhance productivity and streamline workflows within an organisation.
Integration with Microsoft 365
Loop is deeply integrated with the Microsoft 365 ecosystem, including Microsoft Teams, Word, Excel, and Outlook. This integration ensures that you can access and collaborate on content across different applications without any disruptions.
Futureproofing
By adopting Microsoft Loop, you can futureproof collaborative processes. Loop is designed to evolve with the changing needs of modern workplaces, offering continuous updates and improvements.
Microsoft Loop storage location
Just like meeting recording for Microsoft Teams. Depending on where the Microsoft Loop component was created, impacts where the .loop file is stored.
Loop content originally created in | Location |
Loop app | in Loop workspace – SharePoint Embedded * |
Copilot Pages | in Loop workspace – SharePoint Embedded * |
Teams channel meeting | In Meeting folder – SharePoint site |
Teams channel | in Channel folder – SharePoint site |
Teams private chat | in Microsoft Chat files folder – user’s OneDrive |
Teams private meeting | in Meeting folder – user’s OneDrive |
Outlook email message | in Attachment folder – user’s OneDrive |
OneNote for Windows or for the web | in OneNote Loop files folder – user’s OneDrive |
Whiteboard | in Whiteboard\Components folder – user’s OneDrive |
*SharePoint Embedded is an API solution that allows the use of Microsoft 365’s file storage, collaboration, compliance, and AI for any app.
What happens to Microsoft Loop when someone leaves an organisation?
When someone leaves your organisation, the impact on Microsoft Loop can vary depending on how their content and permissions are managed. Here are some key points to consider:
- Ownership and access to Loop workspaces and pages: Loop workspaces and pages are typically owned by the organisation rather than individual users. If a user leaves, the ownership and access to these workspaces and pages can be reassigned to another team member or an administrator to ensure continuity.
- Loop components: Since Loop components are embedded across various Microsoft 365 applications, any content created by the departing user will remain accessible to other team members who have the necessary permissions. This ensures that collaborative content such as task lists, tables, and notes continue to be available and up-to-date.
- Permissions management: Administrators can manage and update permissions to ensure that the right people have access to the necessary Loop workspaces, pages, and components. This may involve revoking the departing user’s access and granting it to other team members.
- Data retention and compliance: Being part of the Microsoft 365 ecosystem, Loop adheres to your organisation’s data retention and compliance policies. Any data created or modified by the departing user will be retained according to the organisation’s policies, ensuring that important information is not lost.
- Seamless transition: To facilitate a smooth transition, it’s essential to have processes in place for reassigning responsibilities and content ownership. This may include exporting relevant content, updating project details, and ensuring that new users are familiar with the tools and workflows in Microsoft Loop.
Migrating OneNote sections and pages to Microsoft Loop
Currently there is no easy process of migrating OneNote to Microsoft Loop. It’s very much a case of copy and paste. If importing a .pdf or .docx, these files appear with links within Microsoft Loop – their contents are not embedded within a page or component.
Note: importing files is not possible within the default ‘My workspace’. A new personal workspace should be created.
Can we share our Microsoft Loop pages and components between organisations?
Yes, Microsoft Loop pages and components can be shared between organisations.
Step two: select who to share your workspace with. Credit: Adam Bamping.
A nice little touch: by using the security within Microsoft 365 we can protect the workspace, page or components with an expiration date. To do this, follow these steps:
- Create a Loop component or page: Start by creating the Loop component or page that you want to share within Microsoft Loop.
- Generate a shareable link: Once the component or page is ready, generate a shareable link. This can be done by clicking on the “Share” button and selecting the option to create a link that can be accessed by external users.
- Set Permissions: Configure the permissions for the shareable link. You can choose to allow editing or view-only access. Ensure that you select “Anyone with the link” or “Specific people” and list the external users or organisations that need access.
- Share the Link: Share the generated link with the external organisation through email, Teams chat, or any other communication method. The recipients will be able to access and collaborate on the shared Loop component or page based on the permissions set.
- Manage Access: You can manage or revoke access to the shared Loop components and pages at any time by going to the sharing settings and updating the permissions.
It’s possible to disable external sharing independently from all other from your overall tenant. This is achieved through SharePoint Powershell.
Set-SPOApplication
– OwningApplicationID a187e399-0c36-4b98-8f04-1edc167a0996
– OverrideTenantSharingCapability $true
– SharingCapability $disabled
However, there are always drawbacks. Microsoft Loop has been around for a couple of years. It’s still very young compared to OneNote. There are a couple I’ve found just from using Loop for a few weeks, then Microsoft has its own list:
- No offline mode – this means you cannot access Microsoft Loop without being online
- No migration from OneNote to Microsoft Loop – I would like to fully transition to Microsoft Loop, but I don’t want to copy and paste everything from OneNote
- Microsoft known issues in the overview of Loop components
Hopefully you can see some of the benefits of Microsoft Loop – clearly I’ve been recently made a convert. While OneNote isn’t going away (far too many people depend on it), there are many advantages to using Microsoft Loop. OneNote and Microsoft Loop working together is the best of both worlds. Perhaps a good starting point is to use Microsoft Loop components within OneNote to boost collaboration and familiarise yourself with the product. After all, if you have the Microsoft subscription, you’re already paying for it.
