Several people need different access to a shared workspace
Page permissions and database access rules suit managed collaboration.
Notion vs Obsidian
Choose around where your notes need to live and who must work on them. Notion organizes a shared workspace. Obsidian gives you a personal collection of local files. Both have grown beyond that shorthand, so the practical differences are in permissions, offline preparation and migration.
Which software fits your needs
Your main concern is a durable personal archive
The local Markdown vault can be used outside the application.
The short answer
Start with Notion for an ongoing team process with shared pages and structured records. Start with Obsidian for a personal archive you want to control as files. Neither wins every workflow and neither should be chosen solely because an old comparison says the other cannot work offline.
Prices and billing terms
Published prices keep their original currency and billing terms. Taxes, promotions and checkout prices can differ.
Notion
Free
Free
No subscription charge
AvailabilityGlobal availability; local terms apply
Personal use has unlimited blocks. Multiple-member Free workspaces have a block limit.
SourcePlus
Check current price
Per member; monthly or annual billing
AvailabilityUS checkout not verified
Live page returned GBP prices with an ambiguous billing toggle. A verified USD checkout quote is required.
SourceBusiness
Check current price
Per member; monthly or annual billing
AvailabilityUS checkout not verified
Includes more AI and permission features than Plus. Exact USD amount withheld because locale and billing were not established.
SourceObsidian
Core
Free
No account or paid license required
AvailabilityGlobal
Free for personal and commercial use.
SourceSync Standard — monthly
USD 5.00/month
Billed monthly per user
AvailabilityUSD list price
1 vault, 1 GB storage and 5 MB maximum file.
SourceSync Standard — annual
USD 48.00/year
Billed annually per user
AvailabilityUSD list price
Annual total calculated from the advertised $4 per month billed annually.
SourceSync Plus — monthly
USD 10.00/month
Billed monthly per user
AvailabilityUSD list price
10 vaults, 10 GB storage and 200 MB maximum file.
SourcePublish — annual
USD 96.00/year
Billed annually per site
AvailabilityUSD list price
Annual total calculated from $8 per month billed annually; separate from Sync.
SourceThe details, side by side
14 features
Documented differences. An unverified answer means we do not have enough evidence.
Platforms
Offline use
Notion
All plans can download pages in desktop and mobile apps; browsers do not support this offline mode.
Vendor documentedSource
Obsidian
The local vault remains available without a connection; Sync merges changes when connectivity returns.
Vendor documentedSource
Offline preparation
Notion
Subpages need separate downloads. A downloaded database initially includes 50 rows from its first view.
Vendor documentedSource
Obsidian
Not yet verified for this product.
Collaboration
Notion
Pages support view, comment and edit permissions; guests need a Notion account to collaborate.
Vendor documentedSource
Obsidian
All collaborators need Sync. Shared vaults do not provide live co-editing cursors or fine-grained permissions.
Vendor documentedSource
Export
Notion
Pages and workspaces can export as HTML, Markdown and CSV; an export cannot instantly restore a workspace.
Vendor documentedSource
Obsidian
Markdown files are directly accessible. Vault settings and extensions live separately in the .obsidian folder.
Vendor documentedSource
Project portability
Notion
Desktop and web import Markdown, Word, CSV and other formats. Evernote notes import as database items.
Vendor documentedSource
Obsidian
API import converts databases and formulas to Bases with limitations. ZIP import does not preserve databases.
Vendor documentedSource
Free plan limits
Notion
Individual blocks are unlimited; Free uploads are limited to 5 MB per file and history to 7 days.
Vendor documentedSource
Obsidian
Core use is free without a mandatory account. Sync and Publish are optional services.
Vendor documentedSource
AI features
Notion
Free and Plus include an AI trial. Business lists Notion Agent and AI Meeting Notes.
Vendor documentedSource
Obsidian
Not yet verified for this product.
Database access
Obsidian
Not yet verified for this product.
Export scope
Notion
Exports omit pages the exporter cannot access; whole-workspace export is available on desktop or web.
Vendor documentedSource
Obsidian
Not yet verified for this product.
Storage format
Notion
Not yet verified for this product.
Obsidian
Notes are Markdown text in a local folder and can be edited with other text editors.
Vendor documentedSource
Privacy and storage
Notion
Not yet verified for this product.
Use at work
Notion
Not yet verified for this product.
Obsidian
Commercial use is free; the paid commercial license is optional support.
Vendor documentedSource
Team limit
Notion
Not yet verified for this product.
Obsidian
A shared vault supports at most 20 collaborators according to the current help page.
Vendor documentedSource
| Feature | Notion | Obsidian |
|---|---|---|
| Platforms | Desktop apps for Windows and macOS with web and mobile access. | Windows, macOS, Linux, iOS and Android apps are documented. Vendor documentedSource |
| Offline use | All plans can download pages in desktop and mobile apps; browsers do not support this offline mode. Vendor documentedSource | The local vault remains available without a connection; Sync merges changes when connectivity returns. Vendor documentedSource |
| Offline preparation | Subpages need separate downloads. A downloaded database initially includes 50 rows from its first view. Vendor documentedSource | Not yet verified for this product. |
| Collaboration | Pages support view, comment and edit permissions; guests need a Notion account to collaborate. Vendor documentedSource | All collaborators need Sync. Shared vaults do not provide live co-editing cursors or fine-grained permissions. Vendor documentedSource |
| Export | Pages and workspaces can export as HTML, Markdown and CSV; an export cannot instantly restore a workspace. Vendor documentedSource | Markdown files are directly accessible. Vault settings and extensions live separately in the .obsidian folder. Vendor documentedSource |
| Project portability | Desktop and web import Markdown, Word, CSV and other formats. Evernote notes import as database items. Vendor documentedSource | API import converts databases and formulas to Bases with limitations. ZIP import does not preserve databases. Vendor documentedSource |
| Free plan limits | Individual blocks are unlimited; Free uploads are limited to 5 MB per file and history to 7 days. Vendor documentedSource | Core use is free without a mandatory account. Sync and Publish are optional services. Vendor documentedSource |
| AI features | Free and Plus include an AI trial. Business lists Notion Agent and AI Meeting Notes. Vendor documentedSource | Not yet verified for this product. |
| Database access | Business and Enterprise support database page-level access rules. Vendor documentedSource | Not yet verified for this product. |
| Export scope | Exports omit pages the exporter cannot access; whole-workspace export is available on desktop or web. Vendor documentedSource | Not yet verified for this product. |
| Storage format | Not yet verified for this product. | Notes are Markdown text in a local folder and can be edited with other text editors. Vendor documentedSource |
| Privacy and storage | Not yet verified for this product. | Official Sync documents end-to-end encryption; local-only use does not send notes to Obsidian. |
| Use at work | Not yet verified for this product. | Commercial use is free; the paid commercial license is optional support. Vendor documentedSource |
| Team limit | Not yet verified for this product. | A shared vault supports at most 20 collaborators according to the current help page. Vendor documentedSource |
Start with one real workflow
For a team project, define the actual handoff: one person updates a task, another reads the brief and a client comments on one page. Notion's permission model is useful for this separation. For individual research, define a different handoff: capture an idea today and still open the underlying note years later. Obsidian's file model is useful there. These are recommendations based on the documented structure, not measured productivity gains. Try your most frequent task before building a large system around either tool.
Source 1Source 2Offline now means different things
Notion can download pages on every plan in its desktop and mobile apps. Important subpages need preparation. A database initially downloads 50 rows from its first view. Browser offline is excluded. Obsidian's local vault does not require that page-by-page preparation. For a flight or unreliable connection, make a small travel pack before leaving: the main document, attachments and several older references. Confirm that the actual device opens them. Neither a desktop screenshot nor a cloud sync check proves that every phone attachment is ready.
Source 1Source 2Budget for the workflow you actually need
Both core personal workflows can begin free. In Notion, adding workspace members changes the relevant Free limits and paid plans charge per member. A verified US price was not established in this research, so this page does not invent a monthly amount. Obsidian separates its free editor from Sync and Publish. Official Standard Sync is $5 per user on monthly billing or $48 for an annual commitment. A website for your notes is a different purchase. Compare the full recurring bundle instead of treating either headline free label as a complete cost.
Source 1Source 2Sharing is more than synchronizing
Obsidian shared vaults require every collaborator to have Sync. They do not offer fine-grained permissions or simultaneous cursors in one note. That may be acceptable for two people maintaining separate documents, but it changes the recommendation for a client who should see only a small part of your work. Notion has explicit view, comment and edit roles. Before choosing, write down who may read, change and reshare each document. A successful trial should reproduce those boundaries with sample content rather than assume all collaboration checkmarks mean the same thing.
Source 1Source 2Moving from Notion needs an import strategy
Obsidian now documents two Notion import routes. The API route can convert databases and formulas into Bases, with limitations such as importing only the primary database view. The ZIP route does not preserve databases. That difference matters for a workspace with more than prose. Keep an independent export and test a representative database before moving everything. Check links, attachments, formulas and the meaning of each property. This is a migration checklist, not a claim that this site has executed the import or verified every type of Notion workspace.
Source 1Source 2Which choice will remain useful?
Choose Notion when your information must become a shared operating process and the access model earns its complexity. Choose Obsidian when ownership of the underlying archive matters more than a managed team workspace. You can also keep a private research vault and publish selected conclusions into a team workspace, but that introduces two places to maintain. Avoid adding that overhead by default. Keep the initial experiment small enough that you can reverse the decision and judge it by completed work, not the number of templates or extensions installed.
Source 1Source 2Our take
Notion is the stronger shortlist candidate for managed collaboration. Obsidian is the stronger candidate for a personal archive with direct file access. Choose using your actual sharing and offline needs.
Common questions
Does Notion work offline now?
Yes, downloaded pages work in desktop and mobile apps on all plans. Browser access and several online features are separate.
Is Obsidian free for work?
Yes. Its commercial license is optional support. Official Sync and Publish remain paid add-ons.
Check the sources
Evidence used for this comparison. A checked date records when we reviewed the source, not a promise that the vendor has made no changes since.
- Download Notion for desktop (opens in a new tab)
www.notion.com
- Export Notion content (opens in a new tab)
www.notion.com
- Import data into Notion (opens in a new tab)
www.notion.com
- Use Notion pages offline (opens in a new tab)
www.notion.com
- Notion pricing (opens in a new tab)
www.notion.com · Retrieved GBP. US price and active billing toggle were not verified.
- Notion sharing and permissions (opens in a new tab)
www.notion.com
- Collaborate on a shared vault (opens in a new tab)
help.obsidian.md
- Import from Notion (opens in a new tab)
help.obsidian.md
- Obsidian pricing (opens in a new tab)
obsidian.md
- How Obsidian stores data (opens in a new tab)
help.obsidian.md
- Obsidian Sync plans (opens in a new tab)
obsidian.md
Keep comparing
Notion vs Craft: running a workspace or shaping a document?
Note-taking · Shortlist Notion when structured records and managed access are central to the work. Shortlist Craft when the document is the main deliverable. Both have usable free entry points, but their limits and paid billing need careful interpretation rather than a universal cheaper label.
Obsidian vs Bear: file control or focused Apple writing?
Note-taking · Shortlist Obsidian for direct file access and a mixed Windows, Linux or Apple setup. Shortlist Bear when your daily writing happens on Apple devices and you prefer its focused notes model. Browser access does not erase Bear's native-platform limits.
Obsidian vs Logseq: local notes with different structures
Note-taking · Obsidian is the clearer shortlist choice when you specifically want a vault of Markdown files. Logseq is worth evaluating when linked blocks and structured graph workflows match how you think. Treat its newer database edition as an evolving product with a separate backup and migration plan.