I tried Microsoft’s NotebookLM rival in OneNote and it’s amazing

Introduction: The Dawn of Intelligent Note-Taking

The landscape of digital productivity has been irrevocably altered by the introduction of AI-powered knowledge management tools. For years, we have operated within the rigid confines of traditional note-taking applications, acting merely as digital scribes recording information linearly. The release of Google’s NotebookLM shifted the paradigm, offering a glimpse into a future where our notebooks are not just storage containers but active, intelligent partners in thought. However, as we delved deeper into the ecosystem of Microsoft, we discovered a formidable contender that has been quietly evolving under the guise of a familiar interface: the new Copilot Notebooks integrated directly into Microsoft OneNote. We decided to put this Microsoft NotebookLM rival to the ultimate test, and what we found was nothing short of transformative. This is a comprehensive deep-dive into why we believe Copilot Notebooks represent the next evolutionary leap in personal and professional productivity, effectively rendering traditional note-taking obsolete.

Our exploration began with a simple premise: could Microsoft, a titan of enterprise software, match the specialized focus of a startup darling like NotebookLM? The answer we found was not just a match, but a strategic overtake. By embedding generative AI directly into the fabric of OneNote—a tool used by millions daily—Microsoft has not just created a new feature; they have weaponized the vast repository of user data, organizational knowledge, and interconnected digital artifacts that already exist within the Microsoft 365 ecosystem. This article will serve as an exhaustive guide to our findings, detailing the architecture, functionality, and practical application of Copilot Notebooks, and why this platform is poised to become the gold standard for AI-assisted thinking.

Understanding the Paradigm Shift: From Digital Notebook to Cognitive Partner

Before we dissect the mechanics of Copilot Notebooks, it is crucial to understand the fundamental shift in user experience they represent. The traditional note-taking model, even in its most advanced digital forms, is passive. We type, we paste, we organize. The tool is a servant, not a collaborator. NotebookLM, the first major disruption in this space, introduced the concept of a “source-centric” notebook where users upload documents (PDFs, text files) and then “talk” to that specific corpus of information. It reduces the friction of synthesizing complex materials.

Microsoft’s Copilot Notebooks take this concept and build upon it with a significantly broader and more integrated vision. Instead of requiring users to upload disparate files into a siloed environment, Copilot operates on the entire Microsoft Graph. The “sources” are not just PDFs you manually upload; they are your recent emails, your OneDrive files, your Teams transcripts, your calendar appointments, and the very text on the page you are currently editing in OneNote. This is a critical distinction. Where NotebookLM asks you to create a new, contained study group, Copilot Notebooks leverage the reality of your existing digital workflow. It transforms OneNote from a static repository into a dynamic “second brain” that understands the context of your work.

The experience is astonishing. We found ourselves able to ask questions like, “What were the key action items from my last three project meetings, and how do they relate to the Q4 budget proposal I drafted last week?” Copilot could answer this not by searching a single notebook, but by synthesizing information from recorded Teams calls (transcribed via Microsoft Copilot), the email containing the budget draft, and the OneNote page where we jotted down preliminary figures. This holistic approach is what makes the experience “amazing.” It breaks down the walled gardens between our documents, communications, and thoughts, creating a unified, searchable, and generative intellectual workspace.

Deep Dive into the Architecture of Copilot Notebooks

To truly appreciate the power of this tool, we must examine its underlying architecture. When we create a “Notebook” within OneNote, we are not just making a new section group. We are essentially defining a bounded context for Copilot’s AI models to operate within. This is a sophisticated semantic container.

The Power of the Microsoft Graph Integration

The single greatest advantage Copilot Notebooks holds over any competitor is its deep integration with the Microsoft Graph. The Microsoft Graph is the intelligent graph of data and relationships that underpins the entire Microsoft 365 suite. It connects users, conversations, documents, and events. When we activate Copilot within a OneNote Notebook, we are granting it permission to query this immense graph.

For example, we can tag a colleague in a OneNote page. Copilot can immediately access their profile, recent activity, and shared documents to provide context. If we mention a specific project code, Copilot can pull the latest status updates from a Microsoft Planner board or a SharePoint site. This level of connectivity transforms the notebook from a personal tool into a live portal for an entire organization’s collective intelligence. The AI is not just reading the text on the page; it understands the relationships between entities, deadlines, people, and ideas, providing answers that are contextually rich and actionable.

Multi-Modal Input and Contextual Synthesis

We tested the limits of its input capabilities, and the results were impressive. Copilot Notebooks are inherently multi-modal. While you are writing text, you can have an active PDF open in a browser tab, a transcript from a Teams meeting on your screen, and a financial spreadsheet in Excel. You can then ask Copilot to “Write a project summary based on the meeting transcript, the financial data in the spreadsheet, and the core problems outlined in the PDF.”

The AI is able to parse these different modalities, understand the content, and synthesize a coherent document directly within your OneNote page. This process of synthesis is far more advanced than simple summarization. It involves identifying thematic connections, contradictions, and gaps in information across multiple sources. We observed that Copilot could perform what we term “cross-source pattern recognition,” a capability that drastically reduces the cognitive load on the user. The “amazing” feeling comes from watching an AI connect dots you didn’t even realize were there.

Practical Applications: How We Are Using Copilot Notebooks

Theory is one thing, but practical utility is what determines a tool’s worth. We integrated Copilot Notebooks into our daily workflows for two weeks, and the impact on efficiency and clarity was measurable.

Revolutionizing Meeting Management and Follow-Ups

The most immediate and profound impact was on our meeting cadence. Previously, a typical post-meeting workflow involved re-watching parts of the recording, cross-referencing chat logs, transcribing handwritten notes, and then manually drafting an email summary. With Copilot Notebooks in OneNote, this entire process is condensed into minutes.

We would start a meeting with a blank OneNote page open. As the meeting progressed, we would jot down fragmented thoughts and keywords. After the meeting, we opened Copilot and prompted: “Generate a comprehensive meeting summary based on the entire conversation, identify key decisions, and create a list of action items assigned to each participant.” Copilot, having access to the recorded audio and transcript via Microsoft Teams, produced a summary that was not only accurate but also contextually aware of who was present and what was said. It then drafted the follow-up email for us, which we could review and send directly from the OneNote interface. This single workflow change saved an estimated 15-20 minutes per meeting, a significant productivity gain at scale.

Accelerating Content Creation and Research

For our content and research teams, Copilot Notebooks became an indispensable research assistant. We were working on a complex technical brief that required synthesizing information from white papers, internal data logs, and competitive analyses.

Instead of manually sifting through dozens of documents, we created a dedicated “Research” Notebook in OneNote. We uploaded the relevant PDFs, pasted links to internal data dashboards, and clipped web articles. We then used the “Query Sources” feature to ask targeted questions:

• “What are the common pain points mentioned across these three white papers?”
• “Compare the methodology in the primary source with the results from our internal data.”
• “Draft an outline for the introduction of our brief, using the key themes identified in these sources.”

Copilot provided detailed, cited answers. It could pull direct quotes, extrapolate themes, and even suggest new avenues for inquiry. This capability moves beyond simple writing assistance into the realm of augmented thinking. It allows researchers to maintain a high-level strategic view while the AI handles the granular, time-consuming task of information retrieval and initial structuring.

Personal Knowledge Management (PKM) and Learning

The utility of Copilot Notebooks extends beyond corporate settings into the personal domain of learning and knowledge management. We used it to prepare for a certification exam. We uploaded our course textbook (as a PDF), lecture notes, and practice questions into a notebook. Copilot then became our tutor.

We could ask it to “Generate a practice quiz based on Chapter 4 of the textbook,” or “Explain the concept of ‘distributed systems’ in simple terms, using examples from my lecture notes.” The AI’s ability to re-contextualize and reformat information based on the specific source material we provided was a game-changer for self-directed learning. It allowed us to interact with the material in a dynamic, Socratic manner, solidifying our understanding far more effectively than passive re-reading ever could.

Copilot Notebooks vs. NotebookLM: A Comparative Analysis

While we are clearly enamored with the capabilities of Copilot Notebooks, it is fair to acknowledge the strengths of its primary rival, NotebookLM. A direct comparison highlights why Microsoft’s approach is ultimately more powerful for the average professional.

• Data Silos vs. Integrated Ecosystem: NotebookLM requires a deliberate act of “lifting and shifting” data into its environment. This creates a silo. Your notebook is only as smart as the files you remember to upload. Copilot Notebooks, by contrast, are a window into your existing data. The knowledge is already there; Copilot simply provides the interface to unlock it. This is a “pull” vs. “push” model of data management.
• Source Citations: Both platforms excel at citing their sources. NotebookLM’s citation feature, which links directly to the source text, is excellent. Copilot’s implementation is equally robust, often providing links back to the original document, email, or Teams conversation, which is crucial for enterprise verification.
• Collaboration: This is another area of stark difference. NotebookLM is largely a single-user experience. Copilot Notebooks are designed from the ground up for collaboration within Microsoft 365 Groups and Teams. We can share a OneNote Notebook containing a Copilot-powered workspace, and team members can ask questions and receive answers based on the shared sources. This collaborative AI layer is something NotebookLM cannot currently offer.
• Ease of Onboarding: NotebookLM has a very clean, minimalist, and focused UI that is arguably easier for a brand new user to grasp. The OneNote interface, with its tabs, sections, and ribbons, can be intimidating. However, for existing OneNote users, the addition of Copilot feels like a natural and powerful evolution rather than learning a completely new tool.

Getting Started: A Practical Guide to Your First Notebook

For those ready to experience this revolution, the path is straightforward, provided you have the necessary access.

Prerequisites and Access

First and foremost, access to Copilot for Microsoft 365 is required. This is a paid license, typically available through enterprise Microsoft 365 subscriptions. This is a key differentiator from the free or lower-cost tiers of some competitors. Once you have the license, ensure your OneNote application is updated to the latest version that supports Copilot integration.

Creating and Populating Your Notebook

1. Create the Container: In OneNote, we recommend creating a new Section or Section Group and naming it clearly for your project (e.g., “Q4 Strategy Project”). This will act as the “Notebook” or bounded context for Copilot.
2. Seed with Sources: This is the most critical step for optimal results. Populate this section with every relevant piece of information. Paste meeting notes, link to documents in SharePoint or OneDrive, use the “Clip to OneNote” browser extension for web articles, and transcribe your thoughts freely. The more context you provide, the more intelligent the AI’s responses will be.
3. Initiate the Copilot Pane: Click the Copilot icon in the OneNote ribbon. This will open the Copilot chat pane, which is now contextually aware of the content within your current Notebook section.

Mastering the Art of the Prompt

The quality of your output is directly proportional to the quality of your input prompts. We found the following prompt structures to be particularly effective:

• For Synthesis: “Synthesize the key themes from the past three meeting notes in this notebook. Present them as a bulleted list with citations.”
• For Generation: “Based on the data points listed in the OneNote page ‘Project Alpha Data,’ draft a two-paragraph executive summary for our stakeholders.”
• For Transformation: “I have a brainstorming list of ideas on the page ‘New Features.’ Please reorganize these into a prioritized roadmap based on the technical feasibility notes in the linked ‘Engineering Specs’ document.”

The Future is an Integrated Second Brain

Our extensive testing leads to an inescapable conclusion: Microsoft’s Copilot Notebooks are not merely a “rival” to NotebookLM; they are a glimpse into the inevitable future of knowledge work. The “amazing” feeling we experienced was not just about the novelty of conversing with an AI. It was the profound sense of liberation that comes from offloading the tedious, mechanical tasks of information management to a capable digital partner.

By seamlessly weaving AI into the fabric of OneNote, Microsoft has done what it does best: it has taken a cutting-edge concept and made it accessible, scalable, and deeply integrated into a platform that millions already trust and use daily. The ability to query your entire digital workspace—from emails and chats to documents and notes—is a superpower. It erases the friction between having an idea and seeing it through to a finished product. For individuals and organizations already invested in the Microsoft ecosystem, Copilot Notebooks are not just an amazing tool; they are an essential upgrade to the very way we think, create, and collaborate. The era of the static digital notebook is over. Welcome to the age of the cognitive workspace.