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I only run documentation for a small team (4 people), so can´t comment on scaling. But after a lot of failed attempts (word document, text files, wiki) for now we settled on MS OneNote... yeah I know... as team leader I was resistant to it. But after noticing my team members had each started their individual notebooks, I thought - what's the point on trying to force them to use something I think is better but that is not working for everyone, when they already found the solution for themselves.

The setup we use is a monolithic MS OneNote notebook stored on MS Sharepoint.

I know this setup is dependent on your shop buying the "expensive MS stuff", but we already had it anyway...

This setup gives us the following "features":

- Everyone can edit at the same time

- Changes are tracked and identifiable by username (you can rewind the file history)

- Editing process is very easy and user friendly (you can drag in files, images etc into your notes, and it just integrates seamlessly. particularly with the rest of the MS Office suite)

- OneNote notebook layout is actually pretty good (horizontal tab based main sections, that can each hold multiple pages of content. these pages can be visually organized in a hierarchy)

- It has good search functionality




The takeaway here isn't to use OneNote, but to utilize a tool your team is comfortable with and will contribute to. Kudos for going against your own preferences to accommodate your team.


My team's got OneNote notebooks stored on shared network drives, which works very well with same the benefits you list.

To open the notebook and be able to start typing (or pasting in from email etc) is a very low barrier of entry, compared to say using a Confluence wiki page and having to login then click edit.


That's what we have in a lot of teams here, and we have to look for an alternative now that Microsoft is dropping support for local storage in Onenote.

The last version to work with local storage (not cloud) is Onenote 2016, which is supported until 2025.


My experience is similar to yours.

We also have a monolithic MS OneNote notebook. The notebook is shared by 30+ people and we haven't experienced scaling issues at that level either.

To add to your list of features, the macOS and iOS apps work well which is nice since we have a mix of Windows and macOS users.


> "To add to your list of features, the macOS and iOS apps work well which is nice since we have a mix of Windows and macOS users."

True!

And it also has a very good web version so you can easily browse the documentation even if you are not on your main work computer (from home, from a coleague's desktop or laptop). This is a feature I really on all the time actually.

IMHO MS has really step up their game in terms of the web versions of their apps. A couple of years ago we were still being force fed this clunky outlook web version that only worked properly in IE, and now we have popper functional cross browser web apps for everything.

Screenshot of One Note web interface: https://www.microsoft.com/en-us/microsoft-365/blog/wp-conten...


Isn't Onenote only available on Onedrive (Microsoft's cloud) after Office 2016? So you won't be able to keep it on your Sharepoint in the future.


In my case we have Office 365 subscriptions so everything is guaranteed to keep working in the future. I said it is stored on sharepoint because technically it is where it is stored. In terms of user experience it is surfaced via MS Teams (i.e. I upload it via MS teams, and I go to MS teams to get the link. but the file itself lives on the office 365 provided sharepoint server... this part of the MS ecosystem is shambles...)




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