Zoho Notebook for Business
Overview
Zoho Notebook for Business is a purpose-built productivity platform that combines powerful note-taking, team collaboration, project management, and third-party integrations into one unified workspace. It is engineered for teams that need more than a personal notepad, with enterprise-grade storage, admin controls, and real-time collaboration tools that scale with your organization.
Why Teams Choose Zoho Notebook
- All notes are encrypted at rest, accessible only to authorized users.
- Syncs instantly across mobile, tablet, and desktop.
- Part of the broader Zoho ecosystem, integrates natively with Zoho CRM, Zoho Meeting, and more.
Getting Started
Subscribing to the Business Plan
Follow these steps to get your team set up on Zoho Notebook for Business:
- Visit our website and Sign in with your existing Zoho account, or create a free account.
- Select the number of seats/ users your team needs.
- Complete checkout or start a free trial with no credit card required.
- Once subscribed, open Zoho Notebook app and start your note taking journey.
Setting Up Your Organization
After subscribing, the account owner becomes the Organization Administrator. Use the Admin Control Panel to build out your team:
- Open Zoho Notebook web app > Go to Settings > Admin and Permissions.
- Add team members by entering their Zoho account email addresses.
- Assign the purchased license/ Notebook AI license based on their role and workload.
- You can assign role as Admin or member for any user of your organization.
Storage & File Management
The Business plan provides generous, flexible storage that grows with your team. Unlike consumer plans where storage is fixed per individual, Business storage is pooled and administrator-managed meaning you can allocate more space to power users and less to occasional contributors.
1 TB Team Storage
The base plan includes 1 TB of shared storage for up to 10 users enough to hold thousands of notes, audio recordings, scanned documents, and large file attachments for years.
Storage is managed centrally from the Admin Control Panel, giving administrators full visibility into how space is being used across the team.
100 GB Per Additional Seat
1 GB File Attachments
Attach files directly inside a note card as PDFs, presentations, spreadsheets, high-resolution images, design files, and more. The 1 GB per-file limit makes Notebook a central repository for both notes and supporting documents.
Collaboration & Sharing
Effective teamwork starts with the right access controls. Zoho Notebook for Business gives you granular sharing options from read-only reference materials to fully collaborative notebooks where the whole team contributes.
Notebook Sharing with View Access
Share any Notebook with colleagues who should be able to view its content but not make changes. This is the right choice for published SOPs, company wikis, onboarding guides, and reference materials.
- Free for all organizational accounts with no additional cost.
- Collaborators with Read-Only/ View-Only access cannot edit, delete, or add notes.
- Ideal for broadcasting information to a large group without risking accidental edits.
Notebook Sharing with Edit Access
For notebooks where multiple team members need to contribute, invite collaborators with Write and Delete permissions. This enables real-time co-authoring on shared notebooks.
- Collaborators with Write access can add, edit, and reorganize notes.
- Collaborators with Delete access can remove notes from the shared notebook.
- Permissions can be updated or revoked at any time by the notebook owner.
- Collaborators can view, create, edit, and reorganize notecards.
- Collaborators can share the notebook with other users and manage collaborator access.
- Existing collaborators and their permissions can be managed without involving the notebook owner.
- Ideal for project managers, department heads, and team leads who need to coordinate collaboration across their teams.
Notebook AI
Notebook AI is your intelligent note-taking assistant, designed to help teams create, refine, organize, and retrieve information more efficiently. Available for Zoho Notebook Business, it can be enabled by your organization administrator through the Admin Controls.
Notebook AI offers a wide range of capabilities, including:
Enhance Existing Notes
Improve and refine your notes with AI-powered assistance. You can:
- Summarize notes
- Complete unfinished content
- Improve writing and grammar
- Simplify language
- Change the writing tone
- Translate content
- Suggest relevant tags
- Ask questions based on your note content
Generate New Content
Create new content from simple prompts using Notebook AI. You can generate:
- Notes
- Checklists
- Code snippets
- Tables
- Templates
- Mind maps
If the available prompts don't match your needs, simply use the Ask Anything option to request any note-taking assistance from Notebook AI in natural language.
Audio & Video Transcription
Notebook AI can also transcribe audio recordings and supported video content into editable, searchable text, making it easier to capture meetings, lectures, interviews, and discussions.
Tip: Notebook AI works seamlessly with your notes, helping you write faster, organize better, and quickly find the information you need.For organizations that need a dedicated workspace for team collaboration, Zoho Notebook for Business includes Teams.
- Create shared workspaces for departments, projects, or teams.
- Organize multiple notebooks within a single collaborative space.
- Centralize team knowledge, documentation, and resources.
- Enable seamless collaboration while keeping content structured and easy to access.
- Ideal for project teams, knowledge bases, onboarding materials, and departmental documentation.
Teams is available for Zoho Notebook Business users and is currently supported on the Notebook web application.
Sharing Best Practices
View-Only: Company handbooks, SOPs, policy documents, meeting agendas, training materials.
Write Access: Active project notebooks, content drafts, meeting notes that the whole team contributes to.
Organization Share: Announcements, leadership updates, company-wide resources, inspiration boards.
Premium Features
The following features are exclusive to the Business plan and represent the most powerful tools available in Zoho Notebook. They are designed to meet the accountability, scale, and integration needs of professional teams.
Every action performed on a note card is automatically logged with a timestamp and the name of the collaborator who performed it. This creates a complete, immutable audit trail for every note in your organization, from the moment it is created to its most recent modification.
When to Use Activity History
Compliance and audit: Demonstrate that a document was last modified on a specific date.
Accountability: Identify which team member made a change to a shared notebook.
Recovery: Understand what changed before using Versions to revert to a previous state.
Every time a note card is saved or modified, Zoho Notebook quietly saves a new version. With the Business plan, you have access to the last 1,000 versions of any note card, giving you a granular undo history that goes far beyond a simple Ctrl+Z.
This is especially valuable for shared notes, where multiple collaborators may be editing the same card. If a team member accidentally deletes a section, overwrites content, or makes an unintended change, you can browse the version timeline and restore the note to exactly the state it was in at any prior point.
Tip: Restoring a version does not delete your current version, it creates a new version at the top of the history, so you can always go back.Business plan subscribers receive priority access to the Zoho Notebook support team through two dedicated channels: live chat and a direct phone line. This means your questions and issues are addressed immediately, no waiting in a general queue.
Business plan users can record audio for up to 60 minutes in a single session, more than enough for a full team meeting, a client interview, a lecture, or a brainstorming session. Recordings can be created as standalone Audio notecards or embedded directly inside a text note for context.
Productivity Tools
Beyond storage and collaboration, Zoho Notebook for Business includes a suite of productivity tools that automate repetitive tasks, accelerate capture, and help your team find what they need instantly.
Turn your inbox into a knowledge base. Forward any email to add@notebook.app and Zoho Notebook automatically parses the email content subject line, body, and attachments and saves it as a note under your account. No copy-paste, no manual entry.
Booking confirmation emails are notoriously cluttered. Forward your flight booking email to add@notebook.app and Notebook parses the ticket automatically, extracting your flight number, departure and arrival times, terminal information, and booking reference, then presents it as a clean, beautiful Flight Card.
All your journey details in one glance, available offline on your phone.
Some tasks and commitments need more than a one-time reminder. Custom recurring reminders let you define exactly when you want to be reminded daily, weekly, on a specific day of the month, or annually ensuring nothing falls through the cracks.
Example use cases: weekly project check-in reminders, monthly report deadlines, annual contract renewal alerts, daily stand-up prep prompts.
Scan, OCR & Document Intelligence
Your mobile camera becomes a powerful document capture tool. Zoho Notebook's scanning features let you digitize paper documents, extract text, and even capture tabular data, all indexed and searchable from the moment they're added.
Point your camera at any printed document, business card, or table. Notebook creates Document Cards and Contact Cards automatically, parsing the relevant fields.
Tabular data scanned from printed spreadsheets, inventory lists, or forms is converted into editable table cells inside a notecard.
OCR Text Extraction
Scanned documents are converted to editable, searchable text using OCR technology. Supports multiple languages. Extracted text syncs across all your devices and is fully searchable, meaning a scanned contract or printed report is as findable as any typed note.
Zoho Notebook's deep search goes beyond note titles and body text. It searches for objects and text within embedded images, extracts and searches text inside PDFs, and surfaces related notebooks and notes based on your keyword.
Whether you're searching for a client name mentioned in a scanned business card or a term buried inside an attached PDF, Smart Search finds it.
Noteboard — Kanban Project Management
Noteboard transforms Zoho Notebook into a lightweight project management tool. Organize notecards on a Kanban-style board with columns representing stages of your workflow such as To Do, In Progress, Review, and Done.
- Each notecard on the board can contain checklists, attachments, audio, and collaborators.
- Share the Noteboard with your team so everyone has a live view of project status.
- Ideal for content calendars, product launches, onboarding checklists, and sprint planning.
Whiteboard — Collaborative Brainstorming Canvas
The interactive digital Whiteboard gives your team a shared canvas for ideation. Illustrate concepts, draw diagrams, map workflows, and annotate ideas together, in real time, regardless of where team members are located.
- Multiple contributors can draw and annotate simultaneously.
- Add sticky notes, shapes, and freehand drawings.
- Whiteboard sessions are saved as notecards and remain accessible after the session ends
Zoho Notebook Business offers multiple export options to help you share, archive, or back up your notes. You can export individual notecards or entire notebooks in supported formats, upload content to cloud storage services, print notes, or copy them to other Zoho applications, making it easy to use your information wherever you need it.
Notebook analyzes the content of your notes and suggests relevant tags automatically. Browse and apply suggested tags with a tap, no manual tagging required. Tags make it easy to filter and find notes across notebooks and projects.
Pin your most important notes directly to your home screen for instant access without opening the app.
Personalize your notebooks with beautifully crafted premium covers designed by Zoho's in-house artists, or upload your own images to create a workspace that reflects your team's identity, projects, or personal style.
Real-World Use Cases
These scenarios illustrate how different types of teams use Zoho Notebook for Business in practice. Each one maps specific features to a real workflow challenge.
Editorial Team — Content Production Workflow
Role: Managing Editor, Writers, Copy Editors
The editorial team at a digital publication uses shared Notebooks organized by issue or topic. Writers draft articles in individual notecards, copy editors collaborate via Write access to annotate and refine, and the Managing Editor uses Note Activity History to track who changed what and when before publication. Version History allows the team to recover earlier drafts if a revision goes in the wrong direction. Completed articles are archived with full version history for reference and compliance.
Features used: Notebook Sharing (Write Access), Note Activity History, Version History (1,000 versions), Organization-wide sharing
Sales Team — Client Management & Travel
Role: Sales Lead, Account Managers, Field Representatives
Account managers forward client call summaries and follow-up emails to add@notebook.app, which automatically saves them as notes organized by client. Flight Cards are generated for all travel bookings. The Sales Lead shares a pipeline Notebook with Write access so the whole team can update deal status in real time. Slack integration keeps the team notified of note changes without requiring them to open the app.
Features used: Email-In Notes, Flight Cards, Notebook Sharing (Write Access), Slack Integration, Custom Recurring Reminders
HR Department — Policy & Onboarding Hub
Role: HR Manager, HR Business Partners, New Joiners
The HR team maintains a Read-Only Notebook shared across the organization containing company policies, employee handbooks, onboarding checklists, and benefits guides. Scanned policy documents are OCR-processed and fully searchable. Smart Tags make it easy for employees to filter by topic. When policies are updated, Note Activity History provides a clear record of what changed and when — supporting audit and compliance requirements.
Features used: Notebook Sharing (Read-Only), OCR Text Extraction, Smart Tags, Note Activity History, Organization-wide sharing
Independent Educator — Class Planning & Student Communication
Role: Instructor, Studio or School Owner
A yoga instructor plans each class session in Notebook — session outline, pose sequences, and timing notes in one card. Audio recordings from classes capture participant feedback. Recurring reminders ensure pre-class preparation checklists are reviewed every session. A Read-Only Notebook shared with substitute instructors ensures continuity even when the primary instructor is unavailable.
Features used: Audio Recording (1 hour), Custom Recurring Reminders, Notebook Sharing (Read-Only), Note Widgets, Export as PDF
Frequently Asked Questions
1. How many users are included in the base Business plan?
2. Is there a free trial, and what does it include?
3. Can I share a notebook with someone outside my organization?
4. How does Email-In work, and can I use multiple email addresses?
5. What happens to my data if I downgrade from the Business plan?
6. Is Zoho Notebook secure? Who can see my notes?
7. Does Zoho Notebook work offline?
8. What is Noteboard, and how does it differ from a regular Notebook?
9. Can I use OCR on scanned documents in multiple languages?
Start Your Free Trial
Zoho Notebook for Business is available to try for free, full feature access, no credit card required. Join thousands of teams who use it every day to capture ideas, collaborate in real time, and stay on top of their work.
Need More Assistance?
If you have any questions or need help with Zoho Notebook Business, we're here to help. Feel free to contact our support team at support@zohonotebook.com, and we'll be happy to assist you.