Delve vs Notion: Which Knowledge Management Tool Is Right for You?

Compare Delve and Notion for team collaboration and knowledge management. See pricing, features, and which tool fits your workflow better.

Updated 2026-09 · 2026

Delve

Microsoft's intelligent search and discovery tool for Office 365

Included with Microsoft 365user/month

Strengths

+Deep integration with Microsoft 365 ecosystem
+AI-powered content discovery based on work patterns
+Automatic organization of documents and emails

Weaknesses

-Requires Microsoft 365 subscription (starts at $6/user/month)
-Limited customization options
-Less flexible than dedicated knowledge bases

Best for

Organizations already using Microsoft 365 who need intelligent document discovery and don't want to pay for additional tools

Notion

All-in-one workspace for notes, docs, wikis, and project management

Free - $15user/month

Strengths

+Highly flexible and customizable workspace
+Generous free plan for individuals and small teams
+Excellent for creating wikis, databases, and documentation

Weaknesses

-Steeper learning curve for advanced features
-Can become slow with large workspaces
-Offline functionality is limited

Best for

Teams wanting a flexible, customizable workspace for documentation, wikis, and project management without Microsoft 365 dependency

Feature Comparison

Feature	Delve	Notion
Free Tier	No (requires Microsoft 365 subscription)	Yes (unlimited blocks for individuals, limited for teams)
Starting Price	$6/user/month (Microsoft 365 Business Basic)	$0 (Free plan) or $10/user/month (Plus, billed annually)
Document Creation	Limited (primarily uses Word, SharePoint)	Extensive with blocks, databases, and templates
AI-Powered Discovery	Yes (learns from work patterns)	Limited (basic search, AI features in premium)
Customizable Workspaces	No (fixed interface)	Yes (highly flexible)
Database Functionality	No (uses SharePoint lists)	Yes (native databases with multiple views)
Microsoft 365 Integration	Native (Word, Excel, Teams, Outlook)	Limited (via third-party integrations)
Real-Time Collaboration	Yes (through Office apps)	Yes (native in Notion)
Mobile Apps	Yes (iOS, Android)	Yes (iOS, Android)
Offline Access	Yes (with Office apps)	Limited (read-only on mobile)
Template Library	Limited	Extensive community templates
API Access	Yes (Microsoft Graph API)	Yes (Notion API)

The Verdict

If you're already paying for Microsoft 365, Delve is included and provides intelligent document discovery without additional cost. However, Notion offers a superior free tier and more flexibility for teams that want to build custom wikis, databases, and documentation systems. For budget-conscious teams not locked into Microsoft's ecosystem, Notion's free plan provides significantly more value.

How to switch from Delve to Notion

1Export your underlying files before switching: since Delve has no native export, go into OneDrive and SharePoint and use their built-in 'Download' or bulk export feature to pull files as a ZIP, and use Outlook's 'Export' wizard to save emails as a .pst file.
2Convert exported files into Notion-friendly formats — Word docs and PDFs can be dragged directly into Notion, while SharePoint lists should be exported as CSV so they can be imported as Notion databases.
3Use Notion's native importer (Settings & Members > Import) to bring in Word, HTML, Markdown, or CSV files in bulk, and manually recreate any SharePoint list structures as Notion databases with matching properties.
4Rebuild your Microsoft 365 integrations using Zapier, Make, or Notion's official Slack/Teams connectors, since Delve's native Outlook and Teams surfacing has no direct Notion equivalent.
5Recreate any Delve-style discovery manually by setting up a shared Notion workspace home page with linked databases and a wiki structure, since Notion doesn't auto-surface content based on user activity.
6Migrate your team in phases — start with one department, confirm the imported content and permissions are correct, then roll out workspace access and turn off Delve-dependent workflows once everyone has moved over.

Delve vs Notion: common questions

How do I export my data from Delve to Notion?+

Delve itself has no export button because it doesn't store any data — it's a discovery layer over content already sitting in OneDrive, SharePoint, and Outlook. To migrate, download the underlying files directly from OneDrive/SharePoint (bulk download or the SharePoint admin center) and export Outlook items via Outlook's built-in export tool, then import those files into Notion as Markdown, CSV, or HTML.

What do I lose if I switch from Delve to Notion?+

You lose Delve's AI-driven relevance ranking, which surfaces documents based on your Microsoft Graph activity and coworker interactions, and its automatic, zero-setup discovery across Outlook, Teams, and SharePoint. Notion requires you to manually organize and link content — it doesn't automatically resurface relevant files based on your work patterns.

Is Notion's free plan enough for a small team switching from Delve?+

For a small team, Notion's free plan can work initially since it gives unlimited pages and blocks, but it caps file uploads at 5MB and limits page history to 7 days. Most teams outgrow the free tier quickly once they need admin controls, longer version history, or bigger file uploads, pushing them to the Plus plan at $10/user/month billed annually.

Can I still integrate Notion with Outlook and Teams after switching from Delve?+

Yes, but not natively — Notion connects to Outlook and Teams through third-party tools like Zapier, Make, or the unofficial Notion-Teams connectors rather than a built-in integration. It's functional for syncing tasks or notifications, but it won't match Delve's native, automatic surfacing of related Microsoft 365 content.

Will switching from Delve to Notion cost more over time?+

Yes, in most cases. Delve is bundled into your existing Microsoft 365 subscription at no extra charge, while Notion adds a separate per-user cost on top of that — $10/user/month for Plus (billed annually) or more for Business. If your team is already paying for Microsoft 365, switching means paying for two overlapping tools instead of one.