Mastering Notion: 99 Tips to Become a Pro

Overview

• Categories: Aesthetics, Functionality, Efficiency Hacks, Teams, Supercharge Notion
• Structure: Easy tips -> Advanced tips with in-depth tutorials linked in description.

Aesthetics

1. Page Layout and Font

• Layout: Centered or Full Width. Adjust via the 3 dots -> Full Width.
• Font: Change font style via 3 dots -> Style.
• Small Text: Optional smaller text setting.

2. Dark Mode or Light Mode

• Settings: Sidebar -> Settings and Members -> Appearance Tab -> Choose mode.
• Shortcut: Command + Shift + L (Mac) or Control + Shift + L (Windows).

3. Consistent Color Scheme

• Colors: 10 available colors for text and background.
• Selection: Pick 1-2 colors and stick to them.
• Icons: Add icons by hovering over the page headline -> Add Icon.

4. Animated Icons and Banners

• Use GIFs from sites like Giphy.
• Process: Copy GIF link -> Add Icon/Cover -> Paste Link -> Submit.

5. Inline Emojis

• Shortcut: Windows + . (Windows) or Control + Command + Space (Mac).
• Usage: Add context and visual appeal.

6. Multiple Columns

• Method 1: Drag information to create side-by-side columns.
• Method 2: Slash command -> Columns -> Choose layout.

7. Page Dividers

• Method 1: Slash command -> Divider.
• Method 2: Highlight text -> Set background color -> Use as visual divider.
• Method 3: Embed a narrow image from Canva.

8. Toggles

• Create: Slash command -> Toggle.
• Convert: Turn headings/text into toggles via the 3 dots -> Turn Into -> Toggle List/Heading.

9. Callouts

• Create: Slash command -> Callout.
• Elements: Icon/Emoji, Background color, Text.
• Multi-line: Drag elements into callout to unlock multiple lines/complex content.

10. Empty Callouts for Layout

• Create Clean Borders: Turn callout background to default and icon to white space.
• Embed Elements: Drag galleries/databases into callouts for a bordered look.

11. Hiding Database Names

• Settings: 3 dots -> Hide Database Title.
• Layout: 3 dots -> Layout -> Toggle off Show Database Title.

12. Empty View Names

• Create Minimalist Views: Rename view -> Empty space.
• Customization: Change view icons for a cleaner look.

13. Colorful Databases

• Embeds: Use callouts/toggles to color databases since direct color change isn’t available.

14. Resizing Columns Quickly

• Double Click: Double click on column boundaries for auto-resizing.

15. Narrow Columns for Checkboxes

• Check Property: Customize column width for checkboxes/formulas temporarily.

16. Custom Notion Wallpapers

• Collection: Download official Notion wallpapers for phones.

17. Turning off Wrap for Cleaner Look

• Settings: 3 dots -> Layout -> Toggle Wrap Columns.
• Specific Properties: Right-click on properties -> Toggle wrap.

18. Embedding Widgets

• Sources: Use widget websites like Indify.
• Embed: Copy widget link -> Notion -> Paste -> Embed.

19. Customizing Relations Display

• Settings: Click on property -> Show As -> Choose display type (Page Section, Minimal).

20. Full Width Elements in Narrow Pages

• Columns: Use two columns to extend elements beyond page width.

21. Table of Contents

• Create: Slash command -> Table of Contents.
• Customization: Combine with callouts/toggles for structured look.

22. Navigation Buttons

• Create Buttons: Slash command -> Button -> Open Page -> Customize.

23. Changing Database Views with Buttons

• Create separate pages for each view -> Use buttons for navigation.

24. Navbar in Notion

• Dividers: Create navigation bars using dividers and links.
• Sidebar: Navigation options including buttons/icons in side columns.

25. Default Icons, Fonts, and Layouts for All Pages

• Database Templates: Use templates to set defaults for new pages.

26. Embedding Favorite Tools

• Tools: Integrate tools like Rose, Figma directly into Notion using embed links.

27. Style Operator in Formulas

• Formula Decor: Use style operator for custom text/colors in database displays.

28. Customizing Notion Look with Arc Browser

• Arc Browser: Change fonts/colors/UI elements with Arc boosts.

29. Organizing Sidebar

• HQ Page: Move all pages into central HQ for cleaner sidebar.
• Favorites: Pin important pages for quick access.

Functionality

30. Anchor Links

• URLs for Blocks: Copy link to any block and use for quick jumps/navigations.

31. Sync Blocks

• Shared Content: Use sync blocks to keep consistent content across multiple areas.

32. Google Calendar in Notion

• Embedding: Public URL and Indify for better calendar aesthetics.

33. Master Databases and Linked Views

• Single Database Model: Use one database for each type of information, create linked views for organization.

34. Full-Page Master Databases

• Separate Pages: Create databases as full pages to avoid data loss.

35. Setting Up Master Views

• Reusability: Create master views in databases for consistent display and filters across workspace.

36. Filters, Sorts, View Types

• Filters: Use advanced filters to display specific data.
• Views: Combine sorts, views (List, Calendar, Board, etc.) for better display.

37. Month vs. Week Views in Calendars

• Calendar Setting: Switch between month and week view; Adjust starting day of week.

38. Grouping Data

• Grouping: Use grouping to organize and display data by specific properties.

39. Easy Progress Bars

• Number Property: Show progress as bars or rings based on numeric data.

40. Building a Task Manager with Filters

• Database Use: Set up a task manager with filters using databases.

41. Prefill Information Using Filters

• Auto-fill: Filters auto-fill new entries based on set conditions.

42. Inbox with Impossible Filters

• Empty Filters: Create inbox views by using unfulfillable filters for clean look.

43. Select Property for Scheduling

• Usage: Use select properties in boards for planning tasks (e.g., weekly schedule).

44. Adding Information Quickly with Buttons

• Button Automation: Create buttons to add pages to databases with preset properties.

45. Using Database Templates

• Predefined Structures: Use templates to preset page content and database properties.

46. Recurring Entries Automation

• Automatic Tasks: Set templates to repeat at intervals, pre-fill current dates.

47. Using Relations to Connect Information

• Database Linking: Relations connect entries in different databases for detailed datasets.

48. Rollups to Fetch Data from Relations

• Rollups: Aggregate and display related data using rollup properties.

49. Self-Referential Filters

• Dynamic Dashboards: Create templates for dynamic, self-updating pages.

50. Subtasks Feature

• Dependencies Feature: Turn on subtasks for hierarchical task structures.

51. Creating Dependencies

• Project Management: Use dependencies for automated date adjustments in timelines.

52. IF Statements for Notifications

• Custom Notifications: Use IF statements in formulas for dynamic notifications.

Efficiency Hacks

53. Slash Command

• Quick Access: Slash command to quickly add blocks and elements.

54. Convert Blocks

• Six Dots: Convert any block to another type via the six dots -> Turn Into.

55. Notion Shortcuts

• Shortcuts: Command + P (Search), Command + D (Duplicate), Command + E (Code).

56. Global Search

• Shortcut: Command + Shift + K for global search from anywhere on the desktop.

57. Notion Q&A with AI

• AI Assistant: Command + P -> Ask AI in your workspace -> Dynamic answers.

58. Page History

• Restore Versions: Use page history to restore previous versions of pages.

59. At Command

• Tags: Dates (@today), Person Tags, Page Links via @ command.

60. iPhone Widget

• Quick Access: Adding and editing Notion widgets on iPhone Homescreen.

61. Quick Edit in Gallery View

• Inline Editing: Edit properties directly in gallery or board view.

62. Freeze Columns

• Pinned View: Freeze columns by right-clicking headers -> Freeze up to column.

63. Drag to Autofill

• Quick Fill: Drag cells to autofill information in databases.

64. Drag and Drop to Databases

• Move Information: Drag page content to create new database entries.
• Calendar Scheduling: Drag tasks to calendar dates for due date setting.

65. Bulk Edit Entries

• Select/Edit Multiple: Select multiple entries -> Right-click -> Edit Properties.

66. Reapply Database Templates

• Updating Entries: Delete and reapply templates for new changes.

67. Bulk Apply Templates

• Template for Multiple Items: Select multiple entries -> Turn Into -> Select template for bulk applying.

68. Buttons to Reset Information

• Reset Values: Use buttons to clear/reset data based on filters.

Teams

69. Using Groups for Permissions

• User Groups: Create groups for streamlined permission management.

70. Information Features for Properties

• Info Tooltips: Add context to database properties for user guidance.

71. Me Filters for Dashboards

• Personalized Views: Use Me filters for individual-specific dashboard data.

72. Notion with Cron for Meetings

• Linked Docs: Attach Notion docs to Cron calendar events for prepared meetings.

73. Buttons for Dynamic Responsibility

• Dynamic Assignment: Use buttons to auto-assign tasks to the pressing user.

74. Assign Ownership Strategies

• Central vs. Decentral Ownership: Align team ownership strategies with usage scenarios.

75. Validation for Knowledge Management

• Properties: Add ‘Responsible’, ‘Approved’, ‘Valid Until’ properties for effective document management.

76. Async Team Setup with Notion

• Review Cycle: Use properties to track review cycles in async teams.

77. Explainer Properties

• Context in Formulas: Create formula properties with descriptive text for better understanding.

78. Page Settings for Guided Properties

• Tips & Guides: Use page settings to guide users on filling out properties correctly.

79. Automations for Standard Data

• Auto-fill Properties: Setup Notion automations to autofill standard properties.

80. Sync with Google Drive

• Storage Management: Sync Notion with Google Drive for better storage usage.

81. Database CSV for Analytics

• Export Data: Export databases as CSV for external analytics.

82. Dynamic Reporting with Rose

• Live Charts: Sync Notion data to Rose for dynamic, updated charts.

Supercharge Notion

83. Links in Formulas

• Dynamic Links: Use links in formulas for clickable, dynamic directions.

84. Auto Responsibility with Automations

• Assign Roles Based on Properties: Create automations to assign responsible parties based on database properties.

85. Tally for Quick Submissions

• Form Creation: Use Tally forms for direct Notion database input.

86. Master Tags for Organization

• Tagging System: Use a master tag system for cross-database categorization and organization.

87. Statistics Database

• Insights & Widgets: Create a stats database for dynamic insights and widgets.

88. Learning Notion Formulas

• Advanced Usage: Dive deep into formulas for enhanced Notion functionalities.

89. Charts with Rose

• Embedding Charts: Embed Rose charts in Notion for dynamic data visualization.

90. Daily Task Reminders

• Email Notifications: Create email reminders for daily tasks.

91. Push Notifications

• Custom Alerts: Build automations for custom push notifications to mobile.

92. Siri for Quick Capture

• Voice Commands: Use Siri shortcuts to add notes/tasks to Notion.

93. Dynamic PDFs

• Google Docs Integration: Create dynamic PDFs using Notion data and Google Docs templates.

94. Notion with ChatGPT

• AI Integration: Use ChatGPT for tasks like macro-nutritional analysis and recommendations.

95. FAQ Pages

• Documentation: Create FAQ pages for frequently asked questions to streamline information sharing.

96. Speed Up Notion

• Performance Optimizations: Set load limits, reduce visible properties, and use toggles for better performance.

97. Notion Web Clipper

• Browser Extension: Use Notion's web clipper for quick information capture.

98. Join Notion Community

• Networking: Engage with Notion communities on Reddit, LinkedIn, and Twitter for insights and help.

99. Keep Exploring

• Continuous Learning: Watch tutorials and learn from others to keep improving your Notion usage.