Notion databases are special for three reasons:
- They're highly customizable — you can add whatever types of data you want!
- Every item you add is its own Notion page to organize even more information.
- You can view the same database a number of different ways to get work done.
You'll see what we mean 👇Let's start with the basics.
1. Create a new table
- Add a new page and select
- The first column is where you enter your database items.
- Each column in a Notion table corresponds to a property that gives your item context.
- Define different properties (i.e. date, person, etc.) to add specific context to each item.
Propertiesat the top right of your table, and the menu under
Property Typeto see all of your property choices.
- Here are just a few examples of properties:
- Multi-select: Lets you add multiple tags (that you create) to your data.
- Date: Associates dates with your items, like due dates or event dates.
- Person: Inserts people on your team, for example who has been assigned a task.
- Files & Media: Lets you upload files, images, and other media related to your data.
- Checkbox: Denotes whether something related to a database item has been done.
- Full guide on properties here →
- Here's how a database with several different types of properties looks:
2. Add data to your table
- For this example, we'll create a task database.
- Add some projects you're working on in the
- Now add some
Tagsusing the multi-select property. Suggestion: P1, P2 and P3 to indicate priority of the task.
- Let's edit the column currently labeled
File. Click on that heading to edit the property's name and type.
- Change its name to
Due Date. And under
Property Type, select
Datefrom the menu.
- Now when you click on a cell under
Due Date, you'll see the date picker. Every property type will bring up a different set of options.
Fileproperties will prompt you to upload a file.
Personproperties will bring up a menu to select people in your workspace.
3. Open a row as a page
- Every item in a Notion database is also a whole page of its own! You can add any content you want inside, including other databases.
- In our task database example, this would let you keep all notes and content related to a task neatly bundled inside that task.
- To open a row as a page, hover over a cell in the first column and click
⤢ OPEN. It will look like this:
- You can add or edit any properties. And you can add any content into the body of the page:
4. Create a view
- You can create different views of the same data. Put it into a board, a calendar, a list or a gallery — depending on your needs. Let's try one.
+ Add a Viewat the top left of your table.
- Give your view a name and choose
Boardfrom the dropdown.
- This turns rows from your table into cards on a board, grouped by tag. Clicking on a card still opens it as a page.
- There are many ways to customize the way your board looks:
- Hide or edit any column by clicking the
•••icon to the right of its heading.
- Add new cards by clicking
+at the top of columns, or
+ Newat the bottom.
- To rearrange columns, drag and drop their headings.
- Go to
Propertiesat the top right to switch on the properties you want displayed on your cards (or to add new ones).
- You can also group your cards by a different property by clicking
- Hide or edit any column by clicking the
- Learn more about boards here →
- Now let's turn our board into a calendar so you can see when tasks are due.
- Click on the name of your current view to switch between your views or add a new one.
- Calendars let you view when things are happening, when projects are due, etc. Cards appear on the dates you choose:
- Clicking on any card opens it as a page.
- Use the
Propertiesmenu to switch on the properties you want on your cards.
- Learn more about calendars here →
- Different views are good for different things:
5. Filter your data
- Filter by property to focus on specific parts of your database.
- Let's go back to our table view for this.
- Now, click
Filterat the top of your table, then
+ Add a Filter.
- Choose the property you want to filter by and the criteria that needs to be met.
- The middle dropdown will give you different options depending on the property.
- In this case, let's choose
Tagsas the property, and say it must contain
- You'll see your database change in real time based on your filter criteria.
- You can add as many filters as you want.
- To turn a filter off, go back to the
Filtermenu and click the
- You can create views based on various filters:
- Add a new view and title it.
- In that view, filter your database however you want.
- Toggle between views to see your data filtered different ways! ✨
- Examples: Only see tasks assigned to you, or only P1 tasks, or only tasks tagged in a certain project.
6. Sort your data
- Sorts let you reorder your database depending on the values in certain properties.
Sortat the top of your table, then
+ Add a Sort.
- Choose the property you want to sort your database by. For example, choose
Due Datesand then
Ascending. This reorders tasks from closest to furthest due date.
- Sorts are helpful for quickly ordering your data by priority, date, tags, etc.
- Similar to filters, you can apply multiple sorts and always turn them off in the same menu.
- You can also create new views showing different sorts.
Now that you've created a couple different types of pages, let's move on to how to find and arrange them in your workspace!
Something we didn't cover? Message us in the app by clicking
?at the bottom right on desktop (or in your sidebar on mobile). Or email us at firstname.lastname@example.org ✌️