Tables

Camille Ricketts
Mar 14 · 10 min read · 27 views
A table is the classic database view, but tables in Notion are more than just rows and columns. Each row opens up into its own page, and can contain whatever properties you want.

Create a table

There are several ways to add a table to Notion:

Full-page table

  • Create a new page in your workspace.
  • Click on Table in the grayscale menu provided.
  • If you want to create a full-page table inside another page:
    • On a new line, type /table full and press enter.
    • Now when you go back to your original page, you'll see this table nested inside it.

In-line table

You can add an in-line table to a page that contains many different types of content.
  • On a new line, type /table, then hit enter.
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Note: Expand in-line tables to full-page by clicking at the top right. Hover over the top of your table to see its option menus. Click ••• to see the Properties, Filter, and Sort options.

Table view in a database

You can add a table to an existing database to view its data in that format. More on views here →
  • Click + Add a View or the name of the current view at the top left of your database.
  • Select Table from the dropdown menu, and give it a name in the text box.
  • Click Create and your brand new table will pop up.
  • You can still toggle back to other views using that same left dropdown.

Open a row as a page

Every row in a Notion table is its own page where you can add more content.
  • Hover over the row, and click the ⤢ OPEN button.
  • It'll open in preview mode. Click ⤢ Open as Page at the top left to make it full-page.
  • You'll see all your properties organized at the top.
    • Click on the property name to edit it or its type.
    • Click in the property field to edit its content.
    • Reorder properties by hovering and using the ⋮⋮ to drag and drop them up or down.
  • You can also add a new property to your table from the page by clicking + Add a Property.
  • Under properties, there's space for comments that will be attributed to you. You can @-mention people or pages here, too.
  • The body of the page can be edited just like any other Notion page. Add whatever content blocks you want, including in-line databases.

Add a new row

There are several ways to add a new item to your table.
  • Click the + that appears on hover next to any row. This creates a new row below it.
  • Click the blue New button at the top right. This creates a new row at the top, and immediately opens it as a page.
  • Click + New at the bottom of your table to add a new row right there.
  • If you're in the last row of your table, press enter and a new one will appear.

Row options

Click the ⋮⋮ icon that appears on hover to the left of each row (or right click on the row) to bring up this menu of options:
  • Delete: Deletes the row from your list.
  • Duplicate: Creates an exact copy of the row below it.
  • Copy Link: Copies an anchor link to that specific row to your clipboard.
  • Rename: Lets you rename the page in your row without opening it.
  • Move to: Lets you move the row to another workspace or page (where it will show up as a sub-page).
  • Edit Property: Brings up a menu with all your table's properties. Click the one you want and then click the new value for it.
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Tip: You can apply these actions to multiple rows at once. Just select all the rows you want to modify and right click. Helpful for editing properties in bulk.

Customize your table

Edit your table so it does the job you need it to do. There are several ways to change its rows, columns, and appearance to fit the task at hand.

Edit properties

In tables, each column is a property of the item in the first column. So, for example, this is a table of articles to read. The article title goes in the first column, while the property columns capture dates, status, tags, and URLs. To edit the properties in your table:
  • Click the + all the way to the right of your last column.
  • Or click Properties at the top right of the table, then + Add a property.
  • Give your column a name and select the type of property from the Property Type menu. Learn more about properties here →
  • Click a column heading to change its name and the type of property it contains.
  • Hide columns in your table by clicking Properties, then switching off the properties you don't want shown. Switch them back on the same way.

Rearrange columns & rows

Switch up how your table is ordered with drag-and-drop on desktop or browser.
  • For rows, hover, then click and hold the ⋮⋮ icon on the left to drag it up or down.
  • For columns, click and hold their headings to drag them left or right (like below).
    • Resize columns by hovering over their edges, and dragging right or left.
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Tip: You can also rearrange your columns by clicking Properties at the top right, then using the ⋮⋮ icon next to the properties shown to drag them up or down.

Wrap cell content

If your cells contain a lot of content, you can have it appear on multiple lines.
  • Click on the ••• icon at the top right of your table and switch on Wrap Cells.
  • To have your cells only show one line, switch off Wrap Cells.

Filter your table

View only the rows that fit certain criteria, depending on what you need.
  • Click Filter at the top right of your table.
  • Choose which property you want to filter by from the dropdown.
  • Choose the condition you want to use, i.e. Contains, Does not Contain, etc.
  • Define the value of the property you want to see, i.e. a specific tag or date.
  • You can add multiple filters at once this way too!
  • Remove filters by clicking the X icon next to them in the Filter menu.
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Tip: Create a new view of your table and apply your filter. Now you can toggle between your full data set and filtered table any time.

Sort your table

When you sort your data by any property in Ascending or Descending order, all the data from that row will travel together automatically.
  • Click Sort at the top right of your table.
  • Choose the property you want to sort by and then choose Ascending or Descending. You'll see your table rearrange in real-time.
  • You can add multiple sorts to a table, with sorting criteria taking precedence based on their order in the list. (You can use the ⋮⋮ to drag and drop them up or down.)
  • Remove sorts by click the X icon next to them in the Sort menu.

Search your table

You can search for specific content in your table.
  • Click Search at the top right and type the word(s) you're looking for in page titles or properties.
  • You'll see your table change in real-time to only show the rows that fit that criteria.

Link to your table

You can copy an anchor link to this specific view of your table so you can share it elsewhere.
  • Click the ••• icon at the top right of your table.
  • Click Copy Link to View and the URL will copy to your clipboard so you can paste it.

Calculations

At the bottom of every column in your table, you can run calculations that will show you information about the data contained in that column.
Hover below the last row in your table, then click the word Calculate that appears under any column you want to learn more about:
  • You'll see a dropdown menu containing these calculation options:
    • Count All: Gives you the total number of rows in the column.
    • Count Values: Counts the number of property values contained in the column. Example: See the total number of files uploaded in a column.
    • Count Unique Values: Counts the number of times a certain property value is used (without counting duplicates). Example: The number of people assigned tasks.
    • Count Empty: Counts the number of rows that do not have a value in the column. Example: See the number of tasks that have yet to be assigned.
    • Count Not Empty: Counts the number of rows where the column is filled. Example: See the number of tasks that are already assigned.
    • Percent Empty: Gives you the percentage of rows that do not have the chosen property filled in. Example: Let's say your table contains tasks and you want to see what percentage of tasks are not done yet. You could create a checkbox property column to check when tasks are done. Percent Empty could be selected under that column to show the percentage of cards without checked boxes.
    • Percent Not Empty: Gives you the percentage of cards that do have the property filled in. Example: Same one as above, only the percentage would show the percentage of tasks that have been done.
    • Earliest Date: If you have time-related properties in your table like Last Edited or Created Time, you can choose to show when the oldest row was edited or created — i.e. 4 months ago. Helpful to get a quick sense of how long tasks have been lingering.
    • Latest Date: Shows when the newest row was last edited or created — i.e. just now. Helpful for seeing how up to date the table is.
    • Date Range: Shows you the time gap between the oldest and newest edit or creation time — i.e. 2 weeks.
  • If you have a Number property in your table, you unlock several other calculation options:
    • Sum: Shows the sum of the numbers in the column.
    • Average: Shows the average of the numbers in the column.
    • Median: Shows the median of the numbers in the column.
    • Min: Shows the lowest number in the column.
    • Max: Shows the highest number in the column.
    • Range: Subtracts the lowest number from the highest.

Table use cases

Here are some use cases for tables from our team and the Notion community:

FAQs

  • Is there a way to add background colors to specific cells? Or conditional formatting?
    Not at the moment, unfortunately. It's a popular feature request though, so definitely on our radar! For the time being, you can use Select and Multi-select properties to add a pop of color to your table 🎨
  • Why can't I delete the Title property?
    Our tables are a lot different than traditional spreadsheets, since each row represents a database entry that can be opened as its own page, or visualized in other database views. The Title property gives you access to database pages. That said, you can drag the column left or right to re-order it however you want!
  • Is there a way to skip the modal view, and always Open as Page by default?
    Not at the moment, unfortunately.
  • Does Notion have simple (non-database) tables?
    Not at the moment — it's a popular feature request though and on our to-do list.
    For the time being, you can click and drag text blocks to create columns, more on that here.
  • How can I tell which pages in my database contain comments?
    If you add a comment in the discussion section of a database page, or anywhere in the body of the page, you'll see a word bubble appear in that row of your table with the number of comments it contains.
  • How can I turn a full-page database into an in-line database?
    To turn a full-page database into an in-line database, you can just drag the database into another page in the sidebar, which will turn it into a sub-page.
    Then click the ••• button at the right of the title of the subpage, and go to Turn Into Inline in the dropdown menu to turn it into an in-line database.
    To turn it back into a full-page database, you can click and drag the in-line database back into your sidebar.

Related guides

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