Workspace on mobile

Camille Ricketts
Apr 24 '19 Β· 10 min read Β· 430 views
We've built Notion on mobile to replicate as much desktop functionality as possible. That said, there are a number of interactions that work differently by default. This is a quick tour of how Notion workspaces look and operate on your phone or tablet πŸ“±

The basics

1. Sidebar

  • Notion's sidebar navigation remains tucked away on mobile until you need it.
  • Just tap ☰ on the top left of any page to expose the sidebar.
  • It works the same way as it does on desktop except without hover states.
  • It excludes some desktop options like Import and Templates.

2. Editor

  • Notion's editor is the default screen on mobile. Pages take up the entire screen.
  • Control menus for the editor are tucked away in fewer icons at the top right.
  • We've added a handy "New Page" option as a circled icon at the bottom right.

Sidebar tools

Workspace switcher, search & new page

The very top of your sidebar includes these tools:
  • Workspace switcher: Tap on your current workspace's name to switch between the workspaces you belong to, create a new one, join another one, or log out. More here β†’
  • Search: Tap on the πŸ” icon to open the search window, where you can either type in a query or jump to a recently visited page. More on search here β†’
  • New page: Tap the icon of a pencil writing in a box to create a new page. You'll have the ability to choose where you want to put it on the next screen.

Workspace

  • Any of the pages under Workspace in your sidebar can be seen and shared by other members of the workspace.
  • Everyone sees the same order of pages here, so if you make a change, that change will show up for everyone.

Nested pages

  • Tap on any toggle in your sidebar to reveal pages nested inside pages.
  • For database pages, you can open the toggle to see the different views of that database you've created. They are represented with a β€’ next to them.

Shared pages

  • Any pages you've shared with only select individuals (as opposed to everyone in your workspace) will appear under Shared. This section appears only when needed.
  • Other members of your workspace will not be able to see these pages unless they're invited.

Private pages

  • All the pages in this section can only be seen and accessed by you.
πŸ‘‰
Note: To reorder pages in your sidebar, or move them between sections, tap and hold a page and swipe to drag up or down. Any page takes all its sub-pages with it. You cannot drag a page inside another page on mobile.

Favorites

  • Favorite pages to pin them to the top of your sidebar for quick access.
  • As soon as you do this, you'll see a Favorites section appear in your sidebar at the top. More on favoriting here β†’

Page options

  • You'll see a + icon and a β€’β€’β€’ icon to the right of every page in your sidebar.
  • Tap the + to create a new page nested underneath that page.
  • Tap β€’β€’β€’ to open a menu of options that includes:
    • Undo/Redo: Undoes the last page movement (or redoes it).
    • Delete: Deletes the page.
    • Duplicate: Makes an exact copy of the page in your workspace.
    • Move to: Lets you choose another workspace or page to put the page inside.
    • This menu also shows who edited the page last and when.
πŸŽ’
Tip: You can collapse and expand any section of your sidebar by tapping on its heading, i.e. Workspace, Shared, Favorites, Private.

Dark Mode

  • Tap to turn on a black backdrop with light writing.
  • Tap it again to turn back to Light Mode.

Notifications & Settings

Many more Notion settings are available on desktop. We've slimmed these down for mobile to include only:
  • Notifications options for email and mobile push.
  • The option to start calendar weeks on Monday instead of Sunday.

Trash

  • Tap to see deleted pages split into two categories: all deleted pages, and sub-pages deleted off the current page you're looking at.
  • Tap the trash icon to delete a page forever.
  • Tap the arced arrow icon to restore a page to your workspace.

Help & Feedback

This brings up a menu of resources to get in touch with our support team and learn more about Notion as a company:
  • Our help center (which you're currently looking at).
  • The option to chat with our support team in the app.
  • Keyboard shortcuts (Markdown works on mobile).
  • Our What's New page with release notes for new features.
  • Join Us takes you to our jobs page (we're hiring!).
  • Terms & Privacy takes you to that documentation.
  • A link to our Twitter account β€” @NotionHQ.
  • Version information for the software on desktop and mobile.

Editor tools

Compose options

  • In the editor, a toolbar appears above your keyboard. It contains all the options you need to add content to your page.
  • First and foremost, you can just start typing to add text to your page.
  • Tap the + to see a full menu of other content block types you can add to your page. This replaces the / command functionality on desktop.
  • From this toolbar, you can also @-mention a person or page, add a comment, insert an image, delete content, indent, select text color and highlight, and delete and duplicate a content block. Scroll horizontally to see all these options.

Breadcrumb navigation

  • Always know where you are in respect to your navigation. This shows you where the page you're currently looking at fits into other pages in your workspace.

β€’β€’β€’ Menu

This menu contains editorial options and actions:
  • Style: Choose from three different typography choices to format your page.
  • Undo/Redo: Take back your last action on a page, or reinstate it.
  • Page Lock: Turn this on to prevent edits from being made.
    • Database Lock: Turn this on to prevent others from changing properties and views.
  • Add to Favorites: Pins the page to the top of your sidebar.
  • Page History: View past versions of the page going back 30 days (for paid plans only, indefinitely on Enterprise Plans). Much more on this here β†’
  • Show Deleted Pages: Opens up Trash so you can restore or permanently remove pages you've deleted. More on this here β†’
  • Delete: Deletes the page.
  • Export: Download the page as a file. Databases get saved as CSV files, while non-database pages get saved in Markdown. You can also export either as PDF or HTML.
  • Move To: This opens up a menu where you can choose any other workspace or page to move the current page into.
  • Word Count: A handy reference for the number of words on any page.
  • Last Edited: See who last made a change on the page and when.

Share menu

Tap the share icon (square with upward arrow) to open this menu. From there, you can share the current page with others in a number of ways:
  • Public Access: Turn this on to publish your page to the web so anyone with the link can see it. Tap the dropdown menu that says Disabled and choose Can Read or Can Comment. Notion users will be able to comment, and everyone else will be able to read the page.
  • Workspace Access: Turn this on to give everyone in your workspace the ability to see the page. Tap the dropdown menu to the right and choose from Full Access, Can Edit, Can Comment, Can Read or Disabled to assign a level of access for people in your workspace.
  • Groups: You may also see groups that have been created in your workspace that you can assign different access levels to. More on that here β†’
  • Invite a Person: Tap the blue button at the top of this screen to invite another Notion user who does or does not belong to your workspace. They'll join as a guest.
  • Copy Page Link: Tap this button at the top right to copy the link to this page so you can easily share it with people. Only those with access will be able to see it.
  • Learn more about sharing here β†’

Updates menu

Tap the clock icon at the top right to open this menu, which shows you notifications and changes that are relevant to you on Notion.
  • Tap All to see all revisions on pages you follow, and all mentions of you in the workspace.
  • Tap Followed just to see edits made on pages you follow.
  • Tap Mentions to see where you've been mentioned throughout the workspace. Tap any individual mention to go straight to the page you were mentioned on.
  • Tap This Page to see changes, comments and mentions relevant only to the page you're currently looking at. You can also choose to follow the page here. Click on the clock icon to the right of any revision to go to that version (or restore it) in Page History.
πŸ‘‰
Note: Solid blue dots indicate a new mention or change to a page. Pale blue dots indicate that you've already seen the update but haven't acted on it.

FAQs

  • Can I switch between workspaces that are associated with different email addresses?
    Currently, you can only use the workspace switcher at the top left if you're using the same email address for each workspace. We don't support multiple email access yet, but it's on the to-do list πŸ˜…What we generally suggest as a workaround is having one account logged into the desktop app and one in a browser, or both using our web app with one using an incognito window.
  • I clicked the Create or Join Workspace button, but it will only let me create a workspace. How do I join a workspace?
    You can only join a workspace via the Create or Join Workspace button if that workspace has the Allowed Email Domains setting enabled, which lets users with your email domain join the workspace automatically.
    If this is not the case, you'll need to ask an admin from the workspace to send you an invite.
  • My sidebar doesn't have any sections. How do I turn those on?
    The sidebar sections reflect the sharing settings of your account. If you have more than one person in your workspace, a Workspace section appears in the sidebar for your collaborative work with that person, and the Private section is there for your personal pages that are only visible to you. That said, you can enable these sections manually by clicking Share at the top right of any page, and turning on the Workspace Access switch.
  • When I subscribe to a paid Personal Plan or Team Plan, does it cover all my workspaces?
    Paid subscriptions only apply to one workspace, and don't cover the whole account. Workspaces are completely separate silos, so you won't be able to link any content between them. We recommend using the least number of workspaces possible, and taking advantage of top-level pages in your sidebar to stay organized.
  • What if I accidentally deleted something permanently? Any way to get it back?
    If you accidentally delete a page, a workspace, or even your entire account, we can help! Accidents happen πŸ˜…Just send us a message in the app by clicking ? at the bottom left on desktop (or in your sidebar on mobile). Or email us at team@makenotion.com.
    We keep per-minute backups of our database, which allows us to restore a snapshot of your entire content at any minute in the past 30 days if you need it.
  • How do I log out of my Notion account?
    Click on your current workspace's name at the very top left of your sidebar. Scroll to the bottom, and you'll see the option to Log Out next to your email address.
    On mobile, tap the ☰ icon at the top left, then tap the workspace switcher at the top of that menu. Tap Log Out at the bottom.

Related guides

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 team@makenotion.com ✌️
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