If you’re on a mission to boost your productivity in 2024, you’re in for a treat. We’re going to jump into the superb world of Notion and uncover a few incredible tips and tricks to assist you with benefiting from this versatile tool.
In an era where there’s no time to waste, staying organized and productive is vital. Furthermore, that is where Notion becomes possibly the most important factor. This all-in-one workspace has taken the productivity world by storm and for good explanation. The Notion is an all-in-one workspace where you can form, plan, team up, and achieve more. An amazing tool can be used for various purposes, including taking notes, managing tasks, building wikis, and project management.
The Notion is a strong and versatile software application that fills in as an all-in-one workspace for notetaking, project management, data set association, task tracking, and then some. It allows clients to make and manage an enormous number of digital documents and information in a versatile and adjustable manner.
The Notion is known for its adaptability and flexibility making it famous for an extensive variety of purpose cases, from individual note-taking and task management to group cooperation and project planning. It is available as both a web application and a desktop application for various operating systems. The Notion is an incredible instrument for any person who should be more coordinated and productive. It’s easy to use and has many features that make it ideal for various tasks. If you’re looking for another workspace tool, we encourage you to try Notion.
How Notion Works
If we had to sum up the architecture of Notion in short, it would be this:
1. Information is placed within movable blocks.
2. Blocks make up pages.
3. Pages are organized in databases.
4. Data views make the data available.
We should take a look at every one of these levels one by one.
Notion Blocks
In Notion, everything is worked with blocks. When you add text to a page, it sits inside a text block. When you add a picture, it sits inside a picture block. When you add a table, it sits inside a table block.
There is a wide range of block types, and you can add and embed practically any type of content in Notion. Also, the block design makes everything easily movable, and you can just move any block around. This makes the production of a useful layout very instinctive.
Blocks really make Notion so adaptable and adjustable, because you can use them to assemble something that fits exactly the needs and requirements of your use case. Very much like you can build anything you need using LEGOs.
To clarify that blocks can be used for more than simple document creation, here is a short list to show you some of the available block types:
1. Basic blocks for text, headings, tables, records, quotes, and dividers
Inline blocks to mention individuals, refer to different pages or add dates and reminders.
2. Media blocks to insert pictures, videos, audio files, PDF records, bookmarks, and file uploads.
3. Embed blocks to insert content, data, and information from an extensive variety of third-party websites and tools, including Google Drive, Dropbox, Twitter, Google Maps, Figma, and GitHub.
4. Advanced blocks for tables of content, math equations, button automation, and synced blocks.
5. Artificial intelligence blocks that can help you with texts, outlines, and arrangements of things to do
All block types can be placed right close to one another on a Notion page.
Make Versatile Pages
At first glance, you could imagine that Notion is another document editor. Yet, given the possibilities of the basic block architecture, it can really be used for a lot more than that. That is the reason Notion calls the canvas you work on a page, rather than a document.
Remember that Notion involves blocks for everything? That is also valid for pages, as they are simply another block type.
By adding page blocks to another page, you make subpages to isolate and organize your data in a meaningful way. Exactly like you are making subfolders on your PC to store data such that we should you find what you really want rapidly.
Pages are organized in the sidebar of Notion. You use them to structure your workspace into various regions, similar to the folder structure of the operating system on your PC.
Any page can also be referenced to and connected to from some other page, so you can easily interconnect pages to jump between them with only a single tick, rather than going through the sidebar each time.
Pages can be stand-alone entities, but can also sit inside a database, which empowers various ways to organize and structure them.
Organize with Databases
Databases are one of the most impressive features of Notion and allow you to keep pages of a similar kind in one place. When used as the foundation of a workspace, databases are the way to prevent data from being spread around better places and with various organizations.
Very much like pages, databases are also just another block type. They can be used as stand-alone pages or added as inline databases to a current page, right close to blocks of different sorts.
In the classic table view, each line represents one database entry. Each database entry is comprised of a Notion page, which is expected to have a title and an unlimited number of properties.
Properties add context to every database entry. There is a wide range of property types available, including text, numbers, dropdown select choices, status, dates, people, records, checkboxes, URLs, formulas, and more.
While similar at first glance, Notion databases are different from the spreadsheets you know from Excel and Google Sheets.
Notion databases are used to organize and structure data, spreadsheets are used to coordinate and structure information. The difference between the two being is that data already has a context that makes it valuable to work with, while crude information usually expects you to make sense of it first.
There is definitely an overlap between their features and use cases, but there are also things that you can do with both of them.
Associate Databases with Relations
You can make relations between databases to pull up specific property values from one database on another database, as well as the other way around. This makes it possible to make clear structures in your workspace, while also allowing all that to be interconnected.
For example, you could have a contact database with data about your colleagues, and a database containing your business projects. You can then connect these two databases, so you can see the contact data of all colleagues engaged with a project right on the project’s page.
By structuring your data in data sets and connecting them with one another, you can construct your own custom software systems right inside Notion.
Visualize with Database Views
Each Notio database comes equipped with the choice to make various perspectives. There are six unique database view types accessible:
- Table
- Board
- Timeline
- Calendar
- List
- Gallery
For example, for a task management database, you could set up a list view with a channel that shows all of your open tasks, a board view that shows all of your work isolated by their particular class, and a calendar view that shows you for which days these tasks are scheduled.
What makes database views really amazing is the capacity to add them at this point another block type to any page in your workspace. This makes it possible to make amazing dashboard pages, which present you with all the data you want from various data sets in one place. On top of all that, Notion being a cloud-based web application makes it a terrific collaboration and sharing device.
Collaborate and Share to the Web Easily
Since Notion runs in the cloud, pages, and databases can be accessed and altered by various individuals simultaneously.
A workspace, its pages, and databases can be tailored to the particular necessities and requirements of a group. Each team member can make their own custom pages on the shared workspace data, to only see data that is relevant to them and their responsibilities.
It is also very simple to impart data from Notion to individuals who are not part of your workspace since each page can be shared at the click of a button.
How to Set Up Notion
To set up Notion, follow this process:
Create an account. You can make a free Notion account, but you’ll have to move up to a paid plan if you want more features or storage space.
Pick a template. Notion has a library of templates that you can use to get started rapidly. There are layouts for everything from project management to note-taking to personal finance.
Learn the basics. The Notion has a help center and different videos that can teach you how to use the application.
Experiment and have fun. The Notion is a best tool and easy to use. Don’t be afraid to experiment and find the most effective way to use Notion for your requirements.
Things to Keep in Mind When Setting Up Notion
Begin with a small goal. Don’t try to set up your whole Notion workspace in one day. Begin with a little goal, for example, making a page for your next project or setting up a to-do list.
Use templates. Notion’s layouts are a great method for starting rapidly. You can customize layouts to meet your requirements, or you can use them with no guarantees.
Organize your workspace. Notion allows you to make nested pages and folders. Use this to coordinate your workspace such that sounds good to you.
Use shortcuts. Notion has various keyboard shortcuts that can assist you with saving time. You can become familiar with the shortcuts in the Notion help center.
Collaborate with others. The Notion is a great tool for collaborating together with others. You can easily share your pages and data sets with other people, and you can also work on pages and data sets with others continuously.
What Can You Do with Notion?
Having read this far, you should have background information about what Notion is. Presently, we can find out about what you can do with the application. You’ll find out more about a portion of Notion’s different capacities in the subsections below.
1. Make Multiple Workspaces
One of Notion’s best (however generally underrated) features is the capacity to make various workspaces. Even if you only use a free plan, you’ll approach this tool. For every one of them, you can make various pages to assist you with keeping your life organized.
You can make new workspaces on both the web version of Notion and inside the application on your device. It is worth thinking about making various spaces for every one of the main objectives you’re striving to accomplish, like business, wellness, and learning a new language.
2. Make Important Documents
The Notion has a large number of uses, and one of those is that you can make important documents inside the application. If you’re a freelancer and have just signed another client, for example, you can use Notion to draft contracts and different arrangements that you might want to send them.
You can also use Notion to make various documents that you could have to provide for new workers. For example, you can make pages for your organization’s training techniques and codes of conduct. Something else you can use Idea for is creating to-do lists and monitoring any SMART goals you’ve set.
3. Compose Blog Posts
Whether or not you’re looking to become a professional writer, or you simply need to share a greater amount of your ideas with other people, The Notion is a great place to compose blog posts. First off, the application’s interface is responsive — and you most likely won’t have to manage application crashes or different disturbances.
The Notion has a wide range of tools you’ll require for composing blog posts, including a feature that allows you to check your word count. You can bold and italicize your text where fundamental, and the application allows you to add list items and dividers too. While writing blog posts with Notion, you’ve also got the choice to add H1s, H2s, and H3s. Also, you can incorporate pictures and more.
4. Make Content Calendars
If you put your knowledge out online, having a rough overview of what you need to do is a smart idea. The Notion has a content schedule template that makes it a lot simpler for you to settle on what you need to post. When you use the tool, you should also have fewer issues dealing with your opportunity to make the entirety of this content.
You can also make a content calendar in Notion by making a blank table. While doing this, you’ll have the option to add tags, descriptions, and the date that you’d like your presents to go live. It’s worth including connections to sites you could require for scheduling this content, like Social Bee, if you plan to share stuff via social media.
5. Make Tables for Tracking Significant Things
Tables are helpful for making content calendars, but that is not the only thing you can do with them. In Notion, you can do definitively that.
The Notion has a free template that lets you track subscriptions, and you can use this to look at other outgoings from your bank account — like food. If you don’t use a layout, you can make your budget trackers too. Besides looking at the cash going out of your record, you can also use Notion to follow your pay and ensure that you’re not spending more than you make.
6. Clip Online Resources
While studying, you’ll have to consume content from various sources. This is particularly obvious if you’re putting together an essay or something more complex. Monitoring useful resources that you could later have to use is a smart idea, and Idea provides you with a lot of adaptability in that regard.
If you download the Notion Web Clipper, you can add valuable links to pages that you’ve made. On the other hand, you can make new ones and access these at whatever point you need. Notion Web Clipper is available as an add-n for Chrome, Safari, and Firefox.
What to Use Notion For
The Notion may be a powerful platform, but many interested clients have one main question: what to use Notion for?
The Notion is a complex and all-in-one tool that can be used for various purposes. You can call Notion a notetaking and idea-organizing platform, similar to a lot of Notion options, but on the other hand, it’s far beyond that. For example, you can use Notion to take notes, track your progress, make a mindset board for art, and coordinate project details. Loads of Notion shortcuts can extend its usefulness considerably further.
Here are the three main applications that Notion of how-to-use guides typically focuses on work, student life, and daily life.
Read more: 8 Secret Websites to Super Boost Your Productivity
How to use Notion for work
Your work is one of the areas where Notion can have a huge effect. For most jobs, the work that should be done can be cataloged and fit neatly into organizational classes. The Notion is great at this, and that implies that you can use Notion to monitor things you go about in your work life. For example, the following are five different ways you can use Notion for work.
- Track goals
- Make design systems.
- Automate using API.
- Track and manage content.
- Oversee complex tasks.
How to use Notion for students
School is one more aspect of our lives where Notion can incredibly help. All things considered, there’s a major need for organization in school. In order to be successful students, we have to arrange our examples, plot out our project deadlines, and appropriately manage routine tasks.
So, how to use Notion for students? If you’re still studying, here are specific ways to use Notion for school.
- Take down detailed notes, tasks, and updates.
- Track progress on significant school projects/reports
- Manage daily, weekly, and monthly class schedules.
- Make a directory of connected notes, lessons, and related URLs
- Use some creative and aesthetic Notion templates.
How to use Notion for your daily life
Lastly, Notion can also be used to coordinate your life. This could sound a bit far-fetched, particularly if you’re not a planner or diary type of person. However, this can all change with Notion. Not only can it help you get a better grasp of your timetables, but it can also assist you in gaining more clarity and figuring out your life objectives and your purpose.
With Notion’s superior building blocks, you can involve it in almost every part of your life. The following are some examples of how you can involve Notion in your daily routine.
- Periodic journaling for better care
- Tracking individual or family costs
- Managing household projects
- Arranging ideas regarding specific ‘life buckets’
- Make a to-do list or note-taker layout for off-the-cuff ideas.
Advanced Notion Tips and Tricks
If you want to step up your Notion experiences, find the best Notion tips to use it effectively.
1. Set Notion Password
When you try to log in to your Notion account, Notion shares a temporary login code to your email address to log you in. It’s the default conduct and we’re sure many of you are not fond of it.
Notion allows you to set a password to sign in using the email ID and password the usual way. Open the Notion application go to Settings and Individuals > My Account and set Password.
2. Connect Third-Party Applications
As you may know, Notion allows you to make Kanban cards very much like Trello. You can use it as an option in contrast to Evernote. Notion allows you to import Evernote notepads, Trello sheets, and Asana tasks straightforwardly into the software. Like that, you don’t have to start the scratch in Notion.
Open Notion and navigate to Settings and Individuals > My Connected Applications and import information from the third-party applications.
3. Use Notion Reminders
Besides Notetaking, Notion tests out itself as a dedicated task supervisor as well. You can add a suggestion to a block to become notified about that. Type ‘/remind’ and add the date and time to get the notifications.
4. View Page Updates
While building a page from scratch, you go through many changes to make a page look like you want it to. Notion keeps track of each change on a page. You can tap on the update’s choice and go back in time to see the changes you have made to the Notion page.
5. Share Notion Pages
Notion means to replace Google Docs as well. And as expected, it offers the same if not better sharing abilities in the product. After creating a page, you can impart it to other Notion clients from the highest point of the share menu.
Tap on the Share button at the top, select Add People, and add your email ID. You can also set view/edit for the client. From a similar Share menu, you will see the additional clients and even eliminate them. Notion’s free adaptation allows you to welcome up to 5 individuals to your workspace.
6. Use Custom Notion Icons
Naturally, Notion allows you to pick a symbol for each page from the emoticon picker menu. However, if you like to keep the minimalistic look, you can copy icons from the Notion Icons website.
Made by Notion fans, Notion VIP allows you to use gorgeous icons in the product. Simply duplicate an icon and return to a Notion page. Click on the page emoticon and go to Link > paste the copied URL, and you will see another icon for the page.
7. Use Timeline View
This is a must-have for those overseeing projects in Notion. Notion’s Timetable organization allows you to see database things along a linear timeline, similar to a Gantt outline. It shows the sequence stylishly and understandably while uncovering any potential limit issues. This makes it valuable for introducing a project’s tasks or a series of occasions.
8. Lock a Notion Page
Notion doesn’t offer the ability to password-protect a page. Instead, you can lock a page to prevent accidental editing. You can toggle on Page Lock from the three-dot menu, and it will lock the page for more editing. Tap on the Lock symbol to open the page for editing.
9. Transform a Notion Page into a Website
Do you realize one can transform a Notion page into a full-fledged website too? Using tools like Super.so, you can change your Notion pages into quick, practical sites with custom areas, textual styles, analytics, and more.
That is not it. Super.so allows you to take advantage of third-party integration like Gumroad, Google Analytics, MailChimp, and more. The pricing begins at $12 per site each month. The developers do offer 7 days of a free trail.
10. Use Notion Templates
The built-in Notion templates take the overall software experience to a higher level. There is a layout for each use case. You can explore the Idea layout library, which comprises ready-to-go templates made by the organization and company individuals. They are separated conveniently into classifications, including Configuration, Project, Individual, Sales, Deals, Help, and more.
Notion on Mobile Devices
The Notion has a mobile application for the two iOS and Android devices. The mobile application allows you to see and alter your Notion pages and databases on the go. You can also make new pages and databases from the mobile application.
The Notion mobile application has various features that make it simple to use on cell phones, including:
A simplified interface: The mobile application has a simplified interface that is not difficult to use on a little screen.
Gesture support: The mobile application upholds gestures, for example, swiping and tapping, to make it simple to navigate among pages and databases.
Offline access: You can get to your Notion pages and databases even when you’re not connected with the web.
To use Notion on your mobile, firstly download the application from the Application Store or Google Play Store. Whenever you’ve installed the application, you can sign in with your Notion account.
Here are a few ways to use Notion on your mobile:
Use the search bar: The search bar at the highest point of the application simplifies it to find specific pages and databases.
Use the navigation bar: The navigation bar at the lower part of the application allows you to switch between pages and databases.
Use the gesture support: The mobile application supports motions, for example, swiping and tapping, to make it simple to explore among pages and databases.
Use the offline access: You can get to your Notion pages and databases when you’re not associated with the web. Notion is a powerful tool that can be used for various purposes. The mobile application makes it simple to use Notion on the go.
Data security and privacy
Data security and privacy are significant considerations while using any digital tool, including Notion. While Notion offers a range of features for organization and cooperation, you should take steps to ensure the security and protection of your information while using the platform. Here are a few tips to help you with upgrading data security and protection in Notion:
Use Strong Passwords: Make sure to use strong passwords for your Notion account. Think about using a password manager to produce and store complex passwords.
Enable Two-Factor Authentication (2FA): Notion upholds two-factor authentication. Empower this feature to add a layer of security to your record.
Control Access: Be mindful of who approaches your Notion workspace. Using sharing settings to control who can see and edit your content. Just offer data with trusted individuals or colleagues.
Information Encryption: Notion uses encryption to protect information in transit and at rest. However, for added security, you can encrypt sensitive content inside your notes or databases using encryption tools adding them to Notion.
Review Sharing Settings: Consistently review and audit the sharing settings on your documents and databases. Revoke access for clients who never again need it.
Limit Integration Permissions: If you integrate Notion with other applications or services, audit the permissions you grant. Just give necessary access to third-party services.
Sensitive Information Handling: Be cautious while storing sensitive or individual data in Notion. Think about using more specific devices for sensitive information.
Regular Backups: Notion has its backup systems, but it’s a decent practice to periodically export your information as a backup and store it.
Educate Team Members: If you’re using Notion in a group or association, ensure that colleagues are taught about information security best practices and protection rules.
Compliance: If you’re subject to specific data security guidelines, like GDPR, HIPAA, or others, ensure that your use of Notion agrees with these guidelines.
Remain Informed: Stay up with the latest with Notion’s security updates and any new features or settings connected with data security and privacy.
Report Vulnerabilities: If you find any security vulnerabilities or suspect a break, report it to Notion’s help or security team.
Frequently Asked Questions
Q1: What is Notion?
The Notion is an all-in-one workspace where you can compose, plan, team up, and get more. It’s a powerful tool that can be used for various purposes, including taking notes, managing tasks, building wikis, and project management.
Q2: What are the new features in Notion 2024?
The Notion is continually adding new features. Here are some of the new features in Notion 2024:
Invite clients to a page from a Slack directory: You can now invite clients to a Notion page directly from your Slack directory.
“Favorite” Artificial intelligence prompts for simple reuse: You can now favorite AI prompts so you can easily reuse them later.
Incorporate dependents while moving timeline things: When you shift a timeline thing in Idea, you can now decide to incorporate its dependents. This will assist you with keeping your timetable synchronized.
Independent “Share” tab for web publishing: Notion currently has a free Offer tab for web publishing. This makes it more straightforward to share your Notion pages with others on the web.
Permission levels for internal connections: You can now set permission levels for internal links. This allows you to control who can get to specific pages in your Notion workspace.
Q3: What amount does Notion cost?
The Notion has a free plan, but it has restricted features and storage space. Paid plans start at $5 each month.
Q4: Which devices can I use Notion on?
You can use Notion on different devices, including internet browsers, PCs, laptops, tablets, and cell phones.
Q5: How would I begin with Notion?
To begin with Notion, make an account on the Notion website. You can then pick a format or make your pages and data sets. The Notion has a help center and various tutorials that will teach you how to use the application.
Q6: What are a few ways to use Notion?
Here are a few ways to use Notion:
Begin with a small goal. Try not to attempt to set up your entire Notion workspace in one day. Begin with a small goal, for example, making a page for your next task or setting up a to-do list.
Use templates. Notion’s templates are a great method for getting everything started rapidly. You can customize templates to fit your needs, or you can use them as-is.
Organize your workspace. Notion allows you to make nested pages and folders. Use this to organize your workspace such that makes sense to you.
Use shortcuts. Notion has various keyboard shortcuts that can assist you with saving time. You can become familiar with the alternate ways in the Notion help center.
Work together with others. The Notion is a great device for teaming up with others. You can easily share your pages and databases with other people, and you can also work chip on pages and databases with others continuously.
Q7: How can I integrate Notion with different tools?
The Notion offers combinations with different applications and services, including Google Drive, and Slack, and that’s just the beginning. You can use these integrations to interface Notion with your current workflow.
Q8: Is there customer support available for Notion clients?
The Notion offers customer support for premium plan clients. You can contact their support team for help with any issues or questions.
Q9: Could I export my information from Notion if I decide to switch to a different device?
Indeed, you can export your information from Notion in different configurations, ensure that you can move your content if necessary.
Q10: What’s the difference between Notion’s personal and business plans?
The Notion offers individual and business strategies. Business plans offer high-level features and collaboration effort choices for teams. Personal plans are regularly for individual use.
