If you’re a Notion user, you know its power to organize your life, projects, and work. But are you truly harnessing its full potential? Many users scratch the surface, missing out on crucial Notion hacks that can transform their workflow. This article is for anyone looking to go beyond the basics, streamline their processes, and reclaim valuable time in 2024.
Why This Matters
Notion is more than just a note-taking app; it’s a flexible workspace that can adapt to almost any need, from personal journaling to complex project management. However, its very flexibility can be overwhelming. Without smart strategies and Notion tips and tricks, you might find yourself manually repeating tasks, struggling to find information, or simply not leveraging the interconnectedness that makes Notion so powerful. Mastering these hacks means less friction, more automation, and a significant boost in your daily productivity.
Main Body with Clear Sections
1. Master Keyboard Shortcuts and the / Command
Notion is built for speed. Ditching your mouse for keyboard shortcuts can save you countless minutes. The most fundamental is the `/` command, which brings up a menu to add any block type, create new pages, or embed content. Learn shortcuts like cmd/ctrl + n for a new page, cmd/ctrl + p to search or jump to a page, and cmd/ctrl + shift + l to toggle dark mode.
- How to do it: Just type `/` on any Notion page to see the magic menu. Explore the full list of shortcuts in Settings & Members > My notifications & settings > Keyboard shortcuts.
2. Create Custom Templates for Recurring Tasks
Stop recreating the same page structure every time you start a new project, meeting, or weekly review. Notion’s template feature allows you to design a pre-formatted page with headings, databases, and even pre-filled properties.
- How to do it: On a new page, click the
...menu in the top right and select Turn into template. Or, within a database, click the dropdown next to the New button and select + New template. Customize it, and it’ll be ready for one-click deployment.
3. Utilize Linked Databases for Dynamic Views
One of Notion’s most powerful Notion features is the ability to link databases. This means you can create a single master database (e.g., “All Tasks”) and then create linked views of that same data on different pages, filtering and sorting it to fit the context (e.g., “Today’s Tasks,” “Project X Tasks”).
- How to do it: Type
/linked databaseon any page. Select your master database. Now you can add filters, sorts, and different views (table, board, calendar) without duplicating data.
4. Embed Almost Anything
Notion isn’t just for text and databases. You can embed content from hundreds of services directly into your pages, creating a true central hub. Think Google Docs, Figma designs, Spotify playlists, YouTube videos, Tweets, and more.
- How to do it: Paste the URL of the content directly onto a Notion page. Notion will usually give you an option to Embed or Create bookmark. Choose Embed for a live, interactive view.
5. Build a “Second Brain” with Toggle Lists
If you’re drowning in information, toggle lists are your best friend. They allow you to collapse and expand content, making complex pages digestible. Use them to hide details until needed, create interactive FAQs, or build a hierarchical knowledge base.
- How to do it: Type
/toggleand start typing. You can nest toggles within toggles for deep organization. Drag any block into a toggle to hide it.
6. Automate Workflows with Buttons
Notion’s Buttons block (a relatively new addition) lets you perform multiple actions with a single click. You can add a new page to a database with pre-filled properties, edit pages, open pages, or even show a confirmation message. This is a game-changer for repeatable workflows.
- How to do it: Type
/button. Click + Add step to define actions like Add pages to database, Edit pages in, or Open page. Configure properties and save.
Get more powerful automation with Notion AI.
7. Quick Capture Ideas with the Notion Web Clipper
Don’t let a good idea or an interesting article slip away. Notion offers a browser extension (the Web Clipper) that lets you save web pages directly into your Notion workspace with a single click. You can choose the database and even add tags or notes on the fly.
- How to do it: Install the Notion Web Clipper for Chrome or Firefox. When on a page you want to save, click the Notion icon in your browser toolbar, select your destination, and hit Save page.
8. Leverage Relation and Rollup Properties for Data Insights
These advanced database properties allow you to connect different databases and pull information from one into another. For instance, you can link a “Tasks” database to a “Projects” database, then use a Rollup to show the progress of all tasks associated with a specific project.
- How to do it: In a database, add a new property and choose Relation. Select the database you want to link to. Then, add another property and choose Rollup, selecting your Relation property and the property you want to display/aggregate.
9. Personalize Your Workspace with Icons and Covers
A visually appealing workspace is a more inviting and efficient one. Notion allows you to add custom icons and cover images to any page. This not only makes your pages look great but also helps you quickly identify them at a glance.
- How to do it: Hover over the title of any page. You’ll see options to Add icon and Add cover. You can choose from Notion’s emoji library, upload your own images, or use royalty-free sources like Unsplash.
10. Use Synced Blocks for Global Updates
Imagine having a block of text, a list, or even a database that appears on multiple pages, and when you edit it in one place, it updates everywhere. That’s what Synced Blocks do. Perfect for mission statements, daily affirmations, or frequently updated contact info.
- How to do it: Create any block, then click the
...menu next to it and select Turn into Synced block. Copy and paste this block wherever you want it to appear. Any edits to one instance will propagate to all.
Pro Tips / Going Further
For those ready to truly optimize their Notion experience, consider these advanced moves:
- Integrate with Third-Party Tools: Explore tools like Make (formerly Integromat) or Zapier to connect Notion with other apps like Google Calendar, Slack, or your email client. Automate tasks like adding new calendar events as Notion database entries.
- Explore Advanced Formulas: Notion’s formula property can be incredibly powerful for calculating dates, status, progress bars, and more. It’s like a simplified spreadsheet formula language directly within your databases.
- Use Notion for Public Websites: Did you know you can publish Notion pages as simple, clean websites? Perfect for portfolios, resumes, or public knowledge bases. Just click Share > Publish to web.
- Consider Notion’s Paid Tiers: While the free version is robust, upgrading to a Notion Plus or Business plan unlocks features like larger file uploads, version history, more guests, and advanced security.
Limitations or The Real Downsides
While Notion is incredibly versatile, it’s not without its quirks.
- Learning Curve: The sheer flexibility can be daunting for new users. It takes time to understand relations, rollups, and formulas.
- Offline Access: While Notion has improved, its offline capabilities are not always seamless, especially for mobile. You’ll often need an internet connection for full functionality.
- Performance on Large Workspaces: Very large workspaces with many complex databases and relations can sometimes experience slower load times, particularly on older devices or slower connections.
- No Native Recurring Tasks: While you can hack recurring tasks with templates and database filters, there isn’t a simple, built-in “repeat every Tuesday” feature like in dedicated task managers.
The Bottom Line
Notion is a powerhouse, but its true value comes from knowing how to bend it to your will. These Notion hacks are designed to help you move beyond basic note-taking and turn your workspace into a highly efficient, personalized productivity hub.
- Start small: Pick one or two hacks that resonate most with your current workflow and implement them today.
- Experiment: Don’t be afraid to try new things. Notion is a sandbox for productivity.
- Consider an upgrade: If you’re hitting limits with file sizes or collaboration, explore Notion Plus for enhanced features.
- Embrace AI: For smarter content creation and automation, give Notion AI a try.
Which of these Notion tips and tricks will you try first? Share your favorite Notion hacks in the comments below!
