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Notion Cheatsheet

Overview

Notion is an all-in-one workspace that combines note-taking, project management, databases, and collaboration tools. It's designed to replace multiple productivity apps with a single, flexible platform.

Key Features: - Block-based editor with rich content types - Powerful database and relation system - Template system for consistency - Real-time collaboration - API for automation and integrations

Installation and Setup

Getting Started

# Web version (recommended)
https://notion.so

# Desktop apps
# Download from: https://notion.so/desktop

# Mobile apps
# iOS: App Store
# Android: Google Play Store

Account Setup

# Create account
1. Visit notion.so
2. Sign up with email or Google/Apple
3. Choose workspace name
4. Invite team members (optional)

# Workspace settings
- Admin settings → Workspace settings
- Configure permissions and sharing
- Set up integrations and API access

Basic Usage

Page Creation and Management

# Create new page
Cmd/Ctrl + N (desktop)
+ New page (sidebar)

# Page templates
/template → Choose from gallery
Duplicate existing page
Import from other tools

# Page organization
Drag and drop in sidebar
Create sub-pages
Use breadcrumbs for navigation

Block Types and Commands

# Text blocks
/text → Plain text
/heading → H1, H2, H3
/bullet → Bulleted list
/number → Numbered list
/todo → To-do list
/toggle → Toggle list

# Media blocks
/image → Upload or embed image
/video → Embed video
/audio → Upload audio file
/file → Upload any file type
/pdf → Upload and display PDF

# Database blocks
/table → Table database
/board → Kanban board
/timeline → Timeline view
/calendar → Calendar view
/gallery → Gallery view
/list → List view

# Advanced blocks
/code → Code block
/math → LaTeX math
/quote → Quote block
/callout → Callout box
/divider → Horizontal line
/breadcrumb → Page breadcrumb

Database Management

Creating Databases

# Inline database
/table → Create table in page
/board → Create kanban board
/calendar → Create calendar

# Full-page database
New page → Database template
Choose view type (table, board, etc.)

# Database from template
Templates → Database templates
Duplicate and customize

Database Properties

# Property types
Title → Main identifier
Text → Short text
Number → Numeric values
Select → Single choice
Multi-select → Multiple choices
Date → Date and time
Person → Team member
Files → File attachments
Checkbox → True/false
URL → Web links
Email → Email addresses
Phone → Phone numbers
Formula → Calculated values
Relation → Link to other database
Rollup → Aggregate related data
Created time → Auto timestamp
Created by → Auto user
Last edited time → Auto timestamp
Last edited by → Auto user

Database Views and Filters

# Create views
+ Add a view → Choose type
Name and configure view
Set as default (optional)

# Filters
Filter → Add filter
Choose property and condition
Combine with AND/OR logic

# Sorting
Sort → Add sort
Choose property and direction
Multiple sort criteria

# Grouping
Group → Choose property
Collapse/expand groups
Sub-grouping available

Advanced Features

Formulas and Functions

# Basic operators
+ - * / → Arithmetic
== != < > → Comparison
and or not → Logical

# Text functions
concat(text1, text2) → Combine text
length(text) → Text length
substring(text, start, end) → Extract text
replace(text, old, new) → Replace text
upper(text) → Uppercase
lower(text) → Lowercase

# Number functions
abs(number) → Absolute value
round(number) → Round number
ceil(number) → Round up
floor(number) → Round down
max(num1, num2) → Maximum
min(num1, num2) → Minimum

# Date functions
now() → Current date/time
today() → Today's date
dateAdd(date, amount, unit) → Add time
dateSubtract(date, amount, unit) → Subtract time
dateBetween(date1, date2, unit) → Difference
formatDate(date, format) → Format date

# Conditional functions
if(condition, value1, value2) → If-then-else
empty(property) → Check if empty

Relations and Rollups

# Creating relations
Add property → Relation
Choose target database
Configure relation type

# Rollup properties
Add property → Rollup
Choose relation property
Select property to aggregate
Choose aggregation function

# Common rollup functions
count(all) → Count related items
sum(property) → Sum numeric values
average(property) → Average values
max(property) → Maximum value
min(property) → Minimum value

Templates and Automation

# Page templates
Page settings → Templates
Create template from current page
Set default template

# Database templates
Database → Templates
Create new template
Set properties and content

# Recurring templates
Database → New → Template
Configure recurring schedule
Set automation rules

Collaboration Features

Sharing and Permissions

# Page sharing
Share → Invite people
Set permission level:
- Full access → Edit and share
- Can edit → Edit content
- Can comment → Add comments
- Can view → Read only

# Public sharing
Share → Share to web
Copy public link
Configure public permissions

# Workspace sharing
Settings → Members
Invite by email
Set workspace role

Comments and Mentions

# Adding comments
Select text → Comment
Click comment icon
Reply to existing comments

# Mentions
@person → Mention team member
@page → Link to page
@date → Insert date
@reminder → Set reminder

Integration and Automation

API Usage

# Getting API key
Settings → Integrations
Create new integration
Copy integration token

# Basic API calls
# Get page
curl -X GET 'https://api.notion.com/v1/pages/PAGE_ID' \
  -H 'Authorization: Bearer TOKEN' \
  -H 'Notion-Version: 2022-06-28'

# Query database
curl -X POST 'https://api.notion.com/v1/databases/DB_ID/query' \
  -H 'Authorization: Bearer TOKEN' \
  -H 'Content-Type: application/json' \
  -H 'Notion-Version: 2022-06-28'

Third-Party Integrations

# Popular integrations
Zapier → Workflow automation
IFTTT → Simple automation
Slack → Team communication
Google Calendar → Calendar sync
Trello → Project migration
Evernote → Note import

# Setting up integrations
Settings → Integrations
Browse integration gallery
Connect and configure
Test integration

Productivity Workflows

Personal Knowledge Management

# PARA method setup
Projects → Active projects database
Areas → Ongoing responsibilities
Resources → Reference materials
Archive → Completed items

# Daily notes
Template with date property
Quick capture section
Task list and priorities
Reflection prompts

# Weekly reviews
Template for weekly planning
Goal tracking and metrics
Habit tracking
Learning log

Project Management

# Project database
Properties: Status, Priority, Due Date, Owner
Views: Active, By Status, Timeline
Templates: Project kickoff, Meeting notes

# Task management
Subtasks as related database
Status workflow: Not Started → In Progress → Done
Priority levels: High, Medium, Low
Time tracking with formulas

# Team collaboration
Shared workspace setup
Role-based permissions
Communication guidelines
Regular sync meetings

Content Creation

# Content calendar
Database with publication dates
Content types and categories
Status workflow
Distribution channels

# Writing workflow
Draft → Review → Edit → Publish
Version control with page history
Collaboration with comments
Asset management with files

# Research organization
Web clipper for articles
Source tracking and citations
Tag system for categorization
Cross-referencing with relations

Best Practices

Organization Strategies

# Workspace structure
Clear naming conventions
Logical page hierarchy
Consistent templates
Regular cleanup and archiving

# Database design
Normalize data structure
Use relations effectively
Minimize duplicate information
Plan for scalability

# Template system
Standardize common workflows
Include helpful prompts
Version control templates
Train team on usage

Performance Optimization

# Page performance
Limit large databases on pages
Use database views instead of filters
Optimize image sizes
Archive old content

# Database optimization
Index frequently queried properties
Limit rollup calculations
Use appropriate property types
Regular maintenance and cleanup

Troubleshooting

Common Issues

# Sync problems
Check internet connection
Force refresh (Cmd/Ctrl + R)
Clear browser cache
Try different browser

# Performance issues
Reduce page complexity
Optimize database queries
Check for large files
Contact support if persistent

# Permission problems
Verify sharing settings
Check workspace permissions
Confirm user access level
Re-invite if necessary

Data Recovery

# Page history
Page settings → Page history
View previous versions
Restore specific version
Compare changes

# Deleted content
Trash → Recently deleted
Restore deleted pages
Permanent deletion after 30 days
Contact support for help

Advanced Tips and Tricks

Power User Features

# Keyboard shortcuts
Cmd/Ctrl + / → Command palette
Cmd/Ctrl + K → Quick find
Cmd/Ctrl + Shift + N → New page
Cmd/Ctrl + [ ] → Navigate back/forward
Cmd/Ctrl + D → Duplicate block

# Advanced formatting
/column → Create columns
Nested pages for organization
Linked databases for views
Synced blocks for reuse

# Automation ideas
Recurring task creation
Status change notifications
Progress tracking formulas
Automated reporting

Custom Solutions

# CRM system
Contact database with relations
Deal pipeline tracking
Activity logging
Revenue calculations

# Knowledge base
Article database with tags
Search functionality
Version control
Access analytics

# Habit tracker
Daily habit database
Streak calculations
Progress visualization
Goal setting and review

Resources and Documentation

Official Resources

Learning Resources

Tools and Extensions

This cheat sheet covers the essential features and workflows for mastering Notion as a productivity and knowledge management tool. Start with basic page creation and gradually incorporate advanced features like databases, formulas, and automation to build powerful workflows.