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

• Notion Help Center
• Notion API Documentation
• Notion Template Gallery
• Notion Community

Learning Resources

• Notion Mastery Course
• YouTube Tutorials
• Notion VIP Community
• Reddit r/Notion

Tools and Extensions

• Notion Web Clipper
• Notion Enhancer
• Super.so - Website builder
• Fruition - Custom domains

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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.