• Categories
  • App Tips
    6  min read

    Notion Tips and Tricks

    By Abhishek A Agrawal
    July 29, 2022
    Table of Contents

      Notion is a project management tool with an exceptional UI, offering a variety of features to organize your workspace.

      It acts as a ‘Jack of all Trades’ if you know all the ins and outs. However, despite being familiar with Notion, we are sure our tips will definitely surprise you.

      So here are the Top 9 Notion tips to make the most out of your workspace.

      Notion Tips and Tricks

      Create your Wiki

      Being organized is extremely vital when managing a project or building a personal routine. It increases your productivity and helps you upskill faster.

      Notion helps you get organized by creating a Wiki for all the tasks. A Wiki acts as a home base for all the vital information of that project. This helps share the knowledge between all your team members.


      • Acts as a progress tracker
      • Makes Sub-nest creation possible (For example, you can record your monthly expenses in the Finance header of your Wiki)
      • Organizes your workspace neatly

      An example of Wiki can be understood by,

      Project Management with Notion.

      Wiki creation guide can be found here.

      Integrate Notion With 750+ Apps In 1 Click

      No Learning Curve. Built For Non-techies.

      Organizing your to-do list

      Isn’t it true that ‘Simplicity brings clarity?’ 

      It Indeed is!

      And, Todoist helps you achieve that clarity.

      It is a tool that acts as your schedule manager with a simple and minimalistic layout.

      You can embed Todoist with Notion to get the best out of both applications.

      To embed Todoist into Notion:

      • Just type ‘/embed’ in your block.
      Embed your applications in Notion.
      • Next, just copy the Login link of Todoist from your browser and paste it into the embed link space.
      embed your workspace.
      • The final step is just to sign in to your account and your todoist is ready.

      Make your workspace colorful

      Progress on a project or its priority for completion can be determined by the database/wiki colors. With the customizable database/wiki of Notion, you can track the deadline or work-in-progress status of a project. For example, you can use the following colors to indicate

      • Red: an urgent and uncompleted project, 
      • Yellow: work-in-progress, and 
      • Green: ready for review

      To make your database/wiki colorful

      • Click on the dots on the left of your database.
      • Then head to the colors option and select your desired color.

      Automate your workflow

      The scope of Notion’s inbuilt integration feature is limited to connecting Google Drive and Slack. 

      As luck would have it, your options aren’t constricted with Integrately!

      Integrately is an automation platform that helps you set up your workspace with millions of ready integrations to vastly enhance your productivity and save your time. For example, you can connect Notion with Google Sheets to keep your records in sync.

      Integrately provides more than 8 million ready-to-activate automations for more than 900+ applications.

      8 Million+ Ready Automations
      For 750+ Apps

      Simplifying your work with the Inbuilt Templates

      Notion provides you with the flexibility to customize your project from start to end. The built-in templates reduce half of your work and also let you customize it according to your needs.

      This increases your productivity and saves time as you won’t have to start from scratch.

      For example, you can use the Roadmap template to track the progress of your project.

      Notion templates for reducing the workload.

      Roadmap is just one of the many templates that Notion has to offer. 

      To Explore,

      • Just head to the Template section on the left panel
      • Select your desired template

      If you don’t find your desired template, click on the ‘Browse more templates’ button.

      Notion's templates.

      Manage UI/UX design projects

      If you are a UI/UX designer, you know the amount of research that goes into fulfilling the customer’s requirement for a perfect design. But the research notes that you gather can be spread across various mediums like files, applications, etc, which makes it hard to manage.

      Not to worry though!

      With Notion’s prebuilt design templates, you can store your research and design prototypes in one place so that your research stays organized.

      You can find some templates here.
      Notion also lets you embed the Figma space so that you can easily import your designs in Notion and track the progress.

      Duplicate and Sync your Blocks

      It becomes a tedious process when you constantly have to copy-paste the information. For example, the data in the General tab needs to be copied in the respective headers such as Finance, Budget, and so on.

      But this can be simplified entirely at the click of a button. Just use the drag-n-drop feature of Notion to duplicate the information easily.

      To do so,

      Just press and hold ‘Alt’(Windows) and ‘Option’(MacOS) on your keyboard and drag the dot section on the left side of your block to duplicate the information.

      Duplicate the block in Notion.


      You can just click on the dot section and then click on the duplicate option


      Just press ‘Ctrl+D’ to duplicate.


      It becomes a tiresome process when you have the same blocks and a change in one needs to be manually repeated in all the others.

      However, Notion provides you with a time-saving solution to automate this. 

      The ‘Paste and Sync’ feature of Notion syncs any change that you made in one block to all the others.Find the guide here.

      Formatting database from Rows to Columns

      The data presented in columns look cleaner and more organized than in rows. For example, when you are managing a project, which has sub-heads and each sub-head is a listicle, then arranging the information in columns looks cleaner. This is possible with Notion’s drag-n-drop feature.

      It helps your database look more professional and organized.

      To do so,

      • Just look for at the left of your head.
      Turning rows into columns.
      • Hold and drag it to the right-hand corner of your database row

      This will turn your rows into columns.


      Column headers in Notion.

      Setting up Reminders

      Sometimes, you may miss deadlines or your team members may miss out on tasks.

      And missed deadlines lead to unhappy customers; thereby putting your goodwill at stake. 

      However, you can avoid this mishap by setting a reminder for a particular table or page. And never miss important due dates ever again!

      To set up a reminder

      • Just type ‘@remind’ anywhere on your page
      • Set the date and time and you are good to go

      Final Thoughts

      From project management to tracking a habit, Notion lets you play around with its user-friendly interface to suit your needs. However, if you want to step up your game and go from being a beginner to becoming an advanced user, just keep our tips and tricks in mind. They will help you go not a step but miles ahead.

      Author - Abhishek A Agrawal
      Abhishek is the founder of Integrately, CompanyHub, and Dreamwares. He is passionate about technology and entrepreneurship. He is always looking to leverage technology for the growth of the business. He has a deep understanding of how businesses work and uses this knowledge to build products that help entrepreneurs grow their businesses.
      Integrate Your Apps In 1 Click With Integrately
      • #1 Highest rated Zapier alternative for non-techies
      • 8 Million+ ready automations
      • 18x-33x less expensive
      2021 ProductHunt Golden Kitty Awards

      We are proud to be amongst

      Top 4

      Products Of The Year

      Top 4

      Productivity Tools Of The Year

      Most upvoted product of the month
      Trusted by 10,000+ Customers
      Highest Rated Integration Platform on G2