App Tips
6  min read

Notion Tips and Tricks

Abhishek Agrawal
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.

    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.
    Database Option
    • Then head to the colors option and select your desired color.
    Select Color

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    With it you can,

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    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.

    Abhishek Agrawal
    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.
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