Have you heard about Notion databases but fear they’re too complicated? Databases are a powerful tool for your project management and are easy to use once understood. They help you stay organized and persistent as you strive to reach your goals. This guide will take you through the basics of creating and managing a database in Notion.
How to Create a Database in Notion
Creating a database in Notion is an easy process. First, you need to create a page to store the database. To do this, type the command /page in the editor. Alternatively, select New Page from the sidebar. Below the title box of the page, there is a list of options. Select Table. (This is the default view for databases).
You can then select a data source (if you have existing data), or hit New database to create one from scratch.
Adding Content to the Database
Now that the database is set up, you can start adding content to it. The Name field is used to identify each item in the database. Every item acts as a regular page in Notion and can be assigned custom properties. To access an item, hover over the title and click the Open button:
Properties help you to refine database items, giving you any necessary information at a glance. To add properties to an item, resume back to the database view and hit the plus (+) icon on the right-most column of the database.
You can delete any database property (including the default Tags property) by selecting the title header and hitting Delete Property. Be cautious, as this will delete the property for every item in the database.
You can resize each column by hovering your cursor over each intersection. To quickly swap two items in the database, hover over an item, click and hold the six dots beside the title field, then drag the item to a desired new position.
Basic Property Fields in Notion
There’s a wide variety of property types to help you manage content in Notion. They not only make your database easy to understand—they are essential for filtering and sorting your database. Here are some of the most useful basic properties you can use to organize your database efficiently.
1. Text
This is the most basic property where you can enter text assigned to an item. You can use this property type to take little notes or add reminders. This option is best if you can’t find a way to represent information using any other property type. To add a Text column to your database, hit the plus (+) icon and select Text.
2. Date
The date property will help you practice effective project management, especially if you’re dealing with an overload of deadlines. So that you don’t miss any key details, you can also add reminders in the date field. To add this property:
- Select Date from the dropdown menu when adding a column.
- Click any field to open up a small calendar window and select a date.
- If you’d like to change the date format, click on the property header, then select Edit Property.
- Here you can edit the date format as well as change the time format between 12 hours and 24 hours.
Below the mini calendar window are options to create a reminder. Select Remind to access a list of suggestions. You can also set a time frame for a database item by clicking End date. This will display both the start and end dates for an item in the date field.
3. Select
The Select property allows you to add specific attributes to every database item. Attributes help to manage large databases and will help you find content faster. To use the Select property, choose it from the dropdown menu and give it a title. Now, click in a blank field to search for an option or create a new one.
You can apply one option to multiple items by selecting a field and dragging downwards. You can also change the color of an attribute by hovering over one and selecting the three dots on the right side.
4. Multi Select
There may be instances when you want to assign more than one option to a database item. One example of this is using a database to organize your recipes. Using the Multi-Select tool, you can assign multiple options such as “Dairy-free”, “Vegan”, and “Low-calorie.” to a single item.
This option is located beneath the Select attribute in the list of property types. After creating values, you can assign several of them to an item or remove one by hitting the x button. You can also reorder items in the list by clicking and dragging.
Filtering and Sorting the Database
One of the best ways to organize information in your database is by using the filtering and sorting options. These offer a more practical representation of data based on your current circumstances.
If you’re using a database to organize your homework, you can use the Sort option to organize your tasks based on their due date. Click Sort, select Due Date, then ensure the Ascending option is picked from the dropdown menu. This will order all of your tasks by their due date, so you know what to work on first. Likewise, you can sort items based on their subject, assignment type, priority level, or any other attribute you find helpful.
Filtering is useful for larger databases. By eliminating irrelevant information from your view, you’ll prevent being overwhelmed and improve your focus. As an advanced tool, you can access logical filters by hitting the dropdown at the top of the filter dialogue box.
Modifying the Database View
Notion offers multiple views to look at your database in multiple contexts. To create a new view, hit the plus icon next to the Table button at the top of the database. Notion offers five extra views to change how your database appears: Board, Timeline, Calendar, List, and Gallery.
The Calendar and Timeline views are helpful for time management and gaining a clear look at deadlines. The List view offers a condensed view of your database. To make alterations to a view, click its name and hit Edit View. Here, you can rename the view, hide and show properties, and group items.
Start Using Notion Databases Today and Master Any Project
As you’ll take from following this guide, Notion databases are extremely flexible. You can customize your database to best fit the project you’re working on. Filtering, sorting, and changing the database view lets you access only the information you need, putting yourself at a massive advantage. Use Notion databases to upgrade your time management skills and multiply your work efficiency.