How to Use Notion Databases

Our fully-remote Echobind team relies on Notion for internal process documentation. We are fans of the tool because it allows for easy collaboration and manipulation of data. As a Q4 initiative, we updated internal checklists so we can start 2023 off with streamlined and consistent processes. To do this, we leveraged Notion’s databases because they offer more substantial spreadsheet functions to structure and track large datasets.

This article walks you through:

• How to Create a Table Database
• An Overview of the Five Database Views
• How to Filter Your Database Properties

How To Create a Table Database in Notion

1. Click New Page found at the bottom left of your Notion screen
2. Select Table from the database options in the New Page menu.

1. Enter pieces of content you want to track into the first column. *Unlike spreadsheets, each content cell in the first column can open up into its own Notion page where you can view all properties and add additional notes.

1. For the remaining columns, you can add properties you want to include in your database by clicking the + on the first row. You can edit property names and type by clicking on the current title. My favorites include:

   Select Tags: To easily sort the status of the to-do.

   

   Due Dates: To visualize and track when tasks must be complete. You can even use notion to set reminders.

   

   Person Responsible: To ensure everyone is aware of who is taking lead on tasks.

Overview of Notion Database Views

Once you enter the information you want to track in your database, you can add additional database views by clicking the + to the right of your current table view. You can add multiple views to the same database. This is helpful to view the same information in different ways and allows you to quickly navigate between views to fit your needs.

Each of the view options will restructure the information you inputted in the original table view. These views include:

1. Board: This view will structure your data into a kanban board for easy project planning and flow tracking.

1. Timeline: This view will show your data in a gantt chart for project scheduling and data planning.

1. Calendar: This view inputs your data into a calendar month for event planning and scheduling.

1. List: This view is a simplified list of all pieces of content you track in the first table view column for bookmarks and notes.

1. Gallery: This view shows a grid of cards that can be helpful for mood boards, index cards, and recipes. Each card can be edited to show images contained in the Files & media property or content inside each page.

How to Filter Your Database Properties

Within any of the database views, you can add filters to easily sort and categorize your data set based on inputted properties. These filters can be simple (based on one property) or advanced (dependent on multiple property criteria).

To add a filter in your database:

1. Click filter at the top right
2. From the dropdown, select the property to filter by.
3. This filter will now be listed at the top of your database. You can then click the property filter to choose how you’d like to filter your view.

1. When one filter or more filter has been applied, you can add another by clicking + Add Filter at the top of your table.

There is no limit to the number of filters you can apply!