Notion is a flexible workspace where you build documents, databases, wikis and project systems from simple building blocks. This guide walks you through everything a beginner needs: signing up, page/block basics, databases, templates, sharing, and productivity tips so you can start building useful systems fast.
1) First steps — account, workspace, and the sidebar
- Sign up at Notion (browser or apps for Windows/macOS/iOS/Android) and create your workspace.
- The left sidebar is your main navigation: you’ll find Pages, Favorites, and any databases you create. Think of each entry in the sidebar as a folder or a top-level page.
- Create your first page with the “+ New page” button — this becomes a blank canvas where you’ll add blocks.
2) Understand blocks — the fundamental unit
- Everything in Notion is a block: a paragraph, heading, image, embed, to-do, database, etc. You add blocks by typing / and selecting the block type or by using the quick toolbar.
- You can drag ⋮⋮ to move blocks, or convert one block type to another (e.g., text → heading). Use blocks to structure content modularly and reuse pieces across pages.
Quick action steps:
- Open a page → type / → choose Heading 1 → type your title.
- Type text, then /embed to add a video or /todo to add a checklist.
- Drag the ⋮⋮ handle to reorder content.
3) Databases — collections of pages (the power feature)
- A Notion database is a table/list/board/calendar/etc. where each row/item is itself a page with properties (text, select, date, person, file, formula). Databases let you view the same content in multiple ways (table, board, list, calendar, gallery).
How to create a simple task database:
- New page → choose Database → Table (inline or full page).
- Rename Name to Task, add properties: Status (Select), Due (Date), Owner (Person).
- Create views: Board view grouped by Status, Calendar view by Due date.
- Use filters/sorts to show only “My tasks” or only overdue items.
4) Templates — start fast, standardize often
- Notion has a built-in Template Gallery (in-app and on the web) with ready pages: notes, OKR trackers, team wikis, editorial calendars. Start from a template to learn structure, then customize it. You can also create and save your own templates for repeatable pages.
Quick steps:
- Click Templates in the sidebar → browse by category → Use this template.
- Modify blocks and database properties to match your workflow.
- Save a page as a template in a database (three dots → Create template) for repeated use.
5) Organizing your workspace — hierarchy & naming
- Keep top-level pages as hubs (e.g., Home, Projects, Knowledge base) and nest project pages inside a Projects hub. Use consistent naming and emojis or short prefixes to scan quickly.
- Use Favorites for pages you open often and the Search (Cmd/Ctrl-P) to jump anywhere quickly.
6) Sharing, permissions & collaboration
- Share pages with individuals, teams, or make them public. The tool supports Member vs Guest roles and page-level permissions (view, comment, edit, full access). Use guest access for external collaborators and workspace membership for teammates. Always check page permissions before sharing sensitive info.
Steps:
- Open page → click Share (top right) → invite people or copy shareable link.
- Set permission level: Can view, Can comment, Can edit, or Full access.
- For public pages, toggle Share to web and configure options (search index, duplicate as template, etc.).
7) Shortcuts & workflow speedups
- Learn a few essential shortcuts: / (quick block), Cmd/Ctrl+P (quick find), Cmd/Ctrl+Shift+L (toggle dark), Cmd/Ctrl+Shift+A (open all toggles) — shortcuts accelerate daily use. (Look in Settings → Keyboard & shortcuts for the full list.)
Pro tips:
- Use Templates to create recurring meeting notes or project pages.
- Use Linked Databases to show filtered subsets of a master database on other pages.
- Use database relations and rollups to connect content across your workspace.
8) Integrations, embeds & automation
- Notion supports embeds (Google Drive, Figma, Miro), and third-party integrations via Zapier/Make or Notion’s API for deeper automations (syncing tasks, creating pages from forms). Use embeds to keep context (a prototype, spreadsheet) inside a page.
How to embed:
- Type /google or /embed and paste the URL.
- For automations, use the the API or a connector service to push/pull content.
9) Export, backup & privacy
- Export pages or entire workspaces as PDF, HTML, or Markdown/CSV (databases). Regular exports or third-party backups are recommended for critical data. Review your workspace members and shared links periodically to maintain privacy.
10) Mobile & offline use
- Notion’s mobile apps let you view and edit pages; some offline editing is supported and will sync when online. Use the mobile app for quick note capture, checklists, and reviewing pages on the go.
11) Common beginner mistakes (and how to avoid them)
- Overbuilding: Don’t design a perfect system immediately — start with a few core pages and one database.
- Too many properties: Keep database properties minimal at first (Name, Status, Date). Add complexity only when needed.
- No naming convention: Decide on a small naming ruleset (Projects: PJT — Name) so links and search stay clean.
Suggested learning path (first week)
Day 1: Create a Home page, make 2 pages (Notes, Projects).
Day 2: Learn blocks, add images/video, create a to-do.
Day 3: Create a simple Task database with Table and Board views.
Day 4: Use a template and customize it.
Day 5: Share a page with a colleague and set permissions.
Day 6: Explore embeds and the mobile app.
Day 7: Create one template for recurring notes (meeting or weekly review).
FAQ (short)
Q: Is Notion free?
A: Notion offers a free tier for personal use plus paid plans for teams and enterprises; check the pricing page for details.
Q: What’s the difference between a page and a database?
A: A page is a single document built from blocks; a database is a collection of pages with structured properties and views.
Q: Can I export my Notion data?
A: Yes — you can export pages or workspaces as PDF, HTML, or Markdown/CSV for databases.
Sources
- Notion — Start here / Getting started & Help Center. Notion+1
- Notion — What is a block? / Block basics. Notion
- Notion — Intro to databases. Notion
- Notion — Template Gallery & “Start with a template” guide. Notion+1
- Notion — Sharing & Permissions guides. Notion+1
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