Notion Tutorial for Beginners

00:30:52
https://www.youtube.com/watch?v=hbxQw4LQwws

Summary

TLDRThis video tutorial introduces viewers to Notion, a versatile tool for managing various aspects of personal and professional life. Kevin, the narrator, guides users through the initial setup, starting with creating a Notion account with a free plan that includes basic functionalities like adding pages and blocks but with limitations on file size and collaboration. He explains how to navigate the user interface, customize pages with icons and covers, and work with blocks to add text, images, lists, and headers. An emphasis is placed on the versatility of Notion’s block system, which allows for organizing content in an intuitive, flexible manner. Kevin then demonstrates the use of databases within Notion, highlighting how they provide a powerful way to store and visualize information. Users learn to create a full-page database, customize columns, and utilize different views such as tables, boards, and calendars to manage data efficiently. These database features, including adding calculations and filters, are contrasted with simpler table functions, showcasing how databases enhance the usability of Notion. Collaboration is another key feature explored, with instructions on sharing pages with team members, setting permissions, and utilizing comments to communicate. Kevin also shows the option to publish Notion pages as websites, enabling broader sharing of information. The tutorial is comprehensive, aiming to equip users with the skills needed to effectively harness Notion's capabilities for personal or professional projects.

Takeaways

  • 📝 Notion allows capturing thoughts and managing projects seamlessly.
  • 💼 You can run an entire business using Notion.
  • 🌐 Notion enables easy web publishing of your content.
  • 🗂️ Master the use of blocks and pages to organize your workspace.
  • 📊 Use databases to manage information effectively.
  • 💡 Customize pages with icons and images for better organization.
  • 🤝 Collaborate with team members by sharing pages and setting permissions.
  • 🖥️ Navigate the interface with ease; it's simple and powerful.
  • 🔍 Use filters and sorts in databases for better data handling.
  • 🚀 Import data easily into Notion from other services.
  • 📈 Visualize data in various formats using different views.
  • 🔧 Lock pages to control editing and enhance security.

Timeline

  • 00:00:00 - 00:05:00

    Kevin introduces the concept of using Notion for capturing thoughts, managing projects, and more. He walks through the process of signing up for Notion, highlighting the features and limitations of the free plan. He explains how to create a new workspace and navigate the main interface, including customizing the sidebar and downloading the desktop app for enhanced notifications.

  • 00:05:00 - 00:10:00

    Kevin continues by showing how to add a new page in Notion, emphasizing the flexibility and customization options like naming a page and adding icons or cover images. He explains the concept of 'blocks' in Notion and demonstrates inserting and customizing text, headings, and images. He illustrates using blocks like to-do lists and bulleted lists and shares keyboard shortcuts to optimize the workflow.

  • 00:10:00 - 00:15:00

    Kevin further illustrates how to use drag-and-drop features and shortcut keys for moving blocks around. He covers creating sub-pages to organize content better and explains how to nest pages for a cleaner workspace. The video explains ordering and favoriting important pages, locking pages to prevent unwanted edits, and ultimately creating a structured space for content management.

  • 00:15:00 - 00:20:00

    Kevin introduces the power of databases in Notion, setting up a simple database to track the company's proposed store openings. He talks about adding properties like dates, status, and files to the database, using it more effectively than a standard table. Kevin demonstrates how to use sorting and filtering in the database to manage data efficiently, emphasizing the benefits over plain tables.

  • 00:20:00 - 00:25:00

    The notion of different views in Notion databases is explored, such as board and calendar views, and how changes in one view reflect in others. He explains importing existing data from other platforms into Notion, expanding the functionality and usefulness of the workspace. He emphasizes the integrated workspace as an advantage over using multiple apps.

  • 00:25:00 - 00:30:52

    Kevin demonstrates sharing capabilities in Notion, inviting team members to collaborate and restricting permissions appropriately. He shares a workspace page with editing permissions and shows how to track page activity using comments and updates. Finally, he illustrates how to publish Notion pages as websites for sharing information publicly, demonstrating its utility in reaching broader audiences.

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Mind Map

Video Q&A

  • What are the basic functionalities of Notion?

    Notion allows you to capture thoughts, manage projects, publish websites, and even run an entire business. It starts with basics like adding pages and working with blocks, and advances to database management and collaboration.

  • How can I get started with using Notion?

    To get started, you can sign up using an e-mail, Google account, or Apple account. Start with the free plan which offers core functionality but has limitations on file uploads and collaboration.

  • What are the limitations of the free plan?

    The free plan limits file uploads to 5 megabytes and allows collaboration with up to five people.

  • How do you add a new page in Notion?

    You can add a new page by clicking on 'add a page' or using a template. You can also drag and drop items or use shortcuts for quick access.

  • How do you customize a page in Notion?

    Pages can be customized by adding images, changing icons, using various block types like headings or images, and organizing content via drag-and-drop.

  • What types of blocks can you add in Notion?

    You can add text, headings, checklists, To Do lists, tables, media files, and embedded content. Blocks can be added using a plus icon or the '/' shortcut.

  • How do you organize content in Notion?

    Content is organized using blocks. You can move blocks around by dragging them or using keyboard shortcuts. Pages can also be nested.

  • How can databases enhance the Notion experience?

    Databases allow you to track and manage data effectively. You can visualize data in tables, boards, calendars, and more, and filter, sort, and apply calculations.

  • How do you collaborate with others on Notion?

    Collaboration is possible by sharing pages. You can set edit, comment, or view permissions for specific users and track engagement with comments and updates.

  • How can you publish Notion content on the web?

    You can share a page as a website using the 'share to web' feature, and set permissions to control whether viewers can comment or edit.

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  • 00:00:00
    Hi everyone, Kevin here. Today we  are going to learn how to use Notion.
  • 00:00:06
    With Notion, you can capture thoughts, you  can manage projects, you can publish websites,
  • 00:00:12
    you could even run an entire business. We're going  to start with the absolute basics of how you even
  • 00:00:19
    just add a page, how you can work with blocks,  and then we'll advance to working with databases,
  • 00:00:26
    collaborating with others. Although those may  sound complex, Notion makes them really easy.
  • 00:00:33
    By the end of this video, you'll have a  solid understanding of how to use Notion.
  • 00:00:40
    All right let's check this out. To get Notion,  you can click on the link up above or down below
  • 00:00:45
    in the description. This drops us on the Notion  homepage and first let's click on the text that
  • 00:00:51
    says pricing. This opens up a page with an  overview of all of the different plans, and
  • 00:00:58
    check that out, one of them is completely free,  and that's the plan that I’ll be using in this
  • 00:01:03
    video today. The free plan offers all of the core  functionality, but there are two big limitations.
  • 00:01:10
    First off, you can only upload files up to 5  megabytes in size. So, let's say you want to add
  • 00:01:16
    maybe an image to your workspace. You just have  to make sure that it's 5 megabytes or smaller.
  • 00:01:21
    Also, you can only collaborate with up to five  other people. So, if you're a small business
  • 00:01:26
    and you have more people you're working with,  you'll probably need one of the other plans.
  • 00:01:30
    But once again, the free plan has most of what  we need, so let's click on get started. This
  • 00:01:36
    now drops us on the sign-up screen, and you can  sign up with an e-mail address, a Google account,
  • 00:01:41
    or an Apple account. I'll sign up with  just an e-mail address. On the next screen,
  • 00:01:45
    you can add a photo, and especially if you want  to collaborate with others, I would recommend
  • 00:01:50
    doing this. You can also add your name down below  and you could set a password. I'll go through and
  • 00:01:55
    do this. I've now entered all of my information.  I'll click on continue. On the next screen, you
  • 00:02:00
    can tell Notion a little bit about yourself, so  they understand you better, but for now I'll click
  • 00:02:05
    on skip. Here we have a choice to make. Do you  want to use it with a team or for myself? Now for
  • 00:02:12
    myself is the free plan and that's the one I’ll  be using today. Just because we choose this one,
  • 00:02:17
    don't feel like you're locked in. Later on, you  can always upgrade to one of these other plans,
  • 00:02:21
    but for now, let's go with this one and then click  on take me to Notion. This now drops us into the
  • 00:02:26
    main Notion interface, and although it may look  simple, you'll be surprised by how powerful it is.
  • 00:02:34
    I want to start by just giving you an  overview of the interface that we see here.
  • 00:02:37
    Over on the left-hand side, this area is referred  to as the sidebar and this is what you'll use to
  • 00:02:44
    navigate throughout your workspace. At the very  top of the sidebar, here you'll see your workspace
  • 00:02:49
    name, and when I click on that, here we see the  workspace name again. I'll click out of that. You
  • 00:02:55
    can also customize whether you see the sidebar.  Here I can click on this icon. When I hover over,
  • 00:03:00
    you also see the shortcut key. I can click on  that and that minimizes the sidebar. So now I
  • 00:03:06
    just focus on the content. Here I could click on  this menu again and that brings the sidebar back.
  • 00:03:11
    I could also hover over the edge and here I could  give it more space, or I could give it less space.
  • 00:03:15
    So, I can customize what that looks like. Here in  the sidebar, you're going to use this to navigate
  • 00:03:21
    throughout your workspace and right here you see  all of the pages and all of the databases that
  • 00:03:27
    make up your workspace. Here, for instance,  I'm currently in the getting started page,
  • 00:03:32
    that's the one highlighted and over here  in the editor window. Here I could see the
  • 00:03:36
    contents of that page all right here. Down in the  bottom left-hand corner, you'll see this upsell
  • 00:03:42
    notification for the desktop app. So here I could  download the app or alternatively, I could also
  • 00:03:48
    go right back up to the workspace name, click  on that and here too I could also download the
  • 00:03:52
    app. There's an app available for both Windows and  for Mac. So why would you want to install the app?
  • 00:03:59
    Well, first off, you get OS level notifications,  so you're less likely to miss important updates.
  • 00:04:05
    Also, it's not in a web browser so you don't  have other tabs that are trying to distract you.
  • 00:04:11
    Aside from those two, though, it's  pretty much an identical experience. So,
  • 00:04:15
    if you don't care too much about those, you  might as well continue using it on the web.
  • 00:04:19
    We've talked about the interface a little bit now,  but I also need to get work done. I want to add a
  • 00:04:24
    new page to track locations for the Kevin Cookie  Company. To add a new page, over in the sidebar,
  • 00:04:31
    there's an option called templates, and when I  click on this, I can look through all of these
  • 00:04:35
    different templates that I can add and it's worth  a look to see if maybe one of these templates
  • 00:04:40
    already does what you need. I'll exit out of that.  Down in the bottom left-hand corner, here I could
  • 00:04:45
    just add a blank new page and I could start from  scratch. Alternatively, I could also click on
  • 00:04:51
    add a page and that does the exact same thing,  and one thing you'll find using Notion is there
  • 00:04:56
    are many ways to do the same thing. I'll click on  add a page. This has now inserted a new page and
  • 00:05:02
    right here in the sidebar, you see the new page  and it's currently called untitled. To give this
  • 00:05:07
    page a name, I can click on the three dots and  here I could rename it, or I could simply click
  • 00:05:11
    into the page and here I could type in a name.  I'll call this Kevin Cookie Company Locations.
  • 00:05:19
    I can also customize what this page looks like.  When I hover over the title, here you'll see these
  • 00:05:25
    different options appear. Here I can add an icon.  I’ll click on that, and here it just throws in a
  • 00:05:31
    default icon, but this doesn't really relate to  a cookie company. I'll click on this and here I
  • 00:05:36
    could customize it. I could insert an emoji. I  could select from different icons. I could also
  • 00:05:40
    upload my own image, but I think emojis should  work. Let's see if they have a cookie emoji and
  • 00:05:45
    they do. That one looks good, and I’ll select  that. One of the benefits of adding an icon,
  • 00:05:51
    over on the left-hand side where I see all of my  pages, here I see an icon, and this helps me more
  • 00:05:56
    quickly identify this page. Right up here I can  also add a cover. I'll click on that and here too
  • 00:06:03
    it also throws in just a random image, but once  again this does not match a cookie company. I'll
  • 00:06:08
    click on change cover and here I can choose from  colors, gradients, images, I could also upload
  • 00:06:13
    my own. Here I could also link to an image, and  they also have something called Unsplash. These
  • 00:06:18
    are basically stock images. Here too, I'll  type in cookie and let's see what they have.
  • 00:06:23
    This one looks pretty good. I'll select that and  click out of that. So, here I have my cover image.
  • 00:06:28
    I could also click on reposition and here I could  drag it up or down to get it in the perfect place,
  • 00:06:33
    but I think this looks good. I'll click on save,  and I've now customized what my page looks like.
  • 00:06:38
    Down below, I see all these different links that I  can use to help me get started with this page. So,
  • 00:06:43
    here you could insert a template or you could  start with a database table, and later on,
  • 00:06:48
    we'll get into what these are, but for now I  just want to start with a very simple page,
  • 00:06:52
    so I'll simply click here, and I'll start typing  in we're going to use this page to track our
  • 00:06:57
    retail locations for the Kevin Cookie Company.  Now that I've entered some text, just like in any
  • 00:07:02
    other word processing application, here I could  highlight some of that text and when I highlight
  • 00:07:07
    it, I get this contextual menu. So here I can  make it bold or here I can click on this drop
  • 00:07:13
    down and maybe I apply some blue to this text,  so I can format what this text looks like. Also,
  • 00:07:19
    over on the right-hand side, I have this  three-dot menu that exposes even more options,
  • 00:07:23
    but for now I think this looks good. When I hover  over this line of text that I added, over on the
  • 00:07:29
    left-hand side, you'll see there's a plus icon and  there are also six dots. This line of text that I
  • 00:07:36
    inserted, this is referred to as a block, and this  page will be made-up of many different blocks.
  • 00:07:42
    Over on the left-hand side, I’ll click on the plus  icon, and this shows all of the different types of
  • 00:07:48
    blocks that you can insert onto your page. This  first initial line of text that I inserted is
  • 00:07:54
    just a simple text block and here we see some of  the basic blocks. So, I could insert a To Do list,
  • 00:08:00
    a heading, a table, a bulleted list, and  the list goes on and on. As I go down,
  • 00:08:06
    you can see all of the different rich types of  blocks that you can insert onto a page. You could
  • 00:08:11
    even insert media, video, audio, you can even  embed different types of content, so you have
  • 00:08:16
    lots of different options when it comes to blocks.  Now I want to just keep it simple, so I’ll select
  • 00:08:21
    heading 1 and here that inserts a heading and I'll  type in current locations. Here I want to insert
  • 00:08:28
    an image of all the current locations. So, just  like I did to insert this block, I'll go over to
  • 00:08:33
    the left-hand side, click on this plus icon, and I  can scroll down and find image. But alternatively,
  • 00:08:39
    and this is a little bit quicker, I can simply  type in image and that filters this list of
  • 00:08:44
    all of the different block options. Here I’ll  select image and here I could upload an image,
  • 00:08:49
    I could enter in a link, or I could select that  stock imagery again, but this time, I'll click
  • 00:08:53
    on upload. Here's my image. I’ll select this and  then click on open. This has now uploaded all of
  • 00:08:58
    our current locations to this page. As I hover  over all of these different items on the page,
  • 00:09:04
    you'll see that I have this same plus icon with  the six dots. So, every item here is a block. Once
  • 00:09:10
    again, you compose a page with many different  blocks. Now up to this point, to add a block,
  • 00:09:16
    we've been clicking on this plus icon, but  an even easier way, here I'll go down and I
  • 00:09:22
    can also type in the forward slash character. Here  I'll type in a forward slash and that also exposes
  • 00:09:27
    the menu. It's a little bit quicker to do that.  And here I can simply type in heading 1 and then
  • 00:09:33
    hit enter and that inserts the heading 1. So,  you can make it really quick to add new blocks.
  • 00:09:38
    For this heading, I'll type in proposed locations  and that looks good. Under proposed locations,
  • 00:09:45
    I want to add a bulleted list of all of the  locations that we're planning on opening.
  • 00:09:49
    Here I could type in a forward slash, and this  shows me all of the different blocks. When I
  • 00:09:55
    scroll down a little bit, here's the option  for a bulleted list. I could click on that,
  • 00:09:59
    but that was quite a few clicks just for a  bulleted list. Here, I'll delete that. Instead,
  • 00:10:04
    I can type in a hyphen and then a space, and  that also inserts a bulleted list. That was a
  • 00:10:10
    lot quicker. Learning shortcuts can really help  you save time. Here when I move around the page,
  • 00:10:15
    in the bottom right-hand corner, you'll see  the question mark icon. When you click on this,
  • 00:10:20
    you can click into keyboard shortcuts. This page  shows you all of the different keyboard shortcuts
  • 00:10:25
    available within Notion. Here at the top, you'll  see some of the most popular ones that'll save
  • 00:10:29
    you a lot time, and as you scroll down, you'll  see that there are many different shortcuts, so
  • 00:10:34
    it's well worth some time learning some of these  keyboard shortcuts. I've now inserted a list of
  • 00:10:38
    all of the different cities where we're planning  on opening locations, but on second thought,
  • 00:10:43
    I think a task list might work better than a  bulleted list, but I definitely don't want to have
  • 00:10:48
    to retype everything in. So here, I can highlight  all of these different blocks and then I can click
  • 00:10:54
    on this six-dot icon, and when I click on that,  there's the option to turn into. When I hover
  • 00:11:00
    over that, I can change this block type into any  one of these other block types, and I want it to
  • 00:11:06
    be a To Do list. I'll select this option, and that  swaps it out for that other block type. To add all
  • 00:11:12
    of these different blocks, we've been clicking on  the plus icon, we've been using the forward slash,
  • 00:11:16
    but you can also just drag and drop media from  your computer directly onto the page. Now with
  • 00:11:22
    this page down at the bottom, we have all of these  different proposed retail locations, and this is
  • 00:11:27
    highly sensitive information. We certainly  wouldn't want our competitors to get their
  • 00:11:32
    hands on this, so I should probably include some  information to our employees not to share this.
  • 00:11:38
    Here I'll take an image from my computer, and I'll  drag it right down here. Just letting everyone
  • 00:11:43
    know that this is top secret and that they won't  get any cookies if they share this information.
  • 00:11:48
    I think this image will be very effective, but it  might make more sense to show at the very top of
  • 00:11:53
    the page, and it's good that it's pretty easy to  move blocks around. Here I can select this block
  • 00:11:58
    and here I see the six-dot icon. I can press and  hold, and I can drag this to a new position. Now
  • 00:12:05
    when I drag it you see this blue line appear and  that indicates where it'll place this block. Now,
  • 00:12:10
    one thing that's nice is you can also move  it over to the right-hand side if you want
  • 00:12:13
    to make another column and place it alongside  other blocks. Here I could also move it to the
  • 00:12:18
    left-hand side. Now I think probably the most  effective position is right here near the top.
  • 00:12:22
    I'll release and place it right there. That way  people see the warning and then here you see all
  • 00:12:27
    the sensitive information. To move this block, we  used the six dots and then we dragged it around,
  • 00:12:32
    but you can also select a block and then you  can use shortcut keys. I love those shortcut
  • 00:12:37
    keys because once again they help you save so  much time. You can press control + shift + down
  • 00:12:42
    arrow to move it down a block, or control + shift  + up arrow to move it up a block. It just makes it
  • 00:12:47
    quicker to move things around your page. This  page is coming along nicely, but I think it's
  • 00:12:51
    almost too much information on just one page.  I have proposed locations, current locations,
  • 00:12:56
    so I'd rather split up some of this content. Over  on the left-hand side, I can add a sub-page. Here
  • 00:13:03
    I'll hover over this page with the Kevin Cookie  Company Locations. I can click on this plus icon,
  • 00:13:09
    and this allows me to add another page. Here I'll  type in current locations and then I'll click over
  • 00:13:15
    to the side, and here I see my main page and I now  see a sub-page here. I could click into that and
  • 00:13:22
    here I see my sub-page. I'll go back to the page  that we've been working on, and here I'll delete
  • 00:13:28
    current locations and I'll take this map. I'll  press control + X to cut it, and then I'll go
  • 00:13:33
    back to current locations, hit enter, and here  I can paste the map of all of our locations.
  • 00:13:39
    When I go back to the main page and I scroll  down, at the very bottom, I see there's a link
  • 00:13:44
    to current locations. When I click on this, this  brings me to the current locations sub-page.
  • 00:13:51
    To navigate around, here I could click here, I  could click here to jump between these different
  • 00:13:55
    pages, or up on top, I also have breadcrumbs  that allow me to navigate back, so here I'm in
  • 00:14:01
    that sub-page current locations, but here I could  click to the top level again and that brings me
  • 00:14:05
    back to that main page. I think it also makes  sense to move all of the proposed locations to
  • 00:14:11
    their own page. I could go through the same flow.  I could click on the plus icon, and I could add
  • 00:14:15
    another page, but instead I could also click on  this block. I'll click on the six-dot icon, and
  • 00:14:21
    here's the option to turn into page in, so I could  turn it into a page. Right here I can turn it into
  • 00:14:28
    a page within the Kevin Cookie Company locations.  I'll click on that and here that's automatically
  • 00:14:33
    added a new page over on the left-hand side in  the sidebar with proposed locations. There I see
  • 00:14:39
    all of them. I'll click back into the main page.  Now I also want to move over all of the different
  • 00:14:44
    locations. Here I'll highlight all those different  blocks and here too I’ll click on the six dots,
  • 00:14:49
    and here I have the option to move to. I’ll select  that and I want to move it to proposed locations.
  • 00:14:56
    I'll type in proposed locations, and here I see  the page that I just created. I’ll select that and
  • 00:15:03
    that moves over all of those blocks into proposed  locations, and here I see them again. In Notion,
  • 00:15:07
    there are many different ways to accomplish the  same task. Now that I have multiple pages, over
  • 00:15:13
    on the left-hand side, I can reorder these. So,  I really want to see current locations ahead of
  • 00:15:18
    proposed locations. Here I can press and hold, and  I could drag this on top of proposed locations.
  • 00:15:24
    Here I could also select the entire page  group. Here I'll select this and I can move
  • 00:15:28
    this all the way to the top on top of getting  started, and here I see the locations at the
  • 00:15:33
    very top of the list. Now, especially as you  start getting really large numbers of pages,
  • 00:15:37
    it might become hard to get back to the ones that  you care about the most. With this page selected,
  • 00:15:43
    in the top right-hand corner, I can click on this  star icon, and this adds this page as a favorite.
  • 00:15:49
    Over in the sidebar, you'll see that it  added a new category called favorites,
  • 00:15:52
    and here I see all of my Kevin Cookie Company  location information. Also up on the top bar to
  • 00:15:58
    the right of the favorite icon, I can click on  this three-dot menu, and when I click on that,
  • 00:16:03
    I can adjust the style of my pages. So, here  I could adjust the font look and feel. I could
  • 00:16:08
    also adjust the size of the text. I can make it  smaller, larger, I could also have it take the
  • 00:16:12
    full width or not the full width. You have other  options as well. Here I could even lock the page,
  • 00:16:17
    so this way when people come in, they can't  actually modify the contents of the page. That
  • 00:16:22
    might be helpful. For now, I’ll click on the three  dots and let me unlock the page so I can make
  • 00:16:26
    edits to this. Over on the left-hand side, let's  click into the proposed locations, and here again,
  • 00:16:32
    I see all the cities where we want to open up a  location, but this doesn't really tell me that
  • 00:16:37
    much. For example, what is the anticipated opening  date? What will the location look like? Some of
  • 00:16:44
    those types of questions. What is the status?  And I don't get that from just a To Do list,
  • 00:16:49
    so I want a much more detailed view and I  think a database might help me with this.
  • 00:16:54
    I'll type in the forward slash, and here I'll  type in database, and here we have all types
  • 00:17:00
    of databases that we can insert, and I just want a  simple full-page database. I’ll select this option
  • 00:17:06
    and later on we'll see how you can start with the  database and then you can convert the view of the
  • 00:17:11
    database into all these other types. So, let's  select full-page for now, and check that out,
  • 00:17:15
    we now have a new database. That's how easy it is  to make your own database. Over on the left-hand
  • 00:17:21
    side, let's expand proposed locations, and here  we see the new database is basically a sub-page
  • 00:17:27
    of proposed locations, and right up here, I can  type in a name for this database. I'll type in
  • 00:17:34
    detailed view of proposed locations. Down below,  I have my database and although database might
  • 00:17:40
    sound somewhat intimidating, it's really just  a simple table with lots of information in it,
  • 00:17:45
    and I want to use this database or this table  to track all of the different locations we're
  • 00:17:50
    planning on opening at the Kevin Cookie Company.  So, to start off, I need to give these different
  • 00:17:55
    columns names. Here I’ll click into this column  and instead of name, I'll call this city.
  • 00:18:01
    Over here, instead of tags, let me change  this to the anticipated opening date. For
  • 00:18:05
    the anticipated opening date, I'll click on type  and let me change this to type date. Over here,
  • 00:18:12
    I could also add additional columns. I'll click on  this plus icon, and I also want to add the status,
  • 00:18:17
    so how far are we along at opening this location?  I'll select status, and when I select that, here
  • 00:18:24
    I can see these different states: not started,  in progress, or done. That'll be really helpful
  • 00:18:28
    as we track these different projects. I'll close  out this side pane. Last, I'll add one additional
  • 00:18:33
    column for files. This way we can share a picture  of the location. I'll click on this plus icon,
  • 00:18:39
    and here there's the option for files and media,  so you can add all these different types of
  • 00:18:44
    properties to your database, whether it's text,  numbers, multi-select. I already added dates,
  • 00:18:50
    especially when you're collaborating, you could  add other people, so well worth looking through
  • 00:18:54
    this list to see all the different types that you  can add. Here I’ll select files and media, and
  • 00:18:59
    this looks good. I'll close this out. My database  is starting to take shape, but I need to add some
  • 00:19:05
    of the cities where we want to open locations.  So, I'll go through and fill out some of this
  • 00:19:08
    information. I've now added some details to this  table, and one thing you might be wondering is,
  • 00:19:13
    well, what is the difference between just a  standard table and a database? I mean, you could
  • 00:19:18
    store all this same information just directly  in a table. Well, let's take a look at what some
  • 00:19:23
    of these differences are. When I hover over Los  Angeles, here you'll see that I have the option
  • 00:19:28
    to open additional details or a side peek. Let's  click on that. This opens up a pane over on the
  • 00:19:34
    right-hand side or the side peek with Los Angeles,  and as I hover over the title, here you'll see
  • 00:19:40
    that I can add an icon. I can add a cover, so this  is just another page with details. Right on top,
  • 00:19:47
    I can see the properties, or the columns related  to this location, and down below, I can build out
  • 00:19:52
    an entire page related to this one specific store.  So, within a database, you can store all sorts of
  • 00:19:58
    information related to each one of these records  in your database. Here I'll minimize the side
  • 00:20:04
    peek. Along with being able to add more details  related to each record within your database,
  • 00:20:09
    down below, you can also add calculations. Here  I'll click on this and let's say I want a count of
  • 00:20:15
    all the new locations we're planning on opening.  Right here, I can click on count all and this adds
  • 00:20:20
    a count to the bottom of that column. Over here,  under the anticipated opening date. Here too,
  • 00:20:24
    I'll click on calculate and here I could add the  earliest date, so it looks like we're opening a
  • 00:20:29
    store in two days. That's coming up really soon,  so it's a good thing that it's already done.
  • 00:20:34
    Under this column, I could also click on  calculate and maybe I want a percent per group,
  • 00:20:38
    so let's see what percent is already done. Here  I'll click on complete, and here I could see
  • 00:20:43
    that we're 20% through this list. We're making  some good progress. With databases, you can also
  • 00:20:48
    filter and sort your data. Here I’ll click on the  anticipated opening date column, and when I click
  • 00:20:54
    on that, here I have the option to sort, and I  can also filter the data. I'll click on filter
  • 00:20:59
    and let's say that I just want to see all the  stores that are opening up in 2023. Here, I can
  • 00:21:05
    click on this drop down, and I'll say is after  and I’ll select December 31st, 2022, and here
  • 00:21:11
    I see that we have one store opening up in 2023.  To remove the filter, I can click on this, click
  • 00:21:17
    on the three dots, and then delete the filter.  I can also access filters right up here and I
  • 00:21:22
    also can access my sorting options. To the right  of filter and sort, I can also search against my
  • 00:21:27
    database. When I click on this, let's say I just  want to see my Toronto location. I could type that
  • 00:21:31
    in and that filters down this database table to  just that store. It's that easy. I'll close that.
  • 00:21:38
    To the right, I also have the three dots or the  ellipsis, and here I have some additional settings
  • 00:21:43
    that I can configure. The beautiful thing about  using a database is that you can visualize your
  • 00:21:48
    data in different ways. All of the underlying  data stays the same, but you just get different
  • 00:21:52
    views on it. Over on the left-hand side, let's  click on this plus icon. This opens up a pop up
  • 00:21:58
    over on the side where I can decide what type of  view I want to add, and you have different options
  • 00:22:03
    here. Now I already have a table view. That's this  initial view here, but for this new view, I can
  • 00:22:09
    add another one. So, here let's select the board  view. I think that looks interesting. Down below,
  • 00:22:14
    I can configure various settings related to this  view. Here I'll click into group by and over here
  • 00:22:20
    let's click into this, and I want to group by the  current status. I'll select that and then close
  • 00:22:25
    this out. So here I can see my board view. It  shows all the locations that we're opening up and
  • 00:22:30
    the current status. Now we've made some progress  on Manila and it's now all done. Here I can click
  • 00:22:36
    on that card and here I can drag it over into  done. If I go back to the table view up above,
  • 00:22:42
    here I can see that Manila has now updated,  so the underlying data is the same across all
  • 00:22:48
    of these different views. I just have different  views of the data. Up on top, I can click on the
  • 00:22:52
    plus icon again and I can add yet another view  to my data. So, here I’ll select the calendar
  • 00:22:58
    view and then I'll click done. Here, I'll close  this out and here I have my standard calendar,
  • 00:23:03
    but one of the interesting things now is I can  view when all of the different stores are opening
  • 00:23:09
    in a calendar view. So, once again, all of the  underlying data is the same. The only difference
  • 00:23:14
    is how I view all of this data, and if I make  any changes here, that'll tie back to those other
  • 00:23:20
    views. Here too, I can also click into one of the  stores and that opens up all of the page details,
  • 00:23:25
    so databases are so powerful, and you can contain  so much data and view that data in different ways.
  • 00:23:32
    To get back to any of the other views, here I can  simply scroll all the way back up to the top, and
  • 00:23:37
    here I can jump between the different views, but  also over on the left-hand side in the sidebar,
  • 00:23:42
    here I can expand this section and I see all these  subpages with all of the different views. So,
  • 00:23:47
    here I have my table, my board, my calendar, so  it's really quick and easy to navigate back to
  • 00:23:52
    all of these different views. I hope you see by  going through this that databases are so powerful
  • 00:23:57
    and have so much more functionality than just your  standard table. As you're working with Notion,
  • 00:24:03
    you may have the need to bring additional data  into Notion. Luckily, Notion makes that really
  • 00:24:09
    easy. Over on the left-hand side, let's click on  import. This opens up a dialog and here you can
  • 00:24:14
    see all of the different types of data that  you can import directly into Notion. So, you
  • 00:24:18
    have Evernote, Trello, Asana, and all these other  services. Now here at the Kevin Cookie Company,
  • 00:24:23
    I want to add all of our delivery information  into this Notion workspace. Here I'll click on
  • 00:24:29
    Word and here I have my delivery options. I’ll  select this, and here it's uploading it. Once it
  • 00:24:35
    finishes importing, over on the left-hand side,  I now have a new page called delivery options,
  • 00:24:40
    and here I see my Word document has been imported  entirely into Notion, so now I can do all of my
  • 00:24:47
    work just in this one place. The one thing to  note, if I make any updates to this document
  • 00:24:53
    here within Notion, this won't go back and affect  the original source document. Now that I have
  • 00:24:58
    all the delivery options entered into Notion, I  just realized that with the upcoming locations,
  • 00:25:03
    I should probably add in the address information.  I can navigate back to the database over here on
  • 00:25:08
    the left-hand side using the sidebar, but up on  top in the control panel, I also have the option
  • 00:25:13
    to search. When I hover over search, you'll see  that the shortcut key is control + P. I'll click
  • 00:25:20
    on search and here I want to add details to the  Los Angeles location. I'll type that in and right
  • 00:25:26
    here, I see the best match for Los Angeles. Here  I can click on that, and that brings me to that
  • 00:25:31
    direct page within the database. That was a really  quick way to get back. Down below, I'll click into
  • 00:25:37
    the page and here I'll enter the forward slash  and I want to add the address location and maybe
  • 00:25:44
    it be nice to include a map. Here I'll type in  map and here you can see that you can also embed
  • 00:25:50
    content directly into your page. Here I have the  option to embed a Google map. I'll select this and
  • 00:25:55
    here it asks me to type in a URL. I'll enter the  URL of the location and then click on embed map,
  • 00:26:02
    and here we now see a map of the location where  we're opening the store. This is exactly what
  • 00:26:07
    I wanted. Adding the map was pretty easy, but I  don't want to have to do it for every single city.
  • 00:26:12
    Maybe I could pull in one of my coworkers and have  them help me. So, I want to share one of my pages
  • 00:26:18
    and all of the subpages. Here I'll select this  top-level page and in the top right-hand corner,
  • 00:26:25
    I can click on share. When I share this out, it'll  share this page along with all of the subpages.
  • 00:26:31
    Here I'll click on share and right here I can  type in e-mail addresses for people who I want
  • 00:26:37
    to share with. I'll click on this and here I'll  type in Patty. She's my manager and she's always
  • 00:26:42
    looking for some work so I’ll enter in her e-mail  address. Over on the right-hand side, I can set
  • 00:26:47
    the permissions. Here I can give her edit access  and I want her to add maps for these different
  • 00:26:52
    cities, so I need her to be able to edit, but  you can also set it to comment or just view,
  • 00:26:58
    and if you upgrade the plan, you can also offer  full access, but edit for now is good enough.
  • 00:27:03
    Down below, I could also type in a message. Over  here, I'll click on invite, and look at that,
  • 00:27:09
    what an overachiever. Patty is already within  this workspace. Here I can see her photo right up
  • 00:27:15
    above, and this indicates that she's currently on  this page. If Patty navigates to a different page,
  • 00:27:21
    her photo will grey out, and once she returns to  this page, here you see that it lights up again.
  • 00:27:27
    Over in the top left-hand corner, I can click  on settings and members, and within settings,
  • 00:27:33
    I can click into members, and right up here  there's the option for guests. Here I can
  • 00:27:38
    review all of the different guests who have  access to pages within my workspace. Here
  • 00:27:42
    I see that Patty has access. I can click over  here and here I see that she has access to this
  • 00:27:48
    specific page. If I no longer want her to be able  to access this page, here I can click on remove.
  • 00:27:54
    With the free plan, you can only share with  up to five guests. Back here on the main page,
  • 00:27:59
    I want to make sure that Patty knows what to do.  Over on the sidebar, I'll click into proposed
  • 00:28:04
    locations. Then I'll highlight Manila and here I  have the option to insert a comment. I'll select
  • 00:28:11
    this. Over here, I'll select the @ symbol, but  I could also just type in the @ symbol as well.
  • 00:28:16
    Right here, I'll select Patty Fernandez and then  I'll type in my question. I want her to add maps
  • 00:28:21
    to all of these different cities, and of course,  I’ll give her a cookie. It's amazing how you can
  • 00:28:26
    incentivize people with a free cookie. Here, I'll  click on send. Over on the right-hand side, I
  • 00:28:31
    now see this comment icon and here I can click on  that, and I can see my original question. It looks
  • 00:28:36
    like Patty's already responded. Of course, all  done, where's my cookie? I better work on that.
  • 00:28:41
    Right here, I can resolve this comment. I'll  click on this icon, and now that disappears
  • 00:28:46
    from the page. To view all of the comments  on this page, in the top right-hand corner,
  • 00:28:51
    I can click on the comment icon, and here I  see there are no open comments, but over here,
  • 00:28:56
    I can filter to all of the resolved comments,  and here I see my conversation with Patty. Over
  • 00:29:01
    on the left-hand side, here I can also click on  updates, and this shows me all of the different
  • 00:29:07
    updates happening throughout this workspace, and  here I see my comments with Patty. One of the neat
  • 00:29:13
    things is I could also reply directly from here.  Using updates is a good way to stay up to date
  • 00:29:18
    on everything that's happening throughout this  workspace. Sharing with Patty's been great. I'm
  • 00:29:22
    now getting all this work done, but I also want  to share out the current locations with all of
  • 00:29:27
    our customers so they know where they could shop  for our cookies. Here I'll select this page and
  • 00:29:33
    in the top right-hand corner I'll click on share  again. But instead of typing in a specific person,
  • 00:29:38
    right here I have the option to share to web. This  allows me to publish this page as a website. I'll
  • 00:29:45
    check this and right here I see the website  URL. I’ll click on copy web link. Down below,
  • 00:29:51
    I can also set various permissions for this page.  Now I don't want customers to come in and edit
  • 00:29:56
    this. I also don't want them to comment, so I'll  make sure I leave those as is. I've now navigated
  • 00:30:01
    to this page, and look at that, customers can  now see all of our different locations on a map.
  • 00:30:06
    We might have to work on providing a little more  details, because this isn't really that specific,
  • 00:30:10
    but at least they know that there are  locations in their country. All right,
  • 00:30:14
    well that was a quick look at how you can get  started using Notion, and I think you'll agree
  • 00:30:20
    with me that it is an incredibly powerful tool  that also happens to be very simple to use. To
  • 00:30:28
    watch more videos like this one, please consider  subscribing, and I'll see you in the next video.
Tags
  • Notion
  • tutorial
  • blocks
  • databases
  • collaboration
  • pages
  • customization
  • web publishing
  • productivity
  • interface