Notion stands out as one of the top choices among note-taking applications. It's accessible via the web and also available for Android, iOS, Windows, and macOS, making it a highly adaptable and smooth tool for documenting nearly anything.

One of the key reasons Notion is so popular is its flexibility. It combines elements of Google Docs, Trello, Wikipedia, and Apple Notes into a single application—with a touch of artificial intelligence added. You can use it in countless ways, from managing grocery lists to handling complex projects, and individual users can access all the basic features for free (more advanced team features start at $12 per month).

Whether you're already an experienced Notion user, someone who's never used it before, or somewhere in between, the following tips will help you make the most of this powerful app.

These tips are based on the web version of Notion, which is the best way to experience the app in its full capacity, though all of these features are also available through the mobile apps.

1. Automate tasks with buttons

If there are actions you perform frequently in Notion—such as adding headings or editing pages—consider creating a button for them. Position your cursor where you'd like the button to appear, click the icon, and select Button. Notion will ask you to name the button and choose an icon, and then you can set up an automation that activates when the button is pressed.

2. Upload your own icons and emojis

Icons and emojis are widely used in Notion, from marking individual tasks to labeling entire pages. While there’s already a large library of options, you can upload your own images through the Upload tab whenever you're choosing an icon or emoji. For instance, you could add a small photo of your pet next to any pet-related tasks.

This feature allows for greater personalization and customization in your Notion workspace, especially when using simple graphics. Every time you upload a new image, you’ll have the option to name it and reuse it across your workspace. To manage your uploaded graphics, go to Settings on the left sidebar, then click Emoji.

3. Tag anything in Notion

While navigating through Notion, typing the @ symbol opens up a range of helpful options. Similar to how you tag people on social media, you can tag pages, people, and dates across your Notion workspace. Typing @remind followed by a date (like “January 3” or “tomorrow”) will set up a reminder for that time.

4. Get started with templates

Notion offers a broad collection of templates to help you begin creating pages—and for newcomers, these templates are a great way to explore the app’s capabilities. Click on Templates in the left-hand menu to browse by category (ranging from Website Building to Proposals & Pitches) or use the search bar to find something specific.

Some templates may come with a cost, but many are available at no charge. Clicking on any template will show you details and user reviews. Once you find one you like, click Add to import it into your Notion account. As they are templates, you’re free to modify them to better suit your needs.

5. Know the keyboard shortcuts

Keyboard shortcuts are essential for boosting productivity, enabling you to accomplish more in less time. Notion provides a full list of shortcuts you can use. Among the most useful are Ctrl/Cmd N to create a new page, Ctrl/Cmd Shift/Option 0 to add new text, and /image to open the image insertion tool within a page.

6. Introduce your own formulas

Using formulas in Notion might seem intimidating if you're not comfortable with spreadsheets or math, but they’re actually quite simple to use and can be very powerful. Notion provides in-app help if you ever get stuck. Learning how to use formulas can significantly enhance the functionality of your pages.

Creating a formula is as simple as typing it into a database, as outlined by Notion. You can calculate deadlines, display progress percentages, and apply formatting based on other data—like marking tasks due in the next week as high priority with a red color code. This is just the beginning of what formulas can do.

7. Keep blocks in sync

There may be times when the same content needs to be updated across multiple pages. That's where synced blocks come in handy. Select the original block, copy it with Ctrl/Cmd C, and then paste it elsewhere using Ctrl/Cmd V. In the pop-up that appears, choose Paste and sync to ensure the copies stay updated with the original.

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