Master Notion Databases: From Beginner to Expert

1. Notion database promo: Welcome to the course on Mastering Notion databases. I'm Fessel, and I'll be your instructor throughout this course. Now, as a seasoned entrepreneur, tech professional, educator, and a notion user, I bring to you a wealth of information through this course. In this fast paced digital world, managing information efficiently is more critical than ever. Now NoSN, with its versatile database features stands out in helping organize, manage, and present the data effectively. Now, whether you are managing tasks, personal information, projects, mastering notion databases can transform the way you handle information. So in this course, we will begin by setting up notion, ensuring that even bigners don't have any problem getting started. Then we will talk about what notion database is, and how can you make use of it? Then we will talk about properties and how properties can help you manage your information with notion databases. We will even talk about advanced database features, such as relations roll ups. We will even discover database views which allow you to represent your data or information in different forms depending on your requirements. By the end of the course, you will have a thorough understanding of notion databases, and you will be able to utilize this feature of notion effectively to create, utilize, and manage the information for a variety of your needs. So this particular course is designed for learners of all levels. So whether you are a student in a university, working professional, entrepreneur, or if you are someone who is just curious about notion as a tool, then you can happily enroll in this course and learn about notion databases. So are you ready to harness the power of notion databases and take your notion skills to the next level? I look forward to see you inside the course. Thank you. 2. Overview of Notion and Getting Started: Everyone. Welcome to this lecture, and it's time that we begin setting up our Notion account. So here I am on Google, and on Google Search, I'll search for Notion. You're going to see a lot of results, and you need to head over to this first result called notion SO. So I'll click this first link. And this is the website for Notion software. Now, keep in mind that this particular landing page keeps on changing every now and then. Okay? So if you scroll through, you will have an idea of the different kinds of feature that this particular tool has to offer you, okay? So you can see there are powerful building blocks. You can see customizing your info. It allows you to customizing your info that you are tracking. You can build any page, communicate any idea, and you can even see different kinds of use cases that different teams can have with this particular tool. For example, engineering can organize their work this way. Product team can organize their work this way and so on. Okay, so you can do some reading on this and learn more about this particular tool. And you can start by clicking on try Notion free. Alternatively, you can scroll up over here, and you can say G Notion free. Now, the moment you click on this, you will be taken to the sign up page. Now on the sign up page, you'll see an option to enter your work e mail, and you will also have a couple of patterns, which will allow you to create an account using Google and the Apple. Okay. So depending on your preference, you can choose to create an account. If you already have an account, what I would request is you should come to your home page and click on Login. All right. Now, once you create your account, you're going to see a dashboard that looks something like this. So here on the left hand side, you are going to see the side bar, okay? And you can see different options about different actions that you can do with Notion. So here you are seeing this is your account, your name here, you'll have option to search, update, access settings, and even create a new page. Have a few options over here and some options down here. You have options to view plan as well. So if you plan to upgrade, you can absolutely click over here and do so. But for the course, you don't need a premium version. You can do really well with the free version as well. And on the right hand side, you have some tips regarding notion, okay? So this is about the notion interface and setting up your account. Do take a look at these settings also over here, okay, which allow you to customize your page. So this is a default page that is created in notion, and it has some information about how I can get started with notion. And these are the settings regarding the same. So that's about notion and getting started. 3. What are Notion Databases?: Hey there, welcome to this class, and let us begin talking about databases. So here I am on my notion workspace, and I have this getting started page already created over here. Now what I'm going to do is I'm going to click this button here to the left hand side, which says, add a new page. I'll create a new page, and I'll call this page as notion databases because this is a page where we are going to talk about databases. Now, here, I'll show you how you can add a database. Before that, I'll show you how to add a table. If you say forward slash over here on any of the notion page, you're going to see an option to add blocks into this page. Now every element in notion is added in the form of blocks. So if I want to add a table, I can select table and a table is added. Now, what is a table? A table is a block that is used to represent data in a table of format. Now, this is a very simple table. Now I can add data like one. I'll add very simple data like three. And then four, and then five, and then six, very simple digits. Okay? It's a very simple data. Now, what you can do with data, nothing. We have just represented this in the tableul format. There's not much we can do. So if you want to represent data in just tula format, you can make use of tables. But if you want to do much more, then comes the concept of database. Now, How do we add a database. So you can simply put forward slash, you can type in data, and you will see these couple of options over here to add database. Now one is database inline, so I can select database inline, and database is added within that particular page, which means it is embedded within that page. So I can name this database as inline. That's the title that I'm editing. So this database title is inline now. And here you can add the data like you have added over here in this table. So data will be added in the table format. But the difference between these two is with databases, you can do a lot more than just representing data in the table format. You can do operations like filtering, sorting. You can write formulas. There are a lot of things that you can do in database. And database allows you to do much more with your data that is there in the structured format. Okay? If you just want to show the data in the table format, just for representation purpose, use tables. If you want to do much more, you can use databases. So this is an inline table or sorry, inline database, I should say. Let me add an inline or full page database. So this is a full page database. You can select this, and here I can say full page, something like this. Okay. Now, this is added as a full page, and you can see this is added under Notion databases page. So either I can click over here or I can select the page from the left hand side, and you'll be taken to the page where we were earlier. Now if you scroll down, here you will see this full page coming in as a hyper link. There is a link. If you click on this, you'll go there. To the full page database. Okay? So this is how you can add database in two ways within a notion page, O is in line, and other is using full page. Now, if you already have some data that is being represented in the form of a table, you can absolutely convert this particular table into database as well. So if you created a table, and then later on you realize that, hey, I want to use this as a database, you can absolutely do that. So let me show this to you. I'll just duplicate this by clicking on the three dots. And now let's say this duplicate version, I want to convert it into a data base. I can again click on this three dots, and I can say turn into the Database. And you can see this. This is the table that is being transformed or converted into a database, as you can see over here. Okay. So this is about Notion database. Remember, notion databases are one of the powerful tools for organizing, storing, and visualizing information in a structured format. And they always combine the functionality of the traditional databases with a lot of user friendly features. So this is an introduction to not databases as to how you can add notion databases into your notion pages. 4. Properties of Database: Hey, there, welcome to this class, and let us begin talking about properties of the database. Now, whenever you are working with database, it's crucial that you understand and know what properties are and how can you make use of it. So every database has properties. Now, whenever you store information in spreadsheets, you have columns, and columns represent what data you are storing. Similarly in database as well, you have columns. For example, in this database, I have name as one column, I have tags as one column, and these will be rows where I'll be filling in the data. Now, this column is nothing but the property of this database. So here you have one property and the second property, which is tag. So this particular database has two properties associated with it. Now, every property that you have in the database also has a property type. So if you click on this, if I click on tag, you'll see different options to edit, and you'll also see different options over here, like sorting, hiding, freezing, and so on. From here, you can change the name of the property. But we'll click on Edit property option here. And if you go inside, you're going to see an option over here, which is known as type, right, which means you have type associated with every property that you have in the database. So here you can see the type over here is multi select. Okay. So here, if I click on this property, you have an option. So it says select an option or create one. Okay? So if I say option test, so it will create test. And then if you go to the next, it will show that option. So I'm also creating the tags over here, and I can also select the pre created tags, right? And why is this happening? Because the type over here is multi select, right? So if you click on this, you will see different property types that exist. So you can see there is text. There is a number that is select. Select is nothing but like the options part. So if you hover on this, you are seeing this tooltip, this black tooltip, which is telling you that select one option from the list of tags. So it'll show you the options and you have to select one from them. You have multi select. You have status date, person. Yes, that's right. You have person as well. If you are working on something like you want to assign something to someone. If you have people in your organization, and you have a list of tasks in this particular database. Now if you want to assign this task to someone, you can make use of the person property over here. How I'll do that. I can add a property over here. I can click on this plus icon. And it will show me this option, like, I can say person over here. So I can like, person over here. And you can see person has been added. Okay? Now I can add people over here. So you can see, this is me in this particular workspace, so it's coming FSL, and it's being added over here. So if you have multiple people, you'll have the list come in over here. So person is also an interesting type that allows you to work in project management scenarios. So if you're a project manager or someone who wants to assign and work with multiple peoples in a database, you can absolutely make use of this particular feature. You have option for files, and using this, you can upload files and images easily over here, checkbox, URL, e mail, phone, your formula as well, and you have these options like created T, created by, and this will automatically record. Okay okay? So if you hover on this, like, created by, So you can see over here, this plaque tooltip which says automatically records the person who created this item. And this is auto generated and not editable. You can see this, right? So this is a lot of housekeeping that databases do for us, right? So if you want to record de created time created y, you don't have to enter this manually. This is like recorded by default, right? So these types are really powerful. And by looking at the types, you can basically gauge that this is very different from the traditional database that we have, like the data that we represent in spreadsheets. So this is very different. Like, you have a lot of powerful features like you can upload files in a database, imagine, right? And this is different from Excel and spreadsheets, all right? So this is about property and its type. Now, you should use properties effectively because choosing the right property type is really important, right? So if you're storing some data here in the database, then choosing the right type is really important. Because if you want to add deadlines into database, if there is a column called deadlines. So for deadlines, you might want to store them in the form of date, right, and not in the form of text. So this is something that you need to understand. You also need to customize the properties to match your specific needs, ok. And properties also help you organize the information. We saw how properties are distinct from that of spreadsheet and traditional databases or traditional tables that we have in spreadsheets and Excel, right? So you can imagine how powerful this can be when you start using these properties in the right way. So that's about properties and how you can use them in databases. 5. Advanced Properties: Relations: Hey, there, welcome to this class, and let us begin talking about relations. Now relations is one of the advanced properties when it comes to notion databases. Here you can see I have some sample data, and this data is representing the projects and the tasks. Here at the top, you have a table. Now, this is a simple table that is representing the list of projects that are ongoing. And here you have tasks. Now, these are the tasks that needs to be done along with the due date, and they have the name of the person to whom they have been assigned as well. Now, here, this is being represented in the form of simple table. So I need to have a database over here. Now one thing, we will be converting this particular simple table into a database. I'll say click over here, and I'll try turning this into a table. Now, the moment you turn this into a table, you will observe something that the project name and the description, which were the column headers have come in as rows. And the rows is like it's default one, this is title, and this is column one. Okay? So this is not something that you want it, so you might want the headers to remain intact and be translated into the database. So I'll press control said over here. And I'll go back to the original form. So to have the column headers retained when you convert a simple table into a database. What you have to do is you have to make sure that you mark the column headers as headers. So you have to go into options over here, and you should say header row. So this tells notion that this particular tables have header rows. So I'll do this for both, and I'll convert these both into database. Now you can see project name and description. What I'll do is I'll copy this and I'll have projects database over here. I'll just call it projects, and then I'll convert this one into a database as well, and I'll call this as tasks. So I have two databases. Now let us talk about relations. Now, relations in notion databases are powerful features that allow you to connect different databases. So here you have two distinct databases, and you can create a connection between them with the help of relations. And this functionality enhances the depth and the utility of your data, and it allows you to establish meaningful connections. Let me show you what I mean over here. Here in the projects database, I want to link this to task, and in the Task database, I might want to link this task to the various projects. What I can do is I can come over here. I can say new. And here, when I start adding the property, if I scroll down here, I have this field here, relation. You can see connect databases and mention database pages. Useful for connecting items across your workspace. I'll select this relation over here. And you can see it is showing me the list of all the databases that exist, right? And here, one of the database is tasks. So now you can imagine like the importance of naming your database. Here, this database does not have name, does not have name. You can see this has inline. So this is a name, but this one has untitled, so this does not have name. So imagine you have 34 databases, important ones which are unnamed. So you will be confused as to which one to connect to. So since we have names over here, I'll select tasks, and you can see over here, I'll say ad relation. Okay? And I'll close this. Now the moment I close this, if I come over here, you can see tasks coming up. Now if I select, you'll be shown an option to select any of the tasks, right? So if I want to redesign a website, so I want to say design a home page, k? I can select multiple over here, and you can see over here. So there are two tasks that are added over here, but you can see only one, because of the space limitations over here, there might be scenarios where you might want to show all the tasks. At some places, it's okay if some tasks are head in. But if you want to show all the tasks, what you can do is you can click on tasks over here, go to edit property, and here you have this option of wrap in view. So if you select this, and if you come back, You'll see it's being wrapped now, and you can see everything that you add. So now if I add one more tasks, you can see the cell expands itself so that everything is seen over here. Okay? So here we saw how you can add tasks or how you can link projects to tasks. Now, there is a way wherein you can create a two way linking. So you can create two way linking between these two databases. Let me show you how. So I'll go to tasks over here. I'll say edit property. Okay. And here you have this option over here. Show on tasks. Okay? So if I enable this over here, and if I say update, so it'll say related property on tasks. But the default name is projects. If you want to have an alternate name, you can add that name, or I'll just say update relation. And the moment you do this, and if you come over here, you can see projects is being added into tasks automatically. So earlier it was not there, and the moment we enable this option. So if I disable this option here, you can see that column or that property being removed. And if I add that over here, and I can give whatever name I want, so I can say my projects over here, just to demonstrate, I can say update relation and you can see how the digram looks like now. It's previewing how the tasks are linked to project, and project is linked to task. If I close this, you can see my projects come up over here, and automatically, they are like in sync over here. Okay. So we have added these three tasks against this particular project. And you can see these three tasks has these projects need. Okay. Now, if I add employee training against one of the tasks over here. So let's say update website content, I'll add employee training over here. This last one. Okay. The moment I do this, you can see update website content come in over here. You can see. It's automatically updated. So it's two way sync, a? Or you can call it two way linking as well, right? So you can see how powerful this can get. If you have related data in your notion database, you can absolutely make use of this linking feature, and this saves you from hours and hours of updating things across your database, okay? Now, relations are really useful, really useful. Like, you must have imagined now how useful they are. Okay? So with relation, you can cross reference data. You can have better data integrity, efficiency, and insight of the data is also enhanced. All right. So this is about relations when it comes to notion databases. 6. Advanced Properties: Rollups: Hello there. Welcome to this class, and let us begin talking about roll ups. Now, what are roll ups? Roll ups is an advanced database feature that allows you to display and calculate the aggregated data from one database within the another database. This is based on the relations between them. So let me explain this with the help of a demo. So I have two databases. One is projects and tasks. I have a relation created between them. So here you can see every project is linked to a task, and here tasks are linked to projects. Now here, what I will do is I'll add a new property. And I'll scroll down, and I'll select roll up over here. Now, the moment you hover on roll up over here, you'll see this black ticker or this black toast over here, which talks about what it is. So it says view and aggregate information about properties from relation properties. And this is useful for summarizing the interconnected data. So I'll select this and it says type roll up. It's allowing me to select the relation over here. I'll select the one relation that we have, which is tasks. And here you can see you have an option to select the properties of tasks, okay? So you can select any property that you wish to, and here you have the calculate field. So based on which property you have selected over here, it is going to calculate the information and summarize it for you. That is what Rolls. So here you can see, I've selected task name. So I can select whether I want to count all. So it will count the total number of like pages, including the blank page, count values, unique values, count empty. So I can select count all over here. And you can see over here, the count number, it's saying 42. So this is like whether you want to display it as number, whether you want to display it as bar. You can see this is being displayed as bar, this is number, this is being demonstrated as ring over here, and you can even choose the color and customize it to the way you want. Green, purple. There are lots of options. And here you can see divide by what number, you can show the number as well or you can hide the number here. Okay. You can see how customizable this becomes, depending on what you want to do over here. You can show the number, hide the number. Okay? So this is essentially very dynamic. Now if I update anything, so if I remove like design new page over here. So once again, let me press this minus, unlink this page, and here you can see this particular thing is also updated. Okay? So here we are not displaying the number, but if you display the number here, let me say show number, you'll see the number is two now. So if I add one more, and you can see the number is three now. Okay. So depending on how you are changing this relation, like the linking between these two tables and how you are managing the relations over here, this value gets updated. So if you remove any tasks over here, the value is going to update it. If you add any task, it is going to be updated. So roll ups are very useful when you want to have some information summarized from the relations that you have between tables. Okay? Now, you can have multiple roll ups in a single table as well. So I can add one more roll up over here. I can select one more roll up here. I can say relation tasks, and I can say task name and here, I can say count MD. Okay? This is something also I can do here. Okay. So depending on your use case, you can add multiple roll ups, you can add single one, but this is very useful tool or useful feature to have your relations summarized between databases. 7. Database Views: Hey, there, welcome to this class, and let us begin talking about database views. Now, database views is all about how you want to view the information that you have within your database. For example, in this database, I have my tasks being represented in the table format. And the reason for this is because I have table view that is the default view of the database. Now, to add a different view, I can click on this plus pattern over here. And clicking on this Plus pattern will create a new view, and it'll show you different options like you can have table, which is Py default selected. You have board timeline, calendar, list, and calorie. So depending on your use case as to how you want to view your data, you can select any of the views and get that thing added. For example, if I want to add a board view, I can select that, and this will become a board view. And remember, the table view is still there. So this is board view, and there's table. So this view is added in a new tab, and you can choose to play around with the view or you can even remove this view. You can delete it as well. So these are database views, and with the help of database views, you can view your data in different format or different form, I should say. So keep in mind when you're working with databases, choosing the right view is really important based on your needs. So select the view that best fits the kind of data you're working with. All right? So that's database views for you. 8. Database Views: Table View: There. So let us begin talking about the table view and understand how you can make best use of it. Now, table view is this view that you're seeing here on the screen, and it's a classic spreadsheet like format, which is ideal for a detailed data entry and viewing a lot of information at once. Right? Now, to add a new row over here, you can just click on New over here, and this will give you a new row option. Okay? You can delete this new row by right clicking and saying Delete over here. Right? You can add a new property from here, and properties are nothing but columns that we have in spreadsheet. So every database have properties with them, and this particular database has four of them, and every property will have their own type. Now, every row that exists in the database has its own page. So if you hover on this first column over here, you will see this open button, and it'll say open inside peak. If you click on this, it will open up a new notion page, which is automatically created. So you didn't create this. It's automatically created, and you'll see the title over here, which is nothing but the task name. You have three properties over here, and you have an option to add comment. So here, you can update the properties if you wish to. So if you update this to redesign website and you can add more properties over here. So here now, this redesigned website has opened. So I can click on design a new home page here like this, and I can add more over here. So I can say employee training, I can add marketing campaign as well. Okay. So from here itself, you can edit the properties, and you can change anything you want. You can even reorder the properties, so I can bring my projects first. I can change. So it's up to me. All right. I can add a new property. I can add comments over here. Now comments that I add will show up as my comments, they'll be attributed to me, and I can even tag people by adding at the rate over here. If I use at the rate, I can even tag people like this. Okay? So yeah, it's up to me as to what I wish to do over here. So I'll just remove this. Also, I have an option to add the information. So this is the body of page, and here you can add more information to record. Okay? So this is just for record purpose. If you want to add more information that you don't want to be a part of the table view, but you want to record it somewhere, then you can add it over here. So this is like a page that you have where you can add stuff. Okay. You can even go full screen with this. All right. So I'll come back to tasks over here. Okay. So this is about the page that you get with every notion record. Okay, or every record in the notion table. All right. Now, with every table, you have properties, and you can edit the properties over here. Okay? So you can go to edit property, and you have an option to edit. So you can see over here, let's edit this one. You can see I can hide it in view. Okay, I can show it in view. I can say don't wrap in view. So your wrapping is a property. If you have lots of information that you're showcasing, you can choose not to wrap. Okay. You can change the type, and you have this AI auto fill as well. So you can add a summary, translate, key info. So depending on what you want to do with this field, you can select this option over here. All right. So this is about D table properties. You can even rearrange the column. So here if you come over here, you can rearrange the column. So I can bring my projects first, k? I can bring due date to the end. So depending on what I choose and how I choose, the order is set over here. Okay. I can add a new property from here. I can choose to hide all the properties. Now, when you come out over here, you have different view options. You can do a lot of stuff like you can filter this database. So I can say filter, you can access filter from here as well at the top, and here also you have option. You can sort the data. You can group the data. Grouping is something that we'll talk shortly, but there are lots of options over here. Also, I want to talk about this calculate buttons over here. So every property has this calculate pattern, and you can click on calculate, and you can say count all. So this will display the count of information over here. Okay? It's totally up to us as to what we want to show over here. It's percentage empty. I can add percentage empty over here. So I can count over here. So if you don't have people, so let's say projects, so I can add percentage empty over here. Okay? So you can say empty is 20%. So 20% of the task are not assigned to any projects. That is what it means. Okay? So if you have any such information that you want to display as a percentage as count or anything, you can make use of this calculate options. Now, if you come over here, you have an option to grouping that we saw. So let's go over here. Or let's click over here. So these are the three patterns over here. If you click on these three options, you'll see the option two group over here. Okay? So what does grouping mean? So selecting grouping, you can group the data. So let's say if I group the data by projects. So you'll see, employee training has like it's grouped by employee training here. This does not have any projects. Marketing campaign is grouped over here and so on. Okay? You can choose to sort the data as well over here. You can choose to hide the empty groups. I can choose to unhide as well. Okay? So depending on your use case, you can change the grouping over here. I can switch to due date. Okay. So if you want to group the data by due date, can grope it. So you can see how powerful and flexible this is, right? This is not like a traditional spreadsheet table. This is very powerful, and you can use it in unimaginable ways. You can sort the data. I can sort by task name. I can choose to sort it in descending. I can add one more sort order over here or I can delete the sort as well. Okay? So it's totally up to me how I want to use it. I can filter as well. I can filter by task name, and I can mention the task name, I can say right over here. You can see how dynamic this is. The moment I'm typing, and as I'm typing, it is filtering it, and I can say is not there are various conditions as well, is empty. You can see, and I can add a value over here. It's totally up to me. I can delete the filter. You can access filter from here as well, Ft also from here. You can search for things over here. You can click on these three icons and you can access a lot of information over here. Also here, you have an option to duplicate, lock the database. You can duplicate the view as well. You can delete as well. Now, coming over here to rows. So if you hover on the row at the left hand side, you'll see these two options being enabled over here. For every row. From here, you can add a new row just below that block. I'll just to control C because I don't want to add. Here you have an option to track and drop. You can change the order. It's up to you. But if you click on this over here, you'll see the options up here. So you have option to delete, duplicate, open in new tab, open in side peak, rename, and so on. There are lots of options over here that you can play around with. You'll also see the edit history over here and who has edited it. Okay. You can also select multiple rows here and perform any sort of bulk actions that you wish to do. Right? So this is about bulk editing and working with rows. So as you can imagine, like the stable view that you have in the database is really powerful, and there are tons of things that you can do, and there are lots of features that you can play around and use it depending on your use cases. 9. Database Views: List View: There, welcome to this class, and let us begin talking about list views in Notion databases. So here, to add a list view, you will have to click on this plus icon over here. And you'll see this new view come up, and from the options over here on the right hand side, you need to choose List. Now, the moment you choose list, you'll also see the description over here. So it's a simplified page view, great for bookmarks and notes. And on the left hand side here in the database, you can see how the data is now arranged in the list format. Okay? So I'll just say done, and I'll get rid of this like hover. And now here you can see this is our list view. Now, list, like the name suggests, everything looks like a list over here. Here, you have an option to add a new item. So you can say new over here. I can say test, like so. And you can press enter. Now, this is a new item that has been added. And if you click on this new item, you will see the page opening up as a side bar, and you can see over here different properties that you already have in this database, like, for example, assigned to, due date, your projects, and so on. And you can see this is a completely new page that you can see. So here you have space for adding more information that you want to. You can even add a new property and a comment over here. So it's up to you as to enter this information. Also, this opened up in a new page, and every row over here is a new page. If you click on this, it's a new page. You can see here, you can modify the properties from here. Unlike table view here, where you can modify the property right from the first view that you see. In list, that is not the case because we're seeing all the information in the form of a list. You have to go inside, get it opened as a page and update the information over here. Now, this is about the page. You have different options over here like Filter Sort, as you can see at the top. So if you click on these three dots over here, the Sycon, you'll see more options like properties, you have option to filter sort, which we just saw the outside as well here at the top. You have option to group. Now you can do grouping. So this view will be grouped depending on what you choose over here. So for example, if I want to see data grouped Pi projects, I can select my projects over here. And you can see, like employee training has these two items. Okay? Marketing campaign project has this one item. Redesign website has these three items. So the entire view is now grouped on the basis of projects because that is what you have chosen. You can choose to hide empty groups. I can play around with this, I can control the sorting and a lot of information. I can change my grouping as well. So depending on how I want to have the grouping, I'm free to make use of it. Okay? And if you don't want any sort of grouping, you can just remove it. Okay? So I can just go over here, grouping. And within group by, I'll have to select none over here. So the moment I say none, the grouping is set to none, and the grouping is disabled as you can see over here. Like I said, you have options to sort and search as well, so you can sort data by due date. You can sort like you can control how you want the sorting to be ascending, descending. You can change the metric to task name, and so on. So you can control the way you want sorting to appear. Okay? You have an option to delete and remove the sorting from here as well. So I'll come back. You have option to filter. Filter is something that is also there in the default table view, and you can make use of it here as well. Okay. So this is about the options over here that we just saw. And sure, on the view. If you hover on the left hand side of the item, you will see a couple of more options, like an option to add a new record and an option to rearrange the items in the list. Okay. So depending on your use case, you can make use of these options and work with list views. 10. Database Views: Board View: Hey, there. Welcome to this class, and let us begin talking about the Board view in databases. So to make use of Board view, I'm going to click on this plus icon over here, and I'm going to select Board from here. Right? Now, if you hover on this board over here, you will see a nice message over here, which says, Kanban board, great for project planning and Buck tracking. Okay? I'll just say over here, and I'll close this. So now, this is the board view where you are seeing everything organized in the form of a board. And there are various categories. Here, this is being categorized as projects over here. Okay? So this is project one. This column is project two, project three, and project four. So if you go over here in board layout, you will see group by M projects. If you don't want the grouping to be by projects, you can click on this and you can change the grouping by something else. So if you do the grouping by task name, it'll be grouped by task name. But task name does not make sense. So assigned to makes sense. Also, like the project name makes sense. So what we can do is I'll just select over here, and I'll say my projects over here. And you have different options that you can play around with. These are all the grouping options, you can control the sorting. You can control whether you want to hide empty groups or not, you can even have colored columns. You can see over here, a slight background is being added to columns over here, if you notice. If I toggle this, you'll notice. And you can go back. So depending on what you want to do, and how you want to represent the information, you can do the settings of here. You can wrap all the properties. You can choose to do so. And there are similar options over here that we just saw, like color columns and all. Okay? And open pages in side peak. What this means is, if you click on this, it says open pages in side peak, center peak or full page. Which means when you click on this, this is opening as a side peak. If you select center view, it will just open as center view in the center. And if you select full page, it will just open as full page. So depending on your choice and how you want to use it, you can customize this. Now here, this is like a typical project planning board. Here you have different projects here, and you can move things around, so you can create e mail campaigns to this project, design a new home page, to this project, and so on. So this view is linked and derived from the underlying data over here. And any changes you make in this view is being reflected in the data as well. For example, if you move anything from here to employee training, you're going to see that update happen in the data as well. Okay? So this is about the board view and how you can make use of it. You can play around and experiment this for your own projects. So board view is really helpful if you are creating a database like Notion database for project planning. And here you can have different statuses. So here you can have project things that are in planning. Here you can have things that are in ideation, things that are in execution, things that are in QA, and things that are done. So likewise, you can have these sort of columns of information, and which means that you will create a board that is grouped by status or the project stage, right? And the stage is where the stage of the project is being recorded, and you can move the projects around that way. Okay. So this is about the board. And like any other view, you can also do filtering, sorting, and you can go over here and explore more options that we already have for other views as well. Okay? You can even choose to duplicate, copy the link to the view, and so on, right? So this is about the board view. And like I said, it's really useful for project planning and setting up a Kanban board. 11. Database Views: Calendar View: Hey, there. Welcome to this class, and let us begin talking about calendar views in databases. So to experience the calendar view, I'm going to click on this plus icon over here, and a new view will be added, and I'll select calendar here from the right hand side. The moment I select calendar, I see at the bottom, the calendar specific options. And on the left hand side, I can see a calendar being added. Now, here these options are show calendar by, and if you click on this, you have a Date field. Then you have show calendar as month. So you can choose to toggle, if you want a weekly calendar, you can select week, and if you want a monthly calendar, you can select month over here. Open pages in center peak, I'll select side peak over here. Now, let us take a look at Show calendar by date over here. Now, what is happening over here is we are not seeing any of our tasks. And if you take a look at the top right over here, no date, you'll see none of our tasks have date. Now what does this mean? So if you head over to table over here, There is a date column that is added, and the calendar is looking for this date over here. But I don't want to use this date. I want to use tb date, and I want to populate my calendar based on tub dates. So this is my task list, and I want to have a calendar that shows the tasks depending on the tub date in the calendar format. That is what I want to do. But if you go over here in the calendar view, and if you go to the options and lay out. And if you say show calendar by, you're only seeing date over here, which is this field over here, this field. So you're not seeing this due date. Why so. So take a look at this icon here. So this icon represents the type of the property. So here this is text. My project is a relation assigned to is also something, so it's a person, Due date is a text. So these two text, you can see, these lines indicate text, and date is a date field over here. So this is a text, and that is why it is not coming in in the calendar view. So if you go to the calendar view here, and if you select layout, you won't see due date over here. You will only see date because due date is marked as text over here. So you have to go you have to click on this property. You have to select Et property, and here you can see the type is text. I need to click on this, and I need to select date over here. The moment I select date, you'll see this icon change to date, and the field values also take a different form. So I'll close this. I'll switch over to calendar view again, and I'll go over here, and I'll say layout. And here, I'll say show calendar by. And now you can see due date apere over here because our due date is also being fetched as a date field. And the moment I select due date, you can see close over here. And you should see now all the tasks go away. So there is only one task now without a due date, right? And we are not seeing them over here. Let us see why. So the reason we are not seeing them over here because the due date of this task is July, August, September, and July again. So I'll change the due date to, let's say, I'll switch it to Jan over here. Okay. And I'll go back to the calendar view, and you can see over here on this calendar view, you are seeing this particular task. And if you click on it, you'll see the details of the task along with like the properties, its values. You can change the values here. You can add a new property comment, and you can add some notes for housekeeping. Right? So I'll just close this. You can even go to like so I can go to June and July over here. So in July, there is one task update website content, which is due. I can go next. August, there is one task. There are two tasks in September, and so on. So depending on like how the date is being populated for different tasks. You're going to see all these tasks being mapped into a calendar view here, right? Now, in this particular calendar view, this is really powerful, okay? And here you can imagine you have plus Paton. So you can click on this plus button and you can add any task. Okay? So here for thirst December 2023, I've added a new task. Due date is automatically set to 31st, December 2023. Why is this automatically set? Because I clicked on plus icon in this particular grade over here. Okay? So let me, collapses, and let me remove this. So I'll just delete this task. I'll click on Jan first, 2024. I'll say add an item. And you'll see the due date being populated automatically. Okay? And you can now fill in the details and you can add a task into this particular database right from this calendar view. Isn't this amazing and it's so powerful? You can use this in unimaginable ways. Like if you have a project running, you can add different views in the database, like in the form of Kanban board, and then you can convert the same data into calendar view. And view the tasks or the projects by D two dates. And this gives a very comprehensive overview of how your work or your company is doing, right? Now, you can explore more options. L here, you can see all the tasks that do not have date, so you can take a look at this task and you can set a date. So if you select it, it will be added to the today's date over here. Okay? You can see over here. You can do filtering, sorting. You can click on these three dots, and you can take a look at more options that this particular view has to offer. But typically, if you're working with calendar view, you will mostly use these options over here that you're seeing. So you'll make sure you customize the calendar view, how many dates you want to see over here. Do you want to see the entire month or week? That is something you might want to control, and by which field or by which property, you want to render the calendar by. So I've chosen due date. Right? So yeah, this is about calendar view and how it works. I hope this was useful. 12. Database Views: Gallery View: Hey, there, welcome to this class, and let us begin talking about the gallery view in Notion database. So here, what I have is I have this database. What I'm going to do is, I'm going to immediately add a new view over here. And I'm going to select glari from here. So the description that you see over here immediately, it says grid of cards, and it's used for mood boards, index cards, and recipes. So these are a few examples in which you can make use of this view over here. And here you have different options. And on the left hand side, you can see this new view that is being added, and this is the Clirie view. Okay? Now, here, there is this card area which is previewing something, and here is the option to control this preview area. So here right now, it's rendering this preview area on the basis of peach content over here. Okay? Now, in order to have some images over here. So dally image should appear over here. So we are just seeing a white patch over here. And the reason is we don't have any image in the data. So how this gal review works is it renders this tablear information, the database that we have into a gall review. And to have something over here, we need to have images. So what I will do is I'll add a new property here, and I'll scroll down and I'll have files and media type over here. Okay I'll select this, and I'll see images over here. Okay. I need to rename this, so I'll say images, something like this. Okay. And here, I'll add a few images. So I already have few images like downloaded onto my system, like these are some stock photos. So what I'll do is I'll click on this cell. I'll say choose file. Now over here, I have three images downloaded, so I'll select the first one. I'll say open. So it'll begin the progress, it's showing you the progress, and you'll see the image appear over here in the cell. You can add multiple images in the same cell if you wish to, but I'll just stick to one image per row. I'll just upload all of these, one on each row, I'll make sure all my cards should have the images. If you add images to all the records, you will have images appear on all the cards. I'll just leave this one or I'll just add it. Let's not leave it. I'll just say one dot PE, and you'll see this image also being uploaded. All right, now, it's great that you can see the preview of the image as to which image you have uploaded over here. And I'll switch to gal review. Now after switching, you'll still notice that the preview has not come in. Why? It's just because you need to do some configuration work. I'll go to I'll click on this three dots over here. I'll go to layout. And under the layout settings here, I'm going to click on this card preview. Right now, it's previewing card basis page content, and now we have a new field appear called Images. And this is the same image field or same image property that we have just created, and we have added one image He. So I'll just select this. And the moment I select this, you will see images appear all over our cards, right? You can even control the size from here. I can say large, I can change this to small. So depending on your preference, you can choose the size over here. I'll stick to small over here. You can even say fit image. So if you say fit image, it will just fit the image into this entire box, but I don't want to do that. I want to have a center fit kind of thing. So you can see how it's zooming in. Wrap properties is also one option, and open pages in center peak. So this behavior of when you click on any of the items, it opens up the page is still there. So right now it's opening in the center peak. You can even have side peak view where this page opens from the side. That is also possible. Okay. Now, you can even move, you can even reorder this if you wish to. Like you have some option, you can click on reposition, and it allows you to reposition the image. If you wish to reposition the image, you can do that, save the position. You can reposition this one. You can see. So it allows you to change the position and there are few customizations that it offers you to do. If you wish to add a new card, you have an option to add that from here. You can say new and a new card will be added. You have an option to upload the image also over here. So I can just select image, I'll say two JP and I'll say test over here. Okay. So I can enter any name that I want. You can see like behind this view over here, you have test already created now. If I remove the image, there won't be any preview, so just keep that in mind. Okay. So yeah, this is done, and you have an option to group also over here. You can control the grouping. So I can say group i, let's say my projects. So you can see everything is now grouped and displayed to you with the help of projects over here. You can see you can collapse them as well, right? And if you want to add a particular thing or a particular item under a particular project, you can click on plus over here just beside the project. And if you do so, the project field would be auto populated. The reason is because we are adding things along with that project or within that project. Okay? You can see this thing, what added, and I can just choose to delete as well. So this is about the gallery view. You can play around with this gallery view and experiment for your own use case as well. This is really helpful if you want to have a gallery of things being displayed with your data being stored in the Notion database. So this is gallery view for 13. Database Views: Timeline View: Hey there. Let's talk about timeline view with Notion databases. Here I'll straightway add a new view, and I'll select timeline over here. Now, timeline, as the name suggests, it is used to display the information in the timeline format. And you can see over here how I'm seeing this entire information being represented. Here you have an option to control how your data is being displayed on the timeline. So you can see show timeline by D date. All right. Now, here, you have more options like you can have separate start and end dates. So why do we have this option so that you can have a timeline for a particular task. So if you want if you have, like start and end date, so I'll just enable this. So you can have start date and end date. So end date can be due date, and you can even store start date in your project. So let me head over here. And here I have date, which is the tu date. So I can rename this to start date. I can say this is the start date, like so, and I can reposition this a bit here. Okay. So this ends on tenth, January 2024, so I can have this from second January. This can begin from ninth. This can begin from 25th, this can begin from 30. So I'm just adding some dates over here so that we get the information in the timeline format. So now we have two properties here, start date and due date. Right? If you head over to timeline, you'll see that still the information is not shown as the way it should be. And the reason is we need to do some additional configuration. So we need to say start date is start date, and end date is due date. And now if you check the timeline over here, if I just close this, you'll see how the information is being represented. You can see. Arrows. There is one more task over here, which is Jan 30 to like Jan 32,024 to July 20, which is not being shown in the view right now, but if you say arrow, you'll see that particular task. Right? If you click on them, you'll see the detail of the task over here, or detail of the information. And here you'll see more. You can update, depending on your requirements, you can edit, right? You have an option to view the timeline like by month, by quarter, You can view it by E. You can have an early timeline as well. Okay? So you can see here. You have the list of tasks, right? So you can play around with the options. These options enable you to control how your information is being displayed right now. So if you want to add a new task, you can just click over here, and you can just say the task name. So the task name is, let's say test task. Let me say random task, okay? Mike. Okay. The task is added. I can choose to change the date. So as I'm dragging this, it's changing the date. You can see it's also displaying the date July 13, July 14, and so on, right? And if I want to take this to some other date, I can just drag it this way. You can see? And if I click on this, you'll see those dates that I have tracked it to have been set. And you can then update the necessary information over here depending on your needs. So this is timeline view for you. You can play around with this a pit, and I would say, you can go and navigate using these arrow buttons too, right? And you'll see over here a button, which says no date. This indicates that there is one task without any date, so you can go to this particular task and set dates for it. Right? And you can filter the information, sort the information. You can do the same thing right from here as well under these options, okay? And you can even customize the timeline depending on your requirements of. So if you say separate start and end dates, like I have enabled, I have separate properties for start and end dates. That is what I mean. If I disable this, this will only show the timeline by start date. Okay? I don't want to do that, so I'll just have separate things for start and end date. If you want to show table, you can just say show table over here and table is displayed like this. But I don't want to. I just want to have timeline. And yeah, this is about opening pages in side peak, center peak, or full page. So this is the timeline view. It's a very interesting view that converts your information that you're storing in the database table into a timeline view. And remember, like, whatever you are changing over here. This is just a view. Whatever changes you're making over here in this timeline view are being made to the underlying data as well, right? So this is something that you need to keep in mind. So that's timeline view in notion databases. 14. Database Automations: Hey, there, let us talk about one of the powerful features of Notion database that is known as automations. If you click over here, you can see the icon, the thunderbolt or the lightning icon over here at the top right. If you click over here, this is the icon to access automations that have been set on this current database. Now what are automations? Automations like the name suggest, it is used to automate certain things or certain aspects of your database. Now how they work is, there are two parts. One is the trigger, and other one is the action. You can see this particular description over here. It automatically sets status, assignees, or changes property values and more with automation. You can click on this new automation button over here. You can name your automation over here, and here you have an option like you're setting a new automation for what? You're setting a new automation for pages and tasks or any sort of view. You can set the automation at the database level like at the task, or you can set the automation for any view. You can go view level as well. And then, like I said, there are two parts. One is the trigger. Trigger means when any of these occur. You can see this heading over here. Trigger is something that triggers this particular automation. And what happens or what you want to do on this trigger is something that you decide or define in the action. If you click over here, add a trigger, you need to set up a trigger over here, which means that you need to tell notion as to what is your trigger point to trigger this automation. So here, you can set trigger like page added. So if a page is added in this particular table, this automation will be triggered. And what do you want to do when the page is added, so you can click over here and set that up. Now there are more options for this, but you'll need p account. But if you don't have a P account or a paid account, you can only send notifications to Slack. So if you have a Slack account, you can click on this and set up your slack account and select the channels where you want to get notified. So let's say if you are working on a project, and you are managing that project into an OSA database. Now, whenever any of your teammates adds a new task into that particular database, you want to get notified. So that is something that you can set up using this automation. So you can get notified into Slack, and you'll get a notification that a new page has been added. Okay? Now, you can even change this trigger, so I can update the trigger to something like any properties edited. So anything is edited, any changes made to this particular database, you'll get a notification. You can even set a trigger two, task name is updated, Assigned two is updated, due date is changed. My projects is changed, start date is changed and so on. So you can set any trigger points, and on the basis of that, you can define an action. That is what database automation is. You can name the automation, whatever you want to, Okay? Whatever you wish to name, you can do that. And you can set a user friendly name for yourself to refer later on. All right. So this is about database automations and how you can set it up in your motion database. 15. Course Conclusion: And now we have reached the end of our journey. So throughout this course, we have delved into the different aspects of notion databases and understood how they are a life changer and how they can help us manage the information effectively. So we began by setting up our notion account. We learned how we can add notion databases to our pages. We saw different aspects of notion databases like relations, properties, roll ups. We even saw different views, and views are amazing, like they help you showcase the information in different ways depending on your use case. So, for example, if you're using Notion database for project management, you can make use of the board view, and you can manage your project workflow. If you are a designer, and if you want to showcase your portfolio, you can make use of gallery, and you can have a database created with all your projects and images. So Notion database is amazing, and it fits in various use cases that you might have. But remember, this is just the beginning. Like, I would encourage you to make use of Notion databases and incorporate them into your personal and professional needs and see how they fit in different use cases. And like I said, Notion databases can serve as a powerful tool for different use cases like project management, personal task organization or setting up your creative portfolio. You can make use of notion databases for a variety of use cases. Also, the skills you have acquired in this particular course will serve you as a foundation, and they will help you to make use of notion databases effectively. Thank you for being such an engaged learner. I'm so excited to see how you will make use of notion in your personal and professional workflow. Now, with this course, you have a class project, which I encourage you to complete and share it with the entire class. That's all from my side. Thank you and happy learning.