Master Notion: From Beginner to Advanced Productivity and Organization

1. Welcome to the Course: Hey, everyone. Welcome to this class on Notion. I'm really glad you're here, and I want to thank you for choosing to learn with me. Out of so many classes available on Skillshare, you decided to spend your time here, and that truly matters. If you don't know me yet, my name is Matthias. I'm a digital entrepreneur and an online instructor, and over the past few years, I've been teaching practical systems focused on organization, productivity, and building better workflows for work and life. In this class, I'll guide you step by step through notion, a powerful tool that can completely change the way you organize information, manage projects, and structure your daily routine. Notion is much more than a simple note taking app. At its core, it's a flexible system that allows you to bring notes, tasks, databases, and projects into one connected workspace. Instead of scattered information, you'll learn how to create a clear and structured environment that actually supports the way you think and work. Throughout this class, we'll explore notion from the fundamentals to more advanced features. You'll learn how pages work, how content blocks are structured, how databases function, and how to organize information efficiently using filters, relations, and linked views. Everything in this class is designed to be practical. As we move forward, I'll show you how to customize your workspace, build reusable templates, and adapt notion to your personal or professional needs, whether you're using it for studies, projects, content creation or daily organization. By the end of this class, you won't just understand how notion works. You'll have built a functional system and completed a practical project that reflects how you want to organize your information going forward. This project is an essential part of the learning experience because Skillshare is all about learning by doing. I'll keep the lessons clear, focused, and straight to the point. Time is valuable and everything here is meant to help you apply what you learn immediately. If questions come up along the way, feel free to use the class discussion area to ask questions, share insights, or show your progress. I'll be there to support you. This lesson was meant to give you a clear overview of what we'll be working on together. In the next lesson, we'll start from the foundation and take a closer look at what notion is, how it works, and how to get started the right way. I'll see you in the next lesson. 2. What is Notion, How It Works, and How to Create an Account: Folks, in this class, we're going to understand what notion is exactly and how it can help us in our daily lives. Notion is a productivity platform that stands out for being an all in one workspace, meaning it integrates various essential functions, such as note taking, task management, project management, and many other features all in one digital environment. Notion is like having a virtual office with all the necessary tools at your fingertips. One of the great advantages of notion is its ability to function as a Wiki. If you don't know what a Wiki is, it's a collaboration and information sharing site or platform that has pages within other pages. A more well known example of a Wiki is Wikipedia, where anyone can edit and contribute content, creating a collaborative and accessible repository of knowledge for everyone. Notion, this idea is taken to a personal and professional level where you can create a Wiki for your team or your personal projects, centralizing all the important information in one place. And you have the advantage of customizing the structure and organization according to your needs. Notion is more than a tool. It's a complete ecosystem where you can organize all your information, whether for personal or professional purposes. One of the features that make notion a powerful and accessible tool for anyone is that it's a no code platform. But what does it mean to be a no code platform? In technology platforms are divided into three categories, coded, low code, and no code. Coded platforms require advanced programming skills for use. Low code platforms require fewer technical skills and simplify programming. Then there are no code platforms like Notion, which are intuitive and do not require programming knowledge, making them accessible to everyone. Notion, being a no code platform allows you to create, modify, and organize your information easily. This opens up a world of possibilities for customizing your experience and adapting the platform to your specific needs without the programming barrier. To better understand, let's take a practical example. Suppose you want to organize your personal finances. With notion, you can create a page called personal Finances, where you can list all your expenses and income, set a monthly budget, and note financial goals such as saving for a trip and many other things, all in one place, making not only your financial organization easier, but also tracking your progress toward your goals. Furthermore, notion offers a variety of predefined templates that can be used and customized to your needs, speeding up the setup process and allowing you to start working efficiently in no time. Notion has the advantage of being compatible with multiple platforms available for Windows, Mac, iPhone, Android, and also as a webpage. In other words, the platform operates in the Cloud, which means your data won't be stored on your device, but on secure online servers. This not only frees up storage space on your device, but also allows you to access your data, projects, and tasks from anywhere, whether on your computer or smartphone, keeping everything synchronized and updated in real time. Now imagine combining the structured organization of a Wiki with the flexibility of notion. You can have dedicated pages for different projects with sub pages for tasks, documents, notes, and much more. All of this in an intuitive and user friendly interface without the need for technical programming knowledge thanks to Noon's no code approach. Notion also stands out for its ability to integrate with other popular tools and applications like Google Drive, Trello and other apps, allowing you to centralize information and resources in one place. Furthermore, it has an active community that shares templates and integrations, making it easy to tailor the platform to your needs. Additionally, Notion promotes team collaboration by enabling task assignment, deadline setting, and prioritization, which is essential for effective project management. Therefore, throughout this course, we will explore how to optimize productivity and collaboration on projects, both at a personal and professional level using the various features that notion offers. So since you've now understood a bit about what Notion is and what it's used for, I'll show you how you can create an account. It's good to be here already on your computer screen where you'll enter through this link, Notion so. I'll leave this link in the resources section so you can access this page. And before you create your account, it's important to clarify that Notion is a tool you can use for free, but if you want to use more advanced features, you may need to subscribe to a plan on Notion, and there are several plans, each with specific differences. So here I'm going to the pricing section, and on this page, you can see all the plans that Notion offers from the free plan to the plus plan, the business plan, and the plan. What's the difference between these plans? Each type of plan has its own features. One significant difference between the free plan and the plus plan is the number of people you can invite to collaborate in your workspace. For example, in the free plan, you can invite ten people, whereas in the plus plan, you can invite up to 100 people. And in the other plans, both business and enterprise, you can invite up to 250 people. This is one example of the difference between the free and paid plans. If we scroll down a bit further, we can get a broader view of the main differences between having a free plan, a plus plan, or a business plan, as well as an enterprise plan. One of the differences I mentioned earlier is the number of collaborators you can invite in the free version, you can invite ten people, but it's important to note that these ten people you can invite in the free version won't be members. They'll only be guests. What's the difference between a guest and a member? There is this difference in notion. A member, for example, is someone you invite to your workspace, and they will have unlimited access to the functions you grant them. The other hand, a guest will have more limited access. You can invite them to your workspace, but they will have limited access to only specific functions within your workspace. In some cases, they may only have access to specific pages. A member, on the other hand, has full access to the workspace, the team space, pages, databases, and many other functions that you will understand throughout the course. Why did I explain this difference, Mathias? It's important for you to understand this difference because in the free version, you can invite one member and you can only invite ten guests. If you have a paid plan, such as the Plus plan, for example, you can invite more than one member who will have unlimited access according to the permissions you grant in your workspace, database, and many other functions. But remember that you can invite one member in the free plus, et cetera plans. However, in the paid plans, there is no limit to the number of members you can invite, but you need to be very careful about this because for each additional member you add, you will incur an additional cost on your bill. So be careful. You can invite only one member for free, but if you exceed that, you will pay more. Other quite significant difference here regarding content in the free version, for example, is that if you decide to upload files, there is a limit of up to 5 megabytes per file. That means, for instance, if you want to upload a ten megabyte image, you won't be able to do it due to this limit imposed on free accounts. On the other hand, if you have paid plans, you don't have that upload limit. You can upload files of any size. Another interesting feature also relates to page history. This means that in the free version, the page history is only stored for the last seven days. Page history is a record of all the activities you perform in Notion. In contrast, in the plus version, this history is stored for 30 days. In the business plan, it is retained for 90 days, and in the enterprise plan, it is preserved indefinitely. If you keep scrolling down, if you want to pause this lesson and compare between the free version and the paid plans, feel free to do so. I won't show all the differences precisely to keep the lesson from being too long. But if you're interested in subscribing to any of these plans, we have the plus plan, which costs around $8 per month only if you opt for the annual subscription. However, if you choose to subscribe monthly, you'll pay around $10. This plan is ideal for those who want to get organized and carry out collaborative processes with others. And if you're a large scale enterprise, it could be interesting for you to acquire a business plan as well as the enterprise plan. The business plan has a similar price range. If you go for the annual subscription, you'll pay around $15 per month. But if you choose the monthly subscription, you'll pay around $18. Then we have the enterprise plan, which doesn't have a predefined price. This price is quoted directly with the notion team. In this case, you should get in touch with the notion team, provide all the necessary information, and they will then provide you with a suitable price based on your objectives. These are the notion subscription plans. Oh, Matthias, I want to create an account for free and then switch to a paid plan if necessary. No problem. To create an account on Notion, you need to go to this page where I've left the link available in the resources section. Then click on use Notion for free. You will be redirected to this page where you will register your account. You can create an account using your email by connecting with your Google account or also by connecting with your Apple account. In my particular case, I'm going to connect with my Google account. After selecting my Google account, I will be redirected to this page. Here, you will answer a subjective question about the purpose you have for using Notion. There are three options for my team, for my personal use, and for an educational institution. In my particular case, I will select for my personal use. If your goals are different, select the appropriate option and click the Continue button. Done. My notion account has been created. This is the homepage of our notion. Once you've logged in, at first glance, it might seem like a complicated dashboard. But throughout the course, you'll realize how straightforward this tool is. Here, Notion has already provided me with the following prompt. Some templates to help you get started. They have prepared some predefined templates for you to use. You have the option to leave these pre selected templates or you can delete them. It's a subjective matter. In my case, I'm going to clear all these templates so that only the getting started template remains. And how do you access notion? I don't know if you remember, but I mentioned that notion is a multi platform tool. This means that notion works on desktop computers, whether it's Windows or Mac, as well as on smartphones, whether it's Android or iPhone and also through web browsers. This is because the platform operates in the Cloud, allowing you to access it from anywhere. So in this case, I'm connected to my notion within the browser and to access the other versions of notion, you need to do the following. You can click on this option at the top of your sidebar and then click on the Get the Windows app option where you will be redirected to this page. Since I'm recording this lesson from a Windows device, I was presented with the option to get the Windows app. If you're using a Mac OS system, you will see Get for Mac automatically and so on, depending on the device you're using. If I hover over the download option, you will also see other download options such as for IOS and Android, which are for smartphones. So you can click here in the app store to download the app on your mobile phone. We also have versions for Mac and Windows, as well as the web clipper. Suppose I want to download the notion version on my Windows. In that case, I will select the Mac Windows option, as I mentioned. If you are using a MAC, the website will automatically recognize your system and display the Download for Mac button. In my particular case, being on Windows, I saw this button. I will click on this button to download Notion, and there you go. The file has already been downloaded and I can run it to go through the installation process. To install it, you just need to double click and the Notion installation process will start. The installation is quick and easy, and there you have it. Notion is now installed, and I have logged in with my main Notion account, which is my personal workspace that I have customized. So this is a personal workspace where I have created a page for each specific function, meaning a page for work, a page for studies, a page for leisure, a page for personal finances, a page for business finances, a page for the gym and workouts, a page for goals, another page for a journal, and another page for notes and so on. Another interesting thing to note is that both the version you download on your computer in the browser and even on mobile work in a similar way, precisely because Notion is a multi platform tool that operates in the cloud on any device. This is an example of how you can organize your work in Notion. And throughout the course, I will show you the tools and how you can create a workspace similarly. I hope you've enjoyed this lesson. See you in the next one. Thank you. 3. Getting Started in Notion: Customizing Your Account and Navigating the Interface: That you've understood what notion is and how to create an account on the platform, let's take a look at the platform's design. It's important to note that some of the options you see here may vary between free accounts and paid plans. In particular, some settings are only available in the paid version, so it's important for you to understand these differences. Let's start with an introduction to the platform. It's helpful to begin with this option here. If we click on this option, you'll be able to add other accounts to Notion and switch between these connected accounts. If for some reason you've been invited to a workspace for collaborative projects, you can also access these workspaces through this feature. A practical example would be this specific workspace I've created, which includes two members, me and my other account. As a guest in this space, I see the option to access this workspace. If I select this other workspace, it redirects me to the team workspaces I've been invited to. So back to our main account. This feature allows you to do precisely that add another account, sign out of all connected sessions and access other workspaces you've been invited to either as a member or a specific guest. We also have this option here at the top. This is our side bar, and if you click on these two arrows, you'll close the sidebar. This can be useful during your use of notion. If you hover over the left side, the bar will open slightly, but won't close completely. To return to normal mode, hover over open side bar, and it will go back to its normal mode. In addition to this option, we have the search bar here. As the name suggests, this feature allows you to search for various things in notion. Notion functions as a kind of wiki that you can use both personally and professionally. Is an example of a Wiki, where I've created a workspace with my name and pages and sub pages with different functions. For example, if you can't find a specific function due to the amount of information, you can use Notion as a personal or professional Wiki. Let's say you want to search for notes. You can use the search option, type in notes, and Notion will find what you're looking for. Then you have the option to open it, and you'll also find two subpages within. Now let's go back to the home page of our workspace. Let's say you want to search for NOBA. You can use the search option again, look for NOBA and enter this page where you'll be redirected to your search target regarding this search option, as the name suggests, it's a tool that can be very useful if you want to find a specific page or sub page that you may not want to search for manually by opening page by page. You can use the search option to locate the specific page you're looking for. Next, we have this updates option. Through this option, you have three checkboxes inbox, archived, and all. What is the purpose of each of them? The inbox option, for example, displays all the notifications you receive in Notion. For instance, mentions. If you're working collaboratively with others and they mention you in specific tasks or activities, these notifications will appear in your inbox to alert you that you've been mentioned. This option also applies to situations where someone comments on a page you've created in a collaborative process. Notifications will appear here. In short, the inbox focuses on collaborative processes. Another example would be if someone invited you to their workspace or team, the notification would appear in the inbox. What is the archived option? The archived option is where notifications that you have previously archived from the inbox are stored. Then we have the all option. What does this option entail? The all option basically shows the activity history you've performed in Notion. Remember that I mentioned the differences between the free version and the paid versions of notion. In the free version, page history is saved for seven days, and this option will display that history. The activity history and the free version is saved for only seven days. In other versions like Notion plus, it is saved for 30 days and so on, depending on the plan you have. In summary, this option allows you to view the activity history of everything you've done in Notion. Whether it's in the last seven days or the last 30 days, depending on your plan type. Continuing, we also have the setting Snap members option where you'll find various settings within this page. Let's start with the My Account option. In the My Account option, you can make personal settings related to your account. You can change your profile picture, your name, your email address, and set a permanent password for your notion account. You can also enable two factor authentication. Additionally, there is the support option in case you need assistance with the notion tool and are experiencing technical issues. If you enable this option, the notion team will have full access to your workspaces to help troubleshoot. It's a privacy question, if you want to leave this option enabled, you can enable it. Personally, I leave it disabled. Be honest, I've never needed support within notion. After all, it's a tool that works very well. Furthermore, we also have this my settings option here. Within this option, for example, you'll make settings related to your app or rather its usability in your notion. So in these first example settings, you can configure the appearance of your notion on your device. Therefore, it's already pre selected here in light mode. If I click on this option, I can switch to using the system default setting. If you're using Windows in desktop mode, notion will automatically switch to desktop mode, or if your Windows is in light mode, it will remain in light mode. As my Windows is in desktop mode, I'll select this option, and my notion will automatically display in desktop mode. So we have the light option and the desktop option. Personally, I like to use this mode. We also have this option here, open at launch. This feature serves to do exactly the following. Every time you close notion and open it again, it will ask you what you want to see when you open Notion again. So here you have two options you can select. If you want to see the last page visited, from the moment you close your notion and open it again, you will automatically be redirected to the last page without the need to open it completely manually. We also have another option, top page on desktop bar. Does this function mean? If you leave this option enabled, for example, Noon will take the first page highlighted in the desktop bar. Like, for example, the first page in the desktop bar would be Matias'Page. I can also set it as the NOBAPage and leave it in the first place. And every time I close my notion and open it again, Noon will automatically open on my first page. In this case, it would be the NOBAPage. I'll remove it from here and go back to the settings option, and in my settings, I'll select the part of the last page visit. And then I'll show an example in practice. I'll select the notes section. I'll close my notion here. This is my browser based notion. I'll open my notion again and we'll see where it opens. It was exactly as I said, I opened directly on the notes page, basically. That's what this function is for. Going back to the settings and members option, in my settings, we also have the option of open links in the desktop app. This feature serves to do exactly the following. If you enable this option and copy a specific link, I'll click on Copy Link. Every time I take this type of link, this link will automatically open in my notion if this option is enabled. Personally, I prefer to keep it disabled because sometimes I use a different account in my browser and in my app, I already use my personal account precisely to avoid this type of conflict. I don't enable this option but it's a very subjective matter. It depends a lot on your personal preferences. We also have this option here for date and time. It's important to leave this option enabled set time zone automatically based on your location. Sometimes you're working on collaborative projects, and depending on your location, it will adjust the exact time for you. So suppose you're working on collaborative projects and have a set deadline to complete some tasks. And if you're working on these collaborative projects and you're traveling abroad, you can disable this option and set the time zone for the person you're providing this service to. Why should you disable this option? For the following reason, if you leave this option enabled, the deadline will be set according to the time zone and in accordance with the region you are in. If your goal is to use Notion and you don't plan to travel abroad, you can leave this option enabled to automatically adjust the time zone. It's just an add on to keep you alert. So suppose you've disabled it, you'll only select the location you're in or the location of the person you're working with so you can meet their deadlines. I'm going to leave this option enabled. Let's continue. We also have this privacy option here. Within this privacy option, we have cookie settings. We also have Show M View history here. This show my view history issue comes by default in the record option. If you change it to do not record, each time you view a particular page, this information will not be stored in your activity, and others will not be able to see it. But it's also a very subjective matter regarding your privacy. Personally, I'll leave it in the record option. The next option also includes notification settings, so you can enable push notifications on mobile, push notifications on the desktop, and slack notifications. What are slack notifications Slack notifications work as follows? Suppose you're working on collaborative projects with others and you don't want to receive unnecessary notifications in your notion. Want to receive only notifications related to that collaborative work through Slack notifications. That's possible. You leave this option enabled. By default, it comes disabled. You need to select the account or rather the team space or workspace where you are doing collaborative work. Every time there is any mention related to you in these spaces, you will receive a Slack notification. That's exactly what this option is for. You also have the option of email notifications so you can enable or disable them. Will disable them, but if you enable it again, we also have this other option. Always send email notifications where you will receive notifications about various things related to your workspace. It's also optional. Personally, I prefer to leave email notifications turned off. We also have this email digest option. This feature will send you a newsletter or report every 8 hours with the pages you visited and your activities to your email. I also don't like to keep this option enabled. It depends on your preferences. Additionally, we have this email and update announcements option. If you click on this option, you will be redirected to a page where you can configure whether you want to enable or disable email announcements and update emails. So if you don't want to receive email announcements or promotions from Notion, you can disable that option. Or if you only want to receive emails about new notion updates, you can enable only the notion updates. We also have the M Connections option. Remember that I mentioned that with Notion, you can integrate other applications and tools. So this M Connections option allows you to do just that. Here are some tools with which you can make connections. If you click on the CA option, all the other tools will appear. Some of them you probably already know like Trello, Slack, OneDrive, Dropbox, Zoom, Sigma, and many other tools that you can integrate into your notion to further maximize its use. Connect them, you simply need to click the Connect button and follow the entire integration process. We will have a specific lesson on this later. Additionally, we also have this language and region option. Within this option, you can change the language in which you want to see the notion interface. If you click here within this option, you can select which languages you want to use. Recently, Spanish from Spain, Spanish from Latin America, and Portuguese have been added. These three versions are still in Beta. So if you find translation errors, don't worry. They are recent translations that are still in Beta. At least at the time, I am recording this lesson. But the translations that are already available are in English, Korean, Japanese, French and German. We also have the spelling checker language option. As you know, Notion is a tool with many features. One of these features allows you to use notion as a kind of word processor, similar to Microsoft Word. Remember that in my workspace, I have pages and sub pages just for notes, and within these pages, they resemble Word files where I can save and store text. Since Notion functions as a text tool, most of them have a spell checker, and you can select the language in which you want to use the spell checker. Personally, I leave the checker in English. We also have the start week on Monday option. This option is useful for countries where the week starts on Sunday, while in other countries, it starts on Monday. This is an option that suits your preferences, and I usually don't change it. Additionally, we have workspace settings. Here you can name your workspace and define an icon and image for. Public settings, you can set a domain for your notion page. If you didn't know, there is a feature that allows you to create a public page within notion, and through that public page, you can set up your own domain so that other people can access this site. In other words, in addition to notion being a tool with multiple functionalities, you can also create custom websites using notions tools and host them within the notion domain. The default domain is notion site. Before creating your page, you must define a domain. Example, if I am creating a page for Noche on course, the domain cannot be notch on course Noon seat because it is already in use, but my course could be called Notioncors notion dot site. This is a practical example of how you can customize and create domains in Notion and what they are used for. Domains are also used to invite people to your notion through a link so they can access it. The allowed email domains option, you can enter the email addresses of people who will have access to this domain you configured. We also have the public homepage option, which is only available in the plus version. With this feature, you can define what will be the homepage of your notion. Additionally, there is an option to export content where you can export all the content from a workspace and notion in formats such as PDF, images, spreadsheets, and many other options. You can also re import that content into your notion. This feature will be explored further throughout the course. Besides exporting content, you can also export members, which is a feature of the business version. We also have the metrics option, which when enabled, allows Notion to store and display page view metrics. I recommend keeping this option active. You will understand its purpose later on. Another option is delete entire workspace, which allows you to delete the entire workspace with a single click. You can also manage members. As I have already explained the differences between members and guests, you have an idea of how it works. To invite a member to your notion with real member privileges without full control, you need the plus version. You want to add someone to a specific workspace, you can only invite them as an owner. It may not be very useful for collaborative work, but to invite this person, click the Ad members button and select their role either as an owner or member. Then you will enter this person's email address and invite them. Another way to invite this person is through the invitation link. You will copy this invitation link and send it to the person you are inviting as a member. We also have the groups feature in case you want to create collaborative groups. We also have the option of guests, where you can add guests within the notion platform. We will even have a specific lesson on these three functions related to collaborative work and notion. We also have the option to make an upgrade where you can add a new plan to your account, whether it's a plus plan, a business plan, or an enterprise plan. Also have another feature here that we can add, which is Notions AI, that is Notions Artificial Intelligence. It's a tool with many functionalities that instead of doing the entire process manually, Notions AI automates it for you. We will have a specific module only about this tool where we will explore its main functionalities and how it can help. AI has limited use in the free version of Noon. If you want unlimited access to this tool, you will have to pay, and the plan costs approximately $10 per month for unlimited access to Nan's artificial intelligence. We also have the security option. These options are more relevant to those with a business or enterprise plan. Identity and provisioning are settings oriented towards large businesses. Also have the connections option where all the connections you have made in Notion will appear. Here, the applications you have integrated into Notion, as well as the workspaces in which they have been integrated are displayed. In my standard Workspace Mitius Ola notion, I have integrated Google Drive and Slack. Finally, to conclude, we have the Imports option, which is what I mentioned earlier. We will have a specific lesson later on how to export and import files in Notion. These are the settings within Notion. Additionally, we have the new page option. Click here, you can create a new page. Before creating a new page, you should select where you want to create it. If you want to create it as a new workspace, leave it in the default settings. You don't need to change anything. I'll create this new page with the name Notion Course. Next, you can define how you want this page to be. In the lesson on pages, I'll explain this in more detail. I've defined this page as a blank page and the page has already been created. In the private section, you will find the page I created Notion Course. This is the page I created, and if I click on it, I can add various other functionalities which we will explore later in the course. Basically, this new page option allows you to create a new page within notion, whether in your private space, workspace or favorite space. What are favorites spaces? As the name suggests, they are pages that you have marked as favorites and will always be pinned at the top. Additionally, we have workspaces. What are workspaces? Workspaces are where you organize all your information and projects within notion. They can be used to collaborate on projects with team members. We refer to workspaces, we are talking about situations where you are working on collaborative processes, and other members need to have an overview. So you need to share the workspace in general with these collaborators. We also have the private space. What is the private space? It is a space within the workspace, but this space is used to store personal information, such as private projects in your personal life or any other type of content that is private. In summary, private spaces function like workspaces, but in workspaces, you can share them. Whereas in private spaces, you can theory, you can even do it. If you click the Share button, Notion will automatically understand that you do not want this page to be in the private space and will move it to a workspace. In summary, the private space is where you will store personal information. We also have the option to create a team space. What is a team space? A team space is an area shared by a group or a team of people within a workspace. Team spaces function like rooms within a building. The building, in our analogy would be the workspace. Each room has a specific area such as finance, administration, marketing, and so on. Within the workspace, you provide each person with access to a specific room. In addition to this option, we also have the templates option. We will have a specific lesson only about this tool, which displays numerous templates that you can add to notion and customize. We also have the import option, which I already showed you in the setting section. Finally, to conclude, we have the trash option. Every time you delete information in motion, that information is placed in the trash folder. It's important to note that the trash is stored for 30 days, just like how it works in Windows. After 30 days, that information is permanently deleted. The trash is divided into some categories such as all pages, meaning all types of files you've deleted on all pages as well as on the current page. You select the page, you are looking for a specific type of file on, and all the files you deleted within that page will appear. It also shows the recent edits made by me. But in summary, that's more or less how you can create and set up an account in notion. See you in the next lesson, big hug and thank you. 4. Hot it Works Pages in Notion: This module, we will understand how Notion's key tools work in practice. In this specific lesson, we will understand what pages really are and how you can create and customize them. Pages in Notion allow you to create a unique space for each project, task, and many other things. They function as individual documents, similar to a Word file, for example, where you can store and organize information among other things. Furthermore, within each page, you can create various elements, and in addition to these elements, you can also create sub pages. A Notion's functionality is quite similar to that of a Wiki it provides a much better level of organization and productivity. How can I create a page in Notion? Well, I'm here on my computer screen in the Notion app already logged into an account that we will use throughout the course. From the moment you create an account in Notion, it automatically creates these pages for you to start the personal organization process. However, we won't use these templates. Throughout the course, I'll show you how you can create similar or even better templates than these. In the case of these templates that are automatically created when you create a new account, they are private spaces. You already know more or less the difference between a workspace, a private space, and so on. But to create a new page in your notion, you simply need to click on the new page button. At the top, you should set a title for your page. I will create a page with the title Notion Course. In addition to adding a title, you can add an icon for your page, identifying icon. For example, if I click the button to add an icon, an icon has been pre selected. If I click on this icon, I can change it, so I'll search for school or documents. Since this is a notion course, it might be interesting to add a document icon as the main icon for this page. We also have the option to add a cover. You select this option, you can insert a cover for your notion page. By default, it already comes with this page, but you can change it if you want. I'll leave the default image, but if you want to change the cover of your page, click the change cover button. Several images that you can insert will appear. You can not only use the images that come with notion, but you can also upload an image. Remember that you have an image upload limit of up to 5 megabytes if you're using a free account. But if you have a paid account, you don't have this upload limit. You can also upload an image through a link by providing the image link. You can also insert this image as a cover, and you also have the option of Unsplash, where you can search for a specific image in an image search engine within Notion. It will find various images for you. I'll change the cover image. I'll use this image. Seems like a pretty interesting image to me. I'll reposition it, and here you can adjust how you want the image to be displayed. I'll save the position and it will be saved automatically. So in this case, our page is already almost customized. I've added an icon, a title, and I've also inserted a cover for my page. If you want to change your cover image, the process is similar and very straightforward. If you scroll down, you can choose how you want to create this page. You can create a blank page where after creating it, you can add all the other elements or you can create a page as a database. In this case, the other functions here, such as table card, list calendar, and gallery are related to databases, and I'll show you those later. You can also import another page. We'll have a specific lesson on how to import and export pages as well as how to use the template function. Template function allows you to create a page by selecting a page template, which can be a preconfigured page provided by notion or its community. These are pages that are already preconfigured so that you can easily customize them with your data without having to create a page from scratch. In my case, I'm going to create this page as a blank page. The page has already been created, and in the upper corner, it asks me where I want to create this page. I'll leave it in the default private space for now, but then I'll transfer it to a workspace. Do I transfer it to a workspace? I don't have any workspace here to add my page, but I'll give you a bit of context. When you create a new notion account, pages are automatically created within a private space. All these pages are stored in that space. If I click on the Share button, for example, and switch to anyone with the notion link option, a workspace is automatically created, and you already know what a workspace is. It's a type of space where you can collaborate with other members and guests. Here, the previous space is already shown, which is a private space, and a new workspace has been created for me. I'll select that my page is a new blank page, and before I start customizing this page, I'll show you some other functions so you can further customize your page in notion. If you click on these three dots, a new column will open where you can further customize your page. The first setting allows you to choose a font style you want to use on this page. We have a default font, another font, and the monofont. These are three font styles you can use in notion. Personally, I'll leave this in the default mode. You can also set the size of your text. If you want to have smaller text on your page, you can enable this option and all text within Notion will be displayed in small mode. You also have another option, full width. When you activate this option in Notion, the page will use the entire available width. What does that mean, Matthias? Don't understand. I've created a small block here where the entire notion page is focused on this space. In other words, when you enable this option, you make the most of the space on your notion page. If you disable this option, you'll only use half of the space. The interesting thing about this option is that it allows you to create other columns. For example, I've created two blocks here. These are two blocks, and I can drag one of them to the side where they'll be side by side. This can be very useful for future use. In my case, I'll leave this option disabled for now, but I'll enable it if needed later. Additionally, there are many other options. One interesting option is the lock page option. When you lock a page, you can't edit it. But if you unlock it, you'll be able to edit all the data, which can be useful if you want to collaborate on processes or presentations within a page. We also have another option, customize page, which provides more settings to customize the appearance of your page. Going back to the three dots, you'll find many other options. One of them is move two, which allows you to move the page to another location. It's important to note that notion has functionality similar to pages in Windows or MacOS, where you have a navigation system and pages. Each page functions like a folder, and within that folder, you can have various resources and information. Notion is like your workspace or your document area on your computer. That's an analogy I like to use. Here is where you select the move to option. You can move this page to another directory, another workspace or another page. It depends on your preferences. You also have the option to receive notifications, allowing you to enable notifications related to mentions only or all comment notifications. You can copy the link to this page to share it. You can also duplicate this page. Another option allows you to open the page in side by side mode. There's the option to undo any action you take in motion. Can undo it through this option or by using keyboard shortcuts like Carl plus Z or Alt plus delete. Pressing any of these keys will undo any action you've taken in nottion. For example, in practice, I'll write something here. Let's say I didn't like the last thing I wrote. I'm going to press Toral plus Z and it will automatically be erased. I didn't like the second to last one. Let's delete it by pressing the same key. Roughly how the function works in practice. We also have the page history function. Page history lasts for seven days if you're using a free account. It shows the entire history of the page, storing a record of all your changes. You can compare the page history from the first day to the last. However, in the free account, this is limited to seven days. After seven days, this information is deleted. This can be useful for tracking your progress, seeing what has been completed, and many other things. We also have page metrics. If you click on view data, you'll be able to see all the metrics for your page, including views, the number of viewers, editors, and many other data points that may be relevant to you. Also the option to show deleted pages, which will open the trash and display all the pages you've deleted within Notion. There's the delete option where you can erase this page. If you click on this button, the page will be automatically deleted. Since this page is in the trash, it asks me if I want to restore it or delete it permanently. I will restore this page. Remember that when you delete any element you create in Notion, it's stored in the trash for about 30 days. After 30 days, it's permanently deleted. Finally, we have the Import and export options. We'll have a specific lesson on this as well as adding connections, I E, integrating other applications into your page or workspace among other things. These are some of the settings you can integrate in Notion. Within each page, you can add various blocks. What are blocks? In the next lesson, you'll understand what content blocks are, but to give you a preview, blocks function as elements. They are all the types of elements you can add in Notion. How do you add a block? You do it as follows. I will select a blank page. Every time you press this slash button, you can insert new elements into notion. Here are the basic blocks, media blocks, database blocks, AI blocks, as well as advanced blocks. Here are various elements you can insert on your page. Matias, I want to create a sub page within my main page. Problem. You can select the basic blocks you are looking for on the page. You don't necessarily need to search. You can also just press the slash and type the name of the element you want to add. I will select here a page. I have already created another page within my page that is a sub page. What will be the name of this page? I will call it Section one page. I will add an icon I will choose a book icon to make it more understandable, and then I will go back to my main page. Look how it turned out. This is our Notion course page. Within this page, we have another sub page, which is the Section one page. I can duplicate this page, so I will duplicate it, enter it again, and rename it as Section two page. Now we have two sub pages, both the Section one page and the Section two page. This is how you can do many things within your pages. Just type the slash and you can add various elements. Would you like to see a type of element I can add? I will add a to do list here. In section one, I will add Lesson one, welcome as the first lesson of this course, I will add Lesson two, what is Notion and Lesson three, how to create and configure notion. Each time I complete a particular lesson after recording it, I can check this box as completed. This can be very useful in project development processes. Instead of selecting this as a to do list, I can also do it simply as text. This will be saved as text, not necessarily as a to do list. This will only describe what is in each lesson. Furthermore, I can create another page within this page. How can I do it in practice? Here, being a text file, I can mark each of them, click on these boxes, hover over transform into and select the page option. This will automatically create a new page. I will mark these two and also create a new page for each of them. I click on transform into and select page. Within each page, for example, I could describe what I will do in each lesson, which is just an example based on this course. Oh, Matias, I want to move a page to another page. You can select it and in the move to option, or you can simply press the CTRL C key to copy, then go back to the page or directory where you want to paste this page. Let's say I want to paste it on the main page, I press CtralPV and it already appeared here. Another option is to go through the moving process. To do this, you select these boxes and click on the move to button. Then I select exactly where I want to move this page. Let's suppose I want to move it to my workspace within the Notion Course page again. If I go to the notion Course option, it automatically appears here. I can press KitrlPalZt to undo this action, and there it is back to the Section one page. In summary, it's a fairly straightforward process to move a page. Basically, it goes like this. You click on these dots, then click on the move to button, and the directories or pages you can transfer the item you want to move to will appear. So for the items I wanted to transfer to the section two page, I can click here and select the Section two page. And it was transferred exactly to Section two. This page we built together. To delete a page, the process is quite simple. Hover your mouse over the page you want to delete, click on the three dots and then click Delete. The page will be deleted and moved to the trash. To undo this process, you can click the Undo button or press CTRL plus Z. In addition to these methods, you can open the trash, find the file you deleted and restore it. You can also delete these pages or any other type of element or block you create by manually selecting them and pressing the delete key on your keyboard. So that's roughly how pages work within Notion, and throughout the course, you'll understand practically what they are for. But pages, looking ahead a bit are part of content blocks, which you will understand in the next lesson, what they are and what they are used for. 5. Exploring Content Blocks: Well, in this lesson, we're going to understand what content blocks are and how they work in motion. To understand what content blocks are, I'm going to use an analogy with lego pieces. Content blocks function like lego pieces where each piece represents a different function. You can combine these pieces in various ways to build and organize your pages according to your needs, making it easy to create and customize your workspace, page, team space, and many other things. Additionally, blocks are interactive, which means you can move them, edit them, and even transform them into other types of blocks as needed. How do I create a content block in practice? Now that you understand what content blocks are, I'll show you how to create them in practice. Within Notion, we previously created some pages and sub pages in the previous lesson. This is a workspace I built for a Notion course, where I created two sub pages, Module one and Module two. Let's say I want to create a new block to create a content block, press the space bar on your keyboard, and several block options you can add will appear. The first option is basic blocks. What are basic blocks? As the name suggests, basic blocks are simple elements that serve as the foundation for customizing your page. With basic blocks, you can add various elements such as text pages, to do lists, text headers, tables, bulleted lists, numbered lists, toggle lists, and many other things. Summary basic blocks are simple elements you can insert into your workspace. Let's assume I've already added two basic block elements, which are these two pages. These two pages count as elements, and if you hover your mouse over the block, you want to customize, you can click on this button, and various options will appear that allow you to make different changes, one of which I showed in the previous lesson. For example, if you hover over transform two, you can change the type of block you've created to another type. In this case, this block is a page, but I can transform it into a text block. I'll undo what I did and go back to the transform two option. I can also convert this block into headings to do lists, and other elements we'll explore throughout the course. To give you some context, content blocks also represent all these spaces here. This space here is a block and this other one is another block as well. In short, content blocks are elements you can add within notion pages to further customize them. Going to add a basic block along with you. To add a basic block, you must be within a notion page and find a blank space. This is the blank space where I'll add the block. I press the space bar and add a page, which is a type of basic block. I'll name it content block lesson, select it to be a blank page and add elements inside this page. What elements will I add? An example of an element I'll add is a to do list, which I showed in an example in the previous lesson. Create a to do list in notion. I'll create a bulleted to do list to address throughout the lesson. So the first point is introduction to the lesson. The next is what are content blocks. The third is how to create basic blocks and explain what they are and so on. I'll leave it at just these three points. One interesting thing you can do with the blocks. Remembering that each block represents each line here. Each element or rather each block you have in notion, if you hover over it before selecting it, you'll have these options here. So this way, you can identify what a block is. Here are two options, and by clicking here again, you'll have more additional settings. For example, you have this color option, and through it, you can change the color of your block. So I can select a color for my text, as well as a background color. I'll choose a brown color for the background and a red color for the text. See how it turned out. This particular block now has exactly those colors. In addition to clicking on these dots and seeing more options you can perform on each block. If you hover over the block, you want to move and click the left button on these dots and hold it, you can drag that block to another place, either up or down or even to the side. If you drag it to the side and release it, you'll see how the blocks align side by side. First of all, if you click on the three dots and adjust the page width to be full, it will look even more organized. I'll create another block here and call it customizing the basic block. Then I'll take this block and drag it to the right and release it here in this option. See how it turned out. It's quite organized. You see? I'll go back to the standard view mode without full width because it's easier for me to read. In this way, you can customize and align content blocks in notion. Another interesting function you can perform with content blocks is as follows. You hover your mouse here and click on this option where we have link to block this option allows you to copy the link to this block and paste it elsewhere. Would you like to see a practical example? I've copied this link and I can paste it on another page. I'll create a direct access link for that specific block. Let's say I want to create a direct access link for Module one. I'll take Module one, click on the three dots, and I'll have the option to copy the link. If your content is a specific block, you can click on this option and link it to this block. In my case, I'll paste this link within this page. I'll paste. Here it gave me some options. You can just click on this option and link it to this block. In my case, I'll paste this link. I copied into this page, and here it gave me some options. Just paste this link, created as a reference block, paste and sync, as well as discard. I'll paste and sync this block and see how it turned out. This is a synchronized block, so any changes I make to it will be reflected in this checklist. When I return to the main page, it will be marked as completed as it is a synchronized block. That is, I can make changes to it from any page. You can also create reference blocks which will appear like this. They will only mention that this type of content block exists. And when someone clicks on it, they will be redirected directly to it. You won't necessarily be able to make changes. This is more like a shortcut, which can be very useful. Then finally, we have the option to discard. If you discard your link or the link you copied, it will appear here as a default link, right? I'll delete these three blocks we just created and move on to another type of block. Media blocks. What are media blocks for? Media blocks, as the name suggests, allow you to insert any type of media into a page in notion. What types of media can I insert into my notion, Mathias? You can insert images, web links to specific pages. This option can be very interesting. You can add a YouTube video or even upload a video. Audio, code, and even integrate other files. In this case, you will integrate other applications directly into Notion. In a practical example, I will add an image element to this media block. I'll select this block, and here I have some options for uploading this image. I can upload it manually with a limit of up to 5 megabytes per image. So I'll select Upload File and choose this specific image, which is less than 5 megabytes. It turned out like this, and to adjust it, it's the same as what I showed you before about aligning blocks, right? I'll add another image element, so I'll click on image again. Can also integrate an image via a link. You can copy the link of an image from Google and paste it here for notion to integrate it into your page. There's also the Unsplash option, which is an integrated image search engine in Notion. Then there's the GIF option where you can insert animated images and GIF files into your notion. This case, I selected this sample image. This is how it turned out. I'll delete it and leave only the notion element here. If I click the bar again, I can add another media block element. I'll select the video option. Here I can paste the URL of a video from YouTube, Vmeo or other video streaming platforms, or I can upload the video. I'll use a Notion AI presentation video as an example, and I want to mention that we will have a module with additional classes on Notion AI. Stay tuned. I'll inform you. As of the time I'm recording this lesson, I haven't published that extra module yet. So I'll take this example link, right click copy the video URL, or I can also copy it from the share or copy link option. The important thing is to have the link no matter how you get it. I already have my link here. I can paste it into notion with Ctrl Pas V and then click on Embed Video. This is how this video will look in my notion. I can view this video normally as if I were watching it on YouTube. I can pause it fast forward, and so on. If you add a web bookmark in the media option, for example, by clicking on Create Bookmark, Notion will save this image for you in an interesting way. So media blocks are basically that. They are blocks that allow you to insert any type of audiovisual content, whether it's images, videos, web bookmarks, and more. We also have database blocks, but I won't explain them in this lesson. We will have a specific lesson on this topic, since it is a quite deep subject that will cover many things. However, these are other types of blocks. In this case, they are database blocks. Later in the course, you will understand what they are used for. We also have AI blocks here these blocks are integrated with Notions artificial intelligence. You can use Notions artificial intelligence to perform various practical actions. For example, you can create a summary block where you select that specific block in Notion and it reads the entire page to summarize it explaining what it is and how it works. Furthermore, through this AI block tool you can generate other types of blocks and elements simply by directing artificial intelligence to perform specific actions. For instance, you can use notch and AI to build an entire workspace according to your characteristics and needs. It's important to prov it as much information as possible so that artificial intelligence can create the best workspace for you. Basically, AI blocks are blocks integrated with notions artificial intelligence that allow you to carry out automated processes. Below the AI blocks, we also have advanced blocks. What are they? Advanced blocks offer more complex functionalities. In other words, through advanced blocks, you can insert more detailed elements with broader functionalities into your page. What are the types of elements you can insert through advanced blocks? You can add table of contents, elements, block equations. You can also insert a button that has recently been added to this feature where you can define an action for it. When someone clicks on that button, it will perform a specific action. This can greatly increase your productivity and be very useful. You can insert tracking elements, synchronized blocks, which is an element I showed you a moment ago when I created a task list on this page and synchronized it on the main page. You can also add titles with more advanced headers such as expandable header titles. Furthermore, you can create blocks with multiple columns such as two, three, four, five columns, and so on. You can also create a code block. When we talk about advanced blocks in motion, we are referring to block types that allow you to insert even more sophisticated elements. Would you like to see a practical example? I'm going to create an element with four columns, so I'll add a four column block to insert information in this block, other information in this other block, and so on, and see how it's organized with four columns in a single block. I can do the same here in this option. I'll select these four blocks that are already separated into some columns, but they don't actually become a single block. Each of them represents a specific block. I can hover over here, select them, and click on the transform into option where I'll convert them into column blocks, so to speak. Can be interesting. A practical example where I might use this is to use notion as a kind of table for my personal or professional life. Let's say I'm developing a project. So I'll organize it by stages. Stage one will be to do activities. Stage two will be in progress. Stage three will be review, and stage four will be completed, okay? I can select some activities below here. Since each of them is an item in a column, they will function like other blocks. So I can create a to do list here. In to do activities, I'll put some hypothetical activities. Doesn't necessarily mean I'm going to do them. So to do activities, I'll place marketing planning, start co working, plan the launch, marketing materials, UX design, and so on. These are hypothetical activities. So I've marked them with a to do list. I'll copy this to do list and move it to the other columns. This way, it will be well organized. So in to do activities, we have some tasks. For example, let's assume I'm going to start marketing planning. I can mark it as done, which means I'm about to start. And in progress, as it's already in progress, I can leave it marked. But since I haven't completed it yet, we haven't reached the review process and we haven't completed it. In another example, also in to do activities with start co working, let's say I've already started it or even completed it. In other words, I can check all the boxes to keep better organization. I can also change this type of text. I can click here on this block and make this text a kind of heading to make it even more organized. Click on transform into Heading one, or I can use heading two, which is a bit smaller. Heading two is a medium sized heading and heading three is a bit smaller. So I'll use heading two, in this case, which is a medium sized heading. I to do activities, I'll also do the same. It doesn't look very good with a heading two, so I'll change it to heading three. This way, it's well organized like this. Another example of how I could do it is by creating a basic block, a table block. This would be the specific block to create this type of table. In this case, it would be interesting to create it on a new page, but I'll create it here this way so you can see how it will look. I'll add some more columns here. In this case, three columns. I'll select to do activities in progress, review, completed, and so on. If I hover over it and select options, I can further customize my table. I can set it up like this with a header row and a header column, which will highlight certain issues that can also be interesting. In this case, I'll leave only one row for the header. I won't necessarily create a column. But you probably have understood what this functionality is for. And here I can define all the activities I need to do. I can put marketing planning in the other columns and so on. And how would I mark this task as completed? You can select it specifically, and here you can indicate a color, so to speak. So let's say I've already completed this task. I can mark it in green and so on. Not necessarily interesting if your goal is to use the table for this type of organization. The only table that is interesting for this purpose is a table that I will show you in databases within Notion. It's a type of table that can help you a lot throughout the organization process in notion where you can organize in various ways. But in this case, this particular table, as it's a basic block doesn't have many functions. I'm going to customize my page a bit more here or add an icon for content blocks classes. I'll see if there are any block or document icons. I'll add a document here to see if there are some emojis. I'll label it as a folder for content blocks classes. Add an emoji, especially if you're on a computer, you can press the Windows key and period key together. This window will open and you can select which emoji you want to add to notion. I'll choose this emoji as an example. In the completed module, it will look like this. I'll just change it here. I'll make it heading two or heading one, since it has icons. Maybe it's interesting to leave it this way and see how it looks. Here in review, I can also add other icons, and the process is similar. You select before the text, press the Windows key and period key together, and in review I'll select another Emoji. I'll go to Emojis and choose another one. I'll choose that emoji, which is a blue book like a review book, so to speak. If you double click here on the text, this screen will open and you can convert this element into other elements from here. Moreover, you can also customize your text so you can add a link within that text. So every time you click on this link, you'll be redirected to another page within Notion or even an external link. You can also add comments. You can also customize this text by making it bold, italic, and so on. I'll leave this text in the small text format. The case of review, it looks exactly like this. In the in progress module, I'll add an hourglass icon to indicate that the project is in progress. I'll toggle here and turn it into a Heading one, and it will look exactly like this. In to do activities, I'll mark it with another emoji. I'll put a clock emoji, so to speak, and it will look exactly like this, folks. And now, to conclude regarding content blocks, lastly, we have inline blocks. What are inline blocks? Inline blocks are compact elements that you can insert within other blocks. In other words, these types of inline blocks are used to add supplementary content without overloading the main page. What types of content are these? You can insert content like comments, links, mentions, reminders, Imoges and much more. So when we refer to inline blocks, you can basically insert all these types of content. To insert an inline block, there are two ways to do it. You can use inline blocks when you want to mention someone. You can type I and mention a specific person, and this automatically becomes an inline block. Another way to create an inline block is to type and then scroll down to search for inline blocks. In this case, it's still in English, but these are the inline blocks where you can mention people or mention a specific page. You can also add dates and reminders, which can be very useful, especially if you're working on a project and want to set deadlines. This functionality can be very helpful, especially in relation to the column part, which can be very useful. You can also insert emojis into your texts, as I've already shown how to do. But besides that, can you insert an inline equation here, guys? Do you want to see a practical example of using an inline block? Let's say, I've set a deadline to complete the user experience UX design phase. I've already started this project and it's still in progress. I'll mark it as in progress since I haven't reached the review or completion yet, but I intend to meet a specific deadline to finish this project. I'll select this project in this column, press the space bar, and select the dates and reminders inline block. I'll choose this option. Then I'll select the specific block for which I want this reminder to alert me. When I click on it, it will take me there. So I'll leave it on this content blocks classes page. And if I click on this reminder, it will ask me when I want to set this reminder to appear for me. In this case, it's a reminder to complete the project. So I've set it for today. I'll leave it set for today, or rather, let's say I want to finish it on Friday. On Friday the 20th, I can set a specific time like a day before, two days before, or even a week before, and so on. So I'll set this reminder for a day before, where it will remind me that I need to complete it before that date, which can be very useful. And how can I add deadlines here? In the lesson where we cover databases, you will understand exactly how you can add deadlines in a more advanced way. If you want to search for specific blocks within Notion, I've already shown you a bit of the search tool. Let's say I'm in the notes module. I'll go to the search option and I want to find the page I created Content Blocks class. I'll search for Content Blocks class. This is the content blocks class block. I'll click on it, and I'll be automatically redirected to this page we built together during this lesson. Summary, content blocks are basically that. They are essential elements for any type of page you're going to create in notion, and it's a tool you'll use frequently, especially when customizing your pages in notion. By understanding what content blocks are, what they're used for, and their main functionalities. You'll be able to organize your pages according to your needs and creativity. I hope you've enjoyed this lesson. See you in the next one, and thank you. 6. Customizing Notion with Templates and Models: So in this lesson, we'll talk about the custom templates available in Notion. This feature provides numerous predefined page templates for you to use and customize according to your specific needs. This can be very useful if you can't create a page in Notion from scratch and manually add all the elements. You can use an already created page and simply customize it and make changes to the data as needed. To use notion templates, there are two ways. One of them is by creating a new page, so you need to click the new page button. Then select the templates option, and you'll be redirected to this page. Inside this page, you'll see various templates that you can use. This is one way to use notion templates. The other way is to access the templates option on your notion homepage. Here, you'll also find various templates to use. If you hover over the work option and click, you'll see category templates. This includes templates related to work, individual studies, personal use, projects, Wikis and documents. The work option is already pre selected, and here you'll find various template pages you can use we have some suggestions here like a preconfigured to do list page, which by the way, was created using a database and can be very helpful, especially for collaborative projects. Here you can see a checkbox to indicate whether the task is complete or not, the task name, who's responsible for the task and its priority, whether it's low, medium or high. Additionally, you can set a deadline for completing the task. I must not exceed that deadline. This is an example of a template that you can add to your notion and adjust according to your needs. Let's say I like this template and want to add it. You should select the Get template option and a new page based on the template I selected will be automatically created. Page is in a private space and you can move it to a workspace or even a team space. I'll move it to a workspace on the Notion course page, and it will be stored within the Notion course page under the tasks section. I can customize this page according to my needs. Here it says tasks. I can change the name of this page to Notion course. Here you can mark the status of whether this task has already been completed or not. You can also change the name of this task. To change the name of this task, you should double click it and assign a name. So I wrote write the project proposal here. Let's say I set a deadline for Friday at the latest. I have already completed this part of the work. In the next phase of the project, I can change it to start recording the course and set a deadline to begin recording this course. I can set the deadline for the 30th, which is precisely when I started recording this course that you are watching. Is it completed? Yes, it's completed. I can mark it as completed. If I want to create a new task, I can click on the new option, and a new task will be automatically created. If you want to add a new column with a different property type, you can click the Plus button and select what type of property you want to use. Let's say I want to add the status property. It's already in English, but you can change the text to not started in progress and completed. Status option has already been created, and you can change the status in this table by clicking the option and selecting one of the created statuses. If you want to edit the property, you can even create more types of statuses. In my case, I'll just keep the three. So in this case, I already wrote the project proposal and I'll mark it as completed. I started recording the course, and I'll mark it as completed, even though it doesn't mean I finished it entirely. I can click here on the other task and name it finish recording. Since it's a task I haven't completed yet, I can label it as in progress. So this is a practical example of a page template I can use in my notion. Going back to the template option, we have many other templates with various functionalities. There are templates related to C band style projects and tasks, meetings, wiki documents, product specifications for a specific product, strategic vision, marketing, startups, design, and many other features. We also have an option here to search for templates. Depending on your needs and selecting the template category you want, you can perform search let's say you want a page template related to marketing. I didn't type marketing in full, but a template using the word marketing already appeared like a marketing semantic board, and it works exactly that way. There are also other categories related to areas of study. We have the student dashboard template, which could be very interesting for you. If you're studying various subjects, taking online courses or even in college, this could be very useful for you, not only for online courses, but also for college and similar situations. So here you have many organization options like pending tasks, tasks in progress, and completed tasks. This is an example of how you could organize yourself as a student. We also have class notes that could be interesting where you can take notes on all sorts of content you learn in a particular class, a course schedule, a grade system, and a grade calculator that could be useful if you're a teacher. Club page, resume, job applications, and so on. When switching to the individual's option, some template models that I can use in my personal life will appear. Remember that I mentioned notion works as a kind of Wiki tool. Therefore, through notion, you can also build a Wiki of your personal and professional life. In the individual's option, a template already prepared for me appeared the Your Life Wiki. Look at how this personal Wiki looks. It's a complete Wiki. Here they are divided into some columns and categories. Here, what I'm writing, we have a diary, a reading list, and draft notes. In the planning section, we have travel planning, simple budgets, and task lists. In the growth section, we have goals and skill tracking and also goal tracking. Going further down, we also have a task list of what this person can do during the week. So on Sunday, attend the founders meeting. On Monday, prepare for a meeting, and you can use this specific template by clicking here or on the G template option. Then customize it according to your needs. Here you can place a striking sentence that you can change according to the categories. Sometimes you're not even writing. Sometimes you're working on a project and so on. You can also change the task list to your routine task list. Example, my first week starts on Monday, so I can put here what I do to start the week, planning, gym workout, work, study, and so on. And as I complete each task in my day to day, I mark it as done. This can be very helpful during your organizing process. Returning to the option of templates related to individual matters, we also have templates related to a journal, a reading list, a personal semantic board, a travel planner, a menu, a simple budget that can be useful for organizing your personal finances, a resume, a job application, and so on. When switching categories here, we also have the projects option, which are template models that can help you throughout the project development process. As I already showed you here, a practical example, the example of a task list, we also have the Wiki option where you can create a general Wiki IE for studies, for your personal life, an engineering Wiki, a product Wiki, a sales Wiki, and so on. In conclusion, we also have templates related to documents. This example, template model, this is a page with several sub pages that store other documents. We also have the meetings option, one page for each phase of a meeting. Here we start with meetings, sync, planning, weekly meeting, and so on. These are some examples of template models that you can add to your notion, especially if you don't have much time to organize a page from scratch. This feature can be very helpful for you. The templates I've shown you are completely free, but that doesn't mean there aren't paid template models. Yes, there are paid template models. You'll often find paid template models that you can use in notion from many content creators. I've seen many content creators, especially those in the personal development field, selling predefined template models for a fairly low price, sometimes one or $2. It can be a significant value for you to use these template models according to your needs. So you don't necessarily have to build a page from scratch. Only work you'll have to do is change all the data. This can help you save a lot of time. So, yes, you can buy predefined templates from other content creators. Another way you can also buy predefined templates is by searching on Google B Notion templates, where several websites of people who create and sell predefined templates in Notion will appear. For example, look, this template costs around $10 and has all its functionalities. You can search for a specific type of template. Sometimes you can find a personal wiki template, perhaps much more organized and detailed. It might be interesting to purchase it to save time and then only go through the process of modifying this data. Another way you can also find templates to use in your notion is by going to notion that's so templates. I'll leave the link to this page available in the resources section so you can access it. Upon entering this page, you will find various templates to use in your notion, and the best part is that these templates are not exclusive to notion. These are predefined templates built by the notion community, which can be very interesting for you. So related to work, we have a total of 30 12 templates for you to use, related to studies, we have a total of 796 templates and so on. Suppose you want templates related to the individual section. Here you will find several templates to insert into your notion. And here, not necessarily will you only find free models. You can also find paid template models where you'll find the best template models. Here we have some filters for you to filter and find templates according to your preferences. You can choose to display only templates from creators and not necessarily from notion. Several other templates, both free and paid will appear for me, I can filter to show only paid templates, and several other paid templates will appear that I can use in my notion. Or I can also select only the free templates. In fact, you will often find many free templates, and don't be surprised if you find very good free templates, even better than paid ones. So it's a marketplace for predefined templates that you can use in your notion. 7. Databases in Notion: Smart Data Organization: Continuing with our course, in this lesson, you will understand what databases are. For those who already work in the field of programming, you are probably more familiar with this term. But for those who don't know, I'll explain. Databases are structures that allow you to store, organize, and retrieve information efficiently. Imagine a database as if it were a shelf in a library, and each shelf on that bookshelf is dedicated to some specific type of book or better yet, a specific category, whether it's novels, finances, science, stories, and many other categories. Ing this analogy, each book represents a piece of information in our database, and the category of that shelf helps you organize that database. So if you wanted a particular science book, you would know exactly where to find it because of this organization system. In notion, databases function like a kind of digital table where each column is a different type of information and each row contains a unique item. Following our analogy, it could be a book. For example, if you're managing projects, each stage of the project could be placed in a different row and in the columns, you could put information related to the person responsible for that project phase, the deadline, the status, and many other things. How do you create a database here in Notion? Well, I'm already on my computer screen inside Notion. Create a database, there are two ways to do it. One of them is by creating a new page, you click here and under New Page, you give a title to this new page. Then under templates, you select what type of database you want to create. You can create a database in the form of a table, board, list, timeline, calendar, and also in gallery mode. Later in this lesson, I'll show you a bit more about these other styles of databases. But for now, this is one of the ways you can create a database. For example, if I wanted to create a table format database, I would select Table. Don't need to name my database right now. I'll just create a table. My database has already been created, and every time you create a new database, it's interpreted as a kind of view. Later on, we will also understand a bit about this functionality. But every time you go to create a new database, you will always select the Opto New database, where a new database will be created from scratch. Other way that allows you to create a database is by entering a page where you want to create a database. Suppose I want to create a database here within the Notion Corsi folder, you'll press the slash key on your keyboard and search for database block. You've already understood what blocks are, which are content blocks or rather elements that you can add within your pages in Notion. This case, you'll search for database blocks which are these in particular. Here you have various types of database blocks, such as table view, board view, gallery view, in line view, calendar view, timeline view, and so on. So suppose you want to create a table format database. You'll select the tableview. You will be redirected to a similar page where you can create a view of another database, giving you a preview of this visualization tool, which I will explain later. It's a tool that allows you to sync one database with another, and in this case, any changes you make within a view will be reflected in the original database. That's why it asks which type of database you want to select for the visualization process. In my particular case, as I want to create a new database, I'll click on the new database button and my database has already been created. I'll widen the width of my database because it's two centered, so I'll click on the three dots and select full width. Now it looks exactly as I wanted. Right after creating your database in Notion, one of the things you should do is define a name for it. How do you do this in practice? To define a name for your database, click on the untitled option and type the title you want for your database. I'll name my database tasks. Will be the title of my databasi. You can also change the title style of the table or the view in which you are visualizing your database. Later on, you will understand the differences, and I will explain how to change these titles. In this case, you can change the title to table by clicking here on the Plus button. You will be able to add other visualization styles, but stay with me until the end of the lesson and you will understand it better. Just like when you create a new page, you can also customize a database. You can add an icon to your database by clicking on this option and selecting an icon. In my case, as my database is related to tasks, I'll leave this icon selected. Can also add a cover to your database. Select this option and you can insert a cover. I'll change this cover to another one or even to a more minimalist one. I'll select this sample cover. You can also add a description to your database, which can be useful if you're working collaboratively. In my case, I won't add a description to my database. As I mentioned, each column has a property and each row has an element corresponding to that property. For example, in this column, I'm asked for the name. Down here, you can enter the names of those tasks. This can vary depending on your specific goals. We also have the tags feature, which can be very useful for filtering specific tasks with a particular tag, or you can even use tags as a status marker. You can set states like to do not done, urgent and many others all to help you organize. Each column has a different property type, meaning each column has a specific function. Add a new column, simply click on the plus button here. The notion AI will appear, but down here is where you can really add each type of property to your database, and here you will have various properties you can add. The first property allows you to enter text into your database. Another interesting property is the number property. This property can be very useful, for example, if you're creating a database to organize your personal finances. It not only accepts case numbers but also other types of numbers and works similarly to Excel. We also have the selection property which allows you to choose from various predefined options. Furthermore, there's the multiple select property which works similarly, but lets you choose multiple options, multiple tasks, and multiple properties, among other things. The status property can also be interesting and useful regardless of how you use it. For example, if you're developing a project, you can mark the status of each phase or item such as in progress, not done, completed, and so on. Date property is useful for indicating the creation date and setting deadlines, which can be very helpful. In the person property, you can mention other individuals. Suppose you're collaborating with others on a project. In this column, where various tasks are listed, each person in the collaborative process is responsible for an item in this first column of lists. Through the person property, you can indicate each person's role in a specific task which is very useful for collaborative processes. Next, there's the files and media element which allows you to attach documents and images, which can be very useful both in collaborations and individual matters. You can attach specific documents for an ongoing task or receive documents from others to indicate progress among other things. We also have the checkbox option, which functions similarly to a to do list and can be useful for project organization and development, allowing you to check if something has been completed or not. That's why in the earlier lessons, I mentioned that if you're working on a project and want to use Notion for a to do or checklist, perhaps it's better to use databases for more detailed and in depth organization. We also have the URL property, which lets you add reference links. In the email and phone properties, you can add these types of data to link them. Can also be useful for storing data about specific individuals. An example of use could be if you're launching an online product and want to store information about people who completed the lead generation process in this database. In the name field, you could mention the person's name. You could also enter a contact email property as well as a contact number. Or moore, you could add a tags property to indicate what specific product type that person is subscribed to. This can be very useful for storing information about potential future customers obtained through LEADS. We also have the formula property that allows you to input mathematical data in notion, which can be interesting. The relation property enables you to link one table to another, so you can create not just a single table, but also develop other tables to use as databases. With the relation property, you can connect these two databases. There's also the roll up property, which lets you extract tasks from other tables and other database views you've created. We also have the created at, created by last edited and last edited by properties. These properties can also be useful to indicate when a task was created. Who created it when the last edit was made and who edited it. This can be very helpful for collaborative processes, especially the created by and created at properties, which are useful in both personal and professional contexts. Lastly, we have the ID property, which automatically generates an identifier for each row you create in notton which can be useful, especially when organizing a list of data for potential future customers, and you want to give each customer a name in each row. And now I'm going to customize my database a bit, add some columns, and customize them with you. So in this case, I'll leave the task name column selected, which will be fundamental for our goal in this lesson. I'll add a responsible property, which will be a mention of a specific person, and I'll use the person property. I'll go back here and add some new properties. I'll also add a status property. As I mentioned in the previous lessons, as of the time I'm recording this lesson, notion has recently been translated into Spanish and Portuguese. However, since it's still in Beta, translation errors may occur like the one we're seeing here. In this case, I would need to edit the statuses. I can also add new statuses, and it's important for you to know how to do that. To add a new status, we have three types to do in progress and completed. To add a new status within these three categories, simply click the plus button here and enter the name of that status. Then you can assign a new color. In my case, I won't add a new status. I'll use the statuses that have already been created. For the E to do status, I'll leave it as it is. Progress, I'll write in progress in the same way. And for completed, I'll create a new status called review and change the color of that status to orange. For completed, I'll change the word done to completed in Spanish. And my statuses have been added to the status property. Whenever I want to change a specific status, I can simply click on that status and change it. So let's assume this is task one and I am responsible for this task. Let's say I've already started the task one construction process. I can change its status to in progress for easier task organization. I'll also add another column and remove the tags column, which we won't be to remove it, right click on the column, you want to delete and select delete property. Confirm and the column is removed. Then I'll click the Plus button again and add a checkbox column, which can also be very useful. When I complete a specific task or stage, I can change the status to completed and check the checkbox as completed to indicate that the task is done. Other properties I can add are created at. To know exactly when a task was created, and I can also add a date property to set a deadline. So here it says date, but I'll change it to due date. Once you add the property, click inside a row and set a specific due date for that task. For example, if I want to complete this task by Friday the 20th, I'll set Friday the 20th as the due date. If you want to rearrange the columns, simply hold down the left mouse button and drag the column to the position you want. It's a more straightforward and practical process than Excel, so to speak. I dragged the checkbox column and placed it before the status column, which worked better. These are the properties I added with you. To change the name of each status, simply right click and select rename. This way, you can change it to stages or tasks as per your preference. Here in the person column, I'll change it to responsible. In the deadline column, I've already changed it to due date. In the status column, I'll leave it as it is by default, and in the created at column, I'll also leave it as default. Now, I'll do a simulation along with you and fill in this entire database in this lesson. In the first task, I'll put prepare presentation. As the responsible party, I'll assign it to a hypothetical person. How do I add other people as responsible? You can click here on the Invite People button where you can invite that person as a member or guest. Learned a bit about these differences in the earlier lessons between member and guest. A member can only be invited when you have the paid notion plan and the member has full access to your workspace just like a guest. The guest, for example, on a free account, you can invite up to ten guests. On a paid plan, you can add up to 100 guests. On an enterprise or business plan, you can invite up to 250 guests and so on. You will invite this person. You can enter their email address and send the invitation. They will receive a notification and accept the invitation to join your database. It's more or less like this that you can invite a particular added my main account here and put Mateos Olivera as responsible. This account I'm using in this lesson, curso Notion are two accounts that I've added to my database. I'll continue filling in this data here. So in the due date field, I'll set the date to October 20, 2023. In the status field, I'll leave it as to do, or I can change it to not started, and in the checkbox, I'll leave it unchecked. In Task two, I'll name it respond to emails, and the responsible party will be my other example account which I've assigned. Due date to complete this task, I'll set tomorrow, Wednesday, October 18, 2023, and I'll mark it as in progress. Another task is schedule a meeting with suppliers, and the responsible party will be this current account. The deadline for this, I'll set to October 20, and I'll leave it as to do. Then when I complete a particular task, I'll change its status. Let's say the meeting is today, I'll change the date to the 17th and mark the task as completed by selecting the checkbox. It will show as a completed task in my database, which can help in the organization process in Notion. One interesting thing you can do in notion is adjust the column width, just like you can in Excel. You can hover the mouse over the dividing line between two columns, hold down the left mouse button, and drag to expand or reduce the size of the column. In my case, I'll expand the size of this column a bit and it will look like this. Basically, that's what databases are. 8. Filters, Groups, and Sorting: Efficient Data Organization in Notion: Well, in the previous lesson, you understood what databases are. And in this lesson, I will talk a bit about filters, groups, and sorting, which are tools you can use within databases to further maximize their usability. Here, on the computer screen, I have this database. I've added even more data and we'll start by explaining what filters are and what they are used for. As the name suggests, filters are used to filter specific types of information. So let's say I'm collaborating with many other people, let's say 100 people. And on this database page, there are many tasks, and finding your information one by one can be laborious. What you can do is use the filter tool. You click on the filter button, and then you select which column you want to filter, which specific column data. You can filter by all created columns. Now, in my example, let's say I want to filter so that only the tasks I am responsible for appear. I can filter in the responsible column and select my option where only the tasks I am responsible for will appear. Let's say I'm managing this collaborative process and I want to see tasks from other people. You can perform the same procedure. You select another person, uncheck my option, and only the tasks assigned to someone else will appear. That's more or less how you can use the filter tool. If you click on filters, you can also filter by many other things. I'll click on the reset button to add another type of filter. We can also filter by status. For example, we could select activities that have not been completed yet. So back to my example, I'll add a filter for the responsible person, select me and add a secondary filter. You can click on the pluses button to add a filter and then select another secondary column. So I'll set up the status filter here and always select activities that have not been completed. Those that haven't been completed can be classified as review in progress and done. It will only filter activities related to me as the responsible person, and that have not been completed yet. I can add even more filters. I can click the button to add a filter and select other types of filters here in Notion. So this filter function serves precisely for that. To remove the filters you have added, you must do the following. Click on the reset button, and all filters will be automatically removed. When we refer to the filter function here in databases, it serves precisely for this to filter specific tasks from certain data and many other things according to your specific needs. Another very interesting function in notion is the grouping tool. What is it for? The grouping tool in notion, specifically in databases, serves precisely to group certain information. How so Mathias? I don't understand. You see that we have many tasks in the same way that with filters, we can filter by status and could show only the pending tasks, only the pending tasks would appear. Through the grouping tool, I can group unique features in different tables. A practical example, I'll duplicate all these tasks, then a lot of information will appear. Let's say I want to group the activities into pending in progress completed and under review. I want to group all tasks in these states in one place. How would I do this in practice? With the grouping tool, I can click on the three dots, go to the group option and select which property I want to group. Another example I could do in this regard is related to the responsible persons. For example, I can group certain activities by different responsible persons. So I'm going to group by responsible person and Valla. Notions separated and grouped all tasks assigned to me, just as it did for all tasks assigned to another account. This is one way I can group this data. If I click group again, I have the option to remove the grouping, which would return it to the default style. I can arrange the grouping order. For example, here it's in the first position. If I hover over it here, I can put it in the second position and it would look like this. So that's more or less how it works. I'm going to remove this grouping and add a new one so you can see how it looks. Grouping, I organized each specific status type for me. I can add a filter by my responsibility, and only all the types of activities I haven't done yet will appear, and they will also be grouped. So the grouping tool is a very interesting tool within notion databases. I'll remove this group, leave the default setting by clicking on remove grouping, and we'll go back to our starting point. The last tool I would like to show you is the sorting tool. What is it for? The sorting tool is used to organize the type of view you want to see where you can toggle the type of order within the database, either from highest to lowest, from most recent to oldest, from completed to not completed, and so on. Do you mean, Matthias? I don't understand. Do you want to see a practical example? When you go to the sort option, you'll see several columns, and you can sort by different properties. For example, if I want to sort by the checkbox, I can select this option and look how it turned out. It's in ascending order. The activities I haven't done yet are at the bottom. If I leave it in descending order, the ones I have done will appear first, and the ones I haven't done yet will be at the end. The sorting function is precisely for that. Now I'll change the way it's sorted. Let's sort by stat, look how it turned out. It sorted it into different states, and all completed activities appear first. As this is in descending order, the activities I haven't done yet are at the top, those in progress are in the middle. Those in review are in the second to last place, and the completed ones are at the bottom. So these are some tools that can be very useful in notchin. I hope you enjoyed this lesson and we'll see you in the next one. Big hugs and thank you. 9. Linked Views in Notion: Navigating Interconnected Data: Now that you know what notion databases are, I'll show you how you can connect these databases. To carry out this process in practice, you will use a tool called Linked Views. Linked views are a feature that allows you to view, interact with and connect to existing databases. You can perform this process in different places within Notion. In summary, this tool allows you to link a database to other pages within your workspaces, teams, or in general in Notion. Create a linked view in Notion, you should follow these steps. You won't necessarily create a linked view within your main database. The process is a bit different. Let's say you want to create a linked view of this table we created in previous lessons. To do this, we will go back to the main Notion course page and create a new linked view. First, I will create a completely new page that will serve as the linked view. I will insert a hypothetical icon in it and set it up as an empty page. To create this linked view, you'll press the space bar on your keyboard, search for database blocks, and then select the type of view you want to create. In this case, I'll select the table view. The process is somewhat similar to creating a database, but it will be different from this point onward. Instead of creating a new database, you'll select the existing database you want to link to on another page. In this case, I'll select my tasks database, close the view, expand the view to full width to make it look more normal. And here's how my linked view turned out. It's very similar to the main page. If you click on the Task link, you will be redirected to the main database. Do you want to see something interesting? I'll make a change. I'll take the prepared presentation task, change its status to completed, and check this checkbox. If I go into the main page, this information has also been modified. This can be very interesting in the process I explained to you about linking your database to another page. This way, you can carry out this process in practice. Returning to our linked table view, you can change the name of your view type. One very interesting thing you can do here is create other linked views. You'll understand why later. So I will create two additional linked views here. I will choose the same main database. So we have two databases here. The one at the top and the one at the bottom are completely similar. Any changes you make in one will be reflected in the other since they are linked. But the interesting thing you can do with this tool is create other types of linked views, one for each function. You want to see a practical example? I can leave this linked view complete where I can see all the data or I can do the opposite. I can make it so that in this view, I can see all the tasks and all the ones being performed by collaborators. Then in the main view, I can filter to show only the tasks where I am the responsible one. I'll check the responsible column, select me, and in the first linked view, only the activities where I am responsible will appear while below all the tasks of the other collaborators will appear. Another interesting thing you can do is use a specific filter in a linked view and then use a different filter in the main view. That can also be an interesting process. Practical example I can do is add two filters here in the secondary view. I'll put responsible in the first filter, and in the second secondary filter, I'll select related to status and only show the activities I want to perform. Or instead of using filters, I can group these activities. So I'll select group then status, and it looks like this. So in the main view, all activities will appear. I can also add another type of filter like one for those that have already been completed. I'll put unchecked here. So all the activities that I haven't done yet and plan to carry out in practice will appear. This main linked view, I'll have an overview from the tasks I've already completed, the ones I'm working on, and the ones I haven't done yet. Down here, I can use it as the place where I would actually carry out this process. Another important thing to note is that linked views also function as blocks, which is why I call them database blocks. Just like you can do with other elements, like a page, if you click this button and drag it, you can reverse the process. You can move these databases to other places. I'll place this linked view above and it looks like this. The other linked view is down here, so I can see the tasks I need to do first, and below is an overview of what I need to do and what I've already done. Among other things. Of course, the usefulness of the linked view varies from person to person. Each person will give it a different purpose, but this was just an example of how you can use this Linked view tool. And if you want to create a new linked view or duplicate an existing linked view, you can press the space bar again to create a new linked view. Just as I showed you, you can also duplicate this linked view. You can hover over these three dots, click on this option and then on duplicate and it will automatically duplicate that linked view. Then you can customize it according to your needs. The good thing about this linked view feature is that the databases are completely connected. So any changes you make in one will be reflected in the other. Do you want to see a practical example? Let's say I've completed the prepare the presentation part, which was marked as to do, so I'll change it to completed, and it will automatically move. If I check the completed checkbox, it will automatically disappear from my main view. I'll check it here and look what happens. It disappeared, and this, whether you like it or not is a great advantage of linked views. I don't know if you've noticed, but when creating a new linked view here in the database blocks, I imagine you've noticed that there are other types of views, such as a board view, calendar view, list view, gallery view, and so on. How can I change the view type in practice? I'll go into my main database. You can also do it through linked views, but in my particular case, I'll select my main database. To create a new style of view for your database, click the Plus button, and six different view types will appear. We have the board view, timeline view, calendar view, list view, and gallery view. I will show you each one so you can see how they work. So I'll switch to a board view, for example, look how it turned out. This type of view is quite similar to organization apps like Trello, which you're probably more familiar with. It looks quite a bit like Trello, actually. Activities in review are marked first in reverse order, but I can change that. To do so, I go to the three dots, then to layout and then to group B under the manual option. Then I arrange the order as I wish. I'll place review next to last, and now it looks more appropriate. If we go back, you'll see that there are also other options such as coloring columns in case you want to add some design to make it more interesting. Can be useful. I'll leave this option enabled. In group I, you can select the type of grouping you want to see in the board view. By default, it has already grouped it by status, but you can also group by other characteristics like responsible parties, deadlines, and many other properties. Of course, it all depends on your goal as there are many properties and columns that can be added in these databases. Another way to change the order in your board view is by holding down the left mouse button and dragging it to the desired position. In my particular case, I will leave it as I organized it by default. If we go back to the three dots here and go to the layout option, we have another option that allows you to increase or decrease the size of your board. So if you click on card size and set it to small, it will be small. We also have medium and large. I'll leave mine on large. It comes with medium as the default, but it depends on your preferences. I'll go back here to show you an additional option. I don't know if you noticed, but only one property appeared here, the stages property. The other properties I created, such as the checkbox property created on and responsible do not necessarily appear here. The only one that really appears is related to the status where it's grouped. How do I add these other properties? If you go to the three dots here, click on properties and under hidden in the board, the other properties that are hidden will appear. You can click here to show all, which will display all the other properties, and it will look exactly like this. Since mine is grouped, I won't need to use the status property. So in my case, I'll click on this I and it will hide. I can also hide created on and leave only these options. Your deadline, the checkbox, and your responsibilities. This is a different viewstyle that you can add to your databases. In this type of view, I can also interact. It's important to note that any changes you make in other types of views will be reflected in your main view. It's important to know this. For example, I set up this database with you in previous classes, a hypothetical database that we created to simulate in class. But let's say I've completed this stage. I will uncheck the other boxes since they are not yet complete. I always like to check only the ones that we're actually marking as completed. But let's say I have completed the marketing planning part. I can simply hold down the left mouse button and drag it to the completed section, and it will automatically change its label to complete. This can be very useful for your personal organization process, especially if you want to use notion as a kind of organizer for your tasks for collaborative work and so on. And in the same way that you can filter, sort, and group within a table here within the board view, as well as in any other type of view, you can also perform this process. You can filter by specific information, whether it's by responsibilities and so on. Can also group as it's already grouped here. In this case, it's grouped by status, and you can also sort this view from highest to lowest, from done to not done, from most recent to oldest and so on. We also have other view styles. If you click on the plus sign, we also have the timeline view. How does it work? It works exactly like this. It will appear as a type of timeline that you should follow. So instead of setting a specific deadline in the date option, you can use the date to determine what you will do that day. This can also be very interesting. We also have the calendar view, which can also work as a timeline, as well as for you to meet deadlines. Then we have the list view, which will work like a pages. The interesting thing is that when you click here, you will find more detailed information about each type of task, information related to who is responsible, the status of that task, what the task is, what the deadline is, and so on, according to the properties that have been entered. And like in the other types of views, you can also filter, group, and set the sorting. If you click here on the three dots and select properties and then show all, the view type will change a bit. This can also be useful for you. The last view mode, which is also very interesting is the gallery mode. This type of view allows you to create an even more interactive view within notion. What's that? Mattias? I don't understand. I'll click here on the three dots and select properties, and I'll add other properties. Default, it only shows the stages option, but I'll add properties like status and responsibility. I'll leave only those options or I can also add the deadline, the checkbox, and so on. In my particular case, I'll just leave those options of status, the task names, and responsibilities. When a person clicks on a specific part of the gallery, they will be redirected to this page where a checkbox will appear. Within this section, you can also change the status of this type of activity, whether it's completed in progress or pending, and so on. It works similarly to the list system, but it's a bit more interactive and you can also enhance the design. What's that, Mateas? I don't understand. Do you want to see a practical example? Within this section, I can insert a media block, so I'll take an image block. I'll select an image I've already downloaded from Google related to video production and recording as it's related to my task. Look at how it turned out. It's exactly the image I inserted, making it an even more attractive and interesting view to use. And in the same way I showed you the process of creating linked views by default. If we go back to our previous design, you can also create other views styles here within this page. Let's say I want to create a view style for this main model, but in board view mode, I can leave it like this and simply delete this table mode, leaving this block here as the main one. Since the linked views are connected, any changes you make will be reflected in all of them, which can be a very useful tool to further increase your productivity and organization within notion. 10. Data Linking: Mastering Relation and Rollup Properties in Notion: All right. Continuing with databases in Notion, in this lesson, I'll show you two properties you can add to databases with functions that can be very helpful in organizing projects, goals, and many other things. So here on our computer screen, I've taken our main table that we created in previous lessons, and we'll use it as an example in this lesson. To start, let's understand a bit about the relation property. Relation property allows you to connect different databases within Notion. For example, if you have two databases, one for projects and one for tasks, you can use the relation property to link specific tasks to each project, making it easier to organize projects, goals, work, studies, and many other areas. How can I use this relation property in practice? Use the relation property in practice, you need to have two databases. So I would recommend first adding a database view and below that view, create a new database, select the table view option and create a new database. You can name it projects and leave the name of your main database that we created in previous lessons as tasks. So you'll have two databases tasks and projects. Now, I'll assign names to each project like YouTube, TikTok and Instagram, which are three hypothetical social media platforms. Complete these projects and goals, I'll need to perform some tasks. That's why we have our database where we'll link tasks to each project. To do this in practice, after entering the names of your projects, goals or study areas as needed, you link this table to the tasks table. To do that, click on the Plus button and add a relation property. I'll select this option. In this part, you'll select the database you want to link your tasks to. In my case, I'll link it to the projects database we created together in this lesson. Then I'll select the projects option. Here, you'll have some options. And I suggest you select show projects, okay? You'll have some settings to adjust here, but you only need to enable the Show and projects option and click Add selection. Now, a new column has been added, which is the projects column. What can you do within this column? If we click on it, you can enter the name of each specific project goal or study area. This is somewhat similar to tags, but it's a slightly more advanced tool than tags. I've added some tasks here, mostly duplicated ones like production and recording. Meeting with collaborators, planning and marketing, among others, I'll duplicate these tasks. So the tasks have already been duplicated. What you do in this new column that has been added in the project's goals column will depend on what you've entered. Here, I'll assign each task to a specific project. For example, these first five tasks are related to the YouTube project, so I'll select YouTube and that specific task has now been linked. Do you want a shortcut tip to speed up this process even more? So you don't have to link them one by one. You can do the following. First, link one task to a specific project. If the tasks for each project are listed one below the other, it will make the process much easier. Another option is to add a tags property and group each type of activity, or you can also filter and sort by each specific tag to make it even easier to insert relations. Let's assume they are listed one below the other. You should press the shift key on your keyboard and as you can see in this small circle, drag it to where you want to insert this property. Then you release it here and voila. All these tasks have been linked to the YouTube project. Now, I'll link some tasks related to Tik Tok. The process is similar. I'll link a bit fewer here, and finally, I'll link with Instagram, where I'll complete all the tasks. We scroll down here in projects, you'll see how it looks. Each project has its specific tasks that you need to follow to complete that particular project. You can expand this column for better visibility. So I've expanded this column a bit here. I'll remove the tags column because it won't be as necessary for me, and it will look something like this. You can also switch to another type of view for a more interactive interaction like this. You can also reverse this process. Now, in this part, we will add the roll up property. But I want to mention that to use the roll up property, you need to be using the relation property first. You can't use roll up without first setting up a relationship between databases. I'll select the plus option. Let's search for roll up. But before selecting roll up, what is roll up? What is it used for? Roll up allows you to extract information from the database you've established a relationship with. Do you want to see an example of how roll up works? Let's say you have two databases, one for sales and one for your customers. You can relate these two properties in the same way I did in this lesson. Then with these two databases related through roll up, you can display the total sales you've made for each specific customer precisely because you've related the sales database to the customer database. With the roll up tool, you can carry out this process of counting how many sales you've made for each respective customer, making it easy to visualize related data, and how can you do this in practice? Add roll up, you'll always do it in the new column you've added. So going back to our example, the customer database is the sales database. Where would you place roll up? Of course, in our practical example of projects and tasks, I'll add roll up to my projects database. So I'll select the roll up option, and the roll up property has been added here. We'll select the relationship we're going to use for this roll up, and the relationship will be tasks. And that's it. The roll up that has been inserted by default comes with the text property. Select this option, we can change the property type. We can include all the properties of the main database here like the text property, checkbox property created on by deadline, project responsible and status property. It depends on your preference. To assign a value to these roll ups, we will select the text property. Once selected, we'll have the option to calculate. Here we have options like show original, show unique values, count all count values, count unique values, count empty, count not empty, percentage empty and percentage not empty. These are different ways to calculate the tasks for each project. I'll select, for example, count all. This will show me how many tasks I have to complete to finish a specific project. So in the YouTube project, I have a total of nine tasks. In the TikTok project, I have nine tasks, and in the Instagram project, I have eight tasks. This is precisely what the relation and roll up properties in Notion are used for. I hope you've enjoyed this lesson. See you in the next one. Thank you. 11. Enhancing Pages with Widgets: So folks, in this lesson, we're going to talk about what widgets are and how you can use and incorporate them into your notion pages. Widgets are user friendly applications that can be integrated into your notion pages. They are snippets of code from a web page that when inserted into notion, provide relevant information. How can you add widgets to your notion pages? The process is quite straightforward. First, select the page where you want to add the widgets. In this case, I've created a specific page to simulate the insertion of widgets. To add a widget, simply type forward slash embed or forward slash integrate on the page. Then various options related to integrations will appear. We'll have a specific lesson on how to integrate other applications and tools into notion to further enhance your productivity. However, in this lesson, we'll focus on the Embed option. But before selecting it, you should visit one of the two websites I've provided in the resources. One of these sites is Indefi and the other is Widget Box. What are these sites for? They are designed for you to obtain the widget links that you can insert into your notion. For example, within Indefi, you'll find various types of widgets you can add. An example of a widget you could add is a weather forecast widget. To do this, click the Create widget button. Then give your widget a name like weather and click Continue. This will generate a new widget and you'll be redirected to a page where you can configure your widget. Here, you'll be asked about the location for which you want to see the weather forecast. Choose your location like Spain Madrid in this case. You'll also be asked about the metric you want to use, such as degrees Celsius. In my case, I'll select degrees Celsius, which is a more common metric here in Brazil. Next, you'll be asked how many days you want to see in the weather forecast. You can choose to view the forecast for the next seven days, for example. Are other settings available if you have a paid upgrade on Indefi. Although these settings are optional and you can use the tool for free, I'll leave it as default. I've already configured my widget so I can insert it into my notion, copy the link provided below, and on your notion page, select the Embed option. Paste the URL and then click Embed Link. Now, the weather widget has been added to my Notion page. Instead of searching for the weather forecast on Google for the next seven days, I can check it directly in Notion. Additionally, I can insert this widget on various pages as needed. Would you like to see where else you could add this type of widget? I'll add it to my personal Wiki, which is a template we've created in previous lessons. To do this, simply type forwardslash EBD, select the Embed option and insert the widget. Now, my weather widget is in my personal Wiki. And is that all Mathias? Is there only the weather widget? Not necessarily. If we go back to the IndefiHmepage, you'll see many other styles of widgets available. We have a progress bar widget that could be very interesting, as well as calendar widgets, images, timers, alarms, and much more. The choice of widgets will depend on your specific needs. If you don't find a specific widget on Indefi, you can search on widget box, where you'll also find a wide variety of widgets you can add to your notion. 12. Import and Export in Notion: Folks, in this class, I'll show you how you can import and export data in notion. This is a relatively simple function, but it can make a big difference in your usability, and at some point, you may need to use it. To begin, I'll show you how you can import data and what this function is for. As the name suggests, importing is the process of bringing information from one platform to another, as well as a specific file from a different type of program, whether it's a Word document, a spreadsheet, and so on, into notion, allowing you to keep your data centralized in one place. When we talk about importing data in Notion, that's basically what it means. It's a function that allows you to import files into Notion and to carry out this process in practice in Notion. You should click on the Import option, and within that page, you should select what you actually want to import. You can import files from Asana, Confluence, Google Docs, CSV, among others. In this class, I will simulate it with you. I will import a Word file and an Excel spreadsheet, which in this case, are two hypothetical files that I created, especially for this demonstration. So this is the Word file that I will import, and this is the Excel spreadsheet. Automatically, since it is an Excel spreadsheet, when I import this data, it will become a database, as you may have already understood if you watch the previous classes. To perform the import process, you need to select the platform where you want to import the data. In my particular case, I will import a Word file, so I will select the word option. And within the file page, I will select this file that I want to import, and then the import process will begin. There you go. My Word file has already been imported and is now like a text file. It has also created a new page in my personal spaces. I can take this type of file and place it within the folder where I want to put it. Then I can right click and then click the move to button where I can move this page to the folder where I want to place it. I can also drag this folder or place it within my notion course workspace. Here on the homepage, my Word file that I imported is already stored. If I compare the two documents, they will be completely similar. In the Import, the files title is the file name, and all the information that was in the Word file will appear here on my page. So in a very straightforward way, I've managed to import data here into the notion Workspace. To import a spreadsheet into notion as if it were a database, the process is similar. You should go to the Import option, and it's important to note that you should save your spreadsheet in CSV format so that you can import it and automatically convert it into a database. So the spreadsheet I have here as an example is this. To import it, I select the CSV option, choose the CSV file I want to import and double click it. The import process will start. There you go. My spreadsheet has automatically become a database here in notion. This is our original spreadsheet that notion used as the basis to create its database. The only work you'll have to do in notion, even though you've converted this spreadsheet into a database is to define a function for each property type. Here in edit property, you can change what type of function it belongs to. By default, it came as a text function. You could change it here to a number function and so on. So it's a fairly simple process to import files into notion. And, Matthis, how do I go about exporting files? Well, if you're not sure what exporting files means, it's the reverse process of importing. While in importing, you bring data into notion. The export process is the process where you take a page, a database, or even your entire workspace and export it to another type of file. Example, you can export your notion page to a PDF file or an HTML page, as well as export a database in spreadsheet format. To carry out this process in practice, you should select the page you want to export. Let's say you want to export the database we created in previous lessons, specifically this database. To export this database, click on the three dots and then select the export option. You will be redirected to this page, and here you can choose the export format for this page or database. You can export it in PDF, HTML, Markdown, or even spreadsheet format. I will export this file as a spreadsheet. At the bottom, you'll find some additional settings such as Include database as current view or include default View. I'll leave the current view option selected, which is the one currently in use. Remember that if you leave the table view selected, it will be exported in that format. So you need to pay attention to this. If you want to export the database in spreadsheet format, always choose the default view or select the table view in the current view. You also have the option to include content where it will ask you what types of content you want to include in the export process, as well as whether you want to include sub pages and create folders for sub pages. I won't modify any of these options. I'll just change it to a spreadsheet option and then click the Export button. There you go. My database has been exported as a spreadsheet and let's see how it turned out. These are the files exported from our database. I'll double click to open and compare how it looks. This is the spreadsheet of our database with tasks, responsibilities, deadlines, status, checkboxes for whether they are completed or not, and the date each activity was created. Of course, it's much more organized within notion, but you can also make adjustments here in Excel. The process is quite similar. Whether importing a spreadsheet or exporting it, you need to make adjustments based on the platform you are working on. Matis, I want to export my main page in HTML format. To export, the process is similar. You click on the three dots, then export, change the export format to HTML, and click Export. The file has already been exported as an HTML page, and I'll open it with you by double clicking here. This is our notion page and HTML format, and if we compare it to the main page, it looks quite similar. So I've placed them side by side so we can compare. It looks completely similar to the other blocks. In this case, to the other pages like Import Notion course, Section one, Section two, and so on. That's more or less how you can import and export data within notion in a simple way. I hope you enjoyed this lesson. See you in the next one. A big hug and thank you. 13. Content Migration Between Notion Accounts and Workspaces: The previous lesson, you understood how to import and export data within Notion. In this lesson, I will show you how you can migrate content, whether it's pages, databases, and so on, to other accounts or in other words, to other workspaces. To carry out this process in practice, I have a secondary account that I will use to enter the data in that account. And I have my main workspace that I've been using throughout the course with you. Here we have our notion course page with various sub pages and databases already created. Let's assume I want to copy a specific page from here to my other account. How would I go about this process in practice? To perform this process, before you begin, you need to invite the account. You want to transfer the data to the page where the files you want to migrate are stored. For example, let's say I want to migrate the Section one and Section two pages within this page. Here I have some lessons that I built with you during the course. I'll add another item here, a sub page and name it Lesson ten Content migration. So I want to migrate these two pages to this workspace. How do I do this process? You need to select the folder where the files are stored and then click on Invite to my secondary account. Then enter the email address of the account you want to invite. In my case, it's this particular account, and then I'll click the Invite option and then skip for now, and there you go. I've invited my account so that it can access my Notion course page. The invitation has already appeared in my other account, so you need to log in to the account you've been invited to. And here within this other account, I have access to this workspace. Now, we'll go back to our main workspace. I will create a new page called tasks and set it up as a blank page. It's on this blank page where we can insert our text blocks and other elements. Next, returning to my main account, I will select these two folders, Section one and Section two and mark them. Then I'll press the KetrLC key on my keyboard to copy them. I'll press KetrlC. The pages have been copied. Now, in our other account where we want to migrate this data, I'll press KetrlV and our data has been migrated, both the Section one and Section two folders. If we go into these folders, we can also see the content that is inside these pages. They will always come with a number in parenthesis because they are copied files, but you can delete it and the data migration process is complete. Let's say I want to migrate this other folder, content block lesson. I'll select it with CTRLC and then I'll press CtrlV which is where we normally insert our content blocks, and our page has already been copied. Upon entering the page, we have all the content that was added in the content block lesson. So through this process, you can copy content blocks from one account to another. I 14. Quick Tips and Tricks in Notion: Now in this lesson, I'm going to share some tips and tricks that can further maximize the usability of the notion tool. To start here on the computer screen, I'll introduce you to some keyboard shortcuts. A very interesting keyboard shortcut you can use is the one that allows you to change the appearance of notion, either to light mode or dark mode. To use this keyboard shortcut, you should press the following keys on your keyboard. Hold down the Cutrel shift keys at the same time, and you will automatically switch to light mode. If you press the trelShiftE keys again, you will return to dark mode. This keyboard shortcut is very useful because every time you want to change notions you won't have to go into the settings each time. To switch the appearance of Notion, simply press Ctrl Shift L, and you can toggle between light mode and dark mode. Another interesting keyboard shortcut is sat RL N. If you press this key, you will initiate the process of creating a new page in Notion. Without needing to go to the new page option every time you want to create one, simply press SatraLN and the process of creating a new page will start automatically. I already have a page created, I won't need to create a tips and tricks page for this lesson. Continuing, another very useful keyboard shortcut is Set RLP. If you press these keys together, you will open the Notion search tool. I introduced this tool in the early lessons, and it allows you to search for various elements within Notion. For example, if I've created a database related to tasks, I can search for it here and find it quickly. By clicking on it, I will be redirected to the databases thanks to the search tool. Returning to our Notion course homepage, I will enter some pages to provide practical examples. I will enter the Lesson one welcome page, and that's it. The next keyboard shortcut is useful for the following. Do you see the back and forward keys? They work similarly to a web browser or folders on your Windows or Mac. The keyboard shortcut you should use is Stural left bracket. By pressing these keys, you will automatically go back. If you press the right bracket key along with the Ctrl key, you will advance. So to go back, you press the left bracket key and you will automatically go backward. If you press the right bracket, you will go forward. In addition to these shortcuts I mentioned, I will prepare a list of keyboard shortcuts for you to use within Notion to further maximize its usability in the tool. Then I will provide the keyboard shortcuts in a PDF file. Returning to our tips and tricks page that we've created, I will show you some keyboard shortcuts to insert different types of blocks. If you press the hyphen key followed by space, you can create a bullet list in notion, which is a bulleted list block. Another interesting shortcut is if you press the once key and then the period on your keyboard followed by space, you can create a numbered list in notion. If you insert the greater than symbol N, followed by space, you can create a toggle list. What does a toggle list mean? I'll show you in practice. I will write some data down here, and then we will apply the same shortcut. That is the greater than symbol CT followed by space again. Then we will write other data in a similar way using the greater than symbol followed by space, so you can see how a toggle list works. A toggle list allows you to expand or collapse your data as you wish. You can hide the data as shown in the example. To expand it, simply click the arrow, and the data will expand one by one. This is an example of a toggle list. Another interesting shortcut is if you press the open bracket key, followed by the closed bracket, key, and then space, you will automatically create a to do list in notion. For example, you could add Task one, Task two, and Task three with checkboxes. Finally, if you press the forwards key three times on your keyboard, you will automatically create a horizontal line on the notion page. These are some keyboard shortcuts and tips and tricks that can further maximize usability in the notion tool. I hope you enjoyed this lesson. See you in the next one. 15. Integrating Notion with other tools: In previous lessons, we explored a bit about widgets, which are a very interesting part of integrations. In this lesson, we're going to understand how you can connect notion with other tools, further increasing our productivity. So I'm already here inside our computer screen. I've set up an integrations page, in this case, an empty page so we can go through this process step by step. Before we proceed with this process, I'll give a brief summary of what integrations are. Integrations within Notion are a tool that allows you to integrate other platforms within Notion itself to further enhance your productivity. You can integrate various other platforms here within your notion pages as if they were content blocks. Widgets, for example, which we covered in a previous lesson in this course, are a part of the integration tools in notion. To carry out this process in practice, to perform the integration process in Notion, the process is similar to inserting a widget. You can type slash followed by embed or slash and integrate and the notion integrations block will appear. Here you have the integrate option and below, you'll see various platforms that you can integrate directly. I'm going to simulate this with you. Suppose I want to integrate a Miro board into my notion. I can do this in practice. What is Miro? You might ask. Miro is essentially an online whiteboard tool where I can create mine maps, brainstorm, and more. I can integrate this whiteboard here into my notion to further enhance my productivity. Example, this whiteboard is from another course I was creating a course in another language about TikTok ads. Suppose I want to integrate this whiteboard. I'll simulate it with you and select the option to integrate a Mirror board. Here it's asking for the link to my board. Inside My Mirror, I'll go to the share option and copy the public Link. In this case, only people with the link can view it. I'll click Copy Board Link, go back to our notion, paste it with CTRLV and click the Integrate Mirror option. We'll wait here for the integration process. Our mirror whiteboard has already been integrated into our notion, making the layout even more interactive. In addition to being able to integrate platforms here in our notion to further customize our usability. If you type slash Embed or Integrate, we get to the integration blocks. If you go to the integrate option where you would normally integrate a specific file. Suppose I want to integrate a PDF file here into my notion. Remember that there is a file upload limit in a free account where you can upload up to 5 megabytes. In an account with the plus plan, you don't have this upload restriction. I'll click the Choose a file button, select this PDF example, and click Open. We'll wait for the integration process of our PDF file, and it has already been integrated into our notion. We can expand the size of our integration. To do this, see these bars and arrows for example, if I take this bar and hold it down with the left mouse button and drag, I can enlarge the size of my integration. Also, if I click on the bottom right corner or the bottom left corner with the left mouse button and drag, I can enlarge my integration even more. This applies not only to PDF, but also to any other type of integration, even a widget you select in your notion and many other things, allowing you to organize and customize your integrations very easily in notion. Let's do another simulation to conclude our lesson. All type slash Embed, and the integrations will appear. So we can integrate with various platforms like Google Drive. We can integrate a tweet from Twitter or at least as of the date I recorded this lesson, integrate a Github, it integrate a Google Maps map, which can be very interesting. Sigma, abstract, vision, board, and many other platforms depending on your needs. So I'll simulate another integration process with you here. In this case, I'll integrate a Google Maps map into my notion. Select the Google Maps option, and here it will ask me for the link to the map I want to integrate. So here I have my Google Maps with all the maps already open, and I will select a particular country to integrate it into our notion. Suppose I want to integrate a European country here. I'll take Germany as an example. I'll select Germany as an example. In my case, it's a very basic example, but I can search for a specific street with a number and many other things. I'll select the entire country in this case, and you'll see this link. Should copy this link, go back to your notion, paste it with CROV and click on the Integrate Map option. We'll wait for the integration process. And the map of Germany has already been integrated into my notion. It is located exactly under the Germany option, exactly as I defined it in Google Maps. I can expand the size of this map, so I'll leave it here in full, and it looks exactly like this. And that's basically how you can use the integration tool in notion in a very simple way. I hope you enjoyed this lesson. See you in the next one. Thank you. 16. Effective Collaboration with Notion: In this lesson, I will show you how you can carry out collaborative processes within notion. Before diving into this process in practice, I believe it's important to highlight a point I've discussed with you throughout the course, which is the difference between members and guests. And, Mates, what is the role of a member and a guest? In collaborative processes in notion, a member has unlimited access according to the permissions you have granted them in your workspace. When we refer to a guest, they have limited access to your workspace, meaning they cannot access the workspace in general. Unlike a member, for example, a guest can only access specific pages to which you have invited them, and as a result, they have even more limited access than a member. Now that you've understood these differences a bit, I'd like to show you a bit about notions plans on your computer screen. For example, in the free plan, you can invite a total of ten people as guests to carry out collaborative processes, which can be very useful. However, if you have a larger number of guests to involve in your collaborative processes, it may be interesting to consider subscribing to a plus plan, which has a limit of up to 100 guests. In the business and enterprise plans, you can invite around 250 people as guests. Where do I find the difference between members within these plans? Well, I'll explain it to you. From the moment you subscribe to a plus plan in notion, you can invite one person as a member. However, it's important to note that for every member you invite, there will be an additional cost. What is that cost? You will pay around $8 extra for each member you add to your workspace. So if by chance, you subscribe to a plus plan and without realizing it, add one, two or three members, rest assured that those members you added will be billed on your next invoice. That's why before moving on to the practical collaboration process in Notion, I thought it was interesting to highlight some differences between members and guests and talk a bit about notion subscription plans. Another important thing to note is that in the free plan, you can invite at least one member, and in the plus business and enterprise plans, you won't necessarily have to pay an additional cost. You will only pay the extra cost for inviting more than one member to your notion workspace. For example, in the free account, you can indeed add one member to your workspace. How do I invite members to my Notion Workspace? To carry out this process in practice, I have two accounts in Notion, in addition to this account here, one with my name and another account that we have used throughout the course. I will use this specific latter account for the collaboration process in Notion. And Matthias, how do I invite someone to a specific page as a guest? So here we have this specific database, and I want to share this database with people for collaborative processes within it. To carry out this process in practice, you should go to the share option. Then within this page, you will enter the email of the person you are inviting, as well as a specific group if you wish. Example, if I want to invite my other account here, the one with my name, I will copy its email and go back to my main notion. I will paste the email and select that account. Then click the Invite button to invite this person as a guest member. And look, my secondary account appeared here with the guest label. This means the person I invited will enter as a guest, and by hovering over this option, you can configure specific permissions for this type of guest. Remember, a guest does not have access to your workspace in general, unlike a member you have invited, the latter has full access, can do whatever they want, of course, according to the permissions you have granted. With a guest, you can invite them to specific pages or specific databases, which can be very useful. For this guest example, I can provide full access or only editing permissions or even just for editing specific content they have been granted access to. In this case, these two options are related to the plus plan only. We also have the option to allow the guest to only comment or view. I will let my secondary account have full access, then we will enter that secondary account. Will see that in the workspace option, you can switch to another specific workspace. We have here our workspace to which we invited my secondary account, and it shows the guest label indicating that the person has limited access as a guest. I will enter this workspace, and we will be redirected exactly to the database I invited from my main account. Since I have set up full permissions for my guest, I can configure this database just like I can in my main database. Of course, the guest has some limitations in terms of their full access, but when you provide full access, it is already useful for collaborative process. This case, these two options are related to the plus plan only. We also have the option to allow the guest to only comment or view. I will let my secondary account have full access, then we will enter that secondary account. You will see that in the workspace option, you can switch to another specific workspace. We have here our workspace to which we invited my secondary account, and it shows the guest label indicating that the person has limited access as a guest. I will enter this workspace and we will be redirected exactly to the database I invited from my main account. I have set up full permissions for my guest, I can configure this database just like I can in my main database. Of course, the guest has some limitations in terms of their full access, but when you provide full access, it is already useful for collaborative processes. For example, here we have all the highlighted tasks. If we open a task, we can add comments. For instance, in prepare the presentation, if this account doesn't know what to do, I can add the following comment. What kind of presentation and mention a specific person using the A symbol. In this case, I can mention the responsible person. Which in my example would be my main account, so I will mention them and send this message. Then upon entering Noon, a notification will appear. But we see that in the updates option, for example, the notification related to the comment I received will appear here, and this can be very useful during collaborative processes when using the commenting tool. So I can go into this option and see the comment related to a specific task. The comment says, what kind of presentation, and I can reply to this other account. In addition to replying, I can add a reaction to this comment or mark it as resolved. So I will do just that automatically, this comment will be hidden as a resolved comment. If we go to the resolved option, we will see the comments that have been marked as resolved. Furthermore, we also have the more options where you can copy the link to this conversation or delete this particular comment. Another way to add guests to your notion workspaces is through the invitation option. You can switch to this option where you will enable three options to invite a person as a guest. You can share the link to your workspace by invitation only. This way, every time someone enters this link, you copy it and send because the permission is by invitation only, only people who have been invited can access this. You also have other options like anyone with access to this link, which allows you to share the link without manually inviting each person or all members of this notion workspace. And in the sharing option, you can also make your page publicly accessible. That's roughly how collaborative processes work within NSI. Remember, you can invite only one member regardless of the account type. If you exceed an additional number of members, you will need to pay an additional cost. The case of the plus plan and beyond, there is no limit to the number of members you can add, at least in the free account. In the other plans, you have an unlimited number of members, but you will pay for each type of member you add to the workspace. Members have general access to your notion workspace, including all specific parts of the workspace. On the other hand, guests have more limited access based on the page you have granted them access to. In the business and enterprise plans, you can invite up to 250 people as guests at no additional cost, but they are subject to the restrictions of each plan type. I hope you have enjoyed this lesson. If you have any questions, send me a message on this platform, and I'll see you in the next one.