Core Features of Notion for macOS
Notion for macOS brings a comprehensive suite of features designed to replace multiple productivity tools. Understanding these capabilities will help you build workflows that match your exact needs.
Blocks: The Building Blocks
Everything in Notion is built from blocks – modular units of content that can be mixed, matched, rearranged, and nested to create exactly what you need.
Types of Blocks
Text Blocks
Paragraphs, headings (H1, H2, H3), bulleted lists, numbered lists, toggle lists, quotes, callouts, and code blocks. Each can be formatted with bold, italic, underline, strikethrough, code formatting, and colors.
Media Blocks
Embed images, videos, audio files, PDFs, web bookmarks, file uploads, and embeds from 500+ services including YouTube, Figma, Google Maps, Twitter, and more.
Advanced Blocks
Databases, tables of contents, breadcrumbs, equations (LaTeX support), code snippets with syntax highlighting, and linked databases that connect to existing data.
Block Manipulation
Blocks can be easily manipulated on macOS:
- Drag and Drop: Click the six-dot handle to drag blocks anywhere on the page or into other pages.
- Keyboard Shortcuts: Use Cmd+Shift+Arrow keys to move blocks up and down quickly.
- Nesting: Indent blocks to create hierarchical structures and collapsible sections.
- Converting: Type "/" to convert any block into a different type instantly.
- Duplication: Cmd+D duplicates blocks with all their content and formatting.
Databases: Structured Information
Notion's database functionality sets it apart from simple note-taking apps. Create flexible, interconnected databases that adapt to any use case.
Database Views
Display the same database in multiple ways:
- Table View: Spreadsheet-like grid perfect for detailed data entry and analysis.
- Board View: Kanban-style boards for visualizing workflows and project stages.
- List View: Clean, simple list format ideal for reading and quick scanning.
- Calendar View: Monthly, weekly, or daily calendar for date-based items.
- Gallery View: Card-based layout showcasing images and previews.
- Timeline View: Gantt-chart style visualization for project planning.
Database Properties
Add structured data to database entries with various property types:
Property Types:
- Text: Simple text entries
- Number: Numeric values with optional formatting
- Select/Multi-select: Predefined tags and categories
- Status: Workflow states with customizable options
- Date: Single dates or date ranges with optional time
- Person: Assign workspace members
- Files & Media: Attach documents and images
- Checkbox: Binary true/false values
- URL: Web links with automatic previews
- Email/Phone: Contact information
- Formula: Calculate values based on other properties
- Relation: Link entries between different databases
- Rollup: Aggregate data from related database entries
Advanced Database Features
Build sophisticated systems with these advanced capabilities:
- Filtering: Show only entries matching specific criteria with complex AND/OR conditions.
- Sorting: Order entries by any property in ascending or descending order.
- Grouping: Organize entries into collapsible groups by property values.
- Formulas: Create calculated fields using mathematical operations and logic.
- Relations & Rollups: Connect databases and aggregate related information.
- Templates: Define default content for new database entries.
Templates and Template Buttons
Save time and maintain consistency with Notion's powerful templating system.
Page Templates
Create reusable page structures for recurring tasks:
- Meeting notes with consistent sections and formatting
- Project documentation with standard headers and databases
- Weekly reviews with predefined reflection questions
- Content briefs with research, outline, and draft sections
Template Gallery
Access thousands of community-created templates for various use cases:
- Personal productivity systems (GTD, PARA, Zettelkasten)
- Project management frameworks (Agile, Scrum, Kanban)
- Content creation workflows
- CRM and sales pipelines
- Student dashboards and course trackers
- Habit trackers and goal systems
Template Buttons
Add buttons to pages that insert predefined content blocks when clicked. Perfect for:
- Adding recurring meeting agendas to a meetings database
- Inserting standard operating procedures
- Creating new entries in linked databases
- Populating daily log templates
Collaboration Features
Notion excels at team collaboration with robust sharing and real-time editing capabilities.
Real-Time Editing
See collaborators' cursors and edits in real-time. Multiple people can work on the same page simultaneously without conflicts. Changes sync instantly across all devices.
Comments & Mentions
Add comments to any block, mention teammates with @, resolve discussions when complete, and track all unresolved comments in one place.
Granular Permissions
Control who can view, comment, or edit at the page level. Share entire workspaces or individual pages. Set default permissions for new pages automatically.
Workspace Features
- Team Spaces: Organize pages into private, shared, or open spaces within your workspace.
- Guest Access: Invite external collaborators without giving full workspace access.
- Page History: View and restore previous versions of any page.
- Notifications: Get notified when mentioned, when pages are shared, or when comments are added.
Integrations and Embeds
Connect Notion with your favorite tools and embed content from across the web.
Native Integrations
- Slack: Get Notion page updates in Slack channels
- Google Calendar: Sync Notion databases with Google Calendar
- GitHub: Automatically create Notion pages from GitHub issues
- Figma: Embed live Figma designs in pages
- Google Drive: Link and preview Google Docs, Sheets, and Slides
Embed Capabilities
Embed content from 500+ services directly in your pages:
- Videos (YouTube, Vimeo, Loom)
- Design tools (Figma, Framer, InVision)
- Documents (Google Docs, PDF, Office files)
- Code (GitHub Gists, CodePen, CodeSandbox)
- Maps (Google Maps, Miro boards)
- Social media (Twitter, Instagram)
- Custom embeds via iframe or URL
Offline Access and Syncing
Work seamlessly even without an internet connection.
Offline Functionality
- View and edit any pages you've previously opened while offline
- All changes sync automatically when connection is restored
- Offline indicator shows connection status
- No data loss – all edits are preserved and synced
Sync Performance
Notion's sync technology ensures fast, reliable updates:
- Changes appear instantly for collaborators
- Optimistic updates make the app feel instant
- Conflict resolution handles simultaneous edits gracefully
- Cross-device sync keeps everything in sync across Mac, iPhone, iPad, and web
Search and Organization
Find anything quickly with Notion's powerful search and organizational tools.
Universal Search
Press Cmd+P to instantly search across your entire workspace:
- Search page titles, content, and database entries
- Filter by page type, owner, or last edited date
- Jump to recent pages with Quick Find
- Search within specific pages using Cmd+F
Organizational Tools
- Sidebar: Hierarchical page structure with drag-and-drop organization
- Favorites: Pin frequently accessed pages for one-click access
- Private Pages: Keep personal pages separate from shared workspace
- Page Icons & Covers: Visual differentiation with emojis or custom images
- Backlinks: See all pages that link to the current page
Mobile and Cross-Platform
Your workspace travels with you across all your Apple devices.
iPhone & iPad Apps
Native iOS apps provide full Notion functionality on mobile. Capture ideas on the go, edit from anywhere, and use widgets for quick access to important pages.
Universal Clipboard
Copy content on your Mac and paste on your iPhone thanks to Notion's cross-device syncing. Seamlessly move information between devices.
Share Extension
Save web pages, articles, and content from other apps directly to Notion using the iOS share sheet. Build your knowledge base from anywhere.
AI Features
Notion AI helps you write, think, and work faster directly within your workspace.
AI Capabilities
- Writing Assistance: Generate drafts, improve writing, fix spelling and grammar
- Summarization: Condense long documents into key points
- Brainstorming: Generate ideas and outlines
- Translation: Translate text into different languages
- Tone Adjustment: Make text more professional, casual, friendly, or straightforward
- Action Items: Extract to-dos from meeting notes automatically