Tips & Tricks

Mastering Notion on macOS

Whether you're a new Notion user or looking to optimize your existing workflow, these tips and techniques will help you work faster, organize better, and get more from Notion on your Mac. From essential keyboard shortcuts to advanced automation strategies, this guide covers everything you need to become a power user.

Essential Keyboard Shortcuts for macOS

Mastering keyboard shortcuts dramatically speeds up your Notion workflow. Here are the most valuable shortcuts specifically for macOS users:

Navigation & Search

Page & Content Creation

Text Formatting

• Cmd + B - Bold text
• Cmd + I - Italic text
• Cmd + U - Underline text
• Cmd + Shift + S - Strikethrough text
• Cmd + K - Create or edit a link
• Cmd + Option + 0-9 - Apply heading levels or text styles
• Cmd + Shift + 7 - Create numbered list
• Cmd + Shift + 8 - Create bulleted list

Block Manipulation

• Cmd + D - Duplicate selected blocks
• Cmd + Shift + K - Delete block
• Cmd + Option + T - Expand or collapse toggle lists
• Cmd + Shift + ↑/↓ - Move block up or down
• Cmd + A - Select all blocks (press again to select all content)
• Esc - Clear selection or exit block
• Tab - Indent block
• Shift + Tab - Outdent block

Productivity Shortcuts

• Cmd + \ - Toggle sidebar visibility
• Cmd + Shift + L - Toggle dark mode
• Cmd + / - View all shortcuts
• Type / - Open block type menu at cursor
• @ (at symbol) - Mention a person or page
• : (colon) - Insert emoji

Organization Best Practices

A well-organized workspace is crucial for long-term productivity. Follow these strategies to keep your Notion workspace clean, navigable, and efficient.

Workspace Structure Strategies

Sidebar Organization

• Use Favorites Sparingly: Only pin pages you access daily. Too many favorites defeats the purpose of quick access.
• Create Logical Hierarchies: Group related pages under parent pages. Keep your top-level sidebar to 5-10 items maximum.
• Leverage Private Pages: Keep personal content separate from shared workspaces using the Private section.
• Add Visual Cues: Use emojis as page icons to quickly identify different page types at a glance.
• Archive Regularly: Move completed projects and outdated content to an Archive section to keep your active workspace clean.

Database Organization

Keep databases manageable and useful:

• One Source of Truth: Create a master database, then use linked database views throughout your workspace rather than duplicating data.
• Meaningful Property Names: Use clear, descriptive property names. "Due Date" is better than "Date" when you have multiple date fields.
• Limit Properties: Don't add every possible property. Start minimal and add fields only when needed. Too many properties make databases overwhelming.
• Use Status Properties: Status properties with customizable workflows are better than select properties for process tracking.
• Create Views for Workflows: Set up filtered, sorted views for different use cases rather than scrolling through everything.

Template Strategies

Templates save time and ensure consistency. Here's how to create and use them effectively:

Building Effective Templates

Template Best Practices

• Include Instructions: Add brief instructions or examples in templates for clarity, especially for team templates.
• Use Placeholders: Include [PLACEHOLDER] text in brackets to indicate what should be filled in.
• Set Default Properties: Pre-fill common property values in database templates to speed up data entry.
• Add Related Databases: Include linked database views in templates to show relevant connected information.
• Create Template Galleries: Build a page that houses all your templates for easy browsing and access.

Database Optimization Tips

Databases are Notion's most powerful feature. Optimize them for maximum efficiency:

Performance Optimization

• Limit Inline Databases: Large inline databases slow down page loading. Convert them to full-page databases and use linked views instead.
• Reduce Relations: While powerful, excessive relation properties can impact performance. Use them judiciously.
• Archive Old Entries: Create an "Archived" checkbox or status, then filter active views to exclude archived items.
• Optimize Views: Limit the number of properties shown in each view. Only display what's necessary for that context.
• Use Simple Sorts: Complex multi-level sorts can slow down large databases. Keep sorting simple when possible.

Advanced Database Techniques

View Organization

• Name Views Clearly: "Active Projects" is better than "Board View 2". Descriptive names make switching views intuitive.
• Create Role-Based Views: For team databases, create views filtered for each team member's responsibilities.
• Use Different View Types: Don't rely only on table views. Board for workflows, timeline for scheduling, gallery for visual content.
• Lock Views: Prevent accidental changes to important views by locking filters, sorts, and properties.

Workflow Automation Ideas

Automate repetitive tasks and create efficient workflows with these techniques:

Internal Automation

External Automation with Integrations

• Zapier/Make Integration: Connect Notion to thousands of apps. Auto-create database entries from emails, form submissions, or calendar events.
• Slack Integration: Get Notion updates in Slack channels. Post database entries directly from Slack messages.
• Calendar Sync: Sync Notion databases with Google Calendar using two-way sync tools to manage schedules.
• GitHub Integration: Automatically create Notion pages from GitHub issues or pull requests for technical documentation.
• Email to Notion: Forward emails to a special address to create database entries or append to pages.

Recurring Content

• Daily Notes Template: Create a template for daily logs with template buttons for common entries.
• Weekly Review System: Build a template with previous week review, next week planning, and automated database views.
• Content Calendars: Use database templates with template buttons to quickly add content ideas with all necessary fields.
• Meeting Note Automation: Include linked database views for action items and decisions that auto-populate from the meeting page.

Collaboration Best Practices

Working with teams in Notion requires thoughtful setup and clear guidelines:

Team Workspace Setup

• Create a Team Wiki: Build a central wiki with company information, processes, and guidelines that everyone can reference.
• Define Permission Levels: Set clear rules about who can edit what. Use page permissions to protect critical documentation.
• Establish Naming Conventions: Document and enforce consistent naming for pages, databases, and properties across the team.
• Use Teamspaces: Organize work into separate teamspaces for different departments or projects with appropriate access controls.
• Create Onboarding Pages: Build a new member guide that explains your workspace structure and best practices.

Effective Communication

Meeting Management

• Shared Meeting Database: Create a database for all team meetings with templates for agendas and notes.
• Action Items Database: Link a tasks database to meeting pages to track action items with owners and due dates.
• Decision Logs: Include a "Decisions" section in meeting templates to document key decisions made.
• Recurring Meetings: Create separate pages for each instance but link to a parent page for series context.

Advanced Search Techniques

Find anything in your workspace instantly with these search strategies:

Quick Find Mastery (Cmd+P)

• Partial Matching: Type any part of a page name. "proj mar" will find "Project - Marketing Campaign".
• Recent Pages: Quick find shows recently viewed pages first. Quickly jump back to what you were working on.
• Navigate While Typing: Use arrow keys to select results and Enter to open without touching the mouse.
• Search in Titles: Quick find searches page titles first, making it faster than full content search.

Advanced Search Filters

Database Search Tips

• Search Property Values: Click the search icon in database views to search specific properties.
• Save Searches as Views: Turn frequent searches into saved filtered views for instant access.
• Use Advanced Filters: Combine multiple filter conditions with AND/OR logic for precise queries.
• Quick Filters: Click property headers in table view to quickly filter by specific values.

Performance & Productivity Tips

Keep Notion running smoothly and your productivity high:

Speed Optimization

• Use Multiple Windows: Cmd+Shift+N opens a new window. Keep different projects or references open side-by-side.
• Limit Page Length: Very long pages load slowly. Break content into sub-pages or use toggle lists to collapse sections.
• Reduce Embeds: Too many embedded videos or iframes slow down pages. Link to content instead when possible.
• Clear Cache Regularly: Settings → Clear cache removes temporary files and can improve performance.
• Optimize Images: Compress images before uploading. Large image files slow down page loading.

Workflow Efficiency

• Build a Dashboard: Create a personal dashboard page with linked databases showing your most important views.
• Use Backlinks: Enable backlinks at the bottom of pages to see all pages that reference the current page.
• Quick Capture System: Create an "Inbox" page or database for quick captures, then process items later.
• Customize Start Page: Set a specific page to open when launching Notion (Settings → Start in).
• Master Slash Commands: Learn common "/" commands for quick block creation without lifting hands from keyboard.

Data Management

• Regular Backups: Export your workspace monthly (Settings → Export all workspace content).
• Archive Old Content: Move completed projects and outdated information to an Archive section.
• Link Don't Duplicate: Use links and synced blocks instead of copying content to multiple places.
• Consistent Structure: Follow the same organizational patterns across similar pages for easier navigation.

macOS-Specific Tips

Take advantage of macOS features to enhance your Notion experience:

System Integration

• App Switcher: Use Cmd+Tab to quickly switch to Notion from other apps.
• Mission Control: Assign Notion to a specific desktop space for organized window management.
• Split View: Use macOS Split View to keep Notion alongside other apps like browsers or communication tools.
• Touch Bar: On MacBooks with Touch Bar, Notion adds relevant controls for formatting and navigation.
• Notification Center: Notion notifications appear in Notification Center with quick actions to open mentioned pages.