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Notion Database Views: Everything You Need To Know (2023)

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Notion Database Views: Everything You Need To Know (2023)

Notion database views are different ways of displaying and organizing the entries in a database. A view is a specific configuration of a database, with its own set of filters, sorts, and groupings, that allows you to see and interact with your data in a particular way. For example, you could create a view of your tasks that shows only the high-priority items that are overdue, or a view of your customers that shows their orders and invoices in a table format.

Notion allows you to create multiple views for the same database, and to switch between them easily. This can be useful for working on different aspects of your data, or for sharing different perspectives with your team. You can also save your views as templates, which you can reuse and customize for other databases or projects. Views are highly customizable and flexible, and can be used in a variety of ways, depending on your specific needs and use cases.

What are the 6 different layout options in Notion database views?

Notion offers six different layout options for database views, which determine the way the entries in a database are displayed and organized. These layout options are:

  1. Table view: This is the default view for databases in Notion, and it displays your database entries as a table with rows and columns.
  2. Board view: This view organizes your database entries into columns and allows you to drag and drop them to reorder or move them between columns. It's similar to a Kanban board and is often used for project management.
  3. List view: This view displays your database entries as a list, with each entry appearing as a separate item.
  4. Calendar view: This view displays your database entries on a calendar, making it easy to see when events or deadlines are scheduled.
  5. Gallery view: This view displays your database entries as a grid of images or thumbnails, making it well-suited for visual content.
  6. Timeline view: This view displays your database entries as a timeline, showing when events or milestones occurred or are scheduled to occur.

What are the main benefits of each view?

Each of the different views in Notion has its own unique set of benefits, depending on what you're trying to accomplish. Here are some of the main benefits of each view:

  1. Table view: This view is great for quickly scanning and organizing large amounts of data, and it allows you to sort and filter your database entries to find the information you need.
  2. Board view: This view is useful for managing projects and tasks, as it allows you to easily see the status of each item and move them between columns as they progress.
  3. List view: This view is great for displaying simple lists of items, such as to-do lists or grocery lists. It's also useful for organizing information in a more linear or chronological way.
  4. Calendar view: This view is perfect for managing events and deadlines, as it allows you to see everything on a visual calendar.
  5. Gallery view: This view is ideal for showcasing visual content, such as images or videos. It's also useful for organizing items by category or type, as you can use the thumbnails to easily identify each item.
  6. Timeline view: This view is useful for tracking the progress of a project or task over time, as it allows you to see when events or milestones occurred or are scheduled to occur. It can also be useful for displaying historical events or tracking the development of a project.

Examples For When To Use Notion's Table View

  • Managing customer or client information, including contact details, purchase history, and notes.
  • Tracking expenses, such as bills, receipts, and invoices.
  • Organizing research notes, including references, quotes, and notes.
  • Managing inventory, including product details, quantities, and locations.
  • Creating a task list or to-do list, with columns for task name, description, due date, and status.
  • Tracking sales or leads, including customer information, product details, and transaction amounts.
  • Organizing a recipe collection, with columns for recipe name, ingredients, instructions, and notes.
  • Creating a contact directory, with columns for name, email, phone number, and notes.

Examples For Notion's Timeline View

  1. Tracking the progress of a project or task over time, with entries for each milestone or deadline.
  2. Displaying a historical timeline, with entries for important events, people, or inventions.
  3. Organizing a collection of memories or experiences, with entries for each event or moment.
  4. Planning a trip or vacation, with entries for each destination or activity.

Examples For Notion's Kanban View

  1. Managing a project, with columns for each stage of the project and cards for each task or deliverable.
  2. Organizing a to-do list, with columns for different categories or priorities and cards for each task.
  3. Tracking the progress of a task or project, with columns for each stage and cards for each step or milestone.
  4. Collaborating on a project, with columns for each team member's tasks and cards for each item.

When To Use Notion's Gallery View

  1. Showcasing visual content, such as images or videos.
  2. Organizing items by category or type, using the thumbnails to easily identify each item.
  3. Displaying a portfolio or collection of work, with entries for each piece.
  4. Creating a photo album or scrapbook, with entries for each image or memory.

When To Use Notion's Calendar View

  1. Managing events, such as meetings, conferences, or deadlines.
  2. Tracking important dates, such as birthdays or anniversaries.
  3. Planning a schedule or itinerary, with entries for each activity or event.
  4. Organizing a team's availability, with entries for each person's availability or schedule.

When To Use Notion's List View

  1. Creating a to-do list or shopping list, with entries for each item.
  2. Organizing notes or ideas in a linear or chronological fashion.
  3. Displaying a collection of items, such as books or movies, with entries for each item.
  4. Creating a menu or list of options, with entries for each item.

How do I change the view of a database in Notion?

To change the view of a database in Notion, follow these steps:

  1. Open the database that you want to change the view for;
  2. Click on the database view name then select 'Edit View';
  3. Click on the "Layout" button in the top-right corner of the database view.
  4. From the menu that appears, select the view that you want to use. This will change the layout of the database to the view you selected.
  5. If you want to further customize the view, you can use the options like filters, sorts and other settings for the view;
  6. When you're finished, click on the "Save" button in the top-right corner of the page to save your changes.

These steps should help you change the view of a database in Notion. Remember that you can always switch back to a different view by repeating these steps and selecting a different layout option from the menu.

Multiple Notion Database Views On One Page

Yes, you can create multiple views on the same Notion page. To do this, you can use the "Add a new view" option in the top-right corner of the page. This will allow you to add additional views of the same database, using different layout options.

For example, you could create a table view of your database on one part of the page, and then add a calendar view of the same database on another part of the page. This can be useful for displaying different aspects of your data in different ways, or for allowing different users to view the data in the way that makes the most sense for their needs.

To switch between the different views on a page, you can use the tabs at the top of the database. This will allow you to quickly and easily access the different views and see your data in the way that makes the most sense for what you're trying to accomplish.

How do I lock a database view in Notion?

To lock a database view in Notion, follow these steps:

  1. Open the database that you want to lock the view for.
  2. Click on the three dot menu in the top-right corner of the database view.
  3. From the menu that appears, select the "Lock views" option. This will prevent anyone else from changing the view of the database.
  4. If you want to unlock the view, you can do so with the 'Locked' icon that should now appear at the top of your database view.

Getting Started

If you're looking to learn more about Notion's best features, I'd recommend you take a look at our complete Notion For Business Systems Course. No matter where you're starting from, you'll learn the tools you need to run your entire business in Notion. Sign up for Day 1, today.

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