Notion has become an essential tool for note-taking, project management, and idea organization, but it contains hidden features most users aren’t aware of. In this article, we’ll explore 15 hidden Notion features that can dramatically improve your workflow, making your experience more productive and organized.
Introduction
Notion is not just a note-taking app; it’s a comprehensive platform that allows you to manage all aspects of your personal and professional life. Despite its simple interface, many advanced and hidden features significantly boost productivity and open possibilities you might not have known existed.
If you’ve been using Notion for a while, you probably know the basics like creating pages, tables, and lists. However, 90% of users do not take advantage of the advanced and hidden features we will cover here.
Feature 1: Convert Any Page into a Database
You might know how to create ready-made databases, but did you know you can convert any existing page into a database?
How to do it: Use the command /turn into database at the top of the page.
Benefit: You can manage tasks, notes, and projects within the same page with sorting and filtering capabilities.
Example: A page containing multiple notes can be converted so each note becomes a row in a database, with properties like date, status, or priority.
Feature 2: Internal Links Between Pages
Notion allows you to create seamless internal links between your pages.
How to do it: Type [[Page Name]] to create a direct link.
Benefit: Build an internal knowledge network that makes navigating between ideas and projects much easier.
Example: In a software project, you can link pages for design, code, and documentation so all information is accessible from a single page.
Feature 3: Custom Templates
Notion templates are not limited to tables or ready-made notes; you can create custom templates for any type of content.
How to do it: In a database, click on New template.
Benefit: Save time when creating repetitive content like weekly reports or project plans.
Example: Create a daily tasks template with fields for date, status, and priority to speed up daily note-taking.
Feature 4: Using Formulas
Databases in Notion support mathematical and logical formulas.
How to do it: Add a property with type Formula and enter the formula.
Benefit: Automatically calculate project durations, task completion percentages, or merge text dynamically.
Example: if(prop("Status") == "Done", "✅", "❌") shows a checkmark if the task is completed.
Feature 5: Toggle Lists to Reduce Clutter
Toggles are collapsible lists that keep your page clean and organized.
How to do it: Type /toggle and add the content inside.
Benefit: Organize long content like educational notes or project documentation.
Example: Use a toggle to hide technical details of a project phase and reveal them only when needed.
Feature 6: Auto Backups and Export
Notion allows exporting pages or entire databases in multiple formats.
How to do it: Click the three dots at the top of the page, then select Export.
Benefit: Keep backups or share content outside Notion in PDF, HTML, or Markdown.
Feature 7: Multimedia Integration
You can embed images, videos, audio files, or PDFs directly into your pages.
How to do it: Drag and drop the file into the page or use /embed.
Benefit: Create a comprehensive document that combines all types of content in one place.
Example: A project page containing documents, presentations, and video links provides a complete overview for the team.
Feature 8: Filtering and Sorting Databases
Notion allows you to set up custom filters and sorting for any database.
How to do it: Use Filter and Sort at the top of the database.
Benefit: Display tasks or notes according to priority, status, or due date.
Example: Show only urgent tasks, sorted by deadline.
Feature 9: Integration with Other Apps
Notion integrates with Slack, Google Calendar, Trello, and more.
How to do it: Use /integration or Zapier.
Benefit: Sync tasks and events for smoother project management.
Feature 10: Keyboard Shortcuts
Hidden shortcuts significantly speed up work:
Ctrl + Shift + L– Toggle dark modeCtrl + /– Show all commandsCtrl + D– Duplicate any block quickly
Feature 11: Comments and Mentions
Notion allows internal comments and mentions to facilitate collaboration.
How to do it: Use @Person or add Comment on any block.
Benefit: Track changes and communicate directly in the page without email.
Feature 12: Linking Pages in Databases
You can connect multiple pages within a single database using the Relation property.
Benefit: Build a connected network of information to track complex projects.
Feature 13: Synced Blocks
Synced blocks let you copy content and automatically update it across multiple pages.
Benefit: Save time when managing shared content in different pages.
Feature 14: Scheduled Backups via API
Notion API enables automatic backups or task automation.
Benefit: Protect important data and prevent loss.
Feature 15: Dark Mode and View Options
Notion offers dark mode, multiple font styles, and Full Width view to customize the user experience.
Benefit: Improve readability and reduce eye strain during long work sessions.
Conclusion
These are 15 hidden Notion features that 90% of users don’t know. Leveraging these tools increases productivity, reduces clutter, and allows you to use Notion as a fully integrated platform for managing both personal and professional life.
From converting pages into databases to using advanced formulas, internal linking, and multimedia embedding, each feature adds real value to your workflow. When applied, Notion transforms from a note-taking app into a powerful platform for managing every detail of your work efficiently.
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