Notion Databases
A database in Notion stores structured information, similar to a spreadsheet. Each row represents one item, such as a task or a book. Each column represents one detail about that item, such as a due date or a status.
Database as a Table
Picture a database like a grid of boxes. Rows run left to right and hold each entry. Columns run top to bottom and hold each type of detail. This grid structure gives databases far more power than a plain list of bullet points.
Simple Database Example
| Task | Status | Due Date |
|---|---|---|
| Write report | In Progress | July 5 |
| Call client | Not Started | July 3 |
| Send invoice | Done | June 30 |
Creating a Database
Type a forward slash and select Table from the menu. Notion inserts a blank database with default columns. You can rename columns and add new ones to match your needs. Start with only the columns you know you need, since adding more later takes seconds.
Database vs Regular Page
A regular page holds free-form content like text and images. A database holds repeated entries with the same structure. Use a database when you track many similar items, such as contacts or expenses, and use a regular page for one-off writing like a project summary.
Entries Are Pages Too
Every row in a Notion database is also a page. Click a row to open it and add extra content, such as notes or a checklist. This gives each entry both structured data and free-form space, combining the best of a spreadsheet and a document.
Row as a Mini Page
| Row View | Opened Page View |
|---|---|
| Task name, status, date | Same details plus notes, files, and comments |
Inline vs Full-Page Databases
An inline database sits within a larger page alongside other content. A full-page database takes up the entire page by itself. Choose inline when you want a database next to notes, and full-page when the database is the main focus of that page.
Linked Databases
A linked database shows a different view of an existing database on another page, without duplicating the data. Type a forward slash and select Linked Database, then choose the source database. This lets you display the same task list on both a project page and a personal dashboard.
Original vs Linked Database
| Type | Holds Original Data | Editing Affects Source |
|---|---|---|
| Original Database | Yes | Yes |
| Linked Database | No, references source | Yes |
Common Uses for Databases
- Task trackers for daily work
- Content calendars for publishing schedules
- Contact lists for clients or vendors
- Habit trackers for personal goals
- Inventory logs for small business stock