Notion

All-in-one workspace for notes, docs, wikis, projects, and collaboration.

Overview

Notion is a flexible workspace tool that combines note-taking, knowledge management, project tracking, and team collaboration in one platform.

What Notion Provides

• Notes and documentation
• Wikis and knowledge bases
• Project and task management
• Databases and spreadsheets
• Team collaboration
• Templates and automation

Getting Started

Account Access

1. Check your email for the Notion invitation
2. Click Join Workspace
3. Create your account or sign in with Okta SSO
4. Complete your profile setup

Sign In

1. Go to notion.so
2. Click Log in
3. Enter your email or use SSO
4. Complete authentication

First-Time Setup

1. Complete your profile:

   • Add profile photo
   • Set your name and email
   • Configure notification preferences

2. Download apps:

   • Desktop: notion.so/desktop
   • Mobile: iOS App Store or Google Play

3. Explore your workspace:

   • Browse shared pages
   • Check pinned resources
   • Join relevant projects

Basic Usage

Pages

Create a Page:

1. Click + or New page in sidebar
2. Give it a title
3. Start typing content
4. Add blocks (headings, text, lists, etc.)

Page Types:

• Blank page
• Template (meeting notes, project, etc.)
• Database (table, board, list, calendar)
• Import from other tools

Navigate Pages:

• Use sidebar for quick access
• Search with Cmd/Ctrl + P
• Use breadcrumbs at top
• Star pages for quick access

Blocks

Everything in Notion is a block:

Text Blocks:

• Type / to see all block types
• /h1, /h2, /h3 for headings
• /bullet, /number for lists
• /todo for checkboxes
• /quote for quotes

Media Blocks:

• /image - Add images
• /file - Attach files
• /video - Embed videos
• /code - Code snippets

Advanced Blocks:

• /database - Create database
• /embed - Embed content
• /table - Simple table
• /callout - Highlight information

Databases

Create Database:

1. Type /database
2. Choose view (Table, Board, List, Calendar, Gallery)
3. Add properties (columns)
4. Add entries (rows)

Database Views:

• Table - Spreadsheet view
• Board - Kanban board
• List - Simple list
• Calendar - Calendar view
• Gallery - Card layout

Filter, Sort, Group:

• Filter to show specific items
• Sort by any property
• Group items together
• Save as different views

Collaboration

Share Pages:

1. Click Share button (top right)
2. Add people or teams
3. Set permissions (Full access, Edit, Comment, View)
4. Copy link to share

Comments:

• Highlight text → Click comment icon
• @mention people in comments
• Resolve comments when addressed

Real-time Collaboration:

• See who's viewing (top right)
• See others' cursors
• Changes sync instantly

Common Issues

Page Won't Load

Problem: Page shows loading screen indefinitely.

Solution:

1. Refresh the page
2. Check internet connection
3. Clear browser cache
4. Try different browser
5. Use desktop app instead

Can't Find a Page

Problem: Page you created has disappeared.

Solution:

1. Use Quick Find: Cmd/Ctrl + P
2. Check if page was moved
3. Look in All Updates for history
4. Check if accidentally deleted (Trash)
5. Ask workspace admin to restore

Sync Issues

Problem: Changes not syncing across devices.

Solution:

1. Check internet connection
2. Refresh page/app
3. Log out and back in
4. Update to latest app version
5. Contact Notion support

Permission Denied

Problem: Can't access or edit a page.

Solution:

1. Request access from page owner
2. Check if using correct workspace
3. Verify account permissions
4. Contact workspace admin

Best Practices

Organization

• Use clear page hierarchy
• Create consistent naming conventions
• Use icons and covers for visual organization
• Archive old pages
• Use templates for recurring content

Collaboration

• @mention people for attention
• Use comments instead of editing others' work
• Lock pages to prevent accidental changes
• Set appropriate permissions
• Keep team pages organized

Productivity

• Use keyboard shortcuts
• Create templates for common tasks
• Use databases for structured information
• Link related pages together
• Use toggles to hide detailed content

Quick Reference

Keyboard Shortcuts

Action	Mac	Windows/Linux
Quick Find	Cmd + P	Ctrl + P
New page	Cmd + N	Ctrl + N
Search	Cmd + Shift + P	Ctrl + Shift + P
Go back	Cmd + [	Ctrl + [
Go forward	Cmd + ]	Ctrl + ]
Create link	Cmd + K	Ctrl + K
Bold	Cmd + B	Ctrl + B
Italic	Cmd + I	Ctrl + I
Toggle to-do	Cmd + Enter	Ctrl + Enter

Markdown Shortcuts

Type	Result
#	H1 heading
##	H2 heading
###	H3 heading
-	Bulleted list
1.	Numbered list
[]	To-do checkbox
>	Toggle list
`	Inline code
```	Code block

Official Resources

• Help Center: notion.so/help
• Templates: notion.so/templates
• Guides: notion.so/guides
• Community: notion.so/community
• Status Page: status.notion.so
• What's New: notion.so/releases

Support

TechOps Team:

• Slack: #techops-support
• For workspace settings and access issues

Notion Support:

• Visit notion.so/help
• Email: team@makenotion.com
• Check status.notion.so for service issues

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For detailed documentation and tutorials, visit notion.so/help