Understanding Notion Templates

A Notion template is a pre-built page or set of pages designed for a specific purpose. It provides a ready-made structure, layout, and potentially pre-filled data (like database properties or example entries) that users can copy and adapt for their own needs. Instead of building a page or workspace from scratch, a template offers a starting point, saving time and providing inspiration for organization.

Templates leverage Notion's flexible block system and database capabilities to create structured workflows, planners, trackers, documentation hubs, and more.

Why Use Notion Templates?

Using a Notion template offers several advantages:

• Saves Time: Building complex setups like databases with specific views and filtered lists can be time-consuming. Templates provide these structures instantly.
• Provides Structure: For users new to Notion or a particular type of organization (like project management or habit tracking), templates offer proven methods and layouts.
• Offers Inspiration: Examining how others have built their Notion pages can provide new ideas for personal or professional use cases.
• Quick Setup: Users can quickly deploy a system for tasks like meeting notes, content calendars, or reading lists without significant initial setup effort.

Finding Notion Templates

Templates can be sourced from various locations:

• Notion's Official Template Gallery: Integrated directly within the Notion application and available online. This gallery features templates created by Notion and its community, categorized by use case (e.g., Personal, Work, Education) and type (e.g., Design, Engineering, HR).
• Community Shared Templates: Many Notion users and creators share their templates online through personal websites, social media, forums, and dedicated template directories.
• Within Notion Itself: When creating a new page, Notion often presents a "Templates" option where users can browse and apply official templates directly.

Adding a Notion Template to a Workspace

Adding a template found online or in a gallery typically involves duplication:

1. Locate the Template: Find a template link or page in the official gallery or elsewhere online.
2. Open the Link: Clicking a template link usually opens the template page in a web browser or directly within the Notion app.
3. Use the "Duplicate" Function: Look for a "Duplicate" button or option. This is often found near the top right corner of the template page.
4. Select Workspace: Clicking "Duplicate" prompts the user to choose which Notion workspace the template should be copied into.
5. Confirm Duplication: Once the workspace is selected, the template page (and any linked sub-pages or databases) is copied into that workspace. It will appear as a new page, often with "(copy)" appended to its name.

Templates added via Notion's in-app template picker are added directly without the duplication step; selecting one simply creates a new page based on that template's structure.

Using and Customizing a Notion Template

Once a template is added to a workspace, it becomes a regular Notion page (or set of pages) that can be fully edited and adapted.

Initial Use

• Explore the Structure: Navigate through the pages and sub-pages included in the template. Understand how the different parts are connected.
• Review Instructions: Some templates include instructional blocks or pages explaining how to use them.
• Add Initial Content: Begin populating the template with relevant information, tasks, notes, or projects.

Customization

Templates are designed to be modified. Customization allows tailoring the template to specific needs.

• Edit Existing Content: Change placeholder text, update instructions, or fill in initial data.
• Add, Remove, or Rearrange Blocks: Treat the template like any other Notion page. Add new text blocks, headings, toggles, images, embeds, or databases. Remove blocks that are not needed. Drag and drop blocks to change their layout.
• Modify Database Properties: If the template includes databases (e.g., for tasks, projects, notes), modify the properties (columns). Change property types (e.g., Text, Select, Multi-select, Date, Person, URL, Files). Rename properties, add new ones, or delete unnecessary ones.
• Adjust Database Views and Filters: Templates often come with pre-configured database views (Table, Board, Calendar, Gallery, List) and filters or sorts. Users can modify these views, add new ones, change filtering criteria (e.g., show tasks due this week), and alter sorting order.
• Change Page Icons and Covers: Personalize the template's appearance by changing the icon and cover image of the main template page and its sub-pages.

Practical Notion Template Examples

Templates cater to a wide range of uses:

• Task Management: Templates with databases set up to track tasks, deadlines, priorities, and status (To Do, Doing, Done).
• Project Management: Templates for outlining project phases, assigning tasks, tracking progress, and storing related documents.
• Note-Taking Systems: Templates based on methodologies like PARA or standard structures for meeting notes, class notes, or research notes.
• Habit Trackers: Templates using databases or linked databases to monitor daily or weekly habits.
• Content Calendars: Templates for planning blog posts, social media updates, or video releases with properties for status, publish date, and platform.
• Reading Lists/Trackers: Templates to list books, authors, reading progress, and notes.
• Expense Trackers: Simple database templates to log income and expenses.
• Meal Planners: Templates with calendars and database structures for planning meals.
• Resume/CV Builders: Page templates formatted for creating a resume.
• Meeting Notes: Standardized templates for capturing meeting details, attendees, agenda items, and action items.

Tips for Effective Template Use

• Start Simple: For those new to templates, begin with a basic one for a clear purpose like task management or note-taking.
• Explore Different Options: Don't settle for the first template found. Browse the gallery and community resources to find structures that best fit the intended workflow.
• Duplicate Before Major Changes: If planning significant modifications, duplicating the template again provides a backup of the original structure.
• Rename Immediately: After adding a template, rename the main page to something clear and relevant to its use within the workspace.
• Customize Iteratively: Customization doesn't need to happen all at once. Use the template for a while, identify pain points or missing features, and then make adjustments as needed.
• Combine Templates: Advanced users can sometimes combine elements or concepts from multiple templates to build a highly customized system.
• Use as Inspiration to Build Own: Templates can serve as learning tools. By examining how complex templates are built, users can gain skills to create their own custom Notion pages and databases from scratch.