Notion is a versatile workspace that allows you to organize notes, documents, data, and more in one place. One of its most useful features for organizing information is tables. Here is a guide on how to effectively use tables in Notion for practical organization.
Table of Contents
What are Tables in Notion?
Tables in Notion are a simple way to display data in rows and columns without needing to create an entire database. They allow you to:
- Display information clearly and concisely
- Organize data in a structured format
- Highlight important concepts
- Brainstorm ideas
Key Features:
- Add unlimited rows and columns
- Reorder rows and columns
- Change column types (text, number, checkbox, etc.)
- Create inline tables on any page
- Share links to specific table views
When to Use Tables vs Databases
While tables offer simplicity, databases have more advanced features like:
- Relations and rollups between data
- Complex filtering and sorting
- Custom views like calendars and boards
- Automations and integrations
Use tables for:
- Simple organization on individual pages
- Quick iteration without committing to structure
- Collaborative brainstorming
Use databases for:
- Large, complex, or interrelated data sets
- Company-wide systems of record
- Dynamic real-time tracking
Step-by-Step Guide to Creating Tables
Follow these steps to create a table from scratch:
- Click the
+button in your workspace and select Table under Database - Give your table a name
- Click into any cell to start typing
- Add columns by clicking the
+button on the right - Add rows by hitting
Enterafter filling out the last cell in each row
You can also create inline tables anywhere in a page by typing /table and hitting Enter.
Customizing Tables in Notion
Take advantage of tables’ flexibility to organize them exactly how you want:
- Reorder rows by dragging the 6-dot menu on the left
- Reorder columns by dragging the 6-dot menu on the top
- Change column types like text, number, checkbox and more
- Resize column widths by dragging the divider line
- Add color coding to rows or columns for visual organization
Table Use Cases and Examples
Here are some ideas for using tables in your workspace:
Project Management
Track project details and status updates:
| Name | Assignee | Status | Due Date | Notes |
|---|---|---|---|---|
| Website Redesign | @john | In Progress | Feb 28 | Waiting on final mockups |
| Retail Expansion | @jane | Completed | Jan 15 | Under budget! |
Meeting Notes
Log key details and action items from meetings:
| Date | Attendees | Key Topics | Action Items |
|---|---|---|---|
| Jan 10 | @john, @jane, Chris | New product brainstorm | – Research customer demand – Create roadmap doc |
| Jan 17 | @john, @jane | Review redesign mocks | – Provide revision feedback – Share with dev team |
Comparison Tables
Compare products, services, or other data sets:
| Feature | Product A | Product B |
|---|---|---|
| Price (monthly) | $10 | $15 |
| Storage | 50GB | 100GB |
| Support Level | 24/7 Phone |
Limitations
Tables do come with a few limitations compared to databases:
- No relations or rollups
- Limited filtering and sorting
- Can’t contain other blocks or nested levels of content
- Difficult to edit after creation
- Data can’t be automated or integrated with other apps
For advanced use cases, you’ll want to build out a full featured database instead.
Conclusion
Notion tables provide a simple starting point for manually organizing structured data on pages without building complex systems and relations. Take advantage of their flexibility and ease of use for displaying information clearly, collaborating with teammates, and working through ideas.
When your needs grow beyond simple organization for individual use cases, graduate to fully featured databases to unlock more robust functionality and automation. But for straightforward tabular data, Notion tables have you covered.
