Use Notion on iPhone, iPad and Mac without dying trying — 2022

One of the most fashionable productivity and organization tools in recent years are applications. And it is not for less since, without a doubt, they have been able to seduce the general public by the amount of facilities that they provide to the user. One of the most famous and best, which does not always imply one thing to the other, is Notion. Therefore, in this post we want to explain everything you need to know to start using this complete application, without dying trying.

What is Notion?

Notion is a productivity application that provides you with a huge number of tools to help you manage both your projects and the tasks that make them up. The number of options for using Notion are almost endless, yes, we are not fooling you. This application has a very minimalist interface, it can even give the impression at first glance of being an app that is too simple to be able to house all its potential within it.


Well, despite this simple aspect, the truth is that with this application you can do practically anything you set your mind to, from using it as a task list application to having in it the database of your business or project, the calendar of publication of your Instagram account or the economic accounts of your store. Really, Notion can be as easy or complicated to use as you want, because here, the user has absolutely complete control over what can or cannot happen.

In this post, what we want is to give you the basic knowledge so that you can start using Notion without having the feeling that this application is too much for you, something very common in all users who from one day to the next install this app on their device. and they start using it, that is, we want to make it as easy as possible for you so that you can start taking advantage of Notion from the first day you decide to start using it.

What devices is it available on?

Before talking about the application in question, we want to tell you which devices you will be able to use Notion on, and above all, which of them will be most comfortable for you. This application has a fundamental requirement that all apps that want to succeed and seduce the user in the productivity section must have, and that is to be a multiplatform application. This means that you will be able to enjoy Notion on both your iPhone, your iPad, and your Mac, always maintaining total synchronization between all your devices.

Apple Music on multiple devices

Depending on the use you want to make of the application, it will also be more appropriate to use one device or another when entering new data or creating new pages. We could say that Notion is designed, always with exceptions, to master it with the Mac or iPad, and use the iPhone to always be able to consult at all times and regardless of where you are, all the information you have entered in it. However, this is not written by fire anywhere, so each user can and must adapt the use of this app according to their needs.


Organization by pages

Pages? What's that?

Notion we can say that it works by pages, the pages are a blank canvas where you can create everything you want, you can use it to write, use one of the numerous templates that exist or use one of the five types of databases that Notion provides From the outset, you can even create more pages, we will talk about all this in detail later. You can give each page the name you want and customize it to your liking, we will also talk about it later, and above all, one of the most outstanding points is that you can create as many pages as you want.

Pagína Notion

Create your own

As we mentioned, when creating your pages, you can choose two different ways, on the one hand, use a template, or template as it is called in Notion, there is an infinite variety within the app itself and even web pages where you can download even more. Or, you can create your pages manually based on the five database types that Notion offers. The second option is the one we will talk about now and later we will enter the world of templates.

The five database types that Notion offers are the 5 basic uses that you can do with this application. After all, your Notion pages can be as simple or as complex as you want. Next you have which are the five types of database that you have.

  • Boards.
  • Boards.
  • Lists.
  • Calendars.
  • Gallery.
  • Timeline

In a more detailed way, we are going to see what each and every one of the database types, or also, we could call it, page types, are for.

page types


notion tables

The first type of page that we are going to talk about are tables, an element that can be really useful to organize according to what content. The tables that you can create in Notion are totally customizable, since you can include as many rows and columns as you want, and what is more interesting and that gives great value to the app, with the content that you want within them. This content can be of two types, basic or advanced. Within the basic content you have the following options.

  • Text.
  • Number.
  • Selection.
  • Multiselection.
  • Date.
  • Persons.
  • Records.
  • Checkbox.
  • Links.
  • Electronic mail.
  • Phone number.

On the other hand, if you want to enter content advancing, the existing options are the following.

  • Formula.
  • Relationship.
  • Rollup.
  • Creation time.
  • Created by.
  • Last edition date.
  • Last edited by.

Boards Notion

The boards, or also known within the application, as Board, are used to establish the status of different tasks at any given time. They work in groups of tasks, which, after all, are the different states that a task can be in at a given moment. You can change the name of these states, add, delete and even assign them a certain color to differentiate them in a much more visual way.


notion lists

An essential function, in order to achieve Notion's objective of encompassing within it all the functionalities that numerous productivity apps have, are the lists. It is an element that many users use every day in many situations and obviously, in Notion you also have the opportunity to use them. In addition, the level of personalization of the lists is impressive, so you can perfectly adapt them to each moment and to each type of list you want to create based on your needs.


Notion Calendar

A practically essential element of productivity is the calendar and obviously, within Notion you have the possibility of being able to create your own and that, in this case, this app can replace your calendar application, to have all the productivity elements located in the same place, in the same application. In addition, in the same way that when you create a page, within that same page you can create as many as you want, with the Notion Calendar the same thing also happens, that is, you can create all the pages you want within each of the days.


Galeria Notion

The gallery is a way to view all the pages you have stored within a page in a different way. Instead of displaying it as it comes by default, which is in the form of a list, you can do it in the form of a gallery so that, in case it is more useful to view it in this way, you can adapt your productivity application completely to your liking.


Timeline Notion

The Timeline or also known as Gantt Chart is another of the databases or page types that you can create within Notion. It is a productivity tool widely used in project management, since it allows users to see the duration of a task to visualize in a much clearer and simpler way when, in theory, each task. Other properties that Timelines have is that you can filter them by multiple parameters, depending on the date, creation time, start dates and end dates, you can also view your tasks by hours, days, weeks, fortnights or even months or years as well as add a table, list, gallery or calendar view of the Timeline you are using at that moment.

Style text with blocks

The time has come to start filling the pages with content, to start writing on them, and for this, Notion also gives its users the possibility of being able to style the texts, with the intention of being able to enrich each one of the pages. created. You can carry out this action in two different ways, first you can write the text you want, and then, by clicking on the 6 points that appear to the left of the text, click on Turn into to choose one of the many existing formats and of which we will now speak to you. The second option is to previously choose the format you want to use, for this you just have to write / and then choose the desired text style. The styles that are available in Notion are as follows.

  • Text.
  • Page.
  • To-do list
  • Heading 1
  • Heading 2
  • Heading 3
  • Bulleted list.
  • Numbered list.
  • Toggle list.
  • Quote.
  • Divider.
  • Link to page.
  • Callout.

Notions mouths

use templates

As we mentioned before, you can create your own pages to fully customize your content, but we also recommend that you keep in mind the option of being able to use templates from Notion or even from other users who make them available to the rest in order to get the most out of it. possible.

In the menu on the left that you have in Notion, if you click on Templates, you have at your disposal an almost inexhaustible amount of templates to be able to create practically anything you want. They are grouped by different themes, such as the following.

  • Design.
  • Education.
  • Engineering.
  • Human resources.
  • Marketing.
  • Personal.
  • Product management.
  • Sales.
  • Support.

Templates Notion

These are the ones that, initially, Notion provides you with, however, it also gives you the option, by clicking on Browse more templates, to carry out a broader search through the Notion website itself. Our recommendation is that you spend some time browsing through the different options that exist because, almost certainly, you will find a template that can be very useful for the use to which you want to put Notion.

However, the Notion templates are not the only source of inspiration that you can find, many users through their different web pages share their personalized templates created by themselves so that other users like you can use them and take advantage of them. Undoubtedly, this is also an ideal way to find what you are looking for or even to be inspired to be the one to carry them out. Below you have several websites that offer really interesting templates.

Import content from other apps or sources

Another option that Notion gives you is to be able to import content from other applications or document types. This is really interesting to be able to enrich your databases with content that until then you created with other software and that from now on you do with Notion. Here is the list of services from which you can import content to Notion.

  • Evernote.
  • Trello.
  • Asana.
  • Confluence.
  • Text & Markdown.
  • CSV
  • HTML
  • Word.
  • Google Docs.
  • Dropbox Paper.
  • Quip.
  • Workflowy.

Give it a personal touch

One of the recommendations we make is that you give life to your pages and all the projects you manage through Notion. The application itself gives you the possibility of differentiating each of the pages by adding an emoticon to reference them, however, our recommendation is that you use personalized images, for example, you can add your clients' logos, your profile image, that of the brand that you are managing, in short, that the options to customize both the image of the page and the background will be something that will also give your Notion a much more aesthetic and professional touch.

Customize Notions

It's free, up to a point

Do not worry, initially you will not have to pay to use Notion, however, the free version has some limitations that, in most cases, are not usually an impediment for users. However, there are different plans depending on the needs of the users that increase the value of this application. The plans that exist are the following.

  • Personal.
  • Pro Personal.
  • Team.
  • Business.

Of these four plans, the free one is the personal plan. However, as we mentioned before, most users have enough with this plan since the options offered by the application are really plural and satisfy the personal needs of the users.

Planes Notion