Spencer Lanoue
Notion templates are like those magic tools in your toolbox that come preloaded with all sorts of handy features. But what if the template doesn't fit your needs perfectly? Customizing it can be a game-changer. Let's take a detailed look at how to edit a template in Notion so it works just the way you want.
Understanding Notion Templates
Before we get our hands dirty, let's talk about what a Notion template is. Think of it as a pre-built setup that comes with various elements you can use to organize your tasks, projects, or ideas. Templates can include databases, tables, lists, calendars, and more. All designed to save you time and effort.
Imagine you've downloaded a template for managing a project, but it tracks milestones you don't need. Or maybe it lacks a section for team feedback, and you need that. Understanding what's in the template is the first step toward tweaking it to fit your specific requirements.
It's also worth noting that Notion templates can come from the Notion gallery or be shared by other users. They're a great starting point, but personalization is key to making them truly effective for you.
Identifying What You Need to Change
Let's face it. Not every template will cover everything you need right out of the box. Start by identifying what works for you and what doesn't. If you're working with a template for task management but find it lacks a priority tagging system, make a note of that.
Take a moment to list out what features or sections you'd like to add, remove, or modify. Maybe you need more columns in a table for tracking additional data points, or perhaps the template's layout isn't quite right for your workflow. Understanding these needs will guide your editing process.
Remember, it's all about creating a system that helps you work smarter, not harder. So, don't hesitate to jot down your thoughts and ideas on how the template can better serve your goals.
Editing Text and Content Blocks
Editing text and content blocks is usually the first change people make. In Notion, everything is a block, whether it's a paragraph, heading, or checklist. This modular approach makes it easy to move things around, delete what you don't need, or add new content.
To edit text, simply click on the block you want to change. You can type directly into it, or use the toolbar that appears to format your text. Want to add a new block? Hover over the left of any block until you see the plus icon, click it, and choose from the list of available blocks.
If you're like me and often need to write detailed project descriptions, adding new text blocks can be a lifesaver. And if typing isn't your thing, Spell can help you draft content quickly and efficiently.
Customizing Tables and Databases
Tables and databases are at the heart of many Notion templates. They're fantastic for organizing information, but sometimes the default settings don't quite fit your needs. Luckily, Notion makes customizing these elements a breeze.
To add a new column to a table, click the "+" icon at the top right of the table. You can name your column and choose its type: text, number, date, etc. If you want to remove a column, click the dropdown menu on its header and select "Delete."
Need to customize a database? You can add new properties by clicking on the "+ Add a property" button. This is handy if you want to track additional details, like due dates or project owners. You can also change the view of your database - from a table to a board, gallery, or calendar view - depending on how you prefer to see your information.
Editing these elements allows you to tailor the template to your workflow, ensuring you capture all the data you need without cluttering your space with unnecessary details.
Rearranging and Resizing Blocks
Sometimes, the layout of a template doesn't quite align with your way of working. Fortunately, Notion lets you rearrange and resize blocks to better suit your needs.
To move a block, hover over it and click on the six-dot icon that appears on the left. This allows you to drag and drop the block wherever you want. You can even move blocks into other pages or sections if you need to reorganize your workspace.
Resizing blocks, especially in columns, is another way to make your template more user-friendly. Simply hover between two blocks until you see the resize handle, then drag to adjust the width. This is particularly useful if you have large tables or images that need more space.
Customizing the layout can make a huge difference in how you interact with your template, making it more intuitive and aligned with your workflow.
Incorporating New Elements
Want to add something totally new? Notion's flexibility shines here. Whether it's a new table, calendar, or even an embedded video, you can incorporate various elements to enhance your template.
To add a new element, click the "+" icon or type "/" to bring up the block menu. From there, you can insert whatever you need. For instance, if you're managing a team project, adding a Kanban board for task tracking might be useful.
Notion also allows you to embed external content, like Google Maps or YouTube videos. This can be a game-changer if your work involves research or presentations and you need quick access to external resources.
Adding new elements is an excellent way to make your template comprehensive and functional, ensuring it meets all your requirements.
Using Templates Within Templates
Here's a neat trick: you can use templates within templates. If your project management template needs a meeting notes section that you use repeatedly, create it as a sub-template.
Notion allows you to create new templates within a database. Navigate to the database, click on the "New template" button, and design your section. This can include text, checklists, or links to other resources.
Once saved, this sub-template can be used repeatedly, saving you time and maintaining consistency across your template. It's like having a mini-template inside your main template, ready to use whenever you need it.
This feature is particularly useful for recurring tasks or standard sections you need to include regularly, like meeting agendas or project updates.
Sharing and Collaborating on Templates
One of Notion's strengths is its collaborative capabilities. Once you've edited your template, sharing it with your team can take your productivity up a notch.
To share your template, click the "Share" button at the top right of the page. You can invite team members to view or edit the template, depending on your needs. Sharing helps ensure everyone is on the same page and can contribute to the project efficiently.
Collaborating in real time is seamless in Notion, allowing multiple users to edit and update the template simultaneously. Plus, with Spell, collaborating on content creation becomes even easier, as it allows real-time editing and drafting of high-quality documents.
Saving Your Customized Template
After spending time tweaking your template, you'll want to save your masterpiece for future use. This not only saves your efforts but also allows you to reuse a setup that works perfectly for you.
To save your customized template, navigate to the "Templates" menu and click "Save as template." Name your template, and it'll be stored in Notion's template library, ready for use whenever you need it.
Saving your template means you don't have to start from scratch every time you begin a new project. It's a smart way to maintain efficiency and consistency in your workflow.
Final Thoughts
Editing a Notion template might seem daunting at first, but once you get the hang of it, the possibilities are endless. With a few tweaks, you can tailor templates to fit your workflow perfectly. And while you're at it, consider using Spell to make drafting and editing your content faster and more efficient. It's all about creating a setup that helps you get things done with less hassle.
