How to Add and Manage Properties within Notion

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Notion is a versatile productivity tool that lets you create databases and organize your information in a structured and dynamic way. In Notion, properties refer to the different attributes or fields associated with each item in a database. These properties are highly customizable and allow you to capture various types of data—from text and numbers to dates, relations, and formulas—making it easier to sort, filter, and analyze your information.

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This article explores how to add and manage properties within Notion, incorporating current features and best practices to help you build powerful, organized databases.

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Adding Properties

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Adding properties to a database in Notion is straightforward. Once you have created a database or opened an existing one, follow these steps:

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1. Open the database  

   Open the database where you want to add properties. You can either create a new blank database or open an existing one from your Workspace.

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1. Access the properties menu  

   In most views such as Table, Board, or List, click on the Properties button near the top of the page. In some views you may need to click on Layout first and then select Properties to display the list of current properties.

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1. Add a new property  

   Within the properties menu, click on the + Add a property button. A dropdown menu will appear with various property options.

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1. Select a property type  

   Choose from property types such as text, number, select, multi-select, date, person, checkbox, URL, email, phone, files & media, relation, rollup, formula, created time, and last edited time. Select the appropriate type based on the data you want to capture.

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1. Customize the property  

   After selecting a property type, give it a name, and if desired, choose an icon or color. For advanced properties like Formula or Rollup, configure any additional options that appear. For example, with a formula property you can set up calculations using Notion’s built-in functions and advanced arithmetic, while a rollup property allows you to aggregate data from related databases.

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1. Repeat for additional properties  

   Continue adding more properties by repeating steps 3 through 5 as needed to enhance your database’s structure.

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Managing Properties

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Once you have added properties, you can easily update them as your project evolves. Notion makes it simple to rename, reorder, edit, or delete properties as needed.

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Renaming and Reordering Properties

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To rename a property, follow these steps:

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1. Display the properties menu  

   If the properties list isn’t visible, click on the Properties button at the top-right of your view.

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1. Hover over the property  

   Locate the property you want to rename and hover your cursor over it.

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1. Click the pencil icon  

   A pencil icon will appear next to the property name. Click this icon to enable editing.

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1. Enter the new name  

   Replace the existing name with your new choice.

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1. Save the change  

   Press Enter or click outside the textbox to confirm the new name.

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To reorder properties within your database:

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1. Use drag and drop  

   Click and drag a property using its handle (the icon to the left of the property name) and drop it into the desired position on the list.

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Editing and Deleting Properties

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To modify or remove a property, follow these steps:

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1. Show the properties menu  

   If the properties list isn’t visible, click on the Properties button.

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1. Locate and modify the property  

   Find the property you wish to edit and click its pencil icon to change its name, icon, color, or other settings.

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1. Delete the property if needed  

   Click the trash bin icon next to the property and confirm the deletion when prompted. Remember that deleting a property will remove all data associated with it.

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Using Formula Properties

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Notion offers a powerful Formula property type that lets you perform calculations or combine data from multiple properties. To use formula properties effectively:

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1. Add a formula property  

   Follow the steps above to add a new property and select the Formula type.

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1. Configure the formula  

   Click on the formula property to open its configuration panel. Notion now supports advanced functions, conditional logic, and referencing of other properties—allowing you to create dynamic expressions that update automatically as your data changes.

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1. View the formula result  

   Once configured, Notion will calculate and display the results based on your defined expression and referenced data in real time.

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Conclusion

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Adding and managing properties in Notion enables you to structure and organize your databases efficiently. By customizing property types, renaming and reordering them, and utilizing advanced options like formulas and rollups, you can tailor your database to meet your specific needs. Use these features to create well-organized, dynamic databases that enhance your productivity and keep your information up-to-date with the latest Notion capabilities.