Spreadsheets are one of the aspects of my workflow that I dislike the most. They can quickly become hard to organize and are too easy to break with one wrong click. But I discovered that by utilizing Notion databases to their full potential, I don't need spreadsheets. Notion databases let you create connections between databases and offer powerful filters, plus way more. By implementing these Notion tricks, I don't use spreadsheets and don't plan on going back, because they've effectively replaced certain spreadsheet functions.

7 Relations

Replaces: VLOOKUPs

Relations let you connect two databases. Say you have a database for upcoming projects and another one where you store your information for those projects - you can use Relations to connect that information to its relevant projects. When you create a new Relation property in your database, Notion will ask which database you want this one to correspond to; select the one you want. From there, all you have to do is add entries to this new property to specify which entries are related to one another across the two databases.

6 Rollups

Replaces: Summary tables

Rollups work hand-in-hand with Relations, as they also pull data from connected databases. In my case, after I linked my info to my tasks, I wanted to use Rollups to show which information entries I can ignore due to their corresponding tasks being complete - I did it by pulling the Status property into the other database. This is also a great way to pull information like total hours logged or the percentage of tasks completed. It's a super quick and easy way to have an overview of your database analytics without having to set up formulas.

5 Linked databases

Replaces: Copy-paste

Linking databases is an easy way to embed databases in other relevant pages, and it doesn't require any copy-paste functions. Let's say I want to link an overview of my work tasks in my personal dashboard - all I have to do is create an instance of that task database somewhere on the page. You can do it by using the slash (/) feature, selecting Linked View of Database, and choosing your database. You can further customize the filters and layout of this linked database without affecting the original, but keep in mind that changing the entries themselves will update the original.

4 Advanced filters

Replaces: Manual filtering or custom views

Notion's Advanced Filters let you build very complex filters. Since my datasets tend to be basic, I get to keep my filters basic as well, but advanced filtering comes in handy when I quickly want to view something specific. You'll find the Filter option at the top of your dataset, and select Advanced Filter from there. This option lets you choose exactly which criteria you want to include or exclude from your filter.

3 Notion Formulas

Replaces: Writing formulas in individual cells

I'll give credit where credit is due: spreadsheets are still superior when it comes to formulas. However, Notion Formulas are more intuitive once you get the hang of them, and I like the formula editor it provides. Here, I just added a simple formula to remind me when something is overdue. But you can use it for a vast array of functions such as calculating completion percentages, how many days remain until completion, auto-labeling based on specific properties, and much more. Check out this Notion documentation for more information on formulas.

2 Calculations

Replaces: SUM, AVERAGE, COUNT, and more

Calculations are automatic, little summaries you can add to your databases. They usually feature things like total, average, or checkbox completion rates. This can come in very handy for tracking budgeting projects, counting completed tasks, average time spent per task, or tracking the maximum value of a priority column. Notion's calculations give me up-to-date insights without requiring manual math.

1 Sync Blocks

Replaces: Named ranges

Sync Blocks are one of those Notion features I didn't know I needed until I started using them. If you're constantly reusing the same instructions or checklists across multiple pages, then this is the function for you. In spreadsheets, the closest equivalent would be referencing named ranges or linking cells across sheets, but those can easily break if something shifts. With Sync Blocks, you can drop reusable content anywhere (inside or outside of databases), and it stays perfectly synced. I've been using it to repeat my project resources and information across other dashboards. It's such a simple feature and doesn't require any cell references.

No more spreadsheet headaches

Notion didn't just replace my need for spreadsheets; these database functions also overhauled my workflow. With features like Relations, Rollups, Sync Blocks, and formulas, I've automated parts of my system that used to be manual and prone to errors from one missed click. Now, everything updates in real-time and across pages without breaking anything. It might be worth giving these tricks a go if you're tired of fixing formulas or hunting through tabs.