As content within a team's workspace on Notion grows, so does the intricate web of data and information. The increase in volume amplifies the challenge of effective organization and quick retrieval of data.
In the midst of this expanding digital landscape, the importance of an efficient search function cannot be overstated. Especially within teamspaces teeming with numerous Notion files and subpages, a reliable search capability becomes a linchpin for seamless navigation and productivity.
Notion's search functionality offers a streamlined means to locate specific keywords dispersed across pages, databases, and most Notion blocks. The ability to swiftly pinpoint crucial information, improves the efficiency and productivity of teams.
Here are the 8 steps to using the Notion search function:
1. Use Notion search shortcut - cmd/ctrl + P or cmd/ctrl + K to initiate the search function
You can initiate the search functionality by using the Notion search shortcut - "cmd/ctrl + P" or "cmd/ctrl + K." These keyboard shortcuts unlock advanced search capabilities within Notion.
Alternatively, you can access the same search functionality by simply clicking on the "Search" option in the left-pane of the interface, as displayed in the below image.
2. Type the keywords to search for content
Once in the search view, type down your desired keywords into the search bar. As you type, the results will promptly appear in real-time..
To navigate through the search results, you can use the arrow keys for a quick scan or scroll down to view more options. This way, you can efficiently identify and access the precise item you're seeking amidst the results.
3. Sort the results
At times, you might not immediately spot the content you seek, prompting the need to sort the results for better clarity. Here are the sorting options at your disposal:
a. Best Matches (Default): This default sorting option arranges results based on their significance. Page titles take precedence over page contents, and recently modified pages are displayed at the top of the list.
b. Last Edited: Newest First: This presents the most recent content edits made by you or another user in your workspace.
c. Last Edited: Oldest First: Content that has been edited the longest time ago, either by you or another user, takes the spotlight.
d. Created: Newest First: This showcases the newest content that has been created recently.
e. Created: Oldest First: Content that was created first is organized at the top, giving you a historical view.
4. Click on “Title only” to filter results with keywords in the title of pages
Another functionality at your disposal is the "Title only" filter. This feature enables you to narrow down your search results specifically to match keywords found within page titles.
When you activate this filter, you're essentially telling Notion to exclusively display results where your search term precisely matches the title of a page. It disregards the content within the pages during this filtering process.
Let’s discuss this feature with an example.
Imagine you're managing a comprehensive project in Notion, which involves various tasks and deadlines. You recall creating a page titled "Project Timeline" but can't quite remember the specific details inside. By utilizing the “Title only” filter and entering "Timeline" as your keyword, you'd swiftly locate the page dedicated to your project's timeline without your search results getting packed by other content containing the same keyword. It streamlines your search, making it highly efficient and targeted.
5. Filter the results by “creators”
When you employ the “creators” filter, Notion exclusively displays content that a particular user has created within the workspace. This means that upon selecting a user, you'll only see material generated by them, including any subpages nested within their pages.
Let's say you're part of a collaborative project with a team, and you need to quickly access all the contributions made by a specific team member, Sarah. By applying the “creators” filter and selecting Sarah, you can instantly retrieve all the content she has personally created within Notion. It's like having a customized view of her contributions, providing a seamless way to review her work and facilitate collaboration.
6. Filter search results by the “teamspace”
You can tailor your search experience with the "Teamspace" filter, a tool designed to align your search with specific workspaces. When you utilize this filter, Notion optimizes your search results based on the workspaces you have access to. By selecting a particular teamspace, you're instructing Notion to narrow down the search to that specific collaborative environment, refining the results to suit your workspace needs.
For example, imagine you're part of multiple teams within your organization, and each team operates within its distinct Notion workspace. When you're seeking specific information related to a particular project, activating the 'teamspace' filter ensures that your search is confined to the workspace associated with that project. This ensures you're only accessing information relevant to that specific team and project, streamlining your search and enhancing your efficiency.
7. Search within a Notion page
The page filter in Notion search enables you to search for keywords exclusively within Notion pages and the subpages nested beneath them. This precision tool ensures that your search is finely targeted, delving deeply into the selected pages and their subpage hierarchy.
For example, let's imagine you're overseeing a project with many facets, each meticulously documented on separate pages within Notion. Suppose you're particularly interested in retrieving comprehensive information about the project's financial aspects, carefully outlined in a dedicated 'Financial Summary' page.
By utilizing the 'search within a Notion page' feature and selecting the 'Financial Summary' page, your search zooms in solely on that page and its subpages. This refined search enables you to quickly access the precise financial details you seek without getting distracted by unrelated content.
8. Filer by the “Created” or the “Last Edited” dates
This Notion global search filter allows you to refine your search to display results from a specific timeframe, ensuring your search aligns precisely with the time-based context you need.
Consider a scenario where you're part of a dynamic team managing a constantly evolving project. To quickly catch up on recent updates, activating the 'Last Edited' date filter allows you to view content that has been recently modified. This ensures you're up-to-date with the latest project developments, enabling you to stay informed and make informed decisions. Conversely, if you're revisiting foundational project details, utilizing the 'Created' date filter lets you focus on the initial creation phase, providing historical context and insights.
How to search and replace in Notion?
Notion does not support the search and replace feature which enables you to quickly rewrite text.
How to search databases in Notion?
You can use the tiny Notion search icon at the top-right corner of your Notion database to look for keywords inside a Notion database.
Alternatively, if you rather prefer to search the Notion database by tags, you can use Notion filter.
Simply click on the “Filter” option at the top-right corner of your database view and select the “Tag” option, as displayed in the below image.
You can next, select the tag based on which you want to filter content.
How to delete my search history on Notion?
When you perform a search resulting in one or more results, Notion automatically stores these searches for your convenience, placing them neatly under "Recent Searches" within the search window. To clear your Notion search history, simply click on "Clear" at the top right of the "Recent Searches" section within the search window.
Can you search comments in Notion?
Notion does not support the feature of searching for keywords in page comments.
Can you put a search bar in Notion?
Notion comes with a default search button and you can’t add a search bar at a page level. However, you can add a search button to your Notion website with the Pro plan of Super. With Super, you also have an option to enable advanced search that indexes all page and database content.
Are public Notion pages searchable?
Yes, you can find the Notion search button at the upper right corner of public Notion pages. You can click on it and insert keywords — Notion will find matching content within the page and its subpages.
Can you search PDF in Notion?
Unfortunately, Notion does not currently support the search of content within embedded files, including PDFs.
How to search deleted pages in Notion?
You can search within deleted pages in Notion by first clicking on the “Trash” option in the left-pane, and then inserting the keywords into the search bar. As displayed in the below image, you can use two filters for searching for content in the deleted pages — “In current page” and “Last edited by me”.
Does Notion have text recognition?
There is no in-built capability to search for text within images in Notion.
Can you search toggles in Notion?
While you can’t search for content within the toggle block in Notion using the search function, there is a workaround. First, expand all toggles on a page with CMD/CTRL + Option + T and then use the CMD/CTRL+F shortcut to initiate the page search option. Next, insert the keywords into the page search function of the browser to find text inside or outside the toggle block.