Let's get started with Notion formulas! Structure and writing rules [For absolute beginners]

Many people find Notion's formulas (functions) challenging. Many may avoid them because they rarely find opportunities to use them or don't know how to write them.

However, once you master these formulas, the possibilities with Notion expand significantly.

This time, for absolute beginners who are "bad at formulas" or "have never used them and don't understand them at all," we will introduce the structure and rules for writing formulas that will help you understand them a little better!

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🎬 Director：Rei
✍🏻 Writer：Minokurumi

1. What are Notion formulas?

Notion formulas, also known as Formulas, are a type of database property. Similar to Excel functions, they allow you to perform calculations horizontally and write formulas using various functions.

💡 What you can do with formulas (excerpt)
・Basic arithmetic operations
・Rounding
・Horizontal summation
・Displaying the number of days in a period
・Adding units or styling text
・Conditional statements (if... then... else...)
・Calculating with filters
・Displaying and calculating values across databases

These are just a few examples, and it's quite difficult to memorize all the functions. Therefore, if you can master formulas, you can achieve almost anything you "wish you could do" in Notion.

🔗 For the official list of functions, click here

2. Rules for writing formulas

There are two ways to write formulas: using parentheses and using dots. Here, we will explain both methods using the "length function" which counts characters, as an example.

1. Using parentheses
Example: length(property)
→ Write the function first, then put the value to be calculated inside the parentheses.

2. Using dots
Example: property.length()
→ Place the value first, then write the function at the end.

Both methods produce the same calculated value. Notion functions can be written in these two ways, and you can use either one.

3. Differences in data types

A common stumbling block in Notion formulas is the "difference in data types."

The values in the properties below all represent October 1st, but in fact, their underlying data types are all different.

The tricky part about these type differences is that you cannot simply multiply different types together. If you want to calculate with different types, you need to convert and align them, which often leads people to give up when calculations don't work.

This is an advanced topic, so for now, just keep in mind that "there are several types of data." It'll be perfect if you can remember "oh, there are different data types, aren't there?" when a calculation doesn't go as planned.

4. Let's write a formula

Now, let's actually write a formula! This time, we'll introduce the simplest basic arithmetic operations (+-×÷) and how to use the "round function" to round numbers. Please open Notion and try writing them along with us.

4-1. Basic arithmetic operations

Basic arithmetic operations allow you to calculate property values using the symbols +, -, *, and /. This time, as an example, let's create a table view like the one below and write a formula for "weight × quantity."

💡 Types of each property
・Weight: Number property
・Quantity: Number property
・Total: Formula property

Clicking on the blank space in the formula property allows you to edit the formula. When writing formulas, it's a good habit to first jot down what you want to calculate; this helps organize your thoughts when writing complex formulas.

💡 How to write comments
You can make text into a comment by enclosing it with a slash and an asterisk. Comments do not affect the calculation.
Example: /* Write comments here */

💡 Inside the formula editor, you can insert a line break with Shift⇧ + Enter.

1. This time, we want to find "weight × quantity," so first, type "Weight."

2. Then, the "Weight" property we just created will appear as a suggestion, so click on it.

3. After that, enter the multiplication symbol "*" (asterisk) for arithmetic operations, and similarly select the "Quantity" property.

4. Click the "Done" button in the upper right, and the result of the formula will be reflected.

Addition, subtraction, and division can be calculated similarly, and you can also combine them using parentheses.

4-2. The round function

Next, let's write a function using both parentheses and dots. This time, we'll use the "round function" to round the decimals of the total we just calculated.

When writing with parentheses

When writing with parentheses, start the formula with the round function.

1. When you type "round" at the beginning of the formula, function suggestions will appear below, so click on it.
2. Inside the parentheses, write the formula for "weight × quantity" that we just used.
3. When you click the "Done" button, the total will be rounded.

The advantage of writing with parentheses is its simple structure, which makes it easy to understand the formula's composition at a glance.

When writing with dots

On the other hand, when writing with dots, you write the formula first and then append the round function at the end.

1. First, write the formula "weight × quantity," then enclose the entire expression in parentheses so that the result can be rounded.
2. Immediately after the parentheses, type "`.round`", and function suggestions will appear, so click on it.

When writing with dots, a list of available functions appears when you type a dot, which is beneficial because it makes it easier to write even when you can't remember the function name.

By differentiating your writing style based on the function you use or the formula you want to write, you can use formulas more conveniently.

Summary

That concludes our introduction to the structure and writing of Notion formulas! I hope this article has helped you understand formulas a little better.

I plan to write articles on frequently used formulas and functions for type conversion, so please look forward to them!

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