Notion — how common workspace tasks work

How sharing, publishing, exports, trash restores, member management, templates, and integration connections work in Notion — capability-level, sourced steps.

Notion — how common workspace tasks work

Product summary

Notion, made by Notion Labs, Inc., is a shared workspace where pages, wikis, and databases live in one sidebar. Work is organized into workspaces with owners, members, and per-page guests, and most everyday tasks are self-serve from a page's Share menu, the ••• page menu, or Settings. Several behaviors below differ by plan (Free, Plus, Business, Enterprise), so plan-gated details are called out where Notion documents them.

What people ask

Share a page with a teammate or guest

  1. Open the page and select Share at the top.
  2. Enter a workspace member's name, or an outside collaborator's email address to invite them as a guest.
  3. Pick a permission level from the dropdown next to their name: Full access, Can edit, Can comment, or Can view. Databases add Can edit content, and Business and Enterprise plans add Can create.
  4. Select Invite.

The page then appears in the Shared section of the sidebar, and guests get an email — they need their own Notion account to open it. Verify in the product: guest capacity and invite restrictions vary by plan and workspace settings; above the guest limit, new people can only be added as members.

Publish a page to the web

  1. Open Share and switch to the Publish tab, which offers public web publishing with extra customization.
  2. Alternatively, in the Share menu set general access to Anyone on the web with link, optionally adding a Link expires setting.

Anyone who has the link can then view the page. Verify in the product: Enterprise workspace owners can turn off publishing and public links workspace-wide, so these options may be missing for you.

Export a page

  1. Open the ••• menu at the top right of the page and select Export.
  2. Choose PDF, HTML, or Markdown & CSV — full-page databases export as CSV, other pages as Markdown.
  3. Optionally switch on Include subpages (for PDF this option requires a Business or Enterprise plan), then select Export.

Small exports download right away; larger ones arrive as an email link. Callout blocks are exported as HTML inside Markdown exports, and custom emoji don't appear in PDFs.

Export a whole workspace

  1. From desktop or web, open Settings and go to the workspace's General settings — full-workspace export is owner-gated.
  2. Select Export all workspace content and choose HTML, Markdown, or CSV output.

The export arrives as an emailed download link that expires after 7 days; large workspaces can take up to 30 hours to process, and pages the exporting person can't access are left out. Verify in the product: the Business/Enterprise option to export a whole workspace as PDF is being retired by August 31, 2026, and Enterprise owners can disable exports entirely.

Restore a deleted page

  1. Open Trash at the bottom of the sidebar (in the mobile apps it sits in the sidebar's ••• menu).
  2. Search, or filter by last editor, location, or teamspace, to find the page.
  3. Restore it, or permanently delete it — pages in Trash are read-only until restored.

A restored page returns to your workspace with its content intact. Verify in the product: Trash holds deleted pages for 30 days by default before permanent deletion, and Enterprise workspace owners can customize that window.

Roll a page back to an earlier version

  1. Open the ••• menu on the page and select Version history.
  2. Browse past versions, copy individual blocks out of one, or select Restore to make a past version current.

The restored version becomes the live page. Verify in the product: history depth is plan-based — 7 days on Free, 30 on Plus, 90 on Business, unlimited on Enterprise.

Add or remove workspace members

  1. Open Settings and go to People (labeled Members in some workspaces).
  2. On the Members tab, select Add members, enter the person's email, pick a role from the dropdown, then select Invite.
  3. To remove someone, open the dropdown next to their name on the Members or Guests tab and choose Remove from workspace.

Invitees receive an email link to sign in and join; removed people lose access instantly. Verify in the product: members take paid seats and see the whole workspace, while guests are invited per page; available roles are workspace owner, membership admin, member, and guest.

Start from a template

  1. Select Templates in the sidebar.
  2. Browse or search, then select Add on a free template, or Buy for the listed price on a paid one.

The template is copied into your workspace as ordinary, fully editable pages. Verify in the product: the template Marketplace mixes free and paid listings built by other Notion users, and prices are set per template.

Connect an integration

  1. Open Settings and go to Connections, then find the app using the search bar or category filters.
  2. Select it and follow the setup steps to authorize and connect your account.
  3. To give it access to a specific page, open that page's ••• menu, select Add connections, and pick the app.
  4. To remove it from a page later, hover over its name in the same menu and press Disconnect.

Once added, the connection shows up in the page's ••• menu; some integrations finish setup elsewhere — copy the installation access token from the ••• menu next to the connection and paste it where the other app asks. Verify in the product: workspace owners can restrict which connections members may install, and Enterprise plans add page-level control over what a connection can reach.

Good to know

When to contact support

This page covers self-serve workspace behavior only. Billing issues, content lost beyond the Trash window, account recovery, and plan-specific enforcement questions can't be resolved from these menus — use Notion's help center at notion.com/help, which lists Notion's current support contact options.