What a Notion template is and why you'd make one
A Notion template is a pre-built page layout you can duplicate and reuse without rebuilding the same structure each time. Instead of creating a new database, adding properties, and formatting every time you need to track something, you set it up once, save it as a template, and click to duplicate it whenever you need it again.
You build templates for things you do repeatedly: weekly meeting notes, project trackers, reading lists, expense logs, or client intake forms. The template holds the exact structure, formatting, and sometimes starter text you want, so each new instance is ready to use immediately.
Templates save time, but more importantly they keep your system consistent. If you have five project pages and they're all formatted differently, you'll spend mental energy remembering which page holds what. A template enforces the same layout every time, so your brain knows where to look.
Key Takeaways
- Templates in Notion are duplicated pages or databases that you set up once and reuse, saving you from rebuilding the same structure repeatedly.
- You can turn any page into a template by opening it, clicking the three-dot menu, and selecting "Make a template" — the original page stays unchanged.
- Templates appear in a "Templates" button that floats on the page, letting you duplicate them with one click whenever you need a new instance.
- The most useful templates include a clear structure (headings, sections, properties), starter text or examples, and any formulas or filters you use every time.
- You can organize templates in a dedicated folder and share them with teammates, or export them to use in other Notion workspaces.
Creating a template from a page you've already built
The fastest way to make a template is to build the page the way you want it, then convert it. Open the page you want to turn into a template. Click the three-dot menu in the top right corner of the page. Select "Make a template" from the dropdown.
Notion will ask you to name the template and choose where to store it. Give it a name that describes what it's for — "Weekly Meeting Notes" or "Project Tracker" works better than "Template 1". Choose a location: you can store it in the same page, in a dedicated Templates folder, or anywhere else in your workspace. Click "Create template".
The original page you built stays exactly as it is. Notion creates a separate template version that lives in a floating button labeled "Templates" on that page. From now on, whenever you click that button, you'll see your template listed, and clicking it will duplicate a fresh copy.
Setting up a database template
Database templates work the same way but let you duplicate entire database rows instead of whole pages. Open a database (like a table, gallery, or kanban board). Click the three-dot menu next to any row or item. Select "Make a template".
Name the template and set it up with the properties and content you want every new item to have. For example, a "Project" database template might include a status set to "Not Started", a priority field, a due date field, and a description section with prompts like "Goals:" and "Deliverables:". When you create a new item in that database, you'll see a button to use the template, and it will fill in all those fields automatically.
Database templates are especially useful when you have repeating structures. A "Client Intake" template in a CRM database saves you from typing the same questions every time. A "Weekly Review" template in a tasks database pre-fills sections you always fill in anyway.
Building a template with the right structure
A template that saves time has three things: a clear layout, starter content, and any formulas or filters you use every time. Start with layout. Use headings to divide sections — "Overview", "Details", "Next Steps", "Notes". Use toggle lists to hide information you don't always need but want available. Use dividers to separate sections visually.
Add starter content next. Write example text or placeholder questions that show what goes in each section. For a meeting notes template, write "Attendees:", "Decisions:", "Action items:" as headers with space below. For a project tracker, write "What is this project about?" as a prompt in the description field. When you duplicate the template, you'll see these prompts and know exactly what to fill in.
If your template uses formulas, filters, or sorts, set those up before you make it a template. A reading list template might have a formula that calculates how many days since you added the book, or a filter that hides books you've already finished. A project tracker might sort by due date automatically. These settings will carry over to every duplicate you create.
Organizing and managing multiple templates
If you build more than two or three templates, create a dedicated Templates folder to keep them organized. In your sidebar, create a new folder called "Templates". Move your template pages into it. This keeps your main workspace clean and makes it easy to find the template you need.
You can also create a database that lists all your templates with descriptions. Make a simple table with columns for "Template Name", "What It's For", and "Link". Add a row for each template with a link to the template page. This becomes a reference guide for yourself and anyone else using your workspace.
If you share your workspace with teammates, they can use your templates too. Anyone with access to the Templates folder can click the template button and duplicate it. If you want to control who can edit templates, use Notion's sharing settings to give some people view-only access to the Templates folder while giving others full edit access.
Exporting and sharing templates with others
You can export a template as a file and share it with someone who uses Notion. Open the template page, click the three-dot menu, and select "Export". Choose HTML or Markdown format. Notion will download a file you can email or share.
The person receiving the file can import it into their own Notion workspace. They open Notion, click the three-dot menu in their sidebar, select "Import", and upload the file. Notion will recreate the template in their workspace with all the structure, formatting, and content intact.
Some people share templates publicly through Notion's template gallery or through their own websites. If you build a template you think others would find useful, you can export it and post it online. Many Notion users share templates for free, and you can browse them to see how other people structure common pages like budgets, habit trackers, or book clubs.
Fixing templates that aren't working the way you want
If you duplicate a template and something is missing or wrong, go back to the template itself and fix it. Open the Templates folder or the page where your template lives. Click the template button and select "Edit template". Make your changes — add a missing section, adjust formatting, update starter text, or fix a formula.
Changes you make to the template only affect new duplicates you create going forward. Copies you've already made stay the way they were. If you need to update old copies, you'll have to edit them individually. This is why it's worth getting the template right before you start using it heavily.
If a template becomes outdated or you stop using it, you can delete it. Open the template, click the three-dot menu, and select "Delete". This removes the template button from the page, but any duplicates you've already created stay in your workspace.
Frequently Asked Questions
Can I use a template inside another template?
Yes. You can create a template that itself contains other templates. For example, a "Project" template might include a "Weekly Update" template button inside it. When you duplicate the project template, the weekly update template comes with it, ready to use.
What happens if I edit a page I created from a template?
The page you edit stays edited. Changes you make to a duplicated page do not affect the template or any other pages you've created from it. Each duplicate is independent once it exists.
Can I make a template from a page that has a lot of linked databases?
Yes, but linked databases will point to the same database in every duplicate. If you want each duplicate to have its own separate database, you'll need to create those manually after duplicating the template.
How do I know if a template is being used?
Notion doesn't show you a count of how many times a template has been duplicated. The best way to track this is to keep a simple log — add a row to a database each time you use a template, or just notice which templates you reach for most often.
Can I password-protect a template so only certain people can use it?
No, but you can use Notion's sharing settings to give some people view-only access to the template page, which prevents them from editing it. They still won't be able to duplicate it if they don't have edit access to the page.