notion for phd research

• Sep 29, 2020
• 10 min read

How I Use Notion as a PhD Student (With Template)

Updated: Dec 12, 2023

For the most up-to-date version of this template, click the button to head to my new website

Or check out my other PhD template – the Ultimate PhD Notion Template

Here's the YouTube video I made about this Notion setup:

I discovered Notion about a month ago, and it has honestly changed my life, both at my PhD and personally. If you don't know what Notion is, it's self-described as an "all-in-one workspace", but is basically a program / app where you create databases and pages to store any and all kinds of information. Personally, I use it to track the books I'm reading, my recipes, and I've even set up my Christmas planning in there. I also use it for organising my Instagram and blog, and keeping track of my overall career progress.

But most importantly, I now use Notion on a daily basis for my PhD. So if you're interested in how I use Notion in my PhD, then keep on reading! And if you're just interested in my template at the end, then scroll down to the bottom where I'll leave a link to it.

(For the purposes of this post I'm going to talk you through the PhD template I made instead of my own actual PhD pages, as they contain unpublished information and cannot actually be shared. However, it's important that you know they are identical to each other, just the template has the sensitive information removed!)

In a PhD, there is a lot to keep track of. Things to do and things you've done, papers to read and papers to write up. So it helps to have a space to keep track of all these things. I originally had a million and one excel spreadsheets and word documents, but once I discovered Notion, I realised how much easier it was to have it all stored in the one place! And one of the best things about Notion is it's free for students!

I start my overarching PhD page with a header of a brain, because as you all probably know, I'm studying neuroscience. Then my little emoji of choice for the page is a graduation cap. One of the things I love about Notion is the widespread use of emojis, where every page can be assigned an emoji. I then have a quote about doing a PhD which I found to be quite funny, alongside a countdown to my PhD submission date. I made this countdown using this website I found called Indify, which specialises in making free Notion widgets that you can embed into your page. I've left my countdown in the template, but if you want to use this template for yourself, you can either remove the countdown entirely, or go to Indify and create your own!

As you scroll down, I have my list of different pages, which I'll go through with you all in just a moment. But they basically cover everything you need to know or keep track of.

Scrolling down further, you reach my tasks planner. I use Google Calendar for my overall diary but I do like to just have a space for planning out my PhD tasks. First up on my tasks section is the Calendar View, where I can see everything laid out for each day. For illustrative purposes, I've put in a few example tasks that I may need to do for my PhD in the month of September so you can see what it would look like.

Next we have the "Task Inbox", which was inspired by a YouTube video I watched on creating a "Getting Things Done" (GTD) Dashboard! I did modify this a little bit from the video, but if you're interested in the original source of the idea, here's the link!

But basically, when you need to add a new task in, you click for a new item in the inbox. You then enter all the information you need in, including the due date and whether it's a high priority task, and once you assign it to a specific project in the last column, it disappears from the inbox. You won't then see that task again unless you look forward on the calendar or unless it's due that week in which case it'll show up in the "Tasks Due This Week" table.

I've added some example tasks to the week to show what it may look like when you have some tasks in your "Tasks Due This Week" section. Notice "random task 2" is missing? That's because I've ticked it as "Done", at which point it automatically removes it from the table. That way, I only see my to do list for the week with items that haven't been done yet!

At the very bottom of this front page, is a link to the master list page for the tasks, in case you want to view all the tasks you've created, past, present and future.

And that just about covers my main dashboard for my PhD template! Now onto the individual specific pages from further up the page.

First up we have "Meetings / Seminar Notes". This is a pretty self explanatory one. Every time I have an important meeting, I type up my meeting notes that I took on my iPad into Notion. I can then tag for specific meetings, the meeting date and who was in attendance. This last feature is particularly great, because I could then say for example filter for all meetings where my supervisor was or was not present.

If you go into each meeting's page, you can then take or type up your notes. I've created a few different templates for different types of meetings / seminars, but you can take this one step further. If you know a particular set of people are always in your team meeting for example, you can edit the "Team Meeting" template so that it automatically lists those people as being in attendance when you use that template.

I also need to shout out to Jacqueline Beaulieu's Youtube channel , which has talked about using Notion as a student multiple times. In particular, I want to mention the video I've linked below, which was the genius behind some of the templates in this part of my PhD workspace.

The next page is pretty self-explanatory too, in that it's where I store my various protocols. As scientists, we can use a lot of different techniques, and it's easy to lose track of the protocols for it. So I use this section to make a page per protocol, and write it up so I have them stored in one place!

Next up is the "New Papers to Read" page. I use this as a dashboard to put in new papers that have come out that I'm yet to read but need to read. I've left in two papers from my HUGE reading list, one research and one review, so that you can see what it would look like with papers inputted in. At the very end of the table is a spot for the URL, so you can easily link, but you could also make a file heading and upload the PDF instead so you already have that ready to go for later.

Following on from this is a "Publication Record" page to store all of your publications. Simply write up each citation and embed the papers beneath, and voilà , you have an easy place to find all the papers you've published! This may seem like overkill, but you don't know how many times I've searched for my own publications in Google Scholar because I needed to find something out from them...

Next is the "Thesis Figures Tracker". This might be my favourite page of the whole thing! Basically, I use this page to keep track of my figures in my thesis within each chapter. The headings for this table are: "Finished?", "Chapter", "Figure Title", "Image" (which is basically a place to upload your figure), "Data or Schematic?", "Created on?", "Date Started", "Date Completed", "Based on..." (for if you've based your figure on another papers and need to cite), "Figure Legend" (yes/no), "Scale Bar" (yes/no), and "Comments". This may sound a lot, but it really helps you keep track of what stage your figures are up to.

But the pièce de résistance is when you view the figures tracker in "Board View" rather than "Table View". This allows you to actually visualise all of your figures, as the figure images you upload become the display pictures, and you can see all the information you need beneath!

The last main page is "Literature Notes", which is exactly what it sounds like, a place to make notes on the literature. I've put in an example article so you can see what it looks like, but basically the headers are "Title", "Authors", "Year", "Journal", "Type of Article", "In vitro or in vivo", "Species", "Tissue", and "File" (so you can upload the PDF if you want to).

If you actually go into the article's page, there is a template to use, with headers for summarising the paper, noting what the key findings were, and writing down your critiques of the paper. Overall, this part of the template is great for new PhD students, but if you're already established and have written the bulk of your lit review, it may not be of much use!

Finally, we have the pages for specific papers. These are all the same as each other, so I'll just go through one of them.

Within each paper, you have a space to write the paper title, and the core aims / hypotheses. Then there are two pages within, a figures tracker and an experiments tracker.

The figures tracker is much the same as the thesis figures tracker, with the same headings and the same "Board View" effect option. This is just a way for you to keep track of the figures for each paper, so that you don't lose track.

Last but not least is the experiments tracker, which is useful for keeping track of experiments. You can go into each experiment's page and write down the information about the experiment you need, such as antibody concentrations or suppliers / manufacturers. Then when you come to write up the paper, you have all that information at hand.

My favourite thing to do is view this database in "Board View" again, so that I can just glance at it and see which experiments are at which stage in the experimental process. I've made the tags so they're applicable to my immunohistochemistry experiments, but you could change them to be whatever you need them to be!

UPDATE 16/1/21

I've now added a "word count" page to my Notion template! It's really easy to use, and it's just a way to keep yourself accountable for how much writing you've achieved each day. You can find it under the main "pages" section on the template, and it's really simple to fill out. My goal is to write 500 words a day over the rest of my PhD, as I'm now in my final year and need to be making daily progress on writing up.

In the template, I've added some example days of writing so you can see how to use the template. Basically, you put the word count for each of your papers / chapters in for each day. For example, on day 1 you had only written 100 words of your first PhD paper, but on day 2 you had a total word count of 200. Don't add in these columns the amount of words you wrote each day, just the total word count you can see for each document.

Then, at the end of the table, it will tally up your total word count across all your documents. In the next column, just write in what the word count was the day before, and then in the next column it will automatically calculate how much you've written specifically that day. Since my goal is to write 500 words a day, I've included a formula checkbox that ticks itself when I've hit my writing target.

It's important to note however that you can change that word goal if you'd like. Just go in to edit the formula, and change the "500" value to be whatever you'd like your word goal to be. Then it'll automatically tick the box when you've hit your daily target!

UPDATE 1/3/22

I've now also added two professional development pages to my Notion template - "Opportunities" and "Professional Contacts"! These pages are there to simply make your life easier when trying to optimise your CV and network connections ready for applying for work when you graduate from your postgraduate degree. Let's start by looking at the "Opportunities" page...

This page is great because it is a place for you to store all professional opportunities you encounter. I've made it to encompass volunteering and internships, although you can edit the tags to include any other opportunity types that are applicable. The opportunities are grouped into two sections, "Apply Now" and "Future Opportunity". This means that not only do you have somewhere to store opportunities that you want to actively apply for, but if you also stumble across something that would be great maybe more towards the end of your degree that you don't want to forget about, then that can also be housed here!

Inside each page, you can then also include any extra things you need to know, such as any eligibility requirements or anything you may need to apply for the opportunity, eg. your resume, cover letter, academic transcripts, etc. There is also a place to directly link to where the opportunity is being advertised, as well as attach a relevant file, eg. an advertising flyer.

The other new page in this template is the "Professional Contacts" page. This is the place to collect and store information about all of the important professional contacts you meet during your studies and beyond. This includes their name, their association, their field of work, their relationship to you, and two emails (in case you have both a professional and a personal email for certain people). There is also a checkbox that you can tick if you have connected with them on LinkedIn, as well as a checkbox that you can tick if you believe they would make a good referee for you on future job applications. Finally, there's a place to record the last date you contacted each person to ensure you don't leave it too long before reaching out, as well as a place to write a brief update from the last time you spoke.

So that's it for my Notion PhD Dashboard. I hope that me stepping through my Notion was of some use to you all! If you have any questions, or any improvements you want to suggest, definitely reach out to me! I'm always happy to talk all things Notion.

And now for the moment you've all been waiting for, the template download! When you access the template, just go to the top right hand corner and click "Duplicate" to copy it into your own Notion account!

To access the most up-to-date version of this template, head over to my new website at:

Amazing explanation of Notion and such a helpful template to get me started. Thanks so much, Lily. ☺️

Thank you sooooo much for this. I am just starting my PhD and this is just brilliant. Well done you and thank you again.

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• CAREER COLUMN
• 24 October 2023

Why I use Notion to organize my PhD research

• Maya Gosztyla 0

Maya Gosztyla is a PhD student in biomedical sciences at the University of California, San Diego.

You can also search for this author in PubMed   Google Scholar

We researchers juggle a lot of information: ongoing experiments, long-term projects, grant and teaching deadlines and more. It can be a real challenge to keep things from slipping through the cracks.

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doi: https://doi.org/10.1038/d41586-023-03323-9

This is an article from the Nature Careers Community , a place for Nature readers to share their professional experiences and advice. Guest posts are encouraged.

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Notion for Academic Research & Note-Taking

I have to write a literature review for my master’s thesis. When I wanted to start, I didn’t know how to create a list of scientific papers to read and how to manage this growing list of literature. How do I keep track of all open tabs on my browser? How to find a paper X which used such a method? How to order and classify scientific papers?

There are Mendeley and Zotero , two well-known tools for saving articles and generating bibliographies, but these are only useful for keeping a list of papers. There is little customization possible at the folder or tag level. In any case, they never met my needs. Zotero only serves me as a bank of scientific articles, nothing more.

If you want to build yourself a real list of scientific articles classified according to your needs, as in the image below, continue reading this article to discover my method!

Why use Notion for academic research?

I was looking for a tool that would allow me to create my own fields to filter out articles that I found during my literature search.

For example:

• Rating to say how interesting the article is for my research
• Reading priority
• The main subject
• Reading status: to read/read

What sets Notion apart from all competitors is that this note-taking tool offers the possibility of personalizing everything from A to Z, which allowed me to customize the tool exactly for my needs and what I needed for my literature review.

Of course, the main disadvantage of Notion is that since it is a very customizable tool, the learning curve is quite steep: it is difficult to understand how Notion works when you start.

I started using Notion with the current project I’m going to explain in this blog post, so if you have never used Notion before, you should be able to get started with this project!

Related | 14 Ways to Get Motivation to Study NOW!

How to use notion to manage literature for graduate students, first steps on notion & creating the database.

Start by creating an account on Notion . From the left menu, create a new page. Enter a title, and you can also choose an icon to represent the page! Then, select “Table” under “Database” to create a new database to start entering your scientific papers.

Now that the database is created, we need to fill it up! To do so, I used the Google Chrome extension from Notion . 

Add scientific papers with the Notion Chrome Extension

When I’m on the website with the paper or PDF, I click on Notion’s Chrome extension and then select the database I want to add the new article. That’s it! The article is then automatically added to the database with a direct link to the web page.

Then, you can delete the 3 empty rows that were entered in the database automatically.

So, after adding a few papers, you get a database in which ALL of your papers are referenced, regardless of their research subject or methodology. Later, we’ll see how to create different “views” to sort through the papers.

Adding a paper using the Notion Chrome extension is very easy!

How to get the reference of the papers in the Notion database?

I use the Google Scholar Chrome extension to get the BibTex entry for that paper. All that I need to do is to select the title of the paper before clicking on the Google Scholar icon. 

Add properties to the research papers

Now that you’ve learned how to add papers to the database, the next step is to customize the properties you want for the papers! Properties are certain fields we can create to describe the papers in the database. There are many different kinds of properties one can create:

• Select (1 choice only), Multi-Select (Multiple choices)
• Dates (Custom date, Created date, Last Updated Date)
• Files & Media 
• Tag a Person 

Now that you know what a property is, it’s time to create some! To do this, click on a paper’s title to open the page. Then click on “Add a Property” and add the properties you want. Every property you add will be added to the complete database. You can start with just a few properties that you think will be useful to you, and you can always add more later as you learn to use Notion and discover new ideas for sorting your academic literature!

Here are some ideas of properties: 

• Status: To Read, Currently Reading, Finished Reading, which is a Select
• Interesting? : 1 to 3 stars rating, using Select
• Link to the article, using an URL property
• The date that you read the article, using a Date property 

Then you can add properties that are directly related to your search. For example, as I’m working on three specific Parkinson’s disease symptoms, I added a “selection” property that lists the symptoms the paper discusses.

The following image shows the properties that I created in my main database to give you some ideas and inspire you. I have a lot ! You don’t have to create that many properties. For me, my database grew from week to week, and I added more and more properties that I found interesting for my research.

Add different views to sort your papers 

The next step is to create different views to visualize the papers. A view is a way of filtering your main database and saving the filter with a specific name so that you can return to it later. You can filter the papers according to the properties we just created. For example, I created a view that will only show me the papers that I added the tag “To-Read”:

For example, the image below shows all of the different “views” I have of my main database.

• All: The main database that will show all the papers with no filter 
• Comparison Table: A view that shows certain properties that I have selected. It’s a little bit like an Excel table for me. I use this view to compare the papers for my literature review.
• To Read:  List of papers that I identified as a priority to read for my research.
• Read: List of papers that I finished reading.
• Symptoms: 3 different views showing only papers that are related to a specific Parkinson’s Disease symptom
• Uncontrolled Env: List of studies that were done in controlled laboratory environments  
• Scripted Tasks: Again, this view is for my research, but it’s a distinction between different ways to evaluate the disease with smartwatches 

Finally, here is an example of what my Reading List looks like, listing papers I identified as absolutely wanting to read:  

And here is a screenshot of my “Comparison table” view that I use very often: 

Related | My Research Internship at Johns Hopkins University

Conclusion .

I hope this article has been useful for you and helps you build the basics of your own Notion system for managing your scientific papers! Adapt this method to your needs, and don’t hesitate to share your projects with me. I’m curious to know what you will come up with!

Marie likes to push her limits and always keep learning new things. She shares her weekly learnings because "if you can't explain it simply, it means you didn't understand it well enough".

14 Ways to Get Motivation to Study NOW!

My 2020 annual review: when plans change suddenly, you may also like, how to make a realistic to-do list, how and why i study for 8+ hours..., my research internship at johns hopkins university, from cegep to university in tech, ultimate list of youtube channels for study tips, plan your day with this free digital daily..., why working longer than others is a good..., 11 tips to get ready for a new..., graduating from software engineering – advice for future..., 8 to-do lists apps that will improve your..., 22 comments.

Thanks for this post Marie ! I recently discovered it and I am using your template to manage the papers of my Master thesis. I never truly benefited from using Zotero and because I am using Notion for everything else, it seemed like the right decision to use it too for my research.

Hello Irene! Thank you so much for your comment. I’m happy to know this was helpful! Marie

Hi I am a PhD student and working on climate change. I also work a lot with big data and just started stepping on ML too. This blog post is very useful and what I have been looking for. Thank you so much for sharing it.

Hello Kyoung, Thank you so much for your comment! 🙂 Very happy to know my post was helpful! Marie

Thank you for your helpful article! I did have a question because I tried using your template and wasn’t sure how to get it to work the way you demonstrated. When I’ve tried using the Google Chrome extension to add articles, I’ve only been able to add them as a separate page, not as an entry into the database.

Hello! Yes, that is possible. When that happens, I actually drag and drop the item afterward in the database. Best, Marie

Oh my gosh, this is one of the most helpful articles I’ve found. Why didn’t I know about this before? It makes it easier to navigate and research. Thank you so much for these tips.

Hello Miranda, I’m so glad I was able to help 🙂 Marie

Thanks for this very informative blog-post.

I have been doing some google searching and I found an idea of have two linked tables. https://www.reddit.com/r/Notion/comments/gs0f6l/template_workspace_for_machine_learning/ it says for Machine learning but it is applicable to all fields.

Just wondering if you have worked with two linked tables and if you find this idea useful ?

The only time I used a linked database is to keep some important citations. I created a “citations” database, and when I wanted to keep an argument that might be useful for my thesis, I would add it to the citations database and link it to the actual paper in my Reading List database.

But for sure, the dashboard that I’m sharing in this blog post can definitely be pushed further!

Best, Marie

Hi Marie! This is super helpful, and exactly what I was looking for. Such a sophisticated and useful way of storing research notes. I just wondered how you capture all of the details of the academic paper? Do you manually copy and paste author name, year, journal etc? I didn’t really understand the BibTex google scholar extension part? Thank you for the template! Emma

Hello Emma! I’m glad I was able to help!

Yes, at the moment, I manually copu and paste the information that I want to have in my Reading List database on Notion.

Since I published this blog post, Notion has released their API, allowing some automation to be done. I haven’t looked into it yet, but you could search around that if automation is possible now for papers information 🙂

For the BibTex Google Scholar Extension part, did you see the gif I shared about that? Basically, I downloaded the Google Scholar extension for the browser Chrome. This means that I can highlight the title of a paper, and then, when I click on the extension, I can directly get all the BibTex information.

Hope this helps! Marie

Can we make the thesis report or write a research article in notion? Many prefer latex. Can we do it in Notion?

I don’t think I would suggest writing a research article on Notion. I prefer to use Overleaf, as it supports LaTeX, version history, collaboration, comments, etc.

Notion is better for Markdown!

Hi, I was wondering is it possible to import Mendeley’s library to notion? I have a 1000+ library and I would love to use my attention pdf. How are you dealing with the annotation of pdf? Are you using any pdf file or just doi with your own annotations for the paper within notion?

Hello! I am basically using this as a way to write notes instead of annotating a PDF on my iPad most of the times. I haven’t done a workflow that does both. Since your comment, Notion has released their API, so it might be possible to import your articles from Mendeley to Notion with such a tool: https://tray.io/connectors/mendeley-notion-integrations

But I haven’t tried it! Marie

I am considering adopting Notion and your post (forwarded to me by a dear colleague) is very useful! I have a quick question to help me appreciate better the power of Notion: what would be the difference between the Notion database of articles and a spredsheet (Google sheets, Excel, OO)? Thanks!

Hello Patricia! Glad to know people are sharing my blog posts! 🙂

I would say that Notion can be like a Google Sheet, but the opposite isn’t true. In a way, Notion can be more powerful. The interface is also prettier to work with, at least in my opinion, and more instinctive!

It also allows to add “properties” to each paper, which you can’t really do on Google sheets (or would be more complicated to implement), it would mostly just be columns and rows. In Notion you can do that, but also have more information and see it from different views.

Hope that helps! Marie

OMG, this is crazy <3 , exactly what I am looking for! Thank you so much!

Glad to hear that!

Hi Marie, have you made any updates to the template?

Hello, I have not!

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10 Best Notion Academic Research/PhD Templates 2024

Keeping track of your thesis progress, literature reviews, and other academic research for a Master’s or PhD can be an arduous task. However, thanks to these Notion templates you can plan study sessions, research activities, and personal tasks while staying focused and consistent. 

Free Notion Academic Research/PhD Templates

1. thesis writing companion.

Price: Free

What We Like About It

• A Quick navigation bar to access separate sections for jotting down ideas, research, thesis drafts, and more. 
• Several handy resources are built into a side panel for quick and easy referencing.
• A calendar view highlighting any pending tasks, assignments, and appointments.
• A customizable feedback section to note down any pending to-dos and other activities regarding the thesis. 

Get the Thesis Writing Companion Notion Template Here

2. Workspace Template for PhD Students

• Neatly-designed dashboard with big font sizes and attractive colors.
• Quick toggle lists to access the schedule, coursework, and other customizable options .
• Separate gallery view to highlight pending tasks and assignments.
• Well-organized and minimally designed toggle lists separating research, coursework, teaching, and personal tasks into four main sections.

Get this Workspace for Ph.D. Students Notion Template Here

3. Student Dashboard

• A minimalistic and easy-to-use dashboard that lets you customize your tasks and get set up fast.
• Quick navigation links to the calendar, coursework, and other pages you want to customize.
• Built-in study counter widget to help you stay focused and track your progress at a glance.
• Gallery view for courses page to help organize and plan ahead. 

Get This Student Dashboard Notion Template Here

4. Research Paper Tracker

• Easy-to-pick-up template for beginners. It has a minimal design and can be easily customized according to specific user needs.
• Built-in database with several different view layouts. This includes a Table view, regular gallery view, card-style gallery view, kanban board, and list.
• Fields and templates for individual entries or research papers are already included. This includes helpful tips on how to summarize your reading material and note down any required information .
• Crucial tags for DOI, subject material, remarks, and current reading progress are already included.

Get This Research Paper Tracker Notion Template Here

5. Thesis Dashboard

• Intricately-designed dashboard/homepage that compresses all relevant information into a single page. 
• Multiple tables are included to set up to-dos, appointments, thesis writing progress, literature review, and data analysis.
• Built-in instructions for beginners to get acquainted quickly and easily.
• A navbar with the option to add quick links to external sites and resources.

Get This Thesis Dashboard Notion Template Here

>>> Check out more free Notion templates

Paid Notion Academic Research/PhD Templates

6. ultimate phd template.

• An aesthetic and functionally-designed dashboard that showcases and allows editing of a study calendar , tasks, research, thesis progress, and more. 
• Well-designed template pages and database entries for organizing thesis chapters and papers, meetings, study sessions, and more.
• Separate sections for combining a career database and a CRM for maintaining professional contacts. 
• Instructions and the ability to embed Altmetric badges for tracking media coverage of your publications. 

Get This Ultimate Ph.D. Notion Template Here

7. PhD Essentials Template

• A dashboard that highlights a calendar, pending tasks, inspiration quotes, and table views to edit and view your tasks and thesis progress. 
• A well-optimized dashboard that’s versatile in mobile, tablet, and desktop layouts.
• Extremely helpful and beginner-friendly instructions on how to use the template are already included.
• A quick navigation bar to all important pages such as research paper tracker, literature notes, meeting records, custom papers, and more.

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8. Research Planner | Thesis Template for PhD

Price: 14.89

• A professional-looking dashboard layout with quick links, a research timeline, pending tasks, and a calendar view.
• Well-optimized for mobile, tablet, and desktop views.
• Built-in integration with academic referencing app Zotero and other apps.
• Compatible with dark mode .
• Professional and personal CRM page for networking.
• Detailed agenda and data collection pages.

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9. Thesis Writing for Masters and PhD

• Professional-looking dashboard with quick links to thesis writing activities, research, literature review, data collection, and other activities. 
• Tasks list and calendar setup for planning study sessions, reading, thesis writing, and data collection. 
• Built-in tools to help you track your daily writing progress. Also includes helpful resources and sections for drawing inspiration. 
• Templates and guides designed to organize and plan thesis write-ups and research proposals.

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10. Academic PKM Template

• Readable and aesthetically-designed dashboard with dozens of images and large font sizes.
• Separate yet interlinked databases that connect your tasks, research, networking, projects, and personal data. (Zettelkasten Method)
• A dashboard that automatically updates based on the current day and tasks you’ve prioritized.
• Pre-configured database templates to help you get set up fast. 
• Habit and Mood tracker built-in.

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How to Use Notion for Academic Research and Study Planning: A Step-by-Step Guide

Notion has become a versatile tool for students and academics who seek an organized approach to manage their research and study schedules. Its multipurpose functionality allows users to create structured databases, manage tasks, and consolidate notes, making it particularly useful for academic research. Adapting Notion for educational purposes can streamline processes, offer clarity in organizing research materials, and foster a productive learning environment.

Developing an effective study plan within Notion begins with setting clear, actionable goals and arranging resources efficiently. Users can prioritize their subjects, break down complex projects into approachable tasks, and monitor their progress, ensuring a steady path toward their academic objectives. With Notion's flexible platform, custom templates can be designed to cater to the unique demands of various research projects.

In addition, Notion's capabilities extend to literature management, which is an essential component of graduate studies. By creating a dedicated workspace for literature review, researchers can effectively curate and reference a comprehensive database of articles, books, and papers. This centralized hub simplifies the process of locating and annotating key materials, which in turn saves time and enhances the quality of academic research.

To explore structured Notion templates for academic research, visit Best Academic Research Templates from Notion . For more on using Notion to manage literature and notes for graduate studies, consider reading further at Girl Knows Tech .

Getting Started with Notion

Entering the world of Notion equips students and researchers with a powerful productivity tool to manage their academic workflows efficiently. This comprehensive guide will detail the initial steps to harness Notion's capabilities fully.

Understanding the Notion Workspace

Notion's workspace is where all the content lives—it's the digital equivalent of a physical desk. Users can create multiple workspaces, each tailored for different projects or subjects. To optimize the workspace, utilize tags to organize content and tasks to prioritize work effectively.

Setting Up Your First Notion Page

A Notion page serves as a container for various types of content including notes and databases. To begin, click on the New Page button, name the page with a relevant title , and start adding content. Pages can be nested within each other to create a structured hierarchy.

Utilizing Notion Templates for Academic Use

Notion offers a variety of templates designed to boost productivity. Students can access preset templates for a variety of uses like a student dashboard or project management. These templates provide a starting point, which can be customized according to personal academic needs.

Exploring Notion's Basic and Advanced Features

Notion combines the simplicity of basic note-taking with advanced database functionality. Users can start with simple notes and lists, and gradually explore more complex features such as relational databases and linked records to manage information dynamically in real-time .

Learning Markdown and Formatting Options in Notion

Understanding Markdown and formatting options enhances the clarity and visual appeal of notes. Notion supports Markdown which allows users to format text using simple syntax quickly. This includes the use of bold , italic , and bullet points for emphasis and structure.

Importing and Exporting Content to and from Notion

For those migrating from other platforms, Notion facilitates easy import of data in various formats including HTML , Word, and CSV. Similarly, users can export pages and databases as PDF, HTML, Markdown, and CSV files to ensure seamless sharing and backup.

Integrating with Other Tools

Notion's strength also lies in its ability to integrate with popular tools such as Google Drive , Slack , and Trello . These integrations enable users to streamline their academic workflow by connecting with the services they already use.

Managing Notion's Offline Capabilities

While Notion is a cloud-based platform, it also offers an offline mode . Students can continue their work without an internet connection, making it possible to be productive in any environment. Changes made offline sync once they reconnect, ensuring no progress is lost.

Note-Taking and Organization

Note-taking and organization are pivotal for managing academic research and streamlining study planning. Notion offers versatile tools and features that cater to these needs, facilitating a structured and efficient approach to handling research materials and ideas.

Creating a Dedicated Research Database

Creating a dedicated research database in Notion is a fundamental step in academic research. By setting up a new Notion page or database, researchers can centralize their research materials. The database can contain tables with columns tailored to track details like book titles , article authors , and publication years. This structured database becomes the foundation for all subsequent research activities.

Using Notion for Effective Note-Taking

Notion’s versatile editor supports effective note-taking with features like Markdown for formatting and organizing content under clear headings . Researchers can directly take and store notes in their database, making it easy to revisit and revise ideas as the research evolves. Cards and full-page notes offer flexibility in how one captures and reviews research insights.

Organizing Notes and Research Materials

Within Notion, organization of notes and research materials is a clean process. Users can organize resources into pages and nest pages within each other, mirroring a physical binder system. Options to view pages as a list , table , or gallery ensure that one can choose the most appropriate layout for their study materials.

Implementing Tags and Connections for Enhanced Searchability

Using tags and connections greatly enhances the searchability within the database. Notion allows the addition of tags to notes and research materials, making it simple to filter and retrieve related content. Creating relations between different data points helps in establishing a web of interconnected ideas .

Developing a Customized System for Content Categorization

Lastly, Notion provides the tools to develop a customized system for content categorization . Users can utilize properties and filters to build a personalized framework that aligns with their research approach. Sorting features and customizable views in databases enable researchers to categorize content methodically—whether by theme, priority, or any other relevant criterion.

Academic Research and Management

In the realm of academic research, efficient organization is paramount. Notion provides a dynamic platform for scholars to effectively manage their research projects, literature reviews, and progress tracking with the added benefit of facilitating teamwork.

Managing Literature Review and References

Researchers can optimize their literature review process using Notion's table databases to catalog key papers, including important details like authors, publication years, and topics . By adding tags for themes and methodologies, they swiftly organize and retrieve literature. Notion allows for the collaboration among team members to review and discuss pertinent studies, streamlining the creation of a comprehensive bibliography .

Tracking Research Progress and Experiments

Notion's customizable dashboards are invaluable for monitoring research milestones and experimentation . Researchers can utilize checklists to follow up on tasks and tables to note down results and updates on ongoing experiments . By integrating figures and outcomes within the same workspace, teams establish an accessible and up-to-date visual progress tracking system.

Building a Database for Books and Academic Papers

Collecting and organizing books and academic papers becomes straightforward with Notion's database capabilities. Researchers build and tailor their database, incorporating custom fields for abstracts, citations , and access links, thereby enhancing their personal library. Advanced filtration and search functions equip users to access required materials promptly.

Designing a Notion Dashboard for Research Projects

A well-structured dashboard for each research project can centralize all necessary information, from research questions to methodology. Through the strategic use of linked databases , one can display recent papers , pending tasks, or upcoming deadlines. Notion's interface supports the integration of timelines, fostering clear visualization of a project's trajectory.

Cataloging and Managing Citations

For successful reference management , Notion's templates can be harnessed to craft a personalized citation database. Each entry can delineate information such as the title, author, year, and a brief summary. The referencing process is made efficient as users can quickly capture bibliography details and access them during the writing phase, ensuring accurate and easy citations .

Task and Project Management

Effective task and project management in Notion involves leveraging the app's features to organize tasks, track progress, and collaborate in real-time. This enhances productivity and ensures that all project deadlines are met efficiently.

Creating a Personalized Task List in Notion

Creating a personalized task list within Notion allows researchers and students to track their day-to-day activities alongside their academic goals. Utilizing tables or to-do lists , one can organize tasks by priority, subject, or deadline, offering a clear viewpoint on what needs to be addressed promptly.

Utilizing Calendar and Reminders for Deadlines

Notion's calendar function acts as a visual reminder for project deadlines and upcoming tasks. Integrating reminders with these calendar events ensures that no deadline is overlooked, and students maintain a productive rhythm in their studies and research projects.

Developing a Project Timeline with Milestones

Developing a project timeline in Notion is crucial for long-term planning. A timeline can be shown as a simple list with due dates or a more complex Gantt chart , marking key milestones to visually assess progress towards the final goal, aiding in better time management.

Customizing Kanban Boards for Workflow Management

Customizing Kanban boards in Notion is effective for workflow management. By dragging cards across columns like 'To Do', 'In Progress', and 'Done', users maintain a clear view of their workflow stages, which bolsters focus and drives completion of tasks.

Creating a Productive Environment with Collaborative Features

Notion’s collaborative features facilitate a productive environment where teams can work together on projects in real-time . Shared pages, collaborative editing, and comment functions keep all team members aligned on the project's status and next steps.

Setting up a Comprehensive Task Database

A comprehensive task database in Notion holds all tasks and their details. It can be filtered by various properties like status, due date, or assignee, making it a powerful tool for comprehensive task management and ensuring that both individual and collaborative efforts are smoothly coordinated.

Studying and Personal Development

Notion offers a flexible framework for students to enhance their academic experience. By leveraging Notion's organizational tools, students can plan study sessions, track progress, build a professional portfolio, and maintain a comprehensive lab notebook.

Planning Study Sessions with Notion

Students can use Notion to devise a structured study schedule that aligns with their academic objectives. Setting up a table with columns for subjects, topics, and deadlines, provides a clear overview of what needs to be studied and when. Each session can be tagged based on priority and tied to specific goals. Incorporating to-do lists beside each topic allows for ticking off tasks upon completion, which instills a sense of achievement and keeps motivation levels high.

Keeping Track of Academic Progress

Notion's progress tracking is ideal for monitoring academic milestones. A kanban board can visually represent different stages of study or project completion. Students can drag and drop tasks as they move from 'to do' , to 'doing' , to 'done' . Recording grades and feedback in a dedicated database helps analyze performance over time, allowing for timely interventions and strategy adjustments.

Compiling a Portfolio for Professional Development

Creating a digital portfolio on Notion is a strategic way for students to showcase their work for internships, jobs, or further studies. Compiling projects, research papers, extracurricular activities, and any recognitions or awards under one page with detailed descriptions and relevant dates serves as a comprehensive display of the student's body of work.

Creating a STEM Lab Notebook

For students in the STEM fields, Notion can be transformed into a detailed lab notebook . Here they can document experiments , protocols , and results in an organized manner. A typical entry might include the publication date of the experiment, a detailed account of the methodology, and observations. This digital format ensures that all data is easily accessible and can be updated with new findings or annotations.

Collaboration and Sharing

Utilizing Notion effectively can revolutionize the way scholars collaborate on various projects and share vital research materials. With tools designed to facilitate real-time cooperation and knowledge sharing, Notion is optimized to support academic endeavors on multiple fronts.

Collaborating on Group Projects

In Notion, collaborative features allow team members to work concurrently on the same page or database. They can assign tasks, discuss in the comments, and monitor the progress of the project through a shared workspace. Real-time updates ensure that each change is instantly reflected, keeping everyone on the same page.

Sharing Research and Ideas with Peers

Notion simplifies the sharing of research materials and ideas via shareable links or direct invites to colleagues. One can organize materials in databases or docs and adjust the privacy settings, allowing for selective sharing with peers or for obtaining feedback on ongoing work.

Utilizing Notion as a Knowledge Base for Teams

Teams can centralize their resources and research in Notion, creating a comprehensive knowledge base . Customizable databases , equipped with tags, filters, and sorting options, provide a structured repository of articles, papers, and other research materials that is accessible to all team members.

Using the Bookmark Feature for Team Resources

The bookmark feature in Notion is particularly useful for quickly accessing frequently used resources and external content. It allows teams to compile a gallery of relevant links, which can be categorized and retrieved effortlessly, ensuring that everyone has access to the same pool of information.

Advanced Notion Techniques

In this section, the reader will explore how to elevate their study and research productivity within Notion by automating tasks, integrating APIs for complex workflows, and refining their workspace with customizable filters and views.

Automating Tasks with Notion AI

With Notion AI , users can automate repetitive tasks to streamline their academic studies. By setting reminders and tasks , the AI can prompt users when to study or alert them of approaching deadlines. Notion AI can also suggest relevant content, draft outlines, and help with the initial stages of research.

Leveraging API Connections for Advanced Workflows

API connections markedly enhance Notion's capabilities as a productivity tool, allowing the users to create advanced workflows . By integrating with third-party services, academic researchers can seamlessly import data, connect to citation tools, or sync with other apps they use, such as calendar or email services, directly within their Notion workspace.

Mastering Filters and Views for Custom Dashboards

Effective use of filters and views is critical for developing personalized dashboards in Notion. Users can design complex filters to display only the most relevant information and employ different views like Kanban Board, Table, or Calendar to suit the specific needs of a research project or study session. Personalized views ensure that the dashboard acts as a centralized, efficient command center for all academic endeavors.

In enhancing academic productivity , Notion proves to be an indispensable tool. Its flexible environment facilitates comprehensive planning and organization of research materials. Scholars can create custom templates that align with their specific requirements, streamlining their study process. Examples of how Notion can aid in study planning include establishing clear goals and creating structured schedules.

Effective utilization of Notion's features leads to a systematic approach towards academic research. It allows them to prioritize tasks, track reading statuses, and improve document management. Notion's capacity to harbor databases, take dynamic notes, and manage tasks all in one place empowers students and researchers to maintain focus and continuity in their study endeavors.

The adaptability of Notion ensures that it meets the varying needs of individuals. Whether they are outlining a thesis or managing a plethora of documents, Notion's user-friendly platform enhances their academic journey. For those embarking on higher-level studies, such as a PhD, templates tailored to their field can reduce the time spent on organization, granting them more time for actual research.

In conclusion, Notion stands out as a comprehensive solution for academia. It encourages effective planning and execution of research-related tasks, fostering a culture of productivity and progress within the educational sphere.

• Graduate Advice
• Research Advice

All-in-One Graduate Student Notion Template for Coursework, Research, and Personal Life

Notion is one of my favorite tools for keeping myself organized in grad school! I’ve designed an all-in-one grad student notion template to help keep all aspects of graduate school life organized! This Notion template is designed as a “second brain” style Notion template. It is automated and included pre-designed pages and databases, so you don’t have to spend the time designing your own!

This Notion template is perfect for graduate students who are looking for a single dashboard to organize and track their research, classwork, and personal life. While this template applies to both master’s and Ph.D. students, the template contains more Ph.D. – related content, but it works for either group of grad students! In this post, I’m going to go over why I think Notion is one of the best tools for grad students and give you a detail tour of this all-in-one grad student Notion template!

What is Notion?

Notion is freemium software that allows you to create pages, templates, and databases for organizing information. This app is more than a basic note-taking app! It allows you to customize your pages and databases to what you need to work smarter and more efficiently. Notion is available across devices, so you can always access your Notion from your phone, computer, or tablet. Notion offers several subscription levels . The free version offers all the basic tools for using and creating Notion templates. The premium subscriptions offer more tools and functionality for small and large teams or entire organizations. The free software is sufficient for individuals, but if you work on a small team, like with a research group, the Plus subscription offers features like unlimited file uploads and more!

In addition to signing up for Notion, you can add on the Notion AI tool as well. This newly launched tool integrates the power of AI into your Notion workspace. I’ve enjoyed using Notion AI for summarizing, paraphrasing, brainstorming, and organizing my thoughts. The AI tool is seamlessly integrated into Notion and works very well!

Sign up for a Notion account here !

Why do I love using Notion for Graduate School?

I’ve been using Notion for several years and have found it to be one of the best (and most fun) software for note-taking and organizing. Firstly, it’s fun to organize and design your template! You can easily create your own Notion aesthetic and design pages to fit your needs. Often, I found myself with little notes and important information across organizers, like a physical planner, my notes app, and Word documents. Using Notion, I can keep all my important tasks, reminders, deadlines, notes, and more in a centralized space. I also love how I can use it across all my devices. It’s also very affordable for students, as there is a free version. And Notion AI is fairly priced at just $8 a month.

Overview of the All-in-One Ph.D. Student and Graduate School Notion Template

So, what is included in the graduate student Notion template? This Notion template is all-inclusive, meaning it includes pages for academic-related items like coursework, teaching assistant work, and research. And it includes pages for organizing and developing your personal and professional life. I wanted to make a template that included everything I worked on in graduate school in a centralized space.

All-in-One Graduate Student Notion Dashboard Homepage

The homepage of the all-in-one graduate student Notion template is the primary page where you can easily see everything at a glance. The homepage is composed of two sidebars and a central space that serves as daily planner ( It populates with agenda items and tasks for today).

Along the left sidebar, you’ll see the 25+ pre-designed pages ranging from personal life to academic to professional. The right sidebar includes a habit tracker for habit tracking and routine tracking. At the bottom of the template, there are two major databases for logging tasks and agenda items. These databases are the “All Tasks List” and “Agenda List”

All Tasks List

The “All Tasks List” is one of the primary databases within the template that helps the entire Notion template function.

Anytime you get a new task, add it to the All Tasks Database. You can label the category, status, and date. The columns with the arrows use the “relation” feature in Notion. Using this feature, I can relate any entries in the task list to entries within other databases. The relation feature is great because it allows you to track and link items from one database to another. This is one of the most powerful functionalities in Notion for you to create functional templates like this one! Any items added to the task list are visualized and accessed in other template areas, depending on what you relate them to. Throughout the template, you will see the relation properties.

Agenda List

The “AgendaList” is the second of the primary databases within the template that helps the entire Notion template function.

Similar to the all tasks list, the Agenda List database is where you can import any agenda items, including travel, appointments, meetings, recurring events, classes, and more. Anytime you get a new agenda item, add it here and link to any associated databases using the relation properties.

Today at a Glance

The central space of the homepage is for today at a glance! I used a linked database to create a daily and weekly task list to see all upcoming assignments, experiments, and tasks for the day at a glance. This database pulls any entries from the Agenda and All Tasks databases with today’s date. In addition to tasks and agenda items, the today at-a-glance space pulls from the meal planning and fitness planner databases to tell you what you have planned for the day!

Automated Buttons Create New Entries Quickly

One of my favorite features Notion recently added to its functionality is the automated buttons! These buttons allow you to add entries to databases easily, so I included them in the template so you can easily add new tasks, agenda items, and more without switching between pages.

Personal Pages

All additional pages within the template are visible in the navigation sidebar. The first set of pages are for tracking and organizing your personal life. These pages include a year at a glance, password manager, journal, reading list, budget, travel planner, roommate space, and more! Depending on your personal situation, some of these personal pages may or may not apply to you (such as the roommate space).

The personal life pages either function as stand-alone Notion pages, or the contents are interlinked with another database within the template. The Year at a Glance, Reading List, Movies and TV Series, Journal, Budget, Visor Board, Roommate Space, Password Manager, Healthcare, Podcasts, and Mental Health pages are single pages that function alone. The Travel Planning, Shopping Carts, Meal Planner, Fitness, and Personal Project pages include databases that are related to other databases within the All-in-One Grad Student Notion Template.

The fitness and meal planner pages include databases that are visible on the template homepage. The personal projects page allows you to create entries for any personal projects and relate them to tasks in the All Tasks List. Similarly, the Travel Planner allows you to create new trips and log the dates in your agenda using the relation property.

The databases throughout each of these pages use pre-design entry templates and guide you through personal life planning!

Professional Development Pages

In addition to personal pages, I designed several pages for managing professional development. A graduate program is an extensive training program, so you will be developing a range of skills while also building your CV and resume for your future career. These pages are designed to help you monitor your progress for your professional future.

The professional development pages include the pages shown to the left. You can track volunteer hours, maintain a current CV, and log anything working towards professional development. The personal brand page has a guide to help you focus on details about your personality, elevator pitch, skills, and anything you would want to discuss as your personal brand in an interview or professional setting.

The goals and skills development page is built for SMART goal setting. Each goal is designated action items and deadlines to reach your goals. The professional network page includes a database where you can log your professional contacts, and it will calculate when it is time to reach out to them again based on the last time you connected with them!

The contents of the applications and opportunities page and clubs and organizations pages relate to the Agenda and/or Tasks lists. Tasks and events related to these areas will appear on the page, or you can create new tasks and events, and they will appear on your homepage. Lastly, the professional development page is a space to track any trainings, webinars, or any event that contributes to professional development.

Research Dashboard

The research dashboard is the space for managing research projects and experiments. This page within the all-in-one grad student Notion template uses several databases and the relation feature to create a centralized research space. These databases include: Research Projects, Protocols, Literature Review, Lab Notebook entries, Publications Planner, and Dissertation Planner. The Publications Planner and Dissertation Planner databases can be found on the pages with the matching name.

The Research Projects database at the top of the page allows you to create new projects. Each project can be related to any associated tasks and experiments from the Agenda List, any protocols from the protocols database, dissertation chapters, and publications.

The Research Timeline visually represents your research projects and associated tasks. Next, is the Today’s Research Tasks; this database only shows research-related tasks labeled with today’s date. The Lab Notebook database is a database that allows you to create daily lab notebook entries. When related to a project, you can easily go back and find any associated lab notebook entries.

Coursework Dashboard

The Coursework Tasks list pulls any tasks or items labeled with “Coursework or TA work” on your all tasks list. By default, this database shows tasks that are due today. The other tabs allow you to view by coursework, or by TA work.

Similar to the research dashboard, I have a separate database for my degrees and for courses. I add all my courses to the coursework database and label the semester and year. Once all the courses are added, I use the relation to relate them to my degree. Whenever I’m done with a class, I check the completion box, which updates my degree progress bar! If you’re doing multiple degrees or certificate programs, this allows you to track your progress for each! When each course is created, it includes a template within the entry where you can log notes, course information,

How can I get the All in One Graduate Student Notion Template?

This template is a premium template, so it is for sale on the She Science Gumroad Shop or Etsy Shop . Once you purchase, you have lifetime access to the template and will receive any major updates via email!

Is there a subscription cost?

The Research Lab Notebook Notion Template can be used with a free Notion account.

How Much is the All in One Graduate Notion Template?

The Ph.D. Degree and Dissertation Planner Notion Template is $21.

How do I get my Notion Template?

After your purchase, you will receive a PDF eBook with a link to lifetime access to the template and a guide on how to use the template.

Are you ready to organize your graduate school life in Notion?

The All in One Graduate Student Notion Template is here to help keep your research lab notes, coursework, appointments, and life organized!

✓ Maximize your productivity

✓ Never miss an experiment ✓ Manage your projects

Shop She Science’s Notion Templates

Simple dashboard.

She Science’s simplest template!

✓ Coursework page

✓ Project organizer

✓ Literature review tracker

✓ Meeting notes template

✓ At-a-glance homepage

Lab Notebook

Template for research project management

✓ Daily lab notebook database

✓ Automated task tracker

✓ Protocols manager

All pricing is in USD. Notion account required.

Ph.D. Planner

Track and organize your Ph.D. milestones, including coursework, research, and dissertation writing.

✓ Degree tracker

✓ Coursework manager

✓ Research project manager

✓ Task lists and agenda

✓ Meeting notes page

✓ Literature review page

All-in-One Grad Student

Ultimate template for your entire graduate school life, including research, course, personal life, and more!

✓ Everything in the Ph.D. Planner!

✓ Habit tracker

✓ Goal tracker

✓ Writing tracker

✓ Professional network manager

✓ 10+ personal life pages

Comments (2)

How to Use Notion to Organize Your Research, Classes, and Grad School Life – She Sciences

October 3, 2022 at 2:03 am

[…] out the research notebook template I use! I also have another post that goes in-depth about my “all-in-one” grad student Notion template. This template is different in that it keeps everything grad school-related and personal life […]

How to Use Notion as a Research Lab Notebook for Grad School – She Sciences

[…] All-in-one grad student Notion template for grad school, personal life, and professional development. […]

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