Database Grouping
Group database entries by property values into collapsible sections for clearer organization and navigation in Notion.
Definition
Database Grouping in Notion is a feature that lets you organize your database entries into collapsible groups based on shared property values. When you select one or more properties to group by, Notion creates distinct sections for each unique value, making it easy to compare and navigate large datasets. Groups appear as headers you can expand or collapse. You can apply grouping in any database view—such as table, board, list, calendar, or gallery. Each group respects filters and sorts, so you can maintain a clean, focused workspace while exploring different segments of your data.
Usage & Context
Use Database Grouping when you want to categorize entries by a specific property. For example, group tasks by Status or projects by Client to see high-level progress at a glance. To set it up, open the View menu, choose “Group,” and select the property to group by. You can add multiple levels of grouping—for instance, first by Priority and then by Assignee—to create nested sections. In Board view, grouping defines columns; in Table view, it shows collapsible rows; and in Calendar, events are bundled by property within each date cell.
Frequently Asked Questions
- How do I enable grouping in a Notion database?
- Click the ••• menu in the top-right corner of any database view, select “Group,” then choose one or more properties to group by.
- Can I group by multiple properties at once?
- Yes. After selecting your first property, click “Add a group” and choose another property to create nested group levels.
- Does grouping alter my original data or filters?
- No. Grouping only changes the visual organization in your view. Your underlying data and any filters or sorts remain intact.
- How can I collapse or expand all groups?
- Use the arrow icon next to any group header to collapse or expand it. To collapse or expand all, right-click a header and choose “Collapse all groups” or “Expand all groups.”
Benefits
Grouping your data reduces visual clutter, highlights patterns, and speeds up decision-making by organizing entries into meaningful sections that you can expand or collapse as needed.
Related Terms
Aggregation
Feature that calculates summary values—sums, averages, counts, and more—across database entries, giving quick insights at the bottom of any view.
Board
A Board is a Kanban-style database view in Notion that displays items as draggable cards in columns, ideal for visual workflow and project management.
Database Filter
Filters let you narrow down database entries based on property conditions. Use filters to display only the records you need in any view.
Database
A Database in Notion is a collection of structured pages with customizable properties and flexible views. Organize and track tasks, notes, projects, or any data dynamically.
Calendar View
A database view displaying items on a monthly calendar layout based on a date property, helping you organize events, tasks, and deadlines chronologically.
Database Sort
Database Sort lets you order entries in a Notion database by one or more properties in ascending or descending order to highlight key information.
Filter
Filters in Notion let users narrow down database items by setting conditions. Use single or multiple criteria to customize views and focus on relevant data.
Gallery
Gallery view lets you display database items as image-driven cards in a grid. Ideal for portfolios, mood boards, and visual content libraries.
Group
Grouping in Notion segments database items within a view based on a property, creating collapsible sections that improve clarity and streamline data navigation.
Kanban Board
A Kanban Board in Notion is a database view that displays items as cards in customizable columns. Teams can drag and drop tasks across stages to visualize and manage workflows.
Linked Database
An embedded view of an existing Notion database that stays synced and lets you customize filters, sorts, and layouts anywhere in your workspace.
Conclusion
Database Grouping transforms how you interact with large datasets in Notion. By clustering entries into property-based sections, it brings clarity to your workspace, improves navigation, and helps you focus on the most relevant information.
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