How to Transfer All Your Data From Google Sheets To Notion

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Transferring data from Google Sheets to Notion can significantly help when using Notion for business. Consider a Google Sheets database with information about customers' order history. You aim to create a Notion dashboard to help your team better manage and communicate with these customers. You could manually copy and paste all the data from Google Sheets to Notion, but that would take a lot of time. Instead, you can quickly transfer all this data from Google Sheets to Notion to help your business get up and running faster. This guide will review the steps to help you quickly transfer your data.

Before we jump in, it’s good to know there’s a way to make this process even more accessible. Notion Forms by NoteForms can help you structure your data before opening Notion. This can help you visualize how your data will look in Notion and create a template to organize it once it’s in Notion. Let’s get started.

Key Differences between Google Sheets and Notion

Google Sheets is a widely adopted, cloud-based spreadsheet application that allows users to create, edit, and collaborate on spreadsheets from anywhere. It’s often used for tasks like data entry, tracking, financial calculations, inventory management, and creating simple databases.

Key features include:

Real-time collaboration

Multiple users can access and edit the same sheet simultaneously, tracking real-time changes.

Data analysis capabilities

Built-in functions, formulas, and pivot tables make Google Sheets an effective tool for analyzing numerical data.

Cloud-based storage

Google Sheets automatically saves your work to the cloud, ensuring your data is always backed up and accessible from any device. Despite these strengths, Google Sheets primarily focuses on tabular data and needs more flexibility for broader project management and content organization tasks. It’s great for data but less effective for handling complex workflows or integrating a range of content types into one platform.

Notion: The All-in-One Workspace

Notion, in contrast, is a versatile platform that combines note-taking, databases, tasks, and collaboration into one unified tool. It allows users to create dynamic content and manage various data types, from text documents to multimedia, databases, and beyond. Notion shines when organizing and structuring information more intuitively and customizable than a traditional spreadsheet tool. Its standout features include:

Databases with Views

Notion allows users to create databases that can be viewed as tables, boards, lists, calendars, or timelines, offering flexible ways to display data based on your needs.

Rich Content Integration

Beyond just text or numbers, Notion allows you to integrate various content types, such as images, videos, links, and files, directly into your workspace.

Task and Project Management

The notion makes it easy to assign tasks, track progress, and collaborate across teams, turning it into a central hub for managing projects and workflows.

The Customization and Personalization

The modular approach allows users to customize their pages, databases, and workflows according to their preferences.

Key Reasons to Transfer Data from Google Sheets to Notion

While Google Sheets is a robust solution for working with structured data, Notion offers a much more comprehensive range of use cases for those looking beyond simple spreadsheets. Here are some of the top reasons why users may choose to transfer their data from Google Sheets to Notion:

Consolidating Data into a Centralized Workspace:

In Notion, you can bring data, notes, tasks, and media together in a single place. Transferring your Google Sheets data allows you to merge your structured data with rich text, tasks, and multimedia. This consolidation creates a more holistic view of your projects and makes it easier to manage information without switching between tools.

Flexible Data Views and Enhanced Organization

Notion’s database system allows users to create multiple views of the same data. Whether you want to see your data as a table, list, Kanban board, or calendar, Notion provides that flexibility. This level of customization gives you more control over how you manage your data compared to the static grid of Google Sheets.

Improved Collaboration and Project Management

In Notion, data from your Google Sheets can be integrated into broader team projects. For instance, you could link your transferred data to project management boards, timelines, and task lists, providing your team with a comprehensive overview of progress, goals, and dependencies. Notion’s collaborative features go beyond what is possible in a spreadsheet by integrating comments, mentions, and tasks directly alongside your data.

Rich Content Integration and Contextualized Data:

Once you transfer data into Notion, enhancing that data with context is easy. Notion’s ability to embed text, videos, links, and other media alongside your imported data gives it a significant edge for managing more complex content.

Automation and Integration with Other Tools

Notion integrates with other apps, and with tools like NoteForms, you can create customized forms that directly feed data into Notion databases (more on this later). By bringing your data into Notion, you open up opportunities for automation, such as connecting workflows through tools like Zapier to streamline tasks.

Enhanced Customization for Specific Use Cases

Whether a student, entrepreneur, or part of a larger organization, Notion allows you to tailor your workspace for specific needs. From tracking assignments and goals to managing company-wide initiatives, transferring your data from Google Sheets to Notion means accessing a fully customizable platform that can grow and adapt to your use case.

By transferring your data from Google Sheets to Notion, you gain a powerful and flexible platform that not only retains the structure of your data but also allows you to visualize, manage, and collaborate on that data in ways that spreadsheets cannot.

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Step-by-Step Methods to Transfer Data from Google Sheets to Notion

1. Manual Copy and Paste: The Quickest Way to Transfer from Google Sheets to Notion

For users with minor to moderate amounts of data, the simplest way to transfer data from Google Sheets to Notion is by manually copying and pasting. This method works best when you only need to transfer a few rows or small datasets without advanced formatting.

Steps

Open your Google Sheet and select the range of cells you want to transfer.

Right-click and select Copy or use the keyboard shortcut Ctrl + C (Windows) or Cmd + C (Mac).

Head over to your Notion workspace, navigate to the page or database where you want to store the data and right-click to Paste or use Ctrl + V / Cmd + V.

If pasting into a Notion database, make sure that your columns in Notion correspond to the columns you’re transferring from Google Sheets. Notion will automatically convert the copied data into a table format.

Pros

Quick for small datasets.

There is no need for external tools or integrations.

Cons

Time-consuming for larger datasets.

The manual process lacks automation and might not preserve complex data structures (like formulas).

2. CSV Export and Import into Notion: A Better Way to Transfer Moderate Amounts of Data

For medium-sized datasets, exporting your Google Sheets data as a CSV file and then importing it into Notion is an effective method. CSV (Comma Separated Values) files store data in a structured format that is easy to transfer across platforms.

Steps

In Google Sheets, go to File > Download > Comma Separated Values (.csv) to export the sheet.

Open your Notion workspace, create a new page or database where you want to store the data.

On your Notion page, click the Import option, then select CSV from the import menu.

Upload your downloaded CSV file, and Notion will automatically import the data into a table format.

Pros

Suitable for larger datasets.

Preserves most data structures and column formats.

Cons

Requires you to download and upload files manually.

Data like formulas, links, or images may not carry over in a CSV format.

3. Use Google Sheets to Notion Integrations via Zapier: Automate Your Data Transfer

For users who want a more automated and real-time data transfer, using an integration tool like Zapier can save time and effort. Zapier allows you to create "Zaps", which are workflows that automate tasks between apps like Google Sheets and Notion. This is ideal for continuously syncing data between Google Sheets and Notion databases without manual intervention.

Steps

In Zapier, create a new Zap with Google Sheets as the trigger app and Notion as the action app.

Choose a specific trigger event (such as when a new row is added to Google Sheets), and select your Google Sheets file.

For the action, choose Notion and specify where the new data will be stored in your Notion workspace (a specific page or database).

Once configured, your Zap will automatically send new rows from Google Sheets into Notion as soon as they are added.

Pros

Automates the transfer of data, saving time and effort.

Syncs data in real-time between Google Sheets and Notion.

Cons

Requires a Zapier account and familiarity with setting up workflows.

It may have limitations based on your Zapier plan (free tier may have fewer actions per month).

4. Transfer Using Third-Party Tools: More Options for Google Sheets to Notion Integrations

Third-party tools specifically designed to facilitate the transfer of data between platforms like Google Sheets and Notion exist. Tools like Automate.io and Integromat provide additional options for connecting Google Sheets and Notion, with more customization and advanced automation features.

Steps

Create a new automation workflow with Google Sheets as the source app and Notion as the destination app.

Similar to Zapier, set a trigger based on actions like adding a new row or updating existing rows in Google Sheets.

Set the destination to a Notion database, where the new data will be transferred automatically.

Pros

The high degree of customization for complex workflows.

Automates the transfer with minimal manual intervention.

Cons

We may have subscription fees for advanced features.

The learning curve involved setting up automations.

5. Using NoteForms for Seamless Data Integration (Recommended for Advanced Users)

If you're an advanced Notion user or someone who collects extensive data, NoteForms is the ideal solution for streamlining your data transfer and management within Notion. While not specifically a tool for transferring existing Google Sheets data, NoteForms provides a more robust way of managing data moving forward by allowing you to create embeddable, customizable forms that feed directly into your Notion databases. It can replace the need for external spreadsheets like Google Sheets altogether by automating data entry and simplifying workflows.

Key Features of NoteForms

Create Forms from Existing Notion Databases

Convert your Notion databases into forms to collect data effortlessly.

Unlimited Forms and Submissions

There are no limits on how many forms or submissions you can have.

Customizable Design and Logic

Complete control over the look and behavior of forms, including custom domains and integration with webhooks.

Embeddable Forms and Integrations

Embed forms directly on your website or integrate with other tools like Slack, Zapier, and email for seamless notifications.

Notion-Specific Features

Support for Notion-specific columns like relation and people and the ability to write directly to the page body or database views.

With NoteForms, you can consolidate your data collection processes, making it easy to feed the information directly into Notion without having to rely on external apps like Google Sheets. If you’re moving towards a fully Notion-powered workflow, NoteForms is a game-changer for reducing inefficiencies and improving data management.

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NoteForms's Notion forms builder supercharges Notion by enabling seamless form creation that integrates directly with Notion databases. Our key features include creating forms from existing Notion DBs, storing submissions in Notion DBs, unlimited forms and submissions, full customization (custom domains, design, logic, webhooks), embeddable forms, integrations (email, Zapier, Slack), support for Notion-specific columns (relation, people), writing to page body, and database views as a sub-product.

We cater to Notion power users, SaaS startups, and educators, solving challenges like inefficient data entry, fragmented workflows, and administrative overload. NoteForms streamlines data collection, centralizes management, and simplifies workflows, boosting productivity while cutting costs for Notion enthusiasts. Create a form for free today with our Notion forms builder!

How To Structure and Format Data After Transfer

Unlock the Power of Notion Databases to Structure Your Data

Notion’s database feature is one of its most powerful tools for managing large volumes of data. Unlike traditional spreadsheet rows and columns, Notion allows you to organize data in ways that are visually dynamic and highly customizable.

Types of Notion Databases

Table View

This is the closest format to a traditional spreadsheet, with rows and columns. After transferring your Google Sheets data, you can quickly create a table in Notion to mirror the structure.

Kanban Board

This layout is perfect for task management or project tracking. It allows you to organize data into cards that can be moved across columns. If your Google Sheets data includes project steps or stages, you can transfer that data into a Kanban board for visual clarity.

Gallery View

This layout presents items as cards with an image preview, which is ideal for visual content, product catalogs, or portfolios.

Calendar View

If your Google Sheets contains time-based data (like deadlines, appointments, or due dates), Notion’s calendar view will help you visualize this information over time.

Steps to Create a Database

Once your data has been imported or copied, click on the + Add a View button at the top of your Notion page to select the type of database you want to create.

Use the Table format to begin structuring your data similarly to how it appeared in Google Sheets.

Add or modify columns by clicking on the column headers. You can set different types of fields for your data, such as text, dates, numbers, and multi-select options.

Pros of Using Notion Databases

More flexible and visually organized than traditional spreadsheets.

Ability to switch between views (table, Kanban, calendar, etc.) based on how you want to visualize your data.

It is easily searchable and filterable, allowing you to find specific data points easily.

Format Columns for Maximum Efficiency

After setting up your data in a Notion database, it’s time to ensure that each column is formatted correctly. This step is especially crucial if you’re transitioning from Google Sheets, as some data formats (like dates or checkboxes) may not automatically transfer in the correct format.

Key Formatting Options

Text Columns

Great for notes, titles, and descriptions.

Number Columns

Use these for any quantitative data. You can also customize how numbers are displayed (e.g., currency, percentage, decimal points).

Select/Multi-Select

If your Google Sheets data includes categories or tags, you can transfer this into Notion’s select or multi-select options for easy filtering.

Checkboxes

Ideal for task management or to-do lists. Any true/false data from Google Sheets can be translated into checkboxes in Notion.

Dates

If your dataset includes dates, ensure you’re using Notion’s date format to take advantage of features like reminders and calendar views.

Steps to Format Columns

Click on the column header of your Notion database.

From the drop-down menu, choose the appropriate property type (e.g., text, number, select, date, checkbox).

If necessary, manually adjust any cells that did not automatically convert properly when transferred from Google Sheets.

Why Proper Formatting is Important:

Correct formatting ensures data integrity and makes it easier to search, filter, and sort your data. Formatting also enables you to take full advantage of Notion’s advanced features, such as creating rollups, linked databases, and formula fields.

Utilize Linked Databases for Cross-Referenced Data

One of Notion's unique features is its ability to create linked databases. This allows you to reference data from one database in another, which is particularly useful when dealing with large or complex datasets.

Example Use Cases

If your Google Sheets data includes sales information, you can link this database to a separate database containing customer information to see who purchased what.

If you're managing projects, you can link a task database to a project database, allowing you to view and track the tasks related to a specific project.

How to Create Linked Databases

Create a new page in Notion and type /link the database.

Select the database you want to link. You can then filter or sort this linked database independently of the original.

This is especially useful for cross-referencing data, creating reports, or simplifying complex workflows.

Pros

It avoids data duplication by allowing you to link existing data across different pages or projects.

Increase efficiency by keeping related information in sync across different parts of your workspace.

Custom Views and Filters for Tailored Insights

Notion’s database views offer more than just organizing data into a table or list. You can create custom views and apply filters or sorts to gain insights or focus on specific aspects of your data.

Creating Custom Views

In your Notion database, click the + Add a View button and choose how you’d like to visualize the data (e.g., table, board, calendar). For each view, you can customize which properties (columns) are displayed and in what order.

Applying Filters

To filter data, click the Filter button at the top of your database. Set conditions to show only the data you want. For instance, filter out rows based on date ranges, specific tags, or numeric values.

Why Custom Views and Filters Matter

Custom views allow you to focus on what’s most important without losing sight of the bigger picture. Filters help narrow down large datasets into manageable, actionable chunks, making data easier to work with.

Use Formulas for Advanced Data Management

If your Google Sheets included formulas to calculate totals, averages, or other data points, you can replicate many of these functions in Notion using its built-in formula feature.

How to Use Formulas in Notion

Open your Notion database and add a new column. Set the column type to Formula.

Click into the formula field and write a formula to perform calculations based on other columns. Notion formulas can handle basic arithmetic, logical operators, and even date calculations.

Examples

Calculate sums, averages, or percentages based on numerical data.

Create conditional formatting, such as highlighting rows when a certain condition is met.

Benefits of Notion Formulas:

Keeps your data dynamic and up-to-date without needing external tools like Google Sheets.

Improves overall data management by automating calculations and logical operations.

Best Practices for Ensuring Data Integrity During the Migration

Clean Your Data Before Migration

Start by cleaning the data in Google Sheets. This step will help you avoid importing incorrect or inconsistent information into Notion. A neat and tidy data set will also ensure that Notion’s databases function smoothly once your data is transferred. To clean your data, follow these steps:

Remove Duplicates

Use Google Sheets’ built-in functionality to find and remove duplicate entries.

Check for Missing Data

Ensure critical fields like dates, names, or identifiers are filled in. Use conditional formatting to highlight any missing or erroneous data.

Standardize Formats

Ensure that date, number, and text formats are consistent. For instance, ensure that all dates are in the same format (e.g. MM/DD/YYYY) to avoid errors during the import process.

Mapping Your Data Structure Correctly

Before transferring your data, deciding how it will be organized in Notion is essential. Notion databases are highly flexible, but this means you’ll need to map your data correctly from Google Sheets columns into Notion properties. To map your data, follow these steps:

Identify Key Data Columns

Note the essential columns in your Google Sheet that will be transferred, such as names, emails, dates, or project details.

Choose Appropriate Notion Properties

Map these columns to Notion’s database properties. For example:

Google Sheets “Date” column → Notion’s “Date” property.

Google Sheets “Project Name” column → Notion’s “Title” property.

Google Sheets “Assigned Person” column → Notion’s “People” property.

Testing the Migration Process

Before you transfer large amounts of data, test the migration process with a small sample. This allows you to identify any potential issues early on without disrupting your workflow. To conduct a test migration, follow these steps:

First, select a subset of data (e.g., a single sheet or a few rows) from Google Sheets to transfer.

Import this test data into Notion using your chosen method (e.g. CSV import or Zapier integration).

Review the imported data in Notion to ensure all information appears as expected and has correct formatting and placement.

Backing Up Your Data

Before initiating the final migration, always back up your data. This ensures that if anything goes wrong during the migration process, you have a secure copy of the original data that you can revert to.

Here are a few ways to back up Google Sheets data:

Download as CSV

Save your Google Sheets data as a CSV file. This is a universally supported file format that can be imported into most platforms, including Google Sheets and Notion, if needed.

Create a Duplicate Sheet

Make a copy of the entire sheet or workbook in Google Sheets to preserve the original data structure.

Google Drive Backup

Use Google Drive’s built-in backup functionality to keep a version history of your Google Sheets documents.

Verifying Data After Migration

Once the data is transferred to Notion, verifying that the migration was successful is essential. This involves checking that all the data has been transferred correctly and that there are all the correct entries. Here are some post-migration checks to perform:

Complete Data

Ensure that every row from your Google Sheets has been transferred to Notion without missing entries.

Correct Formatting

Verify that the formatting of data (dates, numbers, names) is consistent and matches what was originally in Google Sheets.

Functional Automations

If you’ve set up automations with NoteForms, Zapier, or other tools, test them to make sure they’re working with the newly imported data.

Ongoing Data Maintenance

Once your data is in Notion, it’s important to establish ongoing data maintenance practices to keep everything organized and up to date. This involves regularly reviewing your databases, cleaning up any outdated entries, and ensuring that automations continue to run smoothly.

Here are a few tips for ongoing data maintenance:

Schedule Regular Reviews

Set aside time each month or quarter to review your Notion databases, ensuring everything is still relevant and accurate.

Update Automations as Needed

As your workflows evolve, your automations may need adjustments. Periodically review any NoteForms, Zapier, or integration workflows to ensure they align with current needs.

Archive Old Data

Consider archiving older data for databases that grow large over time to keep your active workspace clean and efficient.

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Features and Capabilities to Look for When Organizing Data

The Importance of a User-Friendly Interface to Improve Data Organization

Any form builder must have a user-friendly interface. Look for platforms that offer intuitive design tools that allow you to create forms quickly without needing extensive technical knowledge. A straightforward drag-and-drop interface can make setting up and customizing forms much easier, enabling you to focus more on data collection rather than getting bogged down in design complexities.

Customizable Fields and Logic Make Forms Work for You

Customization is critical in ensuring that your forms collect the right information. Look for tools that allow you to customize fields according to your specific needs. Additionally, the ability to implement conditional logic—where certain fields or questions are shown or hidden based on previous answers—can help tailor the form experience and improve data quality by reducing irrelevant responses.

Integration Capabilities Enhance Your Existing Workflow

The ability to integrate with other tools is vital for a seamless workflow. Check if the platform supports integrations with email, Slack, Zapier, or other tools you currently use. This allows for more automated actions, such as sending notifications when a new submission arrives or connecting your forms to other databases, enhancing the overall efficiency of your processes.

Data Management Features Support Effective Organization

Effective data management capabilities, such as unlimited forms and submissions, can significantly improve your workflow. Ensure that the tool you choose allows you to store and manage vast amounts of data without limitations. Features that support sorting, filtering, and categorizing submissions will make it easier to navigate through the collected data and find what you need quickly.

Notion-Specific Support Ensures Seamless Integration

For users leveraging Notion, it’s essential to look for tools that support Notion-specific features, such as the ability to map responses to Notion's unique column types (like relations and people fields). This compatibility ensures that the integration will work seamlessly with your existing Notion databases, helping you maintain a cohesive workflow.

Analytics and Reporting Offer Insights for Better Decision-Making

Understanding the data you collect is vital for making informed decisions. Choose a platform that offers robust analytics and reporting features. These could include visual representations of your data, metrics on submission trends, and insights into user responses. This functionality allows you to derive actionable insights from your data, helping you improve your processes over time.

Security and Compliance Protect Your Data

Data security should never be overlooked. Make sure the tool you select adheres to industry-standard security measures, including encryption, secure data storage, and compliance with regulations like GDPR. This ensures that your data remains safe and that you’re respecting the privacy of the individuals providing their information.

Troubleshooting Common Issues During Data Migration

Missing Data? Here’s What to Do

One of the most common issues during migration is incomplete data transfer, where some rows or entries from Google Sheets do not make it to Notion.

Possible Causes

Size Limitations

Notion limits the number of entries that can be imported at once, which might cause some data to be left behind.

Incorrect File Formats

Some entries may fail to import if the data is not formatted correctly (e.g., unsupported characters, incompatible data types).

Solutions

Break Up the Data: If you're transferring a large dataset, consider breaking it up into smaller batches. Import these batches one at a time to ensure all data is captured.

Check Formatting: Ensure that your data in Google Sheets is properly formatted. For example, ensure dates are in a recognizable format and that no unsupported characters are present.

Help! My Data Looks All Wrong!

After transferring data, you may notice that some information needs to be placed in the correct fields or misaligned.

Possible Causes

Mapping Errors

Incorrectly mapping Google Sheets columns to Notion properties during the import process can lead to misalignment.

Hidden Columns

If there are hidden columns in Google Sheets, they may not be accounted for during the transfer, resulting in missing data.

Solutions

Double-Check Mappings: Before importing, thoroughly review your data mappings to ensure each Google Sheets column is correctly assigned to its corresponding Notion property.

Unhide All Columns: Before exporting or transferring data, ensure that all relevant columns in your Google Sheets are visible.

Formatting Data Issues

Data formatting problems can arise during migration, leading to issues with how data appears in Notion.

Possible Causes

Inconsistent Formatting

Different formats for dates, numbers, or text in Google Sheets may cause Notion to misinterpret the data.

Unsupported Characters

Special characters or emojis may need to be properly recognized by Notion, resulting in errors or lost data.

Solutions

Standardize Formats: Before migration, Ensure all Google Sheets data is consistently formatted. For example, make sure dates are all in the same format.

Clean Up Data: Remove any unsupported characters or emojis that might cause issues during the import process.

What Happened to My Automations?

If you’ve set up automations using NoteForms or other tools, you might find that they fail to work after the migration.

Possible Causes

Database Configuration Changes

Changes in the structure of the Notion database post-migration can disrupt existing automations.

Incorrect Integration Settings

If you’re using integrations with Zapier or similar tools, the settings may not transfer properly or may need to be updated.

Solutions

Review Automations: After migration, check the configurations of any automations in NoteForms or Zapier. Make necessary adjustments to reflect the new structure of your Notion database.

Test Integrations: Run tests on your integrations to ensure they’re functioning as expected. If issues arise, revisit the integration settings.

The notion is Running Slow!

After migrating a large amount of data, you may notice that Notion runs slower or encounters performance issues.

Possible Causes

Data Overload

Substantial data can slow down Notion's performance, especially if your databases have complex relations or multiple views.

Heavy Automations

If automations involve significant processing, they may impact overall performance.

Solutions

Optimize Databases: Break large databases into smaller, more manageable segments. Use linked databases to maintain connections without overloading a single view.

Simplify Automations: Review and streamline automations to minimize their load on the system. Ensure that they run efficiently without unnecessary processing.