What Are Notion Embeds? A Simple Guide to Using Them

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Using Notion for Business is great until you realize that you need to take it to the next level to achieve your goals. This is often the case when you hit a wall with your productivity, organization, or collaboration efforts in Notion. Sure, Notion is excellent out of the box. But when you need something more tailored to your needs, Notion embeds can help you customize your workspace to boost performance and help you achieve your objectives.

In this guide, we’ll explore the ins and outs of Notion embeds to get you unstuck and on your way to your goals. Notion embeds let you bring outside content into your Notion pages so you can customize your dashboard and database views. This means you can organize your Notion workspace to fit your unique preferences and project requirements for improved productivity and collaboration.

For example, suppose you’re working on a project with many moving parts. In that case, you can use Notion embeds to bring in the relevant data from outside sources like Google Drive or Airtable so you can see everything in one place without jumping between applications.

What Are Notion Embeds?

Notion embeds allow you to integrate external content directly into your Notion workspace. Instead of navigating to separate platforms, you can display content from various external sources within a Notion page. For example, if your team uses Google Docs to collaborate on a written project, you can embed the Google Doc directly into Notion instead of just linking to it.

This way, your team can access all contexts in one place. Depending on the source, notion embeds can be interactive and provide live updates, allowing you to create a highly dynamic, centralized workspace without switching between different tools or apps.

Characteristics of Notion Embeds

Notion embeds have some key characteristics that make them incredibly useful for business productivity.

Versatility

Notion supports embedding content from a wide array of external platforms. You can embed videos, designs, documents, charts, and even forms depending on your needs.

Interactive

Many embeds are live and interactive. For example, an embedded Google Doc can be edited directly in Notion, or a YouTube video can be played without leaving the platform.

Real-Time Updates

Some embeds, such as Google Sheets or Figma files, update in real time, meaning any changes made on the original platform are automatically reflected in Notion.

Customization

You can resize and rearrange embeds within Notion pages, making it easy to create organized layouts that match your workflow and design preferences.

Types of Notion Embeds

Here are some of the most popular types of content you can embed in Notion:

Videos

Embed YouTube, Vimeo, or Loom videos to provide visual content directly within your workspace.

Designs

Integrate design files from tools like Figma and Adobe XD, ideal for teams collaborating on visual projects.

Documents

Use Google Docs, PDFs, or spreadsheets to display essential documents without toggling between apps.

Calendars

Embed Google Calendar to track events and deadlines within your Notion page.

Forms

Incorporate forms from external services like Google Forms or specialized Notion-integrated form tools like NoteForms.

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Step-by-Step Process for Using Notion Embeds

1. Identify the Content You Want to Embed

First, decide what type of external content you need to embed. Notion supports a variety of file types and platforms, including:

Videos

YouTube, Vimeo, Loom

Documents

Google Docs, PDFs, Sheets

Designs

Figma, Adobe XD

Calendars

Google Calendar

Forms

Google Forms, Typeform, or forms created with NoteForms. Once you've chosen your content, get the proper sharing link.

2. Copy the Embed Link

After identifying the platform you want to embed from, follow these steps to retrieve the correct link:

YouTube/Vimeo Videos

Click the "Share" button below the video and copy the link.

Google Docs/Sheets/Slides

Ensure the document is either public or set to be shared with anyone using the link. Then, click on the “Share” button and copy the generated link.

Figma/Adobe XD Designs

Open the design you want to embed, click the “Share” button, and copy the link.

Google Calendar

Go to your calendar settings, make it public (if necessary), and copy the link under “Integrate calendar.”

Forms

Copy the embed link provided by Google Forms or use NoteForms for smooth integration with Notion databases.

Make sure the link is public or shared appropriately to allow embedding.

3. Open Your Notion Page

Once you’ve copied the shareable link, go to the Notion page where you want to embed the content. You can either:

Use an Existing Page

Add embeds to ongoing projects or established workspaces where they add value, such as your dashboard or a research page.

Create a New Page

If you’re starting from scratch, you can create a new page by clicking the “+ New Page” button on your Notion sidebar.

4. Embed the Link

You can embed content in Notion using two simple methods:

1. Using the “/embed” Command

Click on any empty block on your Notion page. Type /embed and select the “Embed a link” option from the dropdown menu that appears. Paste the link into the provided input box and hit the Embed button. The content will now appear as an interactive, embedded block on your page.

2. Paste the Link Directly

Alternatively, you can paste the link directly into any empty block. Notion will automatically detect if the link is embeddable and allow you to convert it into an embed. Click Embed when prompted, and the content will display on your page.

5: Resize and Organize the Embed

Once the embed is added, you can customize its appearance to fit seamlessly into your Notion page layout:

Resizing

Click on the sides of the embed block to resize it to the desired width. If you’re embedding a video or chart, resizing might improve readability and visual presentation.

Repositioning

Notion allows you to move blocks around freely. You can drag and drop the embed to different parts of your page or place it alongside other blocks, such as text or images, for a clean and organized layout.

6. Interact with the Embed

Many embeds in Notion allow you to interact with the content directly without needing to leave the platform:

Google Docs/Sheets/Slides

You can view and edit the document or spreadsheet inside Notion, which is especially useful for collaborative teams.

Figma Files

You can view, comment on your Notion page, or interact directly with design prototypes.

YouTube/Vimeo

Play videos without the need to navigate to a new tab.

Google Calendar

View upcoming events or deadlines right inside Notion.

Forms (NoteForms)

Users can fill out forms embedded in Notion, with submissions stored directly in Notion databases (more on this in the NoteForms section).

7: Manage Permissions and Privacy

A critical aspect of embedding content in Notion is ensuring that the embedded content is shared with the appropriate permissions:

Public Links

For anyone to view or interact with the embedded content, the external source must be set to public or accessible via the shared link.

Access Control

If your workspace is private or shared with a limited group, ensure the external content’s sharing permissions match your collaboration needs.

Famous Examples of Notion Embeds

Boost Your Notion Experience with NoteForms

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!

Collaborative Document Management

Embed Google Docs or Sheets directly into Notion pages to work on shared documents or spreadsheets without leaving the workspace. For example, team members can co-edit a business proposal or a budget plan in real time within a Notion project dashboard.

Instructional Videos

Embed YouTube tutorials, presentations, or explainer videos into Notion to create interactive educational resources. This is particularly useful for educators, marketers, or teams that rely on video content for training or product demonstrations.

Design Collaboration

Embed live Figma designs into Notion so that design teams can collaborate and provide project feedback. This eliminates the need to switch platforms and ensures that the most up-to-date designs are always visible.

Location Integration

For event planners or businesses with multiple locations, embedding Google Maps allows you to showcase specific addresses or create location-based itineraries directly on a Notion page. This is particularly useful for organizing travel or setting up logistics for teams.

Task Management

Trello boards can be embedded to display real-time task management updates. This provides an efficient way for project managers to track team progress on specific tasks directly within a Notion dashboard.

Form Submission

Surveys, feedback, or registration forms can be embedded to collect data. For example, marketers can embed lead generation forms directly on a Notion landing page, making gathering responses in one place more accessible.

Code Snippets

Developers can embed GitHub Gists into Notion to showcase code snippets, enabling teams to review or share code within the workspace. This is particularly helpful in collaborative development environments where sharing live code updates is necessary.

Embedding Twitter feeds or individual tweets in Notion allows marketers or social media managers to monitor and highlight real-time social interactions, discussions, or feedback related to their brand or industry.

Multimedia Projects

Creatives or podcasters can embed Spotify playlists to create interactive multimedia projects. This feature commonly showcases curated playlists or episodes on a branded Notion page.

Scheduling Integration

Embed Calendly links to facilitate easy scheduling of meetings or appointments. This is especially useful for sales teams, freelancers, or consultants who need a seamless way to organize meetings without leaving Notion.

Benefits of Using Notion Embeds for Different Niches

Notion Embeds for Educators and Students: Enhancing Learning and Collaboration

Notion embeds can significantly enhance the educational experience for both teachers and students. Using embeds, educators can create interactive class notes and centralized learning resources that improve organization and promote student collaboration. Notion embeds help create a unified digital workspace for group projects so that all students can easily organize their findings and access the latest information.

For example, students can research academic papers, YouTube videos, and other resources, embedding these findings directly into their class notes in Notion. Teachers can also use embeds to improve their workflows. Instead of using multiple tools for a single project, educators can seamlessly integrate external resources into their Notion pages to create interactive lesson plans and improve class learning.

Notion Embeds for Project Managers and Teams: Streamlining Workflows

Project managers and teams can use Notion embeds to organize and streamline projects. By embedding external resources directly into Notion, teams can reduce the number of tools they use for a project, creating a more efficient workflow. For example, a team could embed Google Sheets, a Figma design, and a Trello board into a single Notion page to help organize their project. Notion embeds allow real-time updates, so the information remains current without opening and switching between multiple tabs or applications. This reduces the risk of working off outdated data and improves team collaboration.

Notion Embeds for Freelancers and Creatives: Improving Client Interactions

Freelancers can use Notion embeds to create organized workspaces for client projects. For instance, a freelancer could embed a project timeline, an invoice template, and a creative brief into a Notion page to help manage their communications with a client. This allows the freelancer to stay organized and present a cohesive front to the client.

Instead of sending multiple emails back and forth as they complete a project, the freelancer can invite the client to the Notion page so they can access all the information in one place. Notion embeds also allow freelancers to present their work more effectively. For example, a graphic designer could embed their Behance portfolio into a Notion page to showcase their work to a prospective client, allowing easy navigation without leaving the page.

Notion Embeds for SaaS Startups: Improving Team Collaboration

SaaS startups often use multiple tools to develop their products. Notion embeds allow teams to organize their work by bringing information from these external applications into Notion. For example, a team might use GitHub to track software issues, Figma to design the user interface, and Jira to manage their agile development process. The team can easily track progress and updates from one centralized location by embedding these tools into a Notion page.

This improves collaboration and helps ensure that everyone is on the same page as they work to develop the product. Notion embeds also improve startups' data collection processes. By embedding forms and templates for collecting user feedback or testing data, teams can streamline operations and ensure all results are organized in a central database within Notion.

Notion Embeds for Researchers and Academics: Enhancing Organization and Collaboration

For researchers, Notion embeds can help create centralized hubs for their projects to improve organization and collaboration. By embedding external resources directly into Notion, researchers can create portals for their projects to help organize findings and enhance workflows.

For instance, a researcher might embed academic papers, data visualizations, and PDFs into a Notion page to help manage their project. This allows them to access information quickly and reduces the risk of losing files as they work. If the researcher is collaborating with a team, they can invite others to the Notion page so everyone can access the same information. Notion embeds also allow for real-time updates, so any changes made to the external files will automatically sync in Notion.

Notion Embeds for Marketers and Content Creators: Improving Collaboration and Organization

Marketers and content creators can use Notion embeds to improve workflows and organize projects. For example, a marketing team could embed an external editorial calendar, social media analytics from Hootsuite, and a campaign tracking dashboard into a Notion page to help organize their upcoming content marketing project.

This would allow the team to easily access all the information in one place and reduce the number of tools they have to juggle for the project. Notion embeds also enhance the interactivity of marketing and content creation projects. For instance, a content creator could embed a YouTube video directly into their Notion page instead of just linking to it. This makes their workspace more dynamic and engaging and can also help with organization.

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What Is NoteForms and How Can It Help Me?

NoteForms is a powerful form-building tool explicitly designed for Notion users. It allows you to create fully customizable forms that integrate directly into your Notion workflow. Unlike standard form embeds, NoteForms gives you complete control over collecting, managing, and storing data within your Notion pages and databases.

How NoteForms Enhances Notion for Different Niches

NoteForms can streamline lead collection, client onboarding, and feedback management for SaaS Startups. By embedding forms into Notion, startups can centralize customer data and automate key workflows, cutting operational costs.

For Educators

NoteForms is perfect for educators who want to collect student submissions, conduct surveys, or manage assignments. The collected data flows directly into Notion databases, making it easy for educators to track student progress and provide feedback.

For Notion Power Users

For those deeply integrated with Notion, NoteForms unlocks a higher level of productivity by connecting forms with complex database structures. Whether you’re managing personal projects, teams, or clients, NoteForms allows for efficient data collection without leaving Notion.

For Content Creators

Collect feedback, ideas, or community responses directly through NoteForms. With unlimited submissions and customizable design, content creators can gather input from their audience and organize it in a simple, structured way inside Notion.

Frequently Asked Questions About Notion Embeds

What types of content can I embed in Notion?

Notion supports a diverse array of content types that can be embedded, enhancing your workspace's interactivity and functionality. Here are some key categories of content you can embed:

Documents

You can embed Google Docs, Sheets, and Slides, making it easy to collaborate on documents without leaving your Notion page. This feature is handy for teams relying on Google Workspace for document management, allowing seamless editing and feedback.

Media

Incorporate multimedia elements by embedding YouTube videos, Spotify playlists, and SoundCloud tracks. This capability allows you to create rich, engaging pages with visual and audio content, making your presentations, lessons, or project proposals more dynamic.

Design Tools

Using design tools like Figma or Adobe XD, you can embed files directly into Notion. This benefits design teams, allowing stakeholders to view and comment on designs in real time without switching between platforms.

Maps

With Google Maps embeds, you can include location-based information, such as event venues or project sites. This feature helps provide context and details about geographical locations relevant to your projects.

Project Management

You can embed content from project management tools like Trello boards or Asana tasks. This lets you visualize project progress and task assignments within your Notion workspace, streamlining project tracking.

Forms

Embed forms created with NoteForms, Google Forms, or Typeform to collect data directly within Notion. This integration simplifies data collection processes, making it easy to gather feedback, registrations, or surveys without the need to navigate away from your workspace.

What types of content can I embed in Notion?

NoteForms provides a robust integration that links your form submissions directly to existing Notion databases, significantly enhancing data management. Here’s how it works:

Direct Linking

When you create a form using NoteForms, you can specify which Notion database the submissions will populate. This ensures that all collected data is organized and stored in one central location, making it easier to access and analyze.

Automatic Data Entry

Once a user submits a form, the data is automatically transferred to the specified Notion database. This eliminates the need for manual data entry, which can be time-consuming and prone to errors. The automation not only saves time but also ensures that your data remains up-to-date and accurate.

Support for Notion-Specific Columns

NoteForms is designed to accommodate Notion's unique database features, such as relations and people. This means you can create forms that interact with complex database structures, allowing nuanced data management. For instance, if your database includes a "Relation" column linking to another database, form submissions can automatically reference these relationships, enriching your data context.

Centralized Data Management

By storing all submissions within Notion, you gain the advantage of centralized data management. This allows for more accessible information tracking, organization, and retrieval, enabling better decision-making based on comprehensive data analysis.

Create a Form for Free Today with our Notion Forms Builder

What types of content can I embed in Notion?

Absolutely! One of the standout features of NoteForms is its full customization options, which allow you to design forms that align perfectly with your brand identity. Here’s a closer look at the customization capabilities:

Design Flexibility

NoteForms lets you modify various design elements, including layouts, colors, fonts, and button styles. This flexibility allows you to create visually appealing forms that match your brand's aesthetics, enhancing user engagement and trust.

Custom Domains

You can set up custom domains for your forms, which adds a professional touch and reinforces brand recognition. For example, instead of a generic form link, you can use a URL that reflects your brand, making it easier for users to remember and trust.

Advanced Layout Options

With NoteForms, you can create forms with multi-column layouts, sections, and conditional logic. This means you can guide users through the form experience based on their previous answers, making it more intuitive and user-friendly.

Responsive Design

The forms created with NoteForms are designed to be responsive, ensuring they look great on any device, whether a desktop, tablet, or smartphone. This is particularly important for user experience, as many users may access forms on different devices.

Preview and Testing

NoteForms provides a preview option to see how your form will appear to users before it goes live. This feature allows testing and adjustments to ensure everything looks and functions as intended.

Overall, the ability to fully customize forms using NoteForms enhances their visual appeal and ensures they meet your and your user's specific needs, resulting in a more effective data collection process.