How to Make Notion Private (6 Easy Steps)

Do you ever feel like your digital workspace is as public as a city square?

With the increasing importance of privacy, online marketers are seeking ways to secure their valuable data and projects.

Notion, a versatile workspace tool, offers robust privacy features, but do you know how to make the most of them?

In this simple guide, I’ll walk you through Notion’s privacy settings, helping you transform your workspace into a digital fortress.

From creating private workspaces to mastering page-level permissions, we’ve got you covered.

Making Notion Private: Pros and Cons

This table provides a quick overview of the advantages and disadvantages of implementing privacy settings in Notion.

Enhanced Data SecurityComplexity in Implementation and Management
Build Client TrustLearning Curve for Users
Focused CollaborationPotential Access Limitations
Prevent Accidental Data Sharing
Aid in Legal Compliance

How to Make Notion Private in 6 Easy Steps:

  1. Create Private Workspaces: Begin by setting up separate private workspaces for different projects or teams within Notion.
  2. Utilize Page-Level Permissions: Ensure confidentiality by adjusting page-level permissions, allowing only authorized users to access specific content.
  3. Assign Roles and Permissions: Fine-tune access by assigning roles and permissions to team members based on their needs.
  4. Generate Shareable Links: Share content selectively using expiring shareable links, allowing controlled access to specific pages or blocks.
  5. Activate Two-Factor Authentication (2FA): Enhance security by activating 2FA for your Notion account, adding an extra layer of protection.
  6. Regularly Audit Permissions: Periodically review and update permissions to keep your workspace secure and aligned with your evolving needs.

Why You Should Make Notion Private?

You’re an online marketer, and your workspace is like a treasure trove of marketing strategies, content ideas, and client data.

It’s a goldmine that you’ve painstakingly curated over the years. But here’s the catch — it’s all out in the open, accessible to anyone who stumbles upon it.

This is where making Notion private becomes not just a choice but a necessity. Here are compelling reasons why:

i). Protect Your Intellectual Property:

Your marketing strategies, campaign plans, and unique content ideas are your intellectual property. Keeping them private ensures they remain exclusively yours, shielding your competitive edge.

ii). Client Confidentiality:

As an online marketer, you likely handle sensitive client data. Making Notion private safeguards this information, maintaining trust and professionalism.

iii). Streamlined Collaboration:

While privacy is crucial, so is teamwork. Private workspaces and page-level control in Notion allow you to collaborate securely. You can work effectively with your team without compromising data integrity.

iv). Prevent Unintentional Leaks:

Accidents happen. Without proper privacy settings, you risk accidentally sharing confidential data with the wrong audience. Making Notion private acts as a safety net, preventing such mishaps.

Depending on your industry, you might be obligated by legal regulations to protect certain data. Notion’s privacy features can help you stay compliant.

vi). Peace of Mind:

Essentially, knowing that your digital workspace is private provides peace of mind. You can work without the constant worry of data breaches or unauthorized access.

Note: In the ever-evolving landscape of online marketing, where data is king, making Notion private is your shield and sword.

It’s not just about keeping your secrets; it’s about thriving in a competitive world while maintaining the trust of your clients and collaborators.

Understanding Notion’s Privacy Settings:

When it comes to online marketing, safeguarding your strategies, content, and data is paramount. Notion provides you with the tools to do just that.

Native Privacy Features: Notion comes equipped with native privacy features that put you in control. At its core, it operates on three levels: workspace, page, and block permissions.

Think of it as a secure building with multiple layers of access.

Workspace Privacy: Creating private workspaces is your first step in Notion. These are like separate offices within your digital workspace building.

Each can have its own access rules and invite-only policies, making it ideal for managing different projects, teams, or clients.

Page-Level Control: Imagine you have a top-secret project nestled inside your workspace. Page-level privacy ensures that only those with clearance can access it. You can set restrictions for viewing and editing, keeping your confidential data safe.

Example: Let’s say you’re working on a groundbreaking marketing campaign, and you want to share it only with your core team.

With Notion’s page-level privacy, you can ensure that outsiders won’t stumble upon your plans accidentally.

Collaboration and Permissions:

In the world of online marketing, teamwork makes the dream work. Notion makes collaboration a breeze while maintaining your privacy.

Assigning Permissions:

You can assign roles and permissions to team members. It’s like granting keys to different rooms in your workspace building.

For example, you might have a content writer who needs access to blog drafts but not financial data. Notion lets you fine-tune these permissions.

Tip: Consider what each team member needs access to, and assign permissions accordingly. This not only protects your data but also streamlines collaboration.

Sharing Private Content:

While keeping your work private is crucial, there are times when you need to share it selectively. Notion offers options for this too.

Shareable Links: You can generate shareable links for specific pages or content blocks. It’s akin to handing out limited-access passes to a VIP event.

These links can be set to expire, ensuring that your content doesn’t linger in the wrong hands.

Securing Your Notion Account:

Online marketers deal with a treasure trove of data. Securing your Notion account is the digital equivalent of fortifying your castle.

Two-Factor Authentication (2FA): Think of 2FA as an extra layer of defense. It requires a unique code from your smartphone in addition to your password.

This ensures that even if someone has your login details, they can’t access your account without your phone.

Tip: Activate 2FA for added security. It’s a small effort that goes a long way in safeguarding your data.

Best Practices for Privacy:

Let’s talk about some tried-and-true strategies for maintaining privacy in Notion.

Organizational Magic: Just as you’d neatly categorize your physical files, do the same in Notion. Create well-labeled databases and pages to keep your digital workspace clean and efficient.

Regular Audits: Periodically review and update permissions. Teams change, projects evolve. Make sure your Notion workspace grows with you.

Troubleshooting Privacy Issues:

In the world of online marketing, time is money. Don’t let privacy issues slow you down.

Common Problems and Solutions: Address common privacy issues head-on. For example, if someone accidentally gets locked out of a page, guide them through the recovery process.

Real-World Case Study: A marketing team facing a permissions mix-up right before a crucial presentation can benefit from Notion’s recovery process, they regain access and save the day.

Notion vs. Microsoft Teams vs. Zoom vs. Mattermost

Notion isn’t the only player in the field. Let’s see how it stacks up.

FeaturesNotionMicrosoft TeamsZoomMattermost
Workspace Privacy✔️✔️✔️
Page-Level Control✔️✔️
Collaboration Features✔️✔️✔️✔️
Two-Factor Authentication✔️✔️✔️✔️
Video Conferencing✔️✔️
Open-Source Option✔️

How to Create a Workspace in Notion

Follow these six simple steps to create a Notion workspace:

  1. Sign In or Create an Account: Go to the Notion website, sign in with your existing account, or create a new one.
  2. Start a New Workspace: Click on “Workspace” in the left sidebar and select “Create a Workspace.”
  3. Name Your Workspace: Give your workspace a name and optionally upload a profile picture.
  4. Invite Members: Invite team members by entering their email addresses. You can choose their roles and permissions.
  5. Explore Templates (Optional): Choose from various templates to start with pre-designed pages or create your workspace from scratch.
  6. Begin Customizing: Start adding pages, databases, and content to your workspace, tailoring it to your specific needs and projects.


Mastering Notion’s privacy settings is your key to a secure, organized, and efficient digital workspace.

These easy steps and best practices will help you protect your marketing assets, as well as streamline collaboration.

So, go ahead, fortify your digital fortress, and conquer the world of online marketing with Notion.