Notion Offline: How to Use It, What Works and What Doesn’t
Discover everything you need to know about using Notion offline in this comprehensive guide. Learn the steps to access Notion without an internet connection, the technical limitations of offline mode, and some tips & workarounds to using Notion offline.
Notion is a powerful tool for organizing your life, work, and everything in between. However, one common complaint among users has been the lack of offline functionality. Well, that frustration is officially over! Offline mode is now available in Notion, which should make it more practical in low-connectivity situations.
In this blog post, we’ll explore the latest offline features and share useful tips to make sure your offline usage remains uninterrupted.
Whether you're stuck on a long flight, working from somewhere with spotty internet, or dealing with those inevitable connection hiccups, you'll know exactly how to keep your Notion setup accessible and functional offline.
Before you head into offline territory, make sure the page(s) you plan to work on are made available offline.
Begin by navigating to the page you wish to access offline. Locate the three dots in the upper right corner of the interface and select "Available Offline." The system will display a download progress indicator as it prepares your content for offline use.
Note that Notion automatically enables offline access for your favorite and recently accessed pages on Plus, Business, and Enterprise plans.
Now, any changes you make offline will save locally and sync automatically the next time your device connects to the internet.
2. Verify and Manage Downloaded Pages
To confirm your pages downloaded correctly and see what else is available offline, go to the Offline section in Settings. This shows you all the pages that are saved on your device. You can see both the pages you chose to download and the ones Notion saved automatically.
If you don't need certain pages offline anymore, you can remove them from this same area. You can also turn off automatic downloads here if you want to choose which pages to save yourself.
3. Working with Databases & Sub-pages
When downloading pages that contain databases, Notion automatically saves only the first 50 rows. If your database has more entries, you'll need to download the additional rows manually to access them offline. Sub-pages work similarly - they don't download automatically when you save the main page. You'll need to make each sub-page available offline individually by following the same process. This means if you have a page with several sub-pages or a large database, you'll need to plan ahead and download each piece of content separately to ensure you have everything you need when working offline.
4. Enable Offline Access across Multiple devices
An important thing to keep in mind is that offline downloads are specific to each individual device. Pages saved for offline use on your laptop will not automatically be available on your phone or tablet.
To access your content offline on multiple devices, you'll need to repeat the download process on each device where you want offline access. Simply follow the same steps outlined above for every device you plan to use. This ensures you can work seamlessly across all your devices, even when internet connectivity isn't available.
Limitations & Challenges of Using Notion Offline
While using Notion offline can be a lifesaver in certain situations, it does come with its limitations and challenges. Understanding what you can and can’t do in offline mode will help you set realistic expectations and avoid frustration.
Limited Block Types
Certain blocks, like embeds, AI blocks, forms, and buttons, do not work offline. While basic text and organizational blocks are available, some integrations and advanced components will display as unavailable until back online.
No Real-Time Collaboration
As changes made offline are only synced once back online, edits by multiple users on the same content may lead to sync conflicts, especially with non-text properties (like select fields in databases), where merging is harder. Notion has developed a special CRDT (Conflict-free Replicated Data Types) system to reduce such conflicts and improve consistency, but it doesn’t fully eliminate the issue.
Databases are Partially Downloaded
Only the first 50 rows of the initial view of any database are available offline; further rows, other views, or advanced features (such as filters, sorts, properties) beyond the default may not function as expected offline.
No Sharing or Permission Changes
Sharing pages, inviting collaborators, and editing permissions are unavailable offline. These functions require an internet connection.
Access Restrictions
One of the primary limitations of Notion's offline mode is restricted access. You can only work on pages that you’ve previously downloaded while online. This means if you forgot to download a specific page, you won't be able to access it until you're back online.
Tips & Workarounds to Using Notion Offline
While Notion’s offline mode is still finding its footing and comes with a fair share of limitations, there are a few clever workarounds and tips that can make the experience smoother and far more usable when you’re disconnected.
Database Limitation
Currently, offline mode only supports up to 50 rows in a database, which can be frustrating for users handling larger datasets.
One effective workaround is to prioritize what matters most: put your most important filtered view at the top so it’s available right away. If you need to access multiple slices of the same data, you can create linked database views, each with a different filter as the first view. This way, you’ll have ready access to the specific segments you rely on most, even when offline.
Offline Hub
Another helpful strategy is to set up an “Offline Hub” page, a central page containing links to all the documents and databases you’ll want while traveling. By toggling each linked page offline in advance, you ensure they’ll be available once you disconnect.
Team Collaboration
Finally, when working on team pages offline, it’s best to annotate rather than rewrite, or make use of the “Suggest edits” feature. This minimizes sync conflicts and makes it easier to tidy things up once you’re back online.
Third-Party Apps for Using Notion Offline
Various users have shared workarounds relying on third-party apps to bridge the gap, using Notion in conjunction with other tools that offer better offline capabilities.
While these solutions aren’t perfect, they help users improve some of their workflows until Notion can potentially offer more robust offline support.
Here are some popular third-party apps that can help you use Notion offline more effectively:
Instant Notion is a specialized tool designed to facilitate offline access and management of your Notion workspace. It allows you to work with your Notion data offline and sync any changes back to your Notion account once you're online.
Notion Entry is a mobile app designed to enhance offline access and management of your Notion workspace. It allows you to work with Notion content offline and synchronize any changes with your Notion account once you're back online.
Syncthing is an open-source tool for continuous file synchronization between devices. It can help you keep a local backup of your Notion pages and databases, ensuring you have access to your content even when offline.
Notion Alternatives with Offline Access
While waiting for Notion to potentially develop more comprehensive offline capabilities, users have turned to alternatives. Here are two popular ones:
Evernote is a versatile note-taking app that supports offline access. You can use it to create and manage notes offline, then sync them with Notion when you’re back online.
Obsidian is a powerful knowledge base that works completely offline and stores your notes locally in Markdown files. It's an excellent tool for managing your Notion content offline.
Users have welcomed Notion’s offline mode, a long-awaited and valuable feature that allows access and basic editing without an internet connection. They appreciate the ability to work during flights, commutes, or in low-connectivity areas.
However, feedback also highlights frustration with having to manually select pages for offline use, limited database access, and missing advanced features like embeds and real-time collaboration. Sync issues and device-specific offline availability are concerns for some. Overall, while not perfect, users see offline mode as a crucial improvement that will likely evolve with future updates. It has made Notion significantly more usable offline, even if some limitations remain.
FAQs
What does Notion’s offline update mean?
It allows users to continue accessing and editing their pages without an internet connection, with changes syncing automatically once back online.
Is Notion’s offline mode available on all devices?
Yes, Notion’s offline mode works on both desktop (Windows/Mac) and mobile (iOS/Android) apps. The feature must be accessed through the Notion app, not through a web browser.
How do I enable offline mode in Notion?
Open the page in the Notion app, click the three-dots menu in the top-right corner, and toggle on “Available offline”. Wait for the download progress to finish before disconnecting. Repeat this for every page (and subpage) you’ll need offline.
Will edits made offline sync automatically?
Yes, any changes you make offline will be stored locally and synced to the cloud once your device reconnects.
Can I create new pages or databases while offline?
Yes, you can create new pages and databases when offline. These will be stored locally on your device and will automatically sync with your Notion workspace the next time you reconnect to the internet.
What features do not work in offline mode?
Certain features like embeds, Notion AI, web clipper, real-time collaboration, sharing or changing permissions, and advanced database links (such as rollups and relations) will not function while offline. These require an active connection to the Notion servers.
What happens if there’s a sync conflict when I go back online?
If you and another collaborator have edited the same page offline, Notion will try to merge text changes where possible. If there is a direct conflict, you’ll be prompted to manually choose which version to keep or to merge changes.
Do images and files work offline?
Any images or files already loaded on your device will be viewable offline, but you cannot upload new images, videos, or attachments until you’re back online. Embeds from other sites will not reload.
Are offline pages synced across devices automatically?
No, pages downloaded for offline use on one device are only available offline on that device. You’ll need to mark pages as available offline separately for each device you plan to use.
What are some tips for a smoother offline experience?
Plan ahead by marking all needed pages and subpages for offline use, keep your Notion app up to date, and regularly sync whenever you have internet access. Clearing app cache can help with loading issues if you run into problems.
Notion’s Future Plans with Offline
Notion is calling this release the first version of offline mode, making it clear that what we’re seeing now is only the beginning. While v1 introduces the core ability to access and edit pages offline, the team has emphasized that they have along roadmap ahead. One of the immediate updates planned for v2 is extending the current 50-row limit in databases, which has been a common pain point for users working with larger datasets.
Beyond that, Notion has signaled their intent to constantly iterate and ship improvements, treating offline support as an evolving feature rather than a one-time update. In short, this is the foundation, not the finished product, and users can expect steady progress as Notion works to close the gap between the online and offline experience.
Conclusion
In conclusion, Notion’s offline mode provides essential functionality for users needing access and editing capabilities without an internet connection. While it comes with limitations, like manually selecting offline pages, limited database support, and missing advanced features, it fulfills basic offline needs for many users.
The community response is generally positive but realistic about the current constraints. With practical usage tips and an understanding of its boundaries, offline mode offers a useful way to continue working during connectivity interruptions, making Notion more adaptable for travel, remote work, and offline productivity.
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