This guide explains bulk editing properties in Notion (2025) with detailed steps, advanced automation tips, and best practices. Learn to efficiently update, verify, and manage large databases with ease.
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Bulk editing in Notion allows you to update multiple database properties at once. Whether you're updating task statuses, changing deadlines, or retagging categories, bulk editing in Notion simplifies these processes. This visual guide will provide you the steps to do the same.
Understanding Bulk Editing in Notion
Definition
The process involves selecting several items within a database and updating one or more properties (such as status, tags, or dates) all at once.
It significantly reduces manual effort by consolidating repetitive tasks into a single action.
Besides editing properties you can also Delete, Duplicate, and Move To items in a database.
Sample Scenarios
Changing the status of multiple tasks from “In Progress” to “Completed”
Reassigning team members or categories for projects.
Updating deadline dates across several projects to reflect timeline changes.
Modifying tags or adding new attributes on multiple records for better filtering and reporting.
Limitations
Properties in a Relation: Bulk editing items in a Relation’s database is not possible. For example, you cannot bulk edit Task Name in Tasks database from the Projects database and its views, even though Tasks is a Relation in Projects.
No Bulk Find & Replace – Unlike spreadsheets, you can’t replace text in multiple items in a database at once.
Formula, AI & Auto Properties Can’t Be Bulk Edited – Formulas, Rollups, AI properties and Created By, Created Time, Last Edited by and Last Edited Time properties which are auto-generated cannot be manually edited.
Step-by-Step Guide for Bulk Editing
Open your Notion database in a view that supports selection.
Ensure the view displays the items you want to update by using filters or sorting if needed.
Select Multiple Items:
For Table view,
Hover over rows to reveal checkboxes (at the left end of the row)
Click individual checkboxes or use multi-select keyboard shortcuts (Shift or Command/Ctrl) to choose multiple items at once. Click Esc, to cancel selection.
Alternatively, use the "Select All" option. It is usually visible as a checkbox at the top left corner of the Table view.
For Board, Calendar, Gallery, Timeline and List views
Hover over cards/rows and use multi-select keyboard shortcuts (Shift or Command/Ctrl) to choose multiple items
Checkboxes is not be available for Board, Calendar, Gallery, Timeline and List views so you will have to use keyboard shortcuts.
“Select All” option won’t be available for Board, Calendar, Gallery, Timeline and List views.
Access the Bulk Edit Menu:
For Table View
Once items are selected, a bulk edit bar menu appears at the top of your database.
If your property is not visible in the bulk edit menu (this could be the case if your database has too many properties), click on the three-dotted icon at the end of the bar, click Edit Property to see all the properties.
Click the property you wish to update. Options will include all property types that are editable (text, multi-select, dates, etc)
For Board, Calendar, Gallery, Timeline and List views
After items are selected, right-click on one of the items to open a dropdown menu.
From the menu, select Edit Property > Property to edit to open an option to update the property.
Verify Changes:
Scroll through your database to review properties.
Check if they align with your intended updates, whether it’s a status update, new tag, or changed deadline.
If needed, use Notion’s undo feature (Command/Ctrl + Z) to reverse edits before finalizing further changes.
Best Practices for Bulk Editing
Do’s:
You can apply filters and sorting to narrow your target rows before editing.
Double-check selected items to ensure only relevant entries are modified.
Customize selection properties (e.g., colors for statuses) to preserve visual consistency across views.
Regularly back up your database or work on a duplicate when applying bulk changes to mitigate risks.
Don’ts:
Avoid bulk-editing without reviewing current property values—this can lead to accidental data loss.
Don’t overlook using Notion’s undo feature immediately after unintended changes; it’s your safety net.
FAQs
What is bulk editing in Notion and why is it useful?
Bulk editing in Notion lets you update multiple items simultaneously. It saves time and maintains consistency when updating statuses, tags, dates, or other properties across many entries.
How do I select multiple items for bulk editing in Notion?
Use the checkboxes in Table view, or hold Shift/Command (Ctrl) in other views while clicking to select multiple items. Look for the 'Select All' option where available.
Can I edit multi-select properties without overwriting existing values?
Yes. Retrieve the current multi-select values first, then merge them with new entries. This two-step approach ensures that existing selections are preserved.
How can I verify that all changes have been applied correctly?
After performing a bulk edit, review the database view or use filters to check individual items. Confirm that each edited record reflects the changes.
Are there any keyboard shortcuts to simplify bulk editing in Notion?
Yes, Notion supports shortcuts like Shift or Command/Ctrl for multi-select. Familiarize yourself with view-specific shortcuts that can help streamline the bulk editing process.
What strategies can be used to manage large databases when bulk editing?
Use filters to narrow down to relevant rows, break down edits into smaller batches, and consider duplicate testing to avoid large-scale errors.
Can I customize the bulk edit menu in different Notion views?
No you cannot. Notion currently offers no customization of the bulk edit menu. Options shown in the buld edit menu may vary depending on the screen size and the view.
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