You may have noticed that Notion, unlike some other project management software, doesn’t feature an archive option. However, that doesn’t mean you can’t do it.

In fact, there are many ways you can store previous tasks and projects without having to switch to another software. In this article, we’ll take you through three options, but first, we'll discuss why archiving is important.

Why You May Want to Archive Items in Notion

Some like to take the minimalist approach to project and task management and delete items as they complete them. Others like to hang onto notes for every project they’ve ever touched.

Both approaches are fine. However, many would likely agree it’s easier to work within clutter-free software.

On the other hand, searching for old project notes only to realize you've deleted them is never fun. This is where archiving comes in handy.

Screenshot of a list of links in a project management software

When you archive an item, you’re ridding yourself of things that are no longer current, but you still have access to them in case you need them later.

If you’re wondering why someone may want to keep old information, previous project notes and data can be extremely helpful for planning your next projects. You can also use it to troubleshoot if a problem arises or share details with others who could have questions about the process or result later.

Related: How to Get Started With Notion: Essential Tips and Tricks

Additionally, keeping records of your work can help you in other areas such as goal setting, writing case studies, or presenting your work in a performance review.

1. Archive Your Items in Notion by Deleting

One way you can archive your items in Notion is to delete them. While that may sound permanent, everything you delete in the app goes into the trash bin before you choose to get rid of it for good.

To find items in the trash bin, open it by clicking the icon in the bottom-left corner. A panel will pop up where you can use the search bar at the top or scroll through the list to find what you’re looking for.

Screenshot of an open trash bin in a project management software

Keep in mind, this method may work better for someone who doesn’t do a lot of archiving.

One of the main drawbacks of this method is items and pages will be difficult to find if you have multiple with the same name. It’s also where everything goes, not just the important stuff, so you’ll have a lot to sift through if you don’t remember the name exactly.

What’s more, you can’t rearrange or organize your trash bin apart from switching between all pages and in current page. However, this is the quickest way to archive items if you're looking for an immediate solution.

If you're concerned about accidentally deleting everything in your bin, Notion only allows you to delete one item at a time. Additionally, it asks you if you're sure before completing the action.

2. Create a General Archive Page in Notion

If you prefer not to send your items to the trash, you can create a general archive page to act as a catch-all. This will hold everything you want to keep for later, no matter the topic.

To make one, click New page in the bottom-left corner and name your archive accordingly. Next, find the item or page you’d like to send there and select the three dots to bring up the options menu.

Select Move to within the options menu and choose your archive page from the list. The item will disappear, and you’ll now find it in your archive.

Screenshot of a project management software with an open options menu

Since Notion doesn’t place these items for you, you’ll need to drag and drop them where you want them to go. To help find your archived items quicker, try placing some headers within the page and organizing them accordingly.

If it helps, you can color-code your titles and the listed pages to find them even faster. All you need to do is select one, or multiples holding the shift key, right-click, select color, and choose which hue you want from the list.

Screenshot of a project management software with a text styling panel open

Notion's vast options in customization, among other reasons, make it one of the best. Keep in mind, there is no right or wrong when it comes to organizing your page, as long as it works for you.

3. Archive Within a Page in Notion

If there’s a page you use extensively, you may want to create an on-page archive that will help you keep track of old items. This way, you can simply drag and drop the items you want to save for later, and all of them will be related to the same topic.

Screenshot of a project management software page with card system

To do this, place your cursor beside the page name in the sidebar and select the plus icon to quickly add a new page to the bottom of your current one.

Otherwise, you can press the forward-slash on your keyboard to bring up the commands and add a new page. Using commands will bring you right into the new page, so you can add a template or start customizing it.

Screenshot of a project management software highlighting a quick add option

Now all you need to do is drag and drop items into your archive by clicking them with your cursor and pulling them overtop of the archive page. You’ll know it’s going to go in when the page block highlights a different color.

Screen shot of dragging and dropping an item in a project management software

Similar to the Move to option, the things you move over won’t be in order once you drop them in. However, it’s quick to organize items under headers, where you can group similar projects.

Related: Useful Navigation Features in Notion to Keep You Organized

Other suggestions to organize your old data could be alphabetically or by date. You could even try sorting it into a table instead of a list. It all comes down to the type of data you’re working with and what works best for you.

Stay Organized in Notion With Archiving

Now that you have some options for archiving in Notion, it’s time to start cleaning up your pages—or digging through your trash bin for important data you may want to store elsewhere. By hiding projects and tasks that aren’t currently relevant, you’ll be able to find the items you’re looking for quicker while limiting distractions.

Notion is a great place to organize all of your personal and work-related tasks and projects, thanks to its easy customization and vast features. While it doesn’t have a built-in archiving system, its versatility makes it simple for you to create your own work-around.