Notion Mail preservation worksheet: inventory, rebuild and verify

This worksheet gives you a record of what you saved from Notion Mail, where each item now lives and how you checked it. The pack contains a preservation inventory, a view rebuild map and a verification log, with starter categories and checks you can adapt to your own account. Notion identifies September 21 as the last day to save material before its September 22, 2026 shutdown. Its shutdown instructions distinguish mail already in Gmail from drafts, scheduled messages and other material that needs attention. Use the worksheet to turn those requirements into a completed set of records.

Download the pack and start with one account#

Download the complete worksheet ZIP, or open the files individually: preservation inventory, view rebuild map, verification log and full instructions. Open the CSVs in a spreadsheet application and save working copies wherever you keep the records for this account. The download consists of editable files; entering information in your copies does not connect them to OpenTools or your mailbox.

Begin with one Google account and its associated Notion Mail account, and add a short account alias in the owner or notes field. The inventory's eight starter rows describe categories to investigate, rather than items discovered in your inbox. Duplicate a row for each actual draft, snippet, file or view you need to preserve, then assign it a unique P ID. Keep the source item identifiable without copying its entire contents into the spreadsheet: a meaningful name or reference can point to the message, document or file in storage you control.

The IDs connect the files. For example, preservation item P007 can point to view V001, whose match checks are Q009 and Q010. When you copy a starter row, create new IDs and update those references so that one successful check does not appear to cover several different items. Categories you do not use can be marked not_needed with a reason; leave unexamined items at not_started.

Save the item, then record a destination you can reopen#

Notion's settings documentation places Export your data under Settings > Account. Use the available export process, then record the destination of each item you intend to keep. Treat saved and verified as different statuses: saved means a copy exists, while verified means you have opened its destination and completed the linked check. A file on disk may prove that a download finished without proving that a particular draft, instruction or attachment is present and usable.

Snippets illustrate why the destination needs to be specific. They can contain an email's subject and recipients as well as reusable text, according to Notion's composer guide. Capture the fields you actually used and record the shortcut's purpose. Snippet attachments need their own attention: the shutdown notice instructs users to download those files manually from Settings > Snippets. Give each attachment a separate inventory row when that makes the file check easier, and open the saved copy before marking it verified.

For auto-label instructions, record the complete instruction and its intended label in an editable destination. For reminders, record the intended time and the related message, then check the replacement in the reminder system you will continue using. Keep Notion Mail connected while you work through these records. Its account settings instructions say disconnecting an address deletes the associated Notion Mail account, including its views, AI labels and notification preferences. Removing the connection before capturing that configuration would eliminate part of the material the worksheet is meant to preserve.

Rebuild the purpose of a view before creating a Gmail rule#

Use one view-map row for each configuration, or several linked rows if it contains separately testable rules. Record which messages belong, which must be excluded, whether archived mail is included and how the conditions combine. Then record grouping, display order and custom properties separately. Notion describes a view as a combination of filters, groups and properties; preserving only its name or visible label leaves out much of what made it useful.

Consider a fictional supplier view that selects invoice messages and groups them by the person responsible for handling them. A Gmail search could identify the right invoices while leaving responsibility unrecorded. Put the selection conditions in gmail_search_criteria and the assignment gap in gap_or_manual_step. Decide where responsibility will live before marking that view ready for manual setup. The same approach works when a view relies on a custom field or presentation behavior: capture the original requirement first, then record the portion your chosen replacement actually provides.

Google's filter instructions include a Search step before Create filter. Use it to inspect an existing message that should match and one that should stay out, and record both observations in the verification log. Revise the criteria when either result is wrong; for a rule with several conditions, add checks covering the remaining cases. Replies must meet the same search criteria to be filtered, so checking an original message does not settle how every response in that conversation will behave.

Existing Gmail filters are a separate asset. Google can export those filters as XML from Filters and Blocked Addresses; the worksheet's CSV files are planning records, not that export format. Keep a saved auto-label instruction distinct from a configured filter as well. The view map's decision field makes the difference visible: a row can be needs_revision, ready_for_manual_setup, manually_configured or keep_manual, depending on what you have actually completed.

Check scheduled messages and retained synced views separately#

For a scheduled email, record the intended send date, time zone and destination queue, then compare those with what Gmail displays. Google says scheduled mail uses the time zone selected when scheduling, and may send a few minutes after the selected time. Use the verification log to record the expected number of queued copies as well as the time. Inspecting the scheduled item gives you a check without sending a message simply to prove that preservation worked.

If you change the schedule in Gmail, follow the resulting state through to completion. Google's instructions use Cancel send before editing and scheduling again; cancellation turns the item into a draft. A message that is safely present in Drafts still needs another action if the intention is to send it later. Record the actual destination state rather than treating the presence of the message anywhere in Gmail as a completed scheduling check.

Synced email databases in Notion require a different record. The shutdown FAQ says existing databases and filtered views remain accessible with already-synced emails, but stop receiving new messages after September 22. Record where the retained material can be opened and how future mail will be handled. An old message remaining visible answers the preservation question; it does not establish that the same view will continue updating. Keep that future-mail decision in the inventory notes rather than closing the item based only on its existing contents.

Close the pack with evidence and named exceptions#

The verification log starts with expected checks and no claimed results. After opening the destination, write what you observed, a reference you can revisit and the check time with its time zone. A short locator can point to evidence in your existing storage, so the worksheet need not contain the message body or attachment itself. Use pass, fail or blocked for the actual outcome, and put a concrete next action against anything unresolved. Copying an expected result into the observation column before checking it defeats the purpose of keeping the two fields.

Before your final checkpoint, filter the inventory for everything other than verified or not_needed. Check that each verified row has a destination, a passed Q record and a real verification time, while each not_needed row has a reason. Assign an owner and next action to remaining blockers, and retain the original view configuration for anything still being rebuilt. The Notion Mail shutdown guide explains the broader deadline and service changes; this completed pack should show exactly where your own preservation work stands.