Organize your Space
Here are a few tips that'll help you organize your space so that everyone can find what they're looking for and stay on top of what's important to them.
How do I organize content within my space?
Pages and blogs
Everything you create in Confluence, from meeting notes to retrospectives and everything in between, takes the form of either a page or a blog post.
- Your overview will be the first thing that visitors to your site see. To help them find relevant content, start by curating your overview with useful macros and including information about what is in your space. See set up a space overview for more info.
- If you're creating content that's specific mainly to the current timeframe, and won't change over time, create it as a blog post. The space blog displays the latest news first, and visitors can scroll down if they're interested in older content.
- If you're creating content that you want to last, and possibly evolve over time, create it as a page. Pages nest, so every page can have its own child pages. This lets you organize your content into categories and subcategories.
Labels are keywords or tags that you can add to pages, blog posts, and attachments.
- Define your own labels and use them to categorize, identify, or bookmark content. For example, if you assign the label "accounting" to all accounts-related pages on your site, you'll then be able to:
- Browse all pages with that label in a single space or across the site
- Display a list of pages with that label
- Search based on that label
- Use the Content by Label Macro to create a table of contents for your space that is organized by label categories.
- Labels aren't exclusive, so you can have as many labels as you want on a page. The page will then appear under each of those categories.
You can also use labels to categorize spaces, to make them easier to find in the space directory.
How do I keep my space tidy?
If you have lots of people creating in the same space, things can get messy over time. Tame the messy trying out the following.
Create a set of guidelines
- Let your collaborators know about what parent pages to create their child pages under, so no content gets lost or misplaced.
- Decide on standard labels to add to pages, blog posts, and attachments, so all content gets neatly categorized.
- Mention these guidelines on your space overview to make sure everyone's aware of them.
Use page blueprints
Blueprints are templates that come with formatting, macros and sample content. You can customize these Blueprints for each space. Everything created from a Blueprint will have its own index in the sidebar, so, for example, if you use the Meeting notes template, you can select "Meeting Notes" in the sidebar to see a list of all the meeting notes pages in your space.
Create from template macro
Make things simpler for other contributors by using the Create from Template Macro. The Create from Template Macro lets you put a button on a page that links to a specific template of your choice. When the button is clicked, the editor opens with your chosen template applied.
Create your own page templates
Create your own templates for any content that you want formatted the same way every time. For example, if you have to create a regular report tracking the same criteria, create a template with headings, variable dates, tables, and spaces for any graphics, so that each time all you have to do is input the new data instead of creating the whole report from scratch.
How do I help my team stay on top of what's important?
If you've got a lot of content in Confluence, staying on top of everything may seem a little daunting. These features will help your team save time and track all the content they care about.
Add any spaces that you want to be able to navigate to easily to your list of "My Spaces". This list is in the Confluence sidebar and in the Space Directory. You can also use the Spaces List Macro to display it on a page or in a blog post.
To add a space to your My Spaces list, either go to that space and choose Add to My Spaces, or find it under the space directory and click the star icon next to the space name.
Save for later
If you only want links to certain pages rather than a whole space, you can choose Save for later and these will appear under Your work in the Confluence sidebar and under Saved for later in your profile. You can use the Favorite Pages Macro to display a list of all of everything you've saved for later.
Watch a page, blog or space
If you want to keep track of all the changes made to a page, blog, or space, you can also watch them. Watching any content means that you will receive email notifications for all edits, deletions, attachments or comments made to that content.
- To watch a page, navigate to the page you want to watch, then choose Watch > Watch page, or if you want to watch the whole space, select Watch all content in this space.
- To watch a blog, go to it and choose Watch this blog.
You can also manage watchers for your own space. This is useful when, for example, you're creating a new project and want the team members on that project to stay notified of its progress. Go to any page in that space and choose Watch > Manage Watchers, then add or delete any names under Watching this space.
Use @mentions for any work where you need someone else's input or want to assign someone a task. Mentioning someone works like a tag—they'll immediately get a notification that they've been mentioned, and can click through to the content. If you mention someone when creating a task, it'll assign that task to them and they can find it in their profile.
Want someone to look something over, add additional information, or approve anything? Put that work in Confluence and assign it to them as a task. They'll be able to make any changes or add comments in Confluence, and let you know when they're done by mentioning you back.
Customize your sidebar
Hover over the bottom right of the space sidebar, and click on the pencil icon that appears to start customizing your sidebar:
Sidebar with edit icon (left), and sidebar while editing (right)
- Show or hide content types: Don't use a blog in a particular space? Click the cross to hide it. Need it back again? Hit the plus to bring it back. You can do this for your overview, blog, and any add-on content types, such as questions or calendars.
- Add space shortcuts: Add important content to your sidebar using space shortcuts. You can link to pages in the space, other related spaces, or relevant external web content.
- Drag to reorder: Reorder your links and content types by dragging and dropping.