Confluence Cheat Sheet
- Emily Call (Unlicensed)
Can be used for: knowledge base, collaboration, training, communication, tracking work and thoughts
A space is a collection of related pages. Pages are contained within Spaces. Your team may have hundreds of pages, all contained within a single space. Spaces help organize pages into meaningful categories.
A space is like a filing cabinet and the pages are the documents and folders within the filing cabinet
HOME - you can see your spaces, recent activity, your feed (good place to start the day)
Recent
Spaces
Feeds
Notifications
SPACES
When you select a space from the dropdown, it brings you to the space overview . This is the first page you see when you arrive at a space. Space overviews can be fully customized to fit the needs of your team, so yours may look different than the examples.
Now that you've entered a space, you'll see a collapsible menu on the left of your screen. This is the space sidebar , a menu to guide you around the space. From here you can access the blog, analytics, calendar, and most importantly, any page within the space.
🟢 Team space (*most popular): A space organized by team, like 'Marketing Team.' This helps a team contain pages related to their team only
🟢 Project space (*most popular): A space organized around a particular project, like 'Q1 Engagement Campaign.' This helps contain pages related to a specific project.
🟢 Documentation space: A space to create and organize technical documentation for your products or services.
🟢 Knowledge base space: A space to store answers to common questions, such as policies and IT solutions.
🟢 Personal space: A space just for you! You can use a personal space to write down ideas, organize notes, keep track of goals, or document anything else you'd like.
PAGES OPTIONS: Near the top right of every page, there is a set of page options. This is how you edit, comment on, share, and update the permissions of pages. You'll use these page options frequently.
Note: your page options may look different than the example below. Based on the permissions of the page and space, you may not have access to specific options.
Best practices:
to acknowledge you have viewed something - add a reaction / make a comment/
always add labels - how to use them and when to use them
your personal space in confluence
team space in confluence
SSOT
You can create tasks and assign them to yourself or others by editing a page, using+ to add an action item, assign with @username and add a due date.
if you have tasks from multiple people and want to see them all in one place, you can add tables like below and add a task report from confluence tasks
✔ Edit Edit this page.
✔ Comment Add a comment to this page.
✔ Star this page Add this page to your starred pages . Starring your favorite (or most important) pages makes them easier to find later.
✔ Watch this page Add this page to your watched pages . That means you will get email notifications when any changes or comments are added to the page. This helps you stay in the loop on the most important pages.
✔ Page permissions Change the permission settings of this page. Page owners can keep the page open for all or restrict it to certain teammates.
✔ Publish Publish this page.
✔ More actions Available options will vary based on your permissions. Some actions may allow you to copy the page, export the page, move the page, or see detailed analytics.
TO FIND A PAGE: use the page tree / search (by name, label, word) / back to home to view activity
create a page: from “create” from right pane - view breadcrumbs or page tree - create as child
As you edit your page, Confluence saves your work automatically. Every page is saved as a draft that only you and your collaborators can see. Even if you close the page, your draft will be saved.
You can find your saved drafts in the main navigation bar by selecting 'Recent' and toggling to 'Drafts.'
2. You have full control over who can see your pages.
Notice the lock icon near the top right of your screen. This is how you update page permission settings. You decide who can and cannot see your page.
By default, your page will be set to 'Anyone can view and edit.' Confluence is designed for transparency so everyone can access the information they need. That said, you may have control over these settings, depending on your own permissions.
Sometimes you'll want your entire organization to be able to view your page. Other times you'll want a private page only you can view.
3. Click the 'Publish' button for your page to go live.
You must click the 'Publish' button for your page to be viewable by your team. When you click 'Publish,' the page will reload, and you'll see the published version of your page.
The published page provides a new set of options near the top right of the page. Use these options to edit, share, comment on, and change permissions on your page. You'll learn more about these options in future courses.
👇 Click the 'Publish' button to make your page viewable by your team.
4. Find your new page in the 'Recent' dropdown.
After publishing your page, it lives within the page hierarchy where it was initially created. It may be nested within another page. One way to find your new page is to use the page tree.
If you can't find it in the page tree, go to the main navigation bar and select the 'Recent' dropdown. Your new page should be near the top of the list.
👇 To find your new page, select the 'Recent' dropdown from the main navigation bar.
📖 Pages
Pages are best for evergreen content - brainstorming, project planning, collaborating and creating long-term content across your organization. Pages can be structured in a hierarchy to show relationships, making them easy to find and organize. You'll probably use pages more often than blog posts.
💬 Blog posts
Blog posts are best for short-lived content - sharing timely announcements, updates, and news. They are ordered chronologically and can be accessed from the 'Blog' section in the space sidebar. Blog posts work well to share any timely updates or news with your organization.
Save time with page templates
When you create a new page, you can start from a blank page or a page template. Page templates are pre-formatted pages that include guided instructions. They provide a starting place to save you time and keep your content well-organized. Confluence has over 75+ templates for you to choose from.
To use a template, first create a new page. A panel will open on the right side of your screen. This panel provides a list of templates for you to browse. Watch the video below for tips to create a page with a template.
When your page is in edit mode, the toolbar allows you to make enhancements to your page. You can format text, change layouts, add emojis, create tables, upload multimedia, and more.
Format your text
Formatting text is a simple way to clarify your message and call attention to important information. In edit mode, the toolbar can be found the top of your screen. The left side of the toolbar provides text formatting options.
Use the text styles dropdown to select various heading and paragraph styles. Add emphasis to text with options such as bold, italics, underline, text alignment, and color.
Action item: Use action items to assign work to teammates. When you @mention a teammate next to the action item, that item will be assigned to them.
Add a link: To add a link, select a line of text on the page. Then, click this link icon in your toolbar. Paste the URL you'd like to link.
Add multimedia: Upload multimedia to your page, like images and videos.
Mention a teammate: Mention teammates to notify them about your page. To mention a teammate, click this @ icon and type a teammate's name. When your page is published, your teammate will receive a notification.
Add an emoji: Add an emoji to give your page extra style. Select this icon to choose from a list of emojis. You also have the ability to upload your own.
Add a table: Add a 3x3 table to your page. You can add or remove columns and rows as needed.
Change the layout: Select between a few different column layouts for your page.
Add a macro: Add a macro: a small tool that extends the capabilities of a Confluence page.
Here's something valuable to know: You can also add multimedia files by dragging and dropping them onto the page. Drag images or videos directly onto the page and they will automatically be embedded.
A macro is a tool that extends the capabilities of a Confluence page. You can think of macros as similar to "plugins." They allow you to add extra functionality or include dynamic content on your page.
To add a macro, make sure your page is in edit mode. On the toolbar, select the + dropdown. Select one of the macros to add to your page.
👇 Use the / key and the text command to add any macro to your page.
Confluence gives you full control over how your pages are organized. This makes it easy for anyone on your team to find what they need. There are two main ways to move pages within a space:
Use the page tree
Use the More actions (•••) menu
Move a page using the page tree
This option works best if you need to quickly move or reorder multiple pages. Here's how to move a page using the page tree:
Expand the space sidebar and locate the page tree
Click the arrows to expand and find a page you'd like to move
Drag and drop the page to a new position in the page tree
Here's something valuable to know: When you move a page, all incoming links will stay the same. When you move a parent page, the entire hierarchy of child pages moves too.
USE advance search:
To find a page that contains an exact phrase, use double quotes around your search phrase.
For example, searching for "product manager" in double quotes will show search results with that exact match. Results will not contain pages that have only 'product' or only 'manager.'
Search with operators
If you don't know the exact phrase you're looking for, enter keywords and operators in the search field. The available operators are OR, AND, NOT, and Group.
OR search: searching for 'marketing' OR 'digital' will show results that contain one of these terms.
AND search: searching for 'marketing' AND 'digital' will show results that contain both of these terms.
NOT search: searching for 'marketing' NOT 'digital' will show results that only contain 'marketing' and do not contain 'digital.'
Group search: searching for (marketing OR digital) AND content will show results that can contain either 'marketing' or 'digital,' but must contain 'content.'
Search with wildcards
A wildcard is a character like ? or * that can be used to replace characters in your search. To replace a single character, use ?. To replace multiple characters, use *.
For example, a search of b?g will show pages that have any of the following words: big, bug, bag, beg, or bog.
A search of manag* will show pages that have words such as: manage, manager, management, managing, managerial, etc.
Here's something valuable to know: You can combine exact matches, operators, and wildcards in one search query. For example, you can search manag* AND past? AND ("article" OR "post")
Edit pages in real-time
You and up to 12 teammates can edit a page at the same time with collaborative editing . In real-time, you can see which teammates are working on the page and see every edit as it happens. It's a great way to get work done together, quickly and efficiently.
To start collaborative editing, select the edit button on any page. Invite a teammate by selecting the circular + option next to your profile picture. As your teammate begins making edits, you'll be able to see their changes as they happen.
Use comments and mentions
Comments and mentions and powerful features to collaborate with your teammates. You'll use both features often to give feedback, ask questions, and bring your entire team into the conversation.
Add page comments
One way to use comments is to add a comment to an entire page. Here's how:
Scroll to the bottom of the page
Type a comment in the comment field
Select Save
When you comment on a page, you will automatically start 'watching' that page. That means you'll receive email notifications when others add comments or changes to the page are made. Your teammates can reply to or 'like' your page comments. If they do, you'll be notified.
Add inline comments
You can also add comments within the page, inline on any text. Inline comments can be added when you are either editing or viewing a page. Here's how to add an inline comment:
Highlight the text you'd like to comment on
Click the comment icon that appears above the highlighted text
Type your comment and select Save
After you save your comment, the text on the page will be highlighted in yellow. To view comments, click any yellow highlighted text on the page. Just like page comments, your teammates can reply to or 'like' your inline comments.
Mention teammates
Mentioning teammates (often called @mentioning) helps bring attention to important information. You can @mention teammates on a page or in a comment.
📖 To @mention a teammate on a page:
Make sure your page is in edit mode
Type the @ key and wait for a list to populate
Start typing your teammate's name and select it from the list
💬 To @mention a teammate in a comment:
In the comment field, type the @ key
Start typing your teammate's name and select it from the list
When you @mention a teammate, they will receive an email notification with a link to the page.
Here's something valuable to know: Comments don't appear to viewers until the page is published. Any teammate mentioned in a comment won’t be notified until you publish the page.
Share pages with teammates
You'll often need to send pages to teams or individuals. The 'Share' button at the top right gives you two easy ways to share a page:
Share by name, group, team, or email: Enter a teammate's name or email. Type a quick message. Select 'Send.'
Copy the link: Select 'Copy link' to copy the URL. Paste the URL in an email or messaging app to share with teammates.
See the confluence training space - this is what our training space could look like! https://university.atlassian.com/uploads/resource_courses/targets/3166311/original/scormdriver/indexAPI.html
MORE COOL MACRO FUNCTIONS YOU CAN USE
Add a board view from Jira (this could be used for onboarding)
Add a calendar view from Jira
See a content index for a tag or multiple tags - throughout multiple spaces or just one space
See specific into about a page based on contibutors -