There's no limit to the number of spaces you can create in Confluence. Set up a space for each team and project to start with, then create more depending on your needs.
Each space in Confluence:
Has an overview, pages, and a blog
Can have its own logo
Has its own set of permissions, as set by the space admin(s)
An IT team could create one overarching space with all their roadmaps, details of sub-teams, and a list of all the people and roles within that team.
They could then create a new space for each sub-team, such as Quality Assurance, Developers, and Documentation, with guidelines, long term plans, and knowledge articles within them.
Each project that these teams work on could also have its own space, which could be linked to the team spaces using labels.
When you create a space, you’re automatically granted 'space admin' permissions for it, which means you can then grant permissions to other users and groups.
Create a personal space
Your personal space is always owned by you, and you can use it to store your individual work, keep track of tasks, blog about what you've been working on, or just use it to polish your pages before you move them into another space.
To create a personal space (you'll need the Personal Space global permission):
Choose your profile picture at the right side of the navigation, then choose Personal space
- Click Create
You can change the name of your space, as well as its permissions. Permissions determine who can and can't access the content. If you want it to be a private sanctuary, that's no problem.
To change the settings of your personal space:
- Choose your profile picture at the bottom of the sidebar, then Personal space.
- Choose Space settings.
- Edit the details of your personal space, like its name, from the Overview tab.
- Choose the Permissions tab to edit the permissions of your space.
Your profile photo appears as the logo of your personal space. To learn how to set the visibility of your profile photo, see Update your profile and visibility.
Create a team or project space
You can create a site space for any team or project that would benefit from having a place where people can work together and store related files. You can create these as blank spaces, or use templates, called space blueprints, to help you create team spaces, knowledge base spaces, or documentation spaces.
To create a team or project space you need the 'Create Space' global permission.
- Select Spaces in the Confluence navigation and select View all spacesand click Create space.
- Pick a space type.
- Enter the required details and create your space.
Fill out any remaining optional fields.
Choose the permissions for the space.
Click Create to finish creating the space.
Choose your space key carefully as you can't change this later.
Each space you create will automatically have an overview that you can customize to display relevant information for people viewing the space. If you use a space blueprint when creating a space, it'll customize the overview for you.
Change your space name
Your space name isn't set in stone. If you change your mind, you can also change the name.
Click on the space name in the navigation, and click Space Settingsto open the Overview tab
- Click Edit space details and type in a new name
When you create a space, you can choose its permissions:
Default permissions: The space will use the default permissions settings for all spaces that were set by your Confluence admin.
Only visible to you: You’ll be the only person who can see content in the space.
Copy permissions from another space: (Available on the Premium plan) Copy the permissions settings from another space. You can only copy permissions from a space where you're already an admin.
Site admins can edit the permissions of spaces in their Confluence site at any time.
Copy permissions from another space
Only available on the Premium plan.
If you’re the space admin of another space, you can reuse that space’s permissions when you create a new space. This helps get your new space up and running fast.
Start creating a space, as described above.
In the Space Permissions menu, choose Copy permissions from another space.
In the Select a space field, type and choose the name of the space whose permissions you want to copy.
Click Create to finish creating the space.
Linking related spaces
You can link related spaces together using labels. This will create categories in the space directory for each label, grouping all spaces with that label together.
You can also add a space description to make it easier for visitors to find the right space within each category.
- To help navigate between related spaces, you can use the Spaces List Macro on a page and filter by category. This will let you insert a list of all the other spaces in a certain category into your space. You can use this, for example, to keep a list in your team space of all the project spaces your team is working on.
- If you want to link to only certain pages of related content, rather than whole spaces, you can use the Content Report Table Macro. You can use this, for example, in a space that functions as a workplace directory, to create a list of all the team pages with everyone's roles and contact details across your organization.
- If your needs change, or your spaces grow too big, it's easy to copy or move content from one space to another.
- If you no longer need a space, such as when a project has been completed, you can archive it. This makes it less visible but retains the content on your site so that you can still refer back to it later.