Intro to Confluence (Server Version) | Rachel Wright | Skillshare

Intro to Confluence (Server Version)

Rachel Wright, Author, Jira Strategy Admin Workbook

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11 Lessons (25m)
    • 1. Introduction

    • 2. About Confluence

    • 3. Navigation

    • 4. Dashboard

    • 5. Pages

    • 6. Macros

    • 7. Search

    • 8. Profile

    • 9. Do's and Don'ts

    • 10. Homework

    • 11. Resources


About This Class

Confluence is for team collaboration, info share, and document storage.  It serves as an information portal for your internal users, a help portal for your external customers, or an intranet for your company.

As a Jira administrator, I often help others with Confluence too.  I like to say that Jira and I are in a long term relationship but I’m good friends with Confluence too.  I use it to store all my ideas, research, reminders, lists, and documentation. 

In this course, you’ll learn all about Confluence and how to create pages so you can get started right away.

You’ll learn:

  • how Confluence is used and integrates with other applications,
  • the differences between global and personal spaces,
  • the 8 parts of the main navigation bar,
  • how to use the dashboard,
  • the 6 parts of every page,
  • how to create pages and hierarchy,
  • how to enhance pages with macros,
  • how to find content,
  • best practices,
  • and how to view and change your profile options.

This course is for anyone new to Confluence.  I made it basic so you can start creating immediately.  Check out my intermediate and advanced courses for a deeper look at all the features.

This course is for users of the Server version.  Have Cloud?  Check out the “Intro to Confluence (Cloud Version)” instead.


1. Introduction: Hi. I'm Rachel, right, certified dear administrator and author of the Giri Strategy Admin Workbook as Ajira administrator, and often help other users with Confluence, too. And I like to say that Gear and I are in a long term relationship. But confluence and I are good friends. I use it to track my research reminders, lists and documentation. In this course, you'll learn all about confluence and how to create pages so you can get started right away . You'll learn how confluences used and can be integrated with other applications. The differences between global and personal space is eight parts of the main navigation bar . How to use the dashboard, six parts of every page, how to create pages and hierarchy. How to Enhance Pages with Mac Rose. How to find content some best practices and had a view and change your profile options. This course is for anyone new to confluence. I made it basic so you can start creating immediately. Check out my intermediate and advanced courses for a deeper look at all the features. Also, this courses for users of the server version half cloud, check out the intruder confluence cloud version instead 2. About Confluence: confluence is for team collaboration, info, share and document storage. It serves as an information portal for your internal users. Ah, hell portal for your external customers or an intranet for your company. It's made by a company called it last year in Who makes other popular tools like Jura an issue tracker, hip chat and stride Chad applications and development tools like fish, I crucible bamboo and bit bucket. At last, he and tools all connect to each other. For example, you can link confluence pages to dear issues. You can get confluence page notifications in your team's chat room. Confluence also integrates with third party tools like the Slack Chat Application or Visio Diagrams software. For example, you can use confluence to do any of the following. Collaborate in real time and track decisions. Just if you've probably seen in Google docks, multiple users can update the same pages at the same time. You can document project an initiative, details and processes. For example, the marketing team can create a social media schedule. The finance team can post the employee reimbursement policy. The design team can show specs and mock ups. The product team can write user stories and the customer service team can post answers to common questions you can share in store files, images and diagrams. No need to send files over email or say them on a network drive. You can record meeting notes and product requirements. In fact, Confluence has pre built in templates for these and other common pages. You can post blawg style announcements, mints and share information, create your own templates and checklists and keep an authoritative historical and legal record of company information. Sometimes confluences used internally, and sometimes it's used to provide information to customers. Are there additional ways confluences used in your organization? Check with your application administrator for any company specific details. Confluence is a big repository with amazing search capabilities. It's really easy to find what you're looking for. Regardless of what format the information is in. Confluence might be replacing other wikis and sharing portals in your organization like SharePoint, Google docks or even shared network folders. When you have a lot of software, sometimes it's unclear which to use for which purpose. Here's the answer. If you need to track a task from conception to completion used era if you need to document a task. Use a collaboration platform and repository like Confluence. If you need to talk about a task in real time, use a chat program like Hip Jet, Stride, Slack or Skype. Let's dive in with some important definitions. Think of a page as an online document. A page contains content like text images, embedded videos, attachments and more. A Space is a collection of confluence pages. There are two types of space is global and personal. A global space is a container for all your teams. Information. It's a shared area where users create and view content. There's generally one global space per department or team, for example, will use a confluence global space called Human Resource is to store all the HR teams data . A personal space is just like it sounds. An area to store content just for you. This table shows sample content in two spaces. The HR Global space on a personal space, take a minute to review the different types of content. Examples. The HR Space contains content relevant to many employees and to the members of the H R team . A personal space contains content for just one user. It's important not to store information useful to others in a personal space. Consider this example. In my personal space, I create an awesome proposal for employee recognition program. But then, unfortunately, I leave the company. The knowledge that this awesome info exists leaves with me, too. After my departure, the application admin team archives my personal space as part of their standard clean up procedure. Now my work isn't gone, but it isn't very visible either. As a result, my idea dies before it was ever shared or past others to implement. Instead, I should have created this content in the HR global space or in a new ideas space. 3. Navigation: Now let's look at the navigation elements on every confluence screen. No matter where you are in confluence, you'll always see the same navigation menu. Item one is the application Navigator. Click this link to visit other ed Lassie and applications or internal tools. Item two is the main navigation links. Use the spaces and people links to access. These resource is Item three are the to create buttons. Click the first button to create a new blank page. Click the second dot dot dot button to create a new page from a template. Item four is the content search type, any word or phrase to search through all pages and even attachments. Item five is the help menu. Item six is the admin menu. You'll only see this icon if you are a confluence space administrator or application administrator. Item seven is the notification feature Confluence tells you when someone mentioned you or adds a comment to one of your pages in the screen shot. I have three new alerts waiting for me. An Item eight is your user avatar icon. Use this to manage your profile or log out, and here's a tip in the Avatar icon area If you see the words log in, it means you are not logged in yet. Unless you're instances public, you must be logged in to see any data. 4. Dashboard: the dashboard is the view you see when you first log in or by clicking the confluence link in the main naff. This view helps you see useful data like what content have others created? And what have I worked on recently? The screenshot shows My last contribution was meeting notes. Let's take a look at a sample page. 5. Pages: there are six standard parts of every page to be aware of. Item one, The Grey Space Sidebar menu, is located on the left. This contains all the navigation elements for the space itself. The space your viewing is listed at the top of the menu, in this example, reviewing the human resource is global space. Under the spaces name are links to pages, blogged posts and other content. In this specific space, the Cybermen you can be expanded and collapsed as desired. Item two to the left of the spaces Name is the breadcrumb navigation nicknamed breadcrumbs . Thes navigation links show you where you are within a space. They appear on every confluence page and create a path for you to follow. In this example, you see three links pages, Human Resource is and meeting notes. This means this pages in the meeting notes section of the HR Global Space. Click. The meeting notes link for a list of all meeting notes in the space. Click. The Human resource is link to go to the Spaces home page or click the pages link for a list of all pages in the space item three to the right of the breadcrumbs are the page tools. Click the edit button toe. Edit the pages content. Click the save for later button to make the page one of your favorites. This is great for pages you use frequently. You're safe. Pages are displayed on your dashboard. Click the watching button to receive an email any time the page is updated. To stop receiving emails, simply click the button again. The buttons name will change to watch. You can also use the setting to watch all content in the space. Click the share button to email the page link toe other users. You can also include a personal message. This button has one more cool feature. I wanted to mention a confluence PE Jor El contains the page title and a reference to its location that you are ill can get pretty long. I never give anyone that long. Browser you Earl. If the pages title ever changes or the pages moved to a different space, the euro is no longer valid. Instead, I give users the pages. Tiny euro. It's a shortened version of The Long Girl, and it will never change or break access. The pages Tiny Ural from the same share button. Finally click the dot dot dot icon tax as all other page options, like restricting who can view or edit, exporting to PdF or award for a map or moving, copying or deleting the page. Item four Just below the breadcrumbs is the Pages title and published details. In this example, the pages named 2018 Dash 06-01 meeting notes below the title. You can see who created the page and the date it was last modified. Click the Page author's name to see their profile and recent activity. Click the pages modification date to see the pages change History Confluence tracks each change. Who made it, lets you compare previous versions, and you can even revert to an older version if needed. Item five under the title and published details is the Page Content area. This is where you will add all your text images and dynamic content. The screenshot example was created from a meeting notes template. So it contains the meeting date and attendee list and other meeting specific content truncated in this image. Item six. The final page item is the footer. The footer contains a like function like you've experienced on Facebook. Click this link to think the author or indicate you read the page to the right of the like . Link is the labels area. A label is a keyword or tag that helps categorize content. In this example, the page is labelled meeting Dash notes. Because this page was created from a meeting notes template, that label was automatically added. You can add a remove additional labels as well. Finally, there's an area to post page specific comments. Let's talk about page hierarchy. A compliment. Space can contain an unlimited number of pages and levels. Each page can have unlimited child pages. In the left example, the home page for the space is called Human Resource Is there is one child page called meeting notes and one grandchild page for the June 1st notes. Any time you create a new confluence page, you're creating a child of the page you're currently viewing, for example, to record notes from a new meeting, click on the meeting notes page and create a new grandchild page. From there, the right example shows a potential content organization strategy for the HR global space, the benefits forms and meeting notes. Pages are all Children of the human resource is home page and on the same level, The Benefits page has one child called vacation policy. The Forms page has one child called tuition reimbursement and that Paige has two Children of its own. Finally, the meeting notes Page has two Children. Space content can be organized any way you want. Don't worry too much about a perfect hierarchy. It's super simple to change it later. For now, just be aware that a hierarchy exists, that there are no limitations to page count or levels. And when you create a page, you're creating a child of the page or currently on. Now that we've looked at an existing page, let's talk about creating a new one. Click the blue Create button and the main now to create a blank page or click the dot dot dot button to create a page from a template. First, select the proper space. The space you're currently in will be selected by default. Next, choose the desired page template. Finally, click the create button at the bottom right of the overlay. In this example, I'm creating a new page in the Human Resource is Space and I've selected the meeting. Notes Template Here's our new page in draft format with suggested content preloaded from the meeting notes template. Fill in any missing information and desired content changes. Click the preview button at the bottom right to see what your new page will look like. Click the publish button to save the page or click the close button to discard the draft. 6. Macros: Now let's talk about some fun things you can do with your confluence pages. Click the edit button on the top right of any page to enter edit mode. Ah, formatting toolbar appears between the main navigation and the breadcrumbs. You can use this menu to add page headers. Apply textiles like bold and italic at a bulleted or ordered list at a checklist in Dent and a line content. Insert images, tables and links and add Mac Rose Macros. Extend functionality or I had dynamic content. Click the plus sign in the toolbar to access the menu. Commonly used macros are displayed in the menu, but to see all the options, click other macros at the bottom. Confluence comes with over 70 macros. To enhance your content, simply insert the desired macro, customize any settings and saved the page to see it in action. Here's some things you can do with Mac Rose. You could embed a YouTube video or Microsoft Excel file, display live information from Jura issues, create a dynamic table of contents, display a list of attachments or pages that have a particular label display a chart or image gallery and so much more The capabilities of all the macros is beyond the scope of this intro course. But I did want you to know about them. Go ahead at a few to a page and try them out. Don't worry, you can't break anything. 7. Search: Let's talk about confluences powerful search feature. You can search for words or phrases in page titles, page content and even within attachment content. The search feature is at the top right of every page. Use it just like a search engine in the example on the right, I've searched for the phrase meeting notes. The titles and space names for six results are shown. You can narrow the scope of the search by clicking the magnifying glass icon on the search page. Use the left side bar to narrow the scope by specifying a contributor, name a space, a modification time or a content type in the screenshot. I've narrowed the search to my contributions. The HR Space updated last week and pages Now the results that is smaller and I confined, but I'm looking for 8. Profile: So now you know how to create a page. Add page content and search. Let's talk about your personal profile settings to access them. Click your user avatar icon at the top right of any confluence page and click the profile option. This is a sample profile page. The Profile Knave menu is at the top left. Use the current profile page to view your activity and access your personal details. In the same top menu is a settings link. Use this to customize your language time zone and the notification emails received. If your password is specific to confluence, you can change it here. If confluences integrated with your company network or another user management application , you won't be able to change it within the application. Back on the profile page, click the picture link in the left side bar to select a different image or upload your own . At the top. Right is an edit profile button. Click this to update your personal contact details. 9. Do's and Don'ts: Let's talk about best practices first, create a confluence page anytime you have information to share or record. Confluence can handle lots of content, so don't worry about creating too many pages. Also, you can't really break anything in confluence, so don't be afraid to use it. The only thing you're administrator can't undo is deletion of data. If you're working on something big, create multiple child pages to break it up into small, manageable chunks. For example, if the initiative is to post all HR policies, one policy per page may be easier for the reader to consume than everything on a single page. Ask your confluence administrator or space administrator about page hierarchy in your application. Next, keep all information up to date. There's nothing worse that stale content. Finally, try out different macros to enhance your content. For example, there's no need to manually create a table of contents or manually update a list of gear issues. Confluence macros can automatically do it for you and update the information in real time. Now let's cover a couple things Not to dio. If you're confluence pages slow to load, it may be a result of too much content or to money. Mac Rose. Try reducing macro count or separating content into multiple pages. Next, don't enter sensitive information into confluence or other obligations. This is sometimes referred to as P I. I Personally identifiable information, or SP I sensitive. Personal information Sensitive information includes passwords, personal data like Social Security numbers and Mother's maiden names. Health information. Like which health insurance plan and employee has employment information like citizen status or salary and any proprietary or confidential personal or company information. And, as always, you should choose a strong, unique password and never share it with anyone. Contact your confluence administrator, security, legal and compliance teams for any company specific policies. 10. Homework: you have homework, but good news. It will only take five minutes. First, learn your confluence, your URL and book market in your browser. If you don't know the euro, ask your confluence administrator or company help desk. I like to add a link to my browsers Bookmarks bar like in the screen Shop. Second, log into confluence and click your user avatar icon at the top right. Update your avatar image and any desired personal settings. Third, create your personal space. Click your user avatar, icon and select. Add personal space. You only have to do this once. Finally, create one new page in your personal space experiment with formatting, adding images and inserting Mac Rose. 11. Resources: Here are some useful links where you can learn more about the product, and here's a tip. Whenever you're reading documentation, make sure it's for the correct application type either server or cloud and that it's for your specific software version. You could see the version number in the applications Footer also review any company specific documentation your administrator has created. I have a ton of Jura and compliments. Help Resource is waiting for you. Look for my beginner, intermediate and advanced online training courses for end users, Project and Space Administrators and application Add Mons. Jura Administrators should check out my gear, a strategy admin workbook available, ajira strategy dot com and Amazon. I hope you enjoyed this course as much as I enjoyed creating it. Have fun with the application and I'll see you in a future course.