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June 6, 2024
XX min read

How to Use Confluence: A Comprehensive Guide


Confluence is an innovative open and shared workspace that connects people to the ideas and information they need to build momentum and do their best work. Unlike traditional document and file-sharing tools, Confluence stands out with its open and collaborative approach, allowing users to create, manage, and collaborate on everything from product launch plans to marketing campaigns seamlessly. In the modern workplace, where collaboration and efficiency are paramount, Confluence offers a robust platform to drive productivity and innovation by providing organized spaces, team connectivity, and seamless integration with the Atlassian suite and other customizable apps from the Marketplace.

Who is Confluence For

Confluence is designed for a wide range of users and teams across various industries. Its flexibility and comprehensive features make it an ideal tool for:

  • Product managers and development teams needing a collaborative environment for product roadmaps and documentation.
  • Marketing teams looking to coordinate campaigns and track progress with clarity.
  • HR departments aiming to enhance onboarding and employee engagement through shared resources and feedback mechanisms.
  • Knowledge managers tasked with maintaining and organizing institutional knowledge for easy access and retrieval.
  • Project managers requiring structured spaces to manage complex projects and coordinate across diverse teams.

With its versatility, Confluence meets the needs of any team or organization striving for enhanced communication, collaboration, and productivity.

Key Features

Confluence offers a multitude of features designed to foster an open and collaborative workspace:

  • Spaces and Pages: Organize work into dedicated spaces for teams or projects, with pages that allow for detailed documentation, notes, and content.
  • Real-time Collaboration: Use collaborative editing to work simultaneously with team members on documents, ensuring everyone is on the same page.
  • Templates: Access a range of templates tailored for various use cases, from meeting notes to project plans, streamlining content creation.
  • Integration with Atlassian Tools: Seamlessly integrate with Jira, Trello, and other Atlassian products for a connected workflow.
  • User Permissions and Control: Manage access and permissions at both the space and page levels to ensure information is shared appropriately.
  • Comments and Feedback: Comment directly on pages or specific sections, facilitating instant feedback and discussion.
  • Search Functionality: Utilize powerful search to find content quickly, filtering by people, date, or content type.
  • Macros and Add-ons: Enhance functionality with macros and add-ons from the Atlassian Marketplace, tailoring Confluence to your specific needs.

Best Use Cases

Confluence shines in various scenarios across different industries and team setups:

  • Product Development: Coordinate product roadmaps, maintain feature documentation, and manage backlog items by integrating with Jira.
  • Marketing Campaigns: Plan, track, and execute marketing campaigns with dedicated spaces for each campaign, including timelines, content calendars, and analytics.
  • HR and Onboarding: Streamline onboarding processes with centralized resources, training materials, and feedback forms.
  • Knowledge Management: Build an accessible knowledge base for company-wide knowledge sharing, keeping institutional knowledge up-to-date and easy to find.
  • Project Management: Manage complex projects through structured spaces, document requirements, track progress, and communicate updates in one place.

Getting Started

  1. Sign Up and Set Up:
  • Go to the Confluence website and sign up for an account.
  • Choose the appropriate plan based on your team size and requirements.
  • Set up your workspace by configuring basic settings, adding team members, and defining user roles.

  1. Create Spaces:
  • Create dedicated spaces for different teams or projects.
  • Customize space settings and permissions to control access.

  1. Start Creating Content:
  • Use templates to create pages quickly, or start from scratch.
  • Organize content with hierarchies, making it easy to navigate.

  1. Collaborate and Share:
  • Invite team members to edit and comment on pages.
  • Use collaborative editing to work on documents simultaneously.

  1. Integrate Tools:
  • Connect Confluence with other Atlassian tools like Jira and Trello.
  • Browse the Atlassian Marketplace for add-ons that enhance functionality.

Tips and Best Practices

  • Consistent Structure: Maintain a consistent structure across spaces and pages for ease of navigation.
  • Regular Updates: Keep content current by regularly updating pages and archiving outdated information.
  • Encourage Participation: Foster a collaborative culture by encouraging team members to contribute and comment on content.
  • Leverage Templates: Utilize templates to standardize content creation and ensure all necessary information is captured.
  • Effective Search: Use Confluence’s advanced search features to quickly find the information you need, taking advantage of filters and keywords.

Integration with Guru

Confluence’s integration with Guru brings the power of AI search to your collaborative workspace. Guru’s AI enhances Confluence by:

  • Seamless Information Access: Guru’s AI search allows you to find information across all your integrated tools effortlessly, ensuring you have the right information at your fingertips.
  • Personalized Answers: Guru delivers personalized answers based on natural language and context, making information retrieval faster and more accurate.
  • Single Source of Truth: By integrating with Confluence, Guru captures and organizes important information, creating a single source of truth that’s easily accessible to all team members.
  • Enhanced Knowledge Management: Leverage Guru’s proactive suggestions to keep your Confluence space updated with relevant information, minimizing the risk of outdated content.


Confluence is a powerful tool that transforms how teams collaborate and manage information, enhancing productivity through its open and structured workspace. With features like spaces, real-time collaboration, templates, and seamless integration with other tools, Confluence addresses the diverse needs of modern workplaces. By following best practices, teams can maximize their use of Confluence, ensuring efficiency and clarity in their workflows.

Integrating Confluence with Guru takes collaboration to the next level, providing instant access to personalized information and maintaining an up-to-date single source of truth. By leveraging the strengths of both tools, teams can significantly enhance their productivity and maintain a competitive edge in today’s fast-paced work environment. Give Confluence a try and integrate it with Guru to experience seamless collaboration and efficient knowledge management.

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