It’s not only about the content you create, but rather how you present it. We’ve all come across Confluence pages with valuable content, but poor formatting, structure, readability, and navigation. The reasons? Absence of content formatting macros all together, or not knowing how to properly use them. When should I use tabs? When should I use expanders? And so on. I find myself asking these questions more often than I would like to admit wherever I start using a new macro.

If you happen to ask the same questions, then this article is for you.

In this article, we’ll explore essential content formatting tips for Confluence, focusing on why and when you should use them, which templates they’re perfect for. 

Let’s dive in!

The Importance of Content Formatting Macros in Confluence

Many think that Content formatting in Confluence macros are nice to have or just decorative tools to make the pages more beautiful and all. But they are more than just that! As mentioned in the beginning, content is the centerpiece but its presentation is what hooks readers and keeps them engaged. 

Content formatting macros are essential for creating well-structured, readable, and navigable content. Properly using these macros can make the difference between a cluttered, overwhelming page and a clear, user-friendly one.

1. Enhance Readability: Content is to be read in the best possible conditions. A Confluence page consisting of just text, and not based on a specific template is a nightmare for your readers. Well-structured pages are easier to read, navigate and understand. Content formatting macros help break down information into manageable sections, making it easier for readers to digest and retain the content.

2. Improve Navigation: We all have the tendency to read the intro and then scroll to the most important sections when reading especially long Confluence pages. Content formatting macros like tabs and expanders allow users to navigate through your Confluence content efficiently. They reduce the need for excessive scrolling and help users find the information they need quickly.

3. Boost Engagement: Creating a Confluence page with just plain text is an absolute no no simply because your readers are going to hate you for it. Visually appealing pages with organized content are more engaging. Users are more likely to interact with and return to pages that are well-formatted and easy to navigate.

4. Facilitate Collaboration: Content creation is all about collaboration. Your team should have the tools in place to help them understand processes and stay on the same page. Macros like page status and progress bars are particularly designed to enable just that.

Tips to better work with Content Formatting Macros in Confluence

Organize & Structure Content with Tabs

Why:

Tabs help you enhance your content structure and facilitate navigation. They provide cleaner, more streamlined pages, making it easier for users to find the information with limited scrolling. Tabs also enhance user control over what content they see, improving their overall experience.

Perfect for:

• Project Management Templates
• Product Feature Documentation
• Team Updates & Meeting Notes
• Client Reports & External Content

When to use:

Use tabs when you have multiple categories or sections of content that can be logically grouped together. I always think of tabs within Confluence as the regular tabs you see within websites. They are there to avoid you unnecessary scrolling and give you an overall idea of the content’s structure.

They are ideal for separating information into distinct sections, such as project phases, product comparisons, detailed specifications, and more depending on the content of course.

Pro Tip:

• Label Clearly: Use clear, concise labels for each tab. For example, instead of “Tab 1” and “Tab 2,” use “Project Overview” and “Detailed Timeline.”
• Balance Content: Avoid overcrowding tabs with too much information. Keep each tab focused on a specific topic or category.
• Consistent Style: Maintain a consistent style for all tabs to ensure a cohesive look. This includes using the same font, size, and color for tab labels.

👉 Check out this community post for tips on how to effectively use tabs in Confluence

Make Use of Space with Expand Macros

Why:

Expand macros help manage long blocks of text by hiding them behind expandable headings. This keeps your page clean and readable, preventing information overload for users. They enhance user experience by allowing readers to choose which details they want to see.

Perfect for:

• FAQs
• Step-by-Step Guides
• Onboarding templates
• Detailed Courses
• Meeting Notes

When to use:

Expanders or tabs? I have always asked myself this question. Although a bit similar, they are quite different with regards to the nature of content. Tabs are used for entire sections, expanders are used for supplementary information that supports the main content but doesn’t need to be visible at all times. This is particularly useful in documentation or knowledge base articles where users might seek specific details.

Pro Tip:

• Use Descriptive Titles: Ensure expanders have clear and concise titles. Instead of “Details” or “More,” (which are tempting when you are in a hurry), use more specific ones that best describe your content such as “Project Requirements” or “Step-by-Step Instructions.”
• Not for Essential Content: Use expanders for additional information, not for essential content. For example, in a project overview page, use expanders for detailed timelines or resource lists.
• Consistent Style: Keep a consistent style for all expanders on a page. Use the same font, color, and layout for titles and content.
• Balance Usage: Avoid overusing expanders to prevent excessive clicking and confusion. Use them selectively for specific, additional info.

👉 Check out this community post for tips on how to effectively use expanders in Confluence

Specify and Track Processes with Progress Bars

Why:

Progress bars provide a visual representation of progress, helping users quickly understand the status of the content they are reading. Progress bars bring a dynamic element to your pages and can motivate users by visually tracking progress.

Perfect for:

• Project Management Dashboards & templates
• Content Creation Processes
• Onboarding Templates
• Event Planning

When to use:

Use progress bars when you need to show the progression of a project, task, or goal. They are particularly effective in dashboards, project status reports, and any other form of content really.

Pro Tip:

• Color-Coding: Use different colors to represent different statuses or levels of completion for better visual impact.
• Short Descriptions: Add short descriptions to indicate what each progress bar represents.
• Placement: Generally, progress bars are placed at the top of Confluence pages. But when it comes to dashboards, you can include multiple ones within tables, or any other macros within which they can be embedded.
• Consistency: Ensure all progress bars on a page follow the same design and color scheme to maintain a cohesive look.

👉 Check out this community post for tips on how to effectively use progress bars in Confluence

Indicate Status with Page Status

Why:

Page status macros help communicate the current state of a Confluence page at a glance. They provide quick context and can indicate whether a page is a draft, in review, approved, or any other status you define.

Perfect for:

• Project Documentation
• Collaborative Workflows
• Editorial Calendars
• Development Sprints

When to use:

Use page status macros when you need to indicate the stage or condition of a Confluence page. This is especially useful when multiple team members need to understand the current state of a given page.

Pro Tip:

• Custom Statutes: Customize status labels to fit your workflow and make them intuitive for your team.
• Consistent Use: Apply statutes consistently across all relevant pages to avoid confusion.
• Visual Indicators: Use visual indicators (e.g., icons or colors) to differentiate between statuses at a glance.

👉 Check out this article for tips on how to effectively create and manage page statutes in Confluence

Highlight Information with Panels

Why:

Panels enhance the visual structure of your pages by allowing you to highlight important sections or create distinct content blocks. They make your content more digestible and visually appealing, improving overall readability.

Perfect for:

• Highlighting Key Information
• Creating Call-Out Sections
• Organizing Content into Blocks
• Summary Sections

When to use:

Think of a “Pro Tip” section within product documentation. This is when you use panels. When you need to emphasize critical information and create a clean layout. We often see them used within product documentation, tutorials, and any document where visual differentiation is beneficial.

Pro Tip:

• Different Styles: Use different panel styles (color, borders) to differentiate types of information like warnings, tips, or important notes.
• Consistent Layout: Maintain a consistent layout and style for panels throughout your document.
• Use Sparingly: Avoid overusing panels to maintain their impact. Use them for the most critical information only.

Drive Actions with Buttons

Why:

Buttons are not widely used within internal Confluence pages, but for external ones, they are among the content formatting macros you will be using the most. They obviously make actions clear and encourage user interaction. They are essential for creating a call-to-action (CTA) and guiding users through processes or workflows within your Confluence pages.

Perfect for:

• Call-to-Action (CTA) Buttons
• Navigation Links
• Interactive Elements
• Form Submissions

When to use:

Why buttons and not the typical Confluence lists of just links? It depends on the action you want your users to take. Use buttons when you want to prompt users to take a primary action such as a Call-to-Action (CTA). Links on the other hand are best suited for additional or complementary actions to be included within the content. Buttons are particularly effective in interactive documents and customer facing landing pages.

Pro Tip:

• Action-Oriented Text: Use clear, action-oriented text for button labels. For example, use “Submit Form” or “Learn More” instead of generic labels like “Click Here.”
• Visual Contrast: Ensure buttons stand out by using colors that contrast with the background and surrounding text.
• Consistent Style: Use a consistent style for all buttons to create a cohesive look and feel.

👉 Check out this community post for tips on how to effectively use buttons in Confluence

Enhance Understanding with Tooltips

Why: Tooltips provide instant, contextual information when users hover over or click on specific elements. They are excellent for explaining terms, providing additional details, or guiding users through complex information without interrupting the flow of the main content. 

Perfect for:

• Interactive Tutorials
• Product Documentation

When to use:

Use tooltips when you need to provide brief explanations or additional context without taking up space in the main content. They are particularly useful for clarifying terms, offering additional details on hover, or guiding users through forms and interactive elements. 

Pro Tip:

• Short and Concise: Keep tooltip content brief and to the point. Users should be able to understand the information quickly without reading a lot of text.
• Trigger Elements: Use clear and intuitive trigger elements for tooltips, such as icons or highlighted text. Ensure users know where to hover or click for more information.
• Consistent Style: Maintain a consistent style for tooltips across your pages. Use the same font, color, and formatting to create a cohesive look.
• Strategic Placement: Place tooltips strategically near the content they are explaining to avoid confusing users.

Contextualize Content with Footnotes

Why:

Footnotes provide a way to include additional information without interrupting the flow of the main content. And they are all over Wikipedia for a reason. They allow readers to access extra details, references, or explanations when needed, enhancing the overall understanding of the content.

Perfect for:

• Academic Papers & Content
• Technical Documentation
• Detailed Reports

When to use:

Use footnotes when you have supplementary information, citations, or references that support the main text but are not essential for the immediate understanding of the content. Footnotes keep your main content concise while still providing access to detailed information. If it includes supplementary information, why can’t I use tooltips? Footnotes are preferable over tooltips when You need to provide formal citations or references and the information is extensive and would be too long for a tooltip.

Pro Tip:

• Clear Numbering: Use clear and consistent numbering or symbols for footnotes to avoid confusion.
• Relevant Information: Ensure footnotes contain relevant and concise information. Avoid cluttering them with unnecessary details.
• Link Back: Provide a link back to the main content from the footnote for easy navigation.
• Formatting Consistency: Maintain consistent formatting for all footnotes to create a professional look.

Effectively using Confluence content formatting macros can transform your content from simple text into engaging, navigable, and visually appealing pages. Whether you’re using tabs to organize content, expand macros to manage long text, and so on, each macro has its unique place and purpose. By understanding the ‘why,’ and ‘when’’ for each macro, you can create well-structured and user-friendly Confluence pages that enhance collaboration, engagement, and overall productivity.