Workspace is flexible because a page does not have to be only a document, only a task list, or only a file holder. A single page can combine writing, media, embeds, structured data, comments, and publishing controls.
Why Workspace is flexible
- Pages can start private and later be shared from
Sharein the top navbar. - Blocks let you combine notes, tasks, media, tables, boards, embeds, and widgets in the same page.
Explore blocksandTemplateshelp you start from reusable structures.Workspace Sitesturns selected pages into public read-only snapshots.Exportdownloads the current page as Markdown or PDF.
Start with a page
Start in Private when the page is still a draft. Use a clear title instead of leaving it as Untitled. Add headings early so the page can grow without becoming hard to scan.
Mix blocks by job
| Job | Useful blocks |
|---|---|
| Write and explain | Text, Heading 1, Heading 2, Heading 3, Quote, Callout |
| Plan work | To-do List, Board, Date, Countdown |
| Show context | Image, Video, Audio, File, PDF Viewer |
| Structure information | Table, Table of Contents, 2 Columns, 3 Columns, 4 Columns |
| Embed outside material | Website, Iframe, Figma, Google Maps, GitHub Repo, Loom Recording |
Move between private, shared, and public work
A page can stay private while you draft, become collaborative through the Share tab, and later be published through the Publish tab when readers only need a public read-only version. These are separate steps, so you can choose the right level of access for each page.
Examples
- A product spec can combine headings, text, Figma, GitHub Issue / PR, comments, and a Board.
- A team handbook can use collapsible headings, Table of Contents, Callout blocks, and Workspace Sites.
- An event page can combine Google Maps, Weather, Countdown, File, and comments.
- A support article can use Text, Image, Callout, Table, and PDF export.
Keep pages maintainable
- Use one page for one clear purpose.
- Split very long content into sub-pages.
- Use collapsible headings for optional details.
- Use comments for discussion and update the page when a decision is final.
- Use
Force Syncbefore publishing, exporting, or closing a page after important edits.
Related guides
FAQ
Can one Workspace page contain different block types? Yes. A page can mix text, tasks, media, data, widgets, embeds, and comments.
Can a private page become shared later? Yes. Use Share in the top navbar or move the page when your access allows.
Can Workspace support both notes and task workflows? Yes. Use writing blocks for notes and Board or To-do List blocks for tasks.