Spaces vs. Your content — what goes where
Decide whether a document belongs in your personal library or a shared space.
Beginner · ~5 min · Prerequisites: None
What you'll do
Understand the difference between Your content and a Space so you can put every document in the right place from the start.
Your content is yours
Your content is your private personal library. Everything you create there belongs to you by default — teammates can't see it unless you explicitly share it. It's the right place for:
- Personal drafts and notes
- Work-in-progress documents not ready to share
- Private reference material
- Anything that's just for you
Think of it as your desk: organized however you like, visible only to you.
A space belongs to a group
A Space is a shared home for a team, department, or project. Every member can browse and search its documents, and editors can contribute directly. Put documents in a Space when:
- A team needs ongoing access to the content
- Multiple people will edit or update it over time
- New team members should be able to find it without being sent a link
Spaces make shared knowledge discoverable rather than siloed in one person's library.
The Organization space
The Organization space is a special built-in Space every member of your org belongs to. Reserve it for content everyone should be able to reach regardless of their team — company policies, the employee handbook, org-wide announcements, shared reference docs.
For team- or project-specific content, create a dedicated Space rather than cluttering the Organization space.
Comparison
| Your content | A Space | Organization space | |
|---|---|---|---|
| Who can see it | You (unless shared) | Space members | Everyone in the org |
| Who can edit it | You | Editors and owners | Editors and owners |
| Good for | Personal drafts, private notes | Team and project docs | Company-wide reference |
| Findable in search | You only | All Space members | Everyone |
When to move
A document that starts as a personal draft often graduates to shared material. When that happens, promote it into a Space rather than copy-pasting. The move keeps the document's history intact and makes it immediately searchable by the Space's members.