If you’ve ever opened a Confluence page that looked more like a novel than a knowledge base article, you are not alone. 

Many teams fall into the “wall of text” trap — long, unstructured pages filled with valuable information but little visual guidance. Users who land on these pages may feel immediately overwhelmed, unsure of where to start or what’s most important, and dreading the long read ahead.

Research^[1][2] shows that when documentation is visually dense — especially on screens — comprehension tends to drop, making it harder for users to absorb and retain the full content.

The good news is that you don’t need to rewrite everything, you just need to structure it better.

That’s exactly where Confluence macros play a key role. These small but powerful tools let you transform cluttered pages into organized, interactive experiences that are easier to scan, navigate, and use.

In this article, we’ll explore how macros can help you declutter Confluence pages, including practical examples and tips from a Product Manager who’s been building and using macros for years.

What are Confluence macros?

Confluence macros are built-in tools that add extra functionality, structure, or dynamic behavior to Confluence pages — without requiring any coding. They act as reusable components you can insert into a page to present information more clearly and make your documentation easier to navigate.

A macro in Confluence handles tasks that regular formatting can’t. You can use a macro to generate a table of contents automatically, hide long explanations in collapsible sections, embed external content, or lay out information in columns or panels. These small building blocks help you design pages that scale as your documentation grows.

What Confluence macros allow you to do

Using macros in Confluence lets you:

• Show or hide content dynamically (e.g., the Expand macro for long details).
  
  
• Automatically structure information (e.g., the Table of Contents macro).
  
  
• Break content into readable layouts with columns or panels.
  
  
• Highlight key messages or warnings using visual panels.
  
  
• Embed media, charts, or data from integrated tools.
  
  

Understanding how Confluence macros work is essential for creating documentation that stays organized, consistent, and easy for teams to consume — especially as your content library expands.

Standard vs. advanced macros

Broadly speaking, Confluence offers two types of macros:

Standard macros — These are available by default in Confluence Cloud and cover common needs like expanding text, creating panels, or inserting tables of contents.

Advanced macros — These often come from marketplace apps or admin-installed toolkits (like ours, the Refined Macro Toolkit). They unlock additional layout, design, and content automation capabilities.

In simple terms, standard macros cover the basics for everyday page building. Advanced macros give admins and content creators more power to customize, automate, and fine-tune the look and feel of pages and space overviews.

Where to find Confluence macros

To add a macro:

1. Type / on your Confluence page.
   
   
2. Start typing the macro’s name (e.g., “Expand,” “Panel,” or “Table”).
   
   
3. Click the macro to insert it and configure its settings.

You can also find macros by clicking the “+” button in the toolbar or using the “Insert more content” menu.

Popular Confluence macros and what they’re best for

Before diving into specific examples, it helps to understand which Confluence macros admins rely on most — and why. These built-in macros solve common documentation problems and make pages easier to scan, navigate, and maintain.

Some of the most widely used macros include:

• Panel macro: Highlights key notes, warnings, or summaries using a styled container.
  
  
• Expand macro: Tucks away long or detailed content behind a clickable heading to reduce page clutter.
  
  
• Column macro: Breaks content into two or more columns, ideal for layouts that compare or group information side by side.
  
  
• Table macro: Organizes information into structured rows and columns, making data easier to read, compare, and update.

We’ll take a look at all of those in this article, but the Expand macro in particular is effective for improving clarity on dense or instruction-heavy pages — so let’s dive into how it works.

The Expand macro: Powerful for Confluence clarity

The Expand macro lets you tuck away large sections of content behind a clickable heading. Users can expand the section to view the details — perfect for organizing long or repetitive information without overwhelming readers.

Here’s what it looks like in action:

Expand title: “How to set up your account”

Step 1: Log in with your company email.

Step 2: Go to Account Settings.

Step 3: Select ‘Preferences’ to customize your experience.

When collapsed, readers only see the heading. When expanded, they can dive into the full details.

Ideal use cases

There’s a few situations where the Expand macro is especially useful:

• FAQs: Each question can sit neatly under its own Expand heading.
  
  
• Step-by-step guides: Group related steps together to keep instructions tidy.
  
  
• Onboarding resources: Hide optional or advanced sections for users who only need the basics.

Why the Expand macro shines

The Expand macro reduces visual clutter and improves page scannability. Instead of scrolling through long blocks of text, users can jump directly to what they need. It enhances readability, which is a crucial aspect for knowledge bases used by distributed teams or clients.

If you are managing a Confluence site for your organization, consider combining Expand macros with search-friendly headings. This ensures that hidden content still appears in search results, keeping your information both clean and discoverable.

And if you are looking for even more flexibility with formatting, the Refined Macro Toolkit adds a full suite of layout and design macros — including an Expand Panel Group macro. While the native Confluence Expand macro only has individual expand sections, the Toolkit’s Expand Panel Group macro lets you group Expands together into one section and set rules for how they open/close collectively — creating more cohesive sections across your pages.

Other layout macros that instantly improve pages

While the Expand macro is great for hiding complexity, layout macros help you organize visible content. Here’s more info on the three we mentioned earlier, and how they can make a dramatic difference in page readability.

Panel macro

The Panel macro lets you highlight key information inside a bordered box, often with a background color. 

It’s ideal for:

• Drawing attention to warnings, tips, or next steps.
  
  
• Differentiating between information types (e.g., “For users” vs. “For admins”).
  
  
• Structuring documentation headers or summaries.

Use the Panel macro to highlight troubleshooting notes — readers can quickly spot important context without scanning the entire article. 

And for teams who want more styling or layout control, tools like Refined Macro Toolkit offer additional customization options for panels and grouped layouts, such as icon sets, custom colors, and more.

Column macro

The Column macro helps you create multi-column layouts, which is a great way to break up long pages or display related information side by side.

You might use two columns for:

• Comparisons (“Before vs. After” or “Pros vs. Cons”).
  
  
• Step lists next to screenshots.
  
  
• FAQs alongside helpful resources or links.

Used sparingly, columns guide the eye naturally and give the page a professional, balanced look.

Table macro

Tables may not be flashy, but the Table macro remains one of the best tools for organizing structured information.

Here’s a few examples:

• Feature comparisons or pricing overviews.
  
  
• Project timelines.
  
  
• Role-based permissions or responsibilities.

Combine tables with column formatting or panels for a polished, well-structured layout.

Before & after: Macro-enhanced page design

When you use macros well, the difference isn’t subtle — it’s immediately visible. 

Below is a simple example showing how the same Confluence onboarding guide can go from cluttered and tiring to clear and engaging.
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Before: A page without macros

A 2,000-word block of text fills the screen. There are few headings, no visual hierarchy, and all the details sit in one long scroll. It’s useful, but hard to navigate. Users often skim, miss key steps, or abandon the page altogether.

After: A page enhanced with macros

The same content, now restructured using a few simple macros:

• Expand macro groups detailed steps into collapsible sections.
  
  
• Panel macro highlights important notes and calls to action.
  
  
• Column macro balances text and visuals for smoother scanning.

The Confluence page’s overall message has not changed, but the user experience has.

Tips for using Confluence macros wisely

Macros are powerful, but too much of a good thing can hurt usability. Here are a few best practices:

1. Don’t overdo it

Avoid stacking macros on top of each other or using them excessively. Too many Expand or Panel macros can create unnecessary clicking and scrolling.

2. Prioritize mobile readability

Remember that many users access Confluence on mobile devices. Multi-column layouts or nested macros may not render perfectly on smaller screens, so test your pages on different devices.

3. Combine macros strategically

Macros work best when they complement each other. For example:

• Use a Panel macro inside a Column macro, for emphasis.
  
  
• Add Expand macros beneath headings to group related content together.
  
  
• Embed a Table macro within a Panel macro to summarize data visually.

4. Keep accessibility in mind

Ensure your macro headings and colors meet accessibility standards. Avoid using color alone to convey meaning, and maintain clear structure for screen readers.

5. Maintain consistency

Establish a macro usage style guide within your team. Consistent use of Panels, Expand sections, and Tables creates a recognizable, branded look across your Confluence space.

FAQ: Using macros like Expand to declutter Confluence

Q1: Do hidden sections in the Expand macro show up in Confluence search results?
Yes. Even when collapsed, Expand macro content is indexed by Confluence search. That means users can still find it, making it a great way to organize detailed information without losing discoverability.

Q2: Can macros slow down page loading?
In most cases no, especially with standard Confluence macros. However, excessive nesting (for example, multiple Expand macros inside Columns inside Panels) can slightly impact load performance. Keep your layouts simple and focused!

Build smarter, structured pages with macros

Confluence macros aren’t just small, nice-to-have features. When used correctly, they’re actually essential tools for creating clean, effective, and engaging pages.

Understanding how to incorporate macros like Expand, Panel, Column, and Table allows you to transform your documentation. You’ll help your users go from overwhelmed to easily navigating and absorbing your page content. 

Overall, macros can be decisive efficiency tools for a wide range of Confluence projects and teams — from a support knowledge base, to an HR hub, or a project wiki. Well-structured content helps everyone find and apply information faster while reducing cognitive load.

And if you’re ready to go beyond the basics, explore advanced macros with Refined Macro Toolkit. It expands your layout and design options with intuitive tools, and it’s built specifically for content creators and admins who want more flexibility and superior page navigation.

Try Refined Macro Toolkit on the Atlassian Marketplace

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References

[1] Study on comprehension differences between reading on screens vs. paper: https://phys.org/news/2024-02-screens-paper-effective-absorb-retain.html

[2] Effects of font type and spacing on on-screen readability: https://files.eric.ed.gov/fulltext/EJ1442657.pdf 

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