Spaces and the wiki

Your own space is Solo plan.

A space is a wiki comprising pages of written knowledge, together with databases and files. It holds material with a longer lifespan than a task: methods, policies, and maintained lists.

Each owner has exactly one space, and there are three owner types: a member, an organisation, or a workspace. That constraint and its rationale are documented in Workspaces and spaces.

Pages

Pages are the primary content of a space. Three properties distinguish them from a folder of documents:

Version history and restoration. A page retains previous versions, and an earlier version can be restored. Editing another member’s work is therefore recoverable rather than destructive, which is what makes a shared page safe to correct.

Backlinks. A page can display the records that link to it, including workspace deliverables and database rows. A method page therefore accumulates a record of the work that relied on it.

Resolvable comments. A comment thread can be closed once addressed, so a page under discussion does not accumulate permanent annotations.

A page in an organisation space, with the page tree beside itOpen /s/me in the app

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Who can open and edit a page

Two separate controls decide this, both behind the Share icon on the page, and they do not depend on each other.

The Share popover on a wiki page: who can open it, and Publish to webOpen /s/me in the app

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Who can open this — the people inside your space:

Where the page lives	What you can set
Your personal space	Nothing: the page is yours alone
A workspace space	Nothing: every member of the workspace can read and edit every page
An organisation space	Only you, or Everyone in the organization — who can then read and edit it

There is no read-only setting for colleagues. Opening a page to the organisation opens it to editing, which is by design: a wiki that cannot be corrected becomes stale. A page not ready for that stays on Only you — and a page in an organisation space can perfectly well be on it, so check the setting rather than assuming a colleague can open a page you have just made.

Sub-pages follow their parent. Changing who can open a page applies to everything nested under it, and overwrites any sub-page that was set differently. This is said in the popover before you confirm, because the alternative — a shared page whose links lead to pages the reader cannot open — was worse.

Publish to web — anyone, with no account:

Switching it on gives the page a link that anyone can read, signed in or not. A few things about it that surprise people:

• It is read-only, and it changes nobody’s edit rights. A page can be editable by the whole organisation and on the public web at the same time.
• It applies to that page only. Unlike the setting above, it does not cascade to sub-pages.
• It gives nobody inside the space extra access. On a personal page, publishing creates a read-only web copy and nothing more.
• Embedded databases may show as a placeholder. A database inside a published page appears on the public copy only if the page’s author created it or it has been published on its own. Otherwise readers see a placeholder with no explanation.

To let an AI assistant read a page instead of publishing it, use Copy MCP resource URI in the page’s menu. That is a different route from the public link, and it does not make the page public.

History is more restricted than editing, by design

Version history and restoration remain creator-or-admin, even where any member may edit.

A snapshot contains the page’s entire former content, including material held while the page was private. Granting every member access to history would expose precisely what the access setting was protecting.

Working with pages

Pages open in tabs along the top, so position is retained when moving between them. The editor saves continuously; the header displays Saved and a live word count, and there is no save control.

Recent pages are one click away. The + at the end of the tab strip, and the search dialog before you have typed anything, both list the pages you have been working in. The + switches between Recently visited and Edited by me; either list lets you open a page, forget a single entry, or clear the lot.

Two details explain what does and does not appear. A page counts as visited only after you have stayed on it for a few seconds, so a quick bounce through a link does not push the page you have been working in off the list. And Edited by me means edits you made — a colleague changing thirty pages does not reorder it. The lists are yours alone.

New page creates a page immediately, with no dialog. A page begins as Untitled and saves as it is typed. ⌘N performs the same action.

Pages nest: any page can take child pages, so a space becomes a tree rather than a flat list.

Each page’s menu carries the rest:

Rename	Titles are editable at any time
Duplicate	Copy a page, structure and all — the fastest way to make a template
Copy link	A normal URL for people
Copy page ID	The raw identifier
Copy MCP resource URI	The address an AI agent reads this page at
Delete	Removes the page

“Copy MCP resource URI” provides the address at which an agent connected over MCP can read that specific page. A runbook written for people can therefore be supplied to an agent without exporting or duplicating it.

The page toolbar

The icons along the top of a page carry no visible labels. They are, in order:

Share	Set who in the space can open the page, and publish it to a public link
Search	Find pages across the space
Backlinks	Every page that links to this one
Comments	Open the comment thread on this page
Page history	Earlier versions, and restoring one
Export	Download the page
Trash	Deleted pages, and restoring them
Width toggle	Switches the page between standard and full width — the label reads Full width or Standard width depending on which it will switch you to
Google Drive	Insert a file from a connected Drive

What you can put in a page

Typing / opens the block menu, which offers twenty block types:

Text	Paragraph, Heading 1–3, bullet and numbered lists, code block, quote, divider
Callout	A highlighted note or tip
Toggle	A collapsible section, for detail that would otherwise obscure the main point
Table of Contents	Generated from the page’s headings, and therefore always current
Table	Insert one, or import it
Page	A sub-page within this page, by which a space acquires a hierarchy
Image / File, File upload	Images embed; anything else becomes a download link
Google Drive	Embed a file from Drive rather than uploading a copy
Database	A table, board or calendar embedded in the page
Deliverables / Tasks, Contributions	Workspace lists, embedded live

The last two appear only in a workspace’s own space, as there is no workspace for them to read elsewhere.

Google Drive embeds rather than uploads. The file remains in Drive and the page references it, so a single copy exists and Drive permissions continue to govern access rather than the space’s.

Editing a table

Placing the cursor in a cell displays handles: one at the left of each row and one at the top of each column. Selecting a handle opens its menu. Handles are shown only to members who may edit the page.

Move up / down, Move left / right	Reorder a row or a column, contents and all
Insert above / below, Insert left / right	A new row or column at that position — not at the end
Delete row, Delete column	Removes it, and everything in it

Rows are moved by dragging their handle. An indicator shows the destination. Rows are the only draggable element; columns are moved through their menu.

The dashed controls at the outer edges — below the last row and to the right of the last column — append one. Tab from the final cell does the same, stepping through cells and starting a new row when none remain. Shift+Tab steps backwards.

A header row remains the first row. Where a table has one, it cannot be dragged, nothing can be inserted above it, and no row can be moved past it.

A table always retains one row and one column. Delete is removed from the menu when only one remains rather than being present and inactive.

Selecting all cells and pressing Backspace deletes the table

With the entire table selected, Backspace and Delete remove the table rather than its contents. To clear contents, select only the cells to be emptied.

Databases

A space can hold structured data in addition to prose: tables with typed columns, relations, rollups and formulas. These are documented separately in Wiki databases.

Files

Spaces hold images and documents against a shared quota. The limits depend on the space’s owner type, not on the member’s plan:

Owner	Total storage	Max image	Max file
Personal	100 MB	5 MB	10 MB
Workspace	250 MB	10 MB	25 MB
Organisation	500 MB	10 MB	25 MB

Images must be JPEG, PNG or WebP. Documents must be PDF, Word, Excel, PowerPoint, plain text or CSV. No other formats are accepted.

The quota is shared between images and documents, so image-heavy spaces have proportionally less capacity for documents. Where a personal space approaches its limit, the material generally belongs in an organisation or workspace space, which have larger quotas and wider audiences.

Your spaceSpaces