How to start with Asana’s mobile app

Asana’s iOS and Android apps can help you monitor and capture work on the go. Keep reading to see the top ways successful teams use our mobile apps.

Mobile feature documentation and how-tos

If you’re looking for feature and device-specific how-tos, or want to see all mobile functionality, please reference our iOS and Android Help pages. This article features tips and best practices for getting started with our mobile app. The links in this article take you to our iOS guide, but Android users can find corresponding articles in the Android guide.

1. Focus on priorities by keeping a pulse on notifications

Nobody wants to start the day buried in Inbox or stress about a project as they’re falling asleep. Instead, use mobile app notifications to keep tabs on work that needs your attention and take action faster right from the app.

SCREENSHOT of Asana mobile notifications on an Android device home screen

Tips for prioritizing work on mobile:

  • On your commute, skim through notifications to get a pulse on what’s come in for the day to prioritize and start strong when you arrive. Though it’s tempting to read your entire inbox, starting with actionable priorities keeps you productive.
  • Use the mobile app to type a quick comment from the notification, or pull it up in Asana to work on it from your device.
  • Mobile is also great for sorting and prioritizing tasks. Just head to My Tasks and swipe left to mark them for Today, Upcoming, and LaterToday, Upcoming, and Later Today, Upcoming, and Later are sections that divide the My Tasks list. Users can drag tasks into these sections to prioritize them. Read more .
  • As you wind down the day, assess what’s come in, ensure you’re not a blocker anywhere, and feel confident calling it a day if nothing else needs your attention.

2. Capture and access information on the go

Need to review or approve work between meetings? Want to quickly pull up your event plan? Don’t have a laptop handy? Our mobile app helps you capture ideas quickly and access information you need to reference again wherever you are, on and offline.

Tips for capturing and accessing work with mobile:

  • Favorite projects and create portfolios to quickly access projects you’re working on.
  • If you’re away from your desk due to meetings, travel, or the nature of your work, capture action items and reminders as you go by creating and assigning tasks from mobile. It’s faster than waiting until you’re by a computer, and holds you more accountable than just jotting it down somewhere.
    • You can also work on and complete tasks from mobile to unblock others like approving a budget or attaching the first draft of a blog.
  • Use proofing to capture feedback or actionable tasks on an image. For example, you can use it to provide design feedback away from your desk, or take a photo of your event booth with action items for the event manager to address before the event starts.

GIF of using Asana mobile to add feedback directly to an image file to create a subtask

SCREENSHOT of changing the approval custom field to changes needed so the designer knows feedback is blocking

3. Make meetings more productive

Meetings bring great minds together, but they can quickly become unproductive. Our mobile app helps teams stick to the agenda and keep the discussion actionable.

Tips for more productive meetings with mobile:

  • See what’s on the agenda before and during a meeting by creating a meeting agenda project. Access it during the meeting as a reference and to keep relevant files accessible.
  • Keep whiteboarding and brainstorming sessions actionable and relevant by snapping a photo and using annotations and character recognition to capture ideas without having to retype them.
  • If teammates commit to work on something, create and assign tasks for them in the meeting agenda project so they can follow through.

SCREENSHOT of meeting agenda project with follow up task created and whiteboard image attached with annotations

4. Help onboard your teammates to Asana

Is your team still getting the hang of Asana? Asana’s mobile app functions similarly to the web version, but with user-friendly features your teammates might already be familiar with from other apps. Here are some handy tips:

To… Do…
Create and action work
  • Tap the + button to create tasks
  • Swipe right to complete tasks
  • Use voice dictation
Organize and find work
  • Search for anything
  • Drag and drop to rearrange
  • Favorite projects or add them to Portfolios
Manage and plan work
  • View projects on a calendar
  • Check notifications in Inbox
  • Manage tasks from My Tasks

More resources

Want more tips and best practices for using Asana’s mobile apps? Check out these resources:

Resources Link
Download the app iOS or Android
Video tutorial Watch How to Asana for iOS or Android
Get how-tos Read help articles for iOS or Android
Mobile tips blogs Read blogs
Connect with Community Attend an upcoming training or start a thread on our community forum

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to x@mail.asana.com to turn your emails into tasks

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in New Tasks.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type : at the end of any task title to make it a section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move projects forward with your team.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop receiving updates about them.

In the end, you have control over the updates you receive (or choose not to receive)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.