Add and manage more projects

Now that you’ve created your first project and are getting more familiar with Asana, you might want to add more projects, use templates, or manage multiple projects. This article will walk you through more ways you can easily create projects and resources to help you do so.

Import projects from spreadsheets

Asana helps you manage work and projects in one place—but that’s hard to do if you’re still using spreadsheets for some projects and not others. If you have projects and workflows that you plan and manage in a spreadsheet (or from a tool like Trello), you can use our CSV importer to quickly get them into Asana. Organizing your spreadsheet like the example below helps you translate columns directly into Asana fields, like assignee and start/due dates.

Example Excel doc organized for export

Have other columns in your spreadsheet that track things like priority or status? You can create new custom fields (or use existing ones you already have in Asana) to capture them during the import process.

Save time with templates

Don’t start new projects from scratch—start with Asana templates

On the flip side, if you need help starting a new project, you can always use one of our Asana-created templates. Our pre-made templates help you set up a variety of workflows that you can further customize to meet your team’s needs.

Have projects you repeat often? Save them as custom templates

If there are workflows and projects you know you’ll use frequently, like new teammate onboarding or month-end closing, save them as custom templates. Then you know you’re not missing a step and don’t have to waste time reinventing the wheel every time.

To save a project as a template, just click the project header dropdown then Save as a Template. These templates can be used by anyone in your Organization.

To create a new project from a template, click the orange + button, select Project, then navigate to the Templates tab to find the template you need.

Learn how teams like yours create and manage their projects

Asana is intended for all kinds of teams, regardless of size or function. For some of the most common teams and projects, we have existing templates, Guide articles to walk you through building them, and Asana Academy courses to show you how to manage them. Check out the following pages for more tips on building the best workflow for your team:

  • Browse through our examples page to see the most common projects and how to build and manage them with step-by-step instructions.
  • Don’t see your team or use case? Join our Community Forum to share your process or ask others for their tips on building the perfect process for a specific project.
  • Watch our customer webinars for in-depth conversations and screenshares of how real customers plan and manage their work with Asana.

Manage multiple projects with Portfolios

Once you’ve got more projects in Asana, project managers, team leads, and those reporting to leadership might want a way to keep track of multiple projects at once. You can do this with a portfolio. A portfolio is a collection of multiple projects where you can see their statuses, due dates, owners, priority level, and more in one view.

This saves you time tracking down status updates, and helps you hone in on projects that need your attention most. It’s also a clear, comprehensive view you can share with key stakeholders that need a high-level view (versus task-by-task updates) and keeps your team aligned on progress.

Portfolios are the best way to keep track of all projects for a specific initiative or team in one place

To create a portfolio, just click into your sidebar, then Portfolios. Click the New Portfolio square and add the projects you want to track in one place.

Learn more about project management with Asana

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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.