Stay up to date with My Inbox

The more you and your team create, work on, and complete tasks, the more you’ll rely on notifications to keep track of progress. InboxInbox My Inbox displays activity on tasks, projects, or conversations a user follows. Read more is your go-to place in Asana to stay on top of work and check notifications.

How to use My Inbox

Click on My Inbox to see your notifications in Asana

Click on My Inbox in the top bar to see your notifications. When you have new notifications, you’ll see an orange dot next to My Inbox, as well as a black dot in your browser tab. Here you can view new notifications, and take action on them right from Inbox. To remove the notification from your inbox, click the X next to it to archive it. Once archived, all notifications stay in the archive, so you don’t need to worry about deleting them to clear up space.

You can navigate back to archived notifications by clicking Archive and move them back into Inbox if necessary.

Checking My Inbox

View new notifications in your Asana Inbox

When your teammates first start out, it might take some time for everyone to adjust to switching between email and Asana and to communicate primarily in Asana. This gets easier over time, especially as you track more work in Asana. Here are some ways to help you transition:

From email to Asana

  • Make sure you have email notifications turned on to get updates about new activity from your team in Asana. If you use Gmail for work, you can jump directly to a task in Asana by clicking the View Task button on a notification email from the Gmail inbox view. Eventually you can turn these off and just rely on your Asana Inbox.

  • Forward emails to Asana, so emails become tasks.

  • As you add tasks to Asana, invite or loop in your teammates by adding them as task followers instead of forwarding and CC’ing them on emails.

Work from My Inbox

  • Commit to checking your Asana Inbox two to three times a day at first to start getting in the habit of using Asana for team communication.

  • Keep Asana open in your browser while you’re working and check your Inbox for the latest updates on the work that’s important to you.

Why Inbox?

Inbox keeps your team up to date with the latest activity on conversations, projects, and tasks. You’ll spend less time sharing updates, tracking down the status of work, and organizing messages and more time doing the real work behind them. Remind your teammates of the benefits:

1. Less time spent on back and forth communication

  • Inbox notifications generate automatically as you complete and take action on your tasks, so you don’t have to check in as often to make sure teammates “got that attachment” or to ask if they’ve finished work you’re waiting on.

  • For example, when you complete a task, a notification is generated for any task followers. Followers can heart the completion to show that they saw that it’s done. No extra messages necessary.

2. Updates stay with tasks

  • When you click on a task from Inbox, you’ll see the task description, comments, attachments, and due date.

  • Having everything in one place means you don’t have to track them down or re-organize them in Inbox—work is already organized into projects, tasks, and conversations.

3. You’re in control of the messages you receive

  • You can always follow or unfollow tasks and conversations to receive or stop receiving Inbox notifications.

  • Your team won’t get notified when you follow and unfollow the conversation.

  • If you start to follow a task or conversation that’s already in progress, you don’t need to piece together separate emails or documents to make sense of the work.

4. You can take action right from Inbox

  • When new tasks are added to projects you belong to, you can heart or complete the tasks right from the Inbox notification.

  • Conversations that mention tasks also show a task preview, from which you can take direct action.

  • You can turn on the “Reminder Tasks from Inbox” hack to create a follow-up task from any Inbox notification.

Learn more: My Inbox

My Inbox is a critical part of tracking your work in Asana, and once you get used to checking notifications here, you’ll be even more tuned in to what your team is doing, and how that affects your workflow for the day.

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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 your projects forward with Asana.

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 recieving updates about them.

You ultimately have control over all 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.