Calendars & Asana

The Sync to Calendar option helps you meet deadlines by syncing your tasks to Google Calendar, Apple Calendar, Outlook, or any calendar that allows you to subscribe by URL.

You can sync any projectproject Projects are lists of tasks. Read more , tagtag Use tags to mark tasks or group together similar tasks. Read more , or My TasksMy Tasks All tasks assigned to an individual can be found in their My Tasks list. Read more list to an external calendar.

Once synced, you will see tasks with due dates from that project as all day events. You can click each event to visit the task in Asana.

A few things to note:

  • Only tasks with due datesdue dates The date that a task or subtask is due. Read more will sync
  • Calendar sync is one-way: updates to your calendar will not be reflected in Asana
  • CompletedCompleted To mark a task with a checkmark to indicate that it is done. Read more tasks will not sync
  • SubtasksSubtasks Subtasks break a task into smaller pieces. Subtasks, like tasks, have assignees, due dates, comments, and hearts. Read more also sync to external calendars
  • Team CalendarTeam Calendar A team calendar displays all tasks from all projects, that have a due date, within a team or Workspace. Read more cannot be synced
  • It’s not possible to sync calendars by URL to Outlook for Mac 2011
  • The initial sync to your calendar should be instant, but subsequent syncs may take up to a day

Select project, tag, or My Tasks

To sync an Asana project:

  1. From the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more , select the project you want to sync
  2. From the headerheader The header is part of the user interface between the top bar and the main pane and lets users navigate projects. Read more , click the dropdown arrow to access the project actions
  3. Select Sync to Calendar

These steps can also be used to sync your My Tasks

To sync an Asana tag:

  1. From any task’s details in the right paneright pane The right pane holds the details of a task or Conversation. Read more , click the tag’s name you wish to sync. After clicking the tag’s name, notice that a list of tasks associated to the tag loads in the main panemain pane When you select a project, tag, or person, you will see the relevant list of tasks in the main pane. Read more
  2. From the headerheader The header is part of the user interface between the top bar and the main pane and lets users navigate projects. Read more , click the dropdown arrow to access the project actions
  3. Select Sync to Calendar

Sync to Google Calendar

From the Sync to Calendar popup window in Asana, highlight and copy the entire link found in the Google Calendar tab.

Projects will need to be synced individually.

In Google Calendar:

  1. Next to Other Calendars, click the drop down arrow
  2. Select Add By URL

In the popup window:

  1. Paste the link you previously copied from Asana into the URL field
  2. Click Add Calendar

Once synced, you will see tasks with due dates from that project as all day events on your Calendar.

You can click each event to find a link to the task in Asana.

To remove a synced project from Google Calendar:

  1. Next to Other Calendars, click the drop down arrow
  2. Select Settings

In Settings, click Unsubscribe next to the corresponding project’s name.

Sync to Apple Calendar

From the Sync to Calendar popup window in Asana, highlight and copy (but do not click) the entire link found in the iCAL, Outlook, or Other Calendar tab.

In Apple Calendar:

  1. Select File
  2. Select New Calendar Subscription

In the popup window:

  1. Paste the link you previously copied from Asana into the Calendar URL field
  2. Select Subscribe

In the next window:

  1. Edit the Calendar’s options. We recommend setting auto-refresh to Every 5 minutes
  2. Once you’re done, select Ok

Once synced, you will see tasks with due dates from that project as all day events on your calendar.

You can click each event to find a link to the task in Asana.

To remove a synced project from Apple Calendar:

  1. Right click (or + click on a Mac) the Asana project’s name
  2. Select Unsubscribe

Sync to Outlook

The following screenshots are specific to Outlook’s Calendar in a web browser, but the steps below can be reapplied to other versions of Outlook that this integration is compatible with.

From the Sync to Calendar popup window in Asana, highlight and copy (but do not click) the entire link found in the iCAL, Outlook, or Other Calendar tab.

In Outlook Calendar:

  1. Click Add calendar
  2. Select From internet

In the next popup:

  1. Paste the link you previously copied from Asana into the Link to the calendar field
  2. Enter a name for your Calendar
  3. Click Save

Once synced, you will see tasks with due dates from that project as all day events on your Calendar.

You can click each event to find a link to the task in Asana.

To remove a synced project from Outlook Calendar:

  1. Right click the Asana project’s name
  2. Select Remove

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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.