Emailing tasks
Forward emails to turn them into Asana tasks
You can create taskstasksTasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information.Read more and conversationsconversationsConversations are how users communicate in Asana. Start a conversation on any project or team page.Read more by sending emails to Asana.
Here's how we interpret your email:
| Email field | Task field: |
|---|---|
Email to x@mail.asana.com |
Task in My TasksMy TasksAll tasks assigned to an individual can be found in their My Tasks list.Read more |
| Additional address added in the To: field | Task assigneeassigneeThe person responsible for the task or subtask. Asana allows one assignee per task or subtask.Read more |
| CCed email recipients | Task Collaborators |
| Email subject | Task name |
| Email body | task descriptiontask descriptionTask description is a text field that allows users to add details and context to their tasks.Read more |
| Email attachments | Task attachmentsattachmentsA file that is attached to a task or conversation.Read more |
Please note that X is not a variable.
Email Tasks to your My Tasks
To create tasks in your My Tasks list via email, send an email to x@mail.asana.com. By default, x@mail.asana.com will create a task in the Workspace or Organization associated with your email address.
To change the Organization or Workspace associated with your email address:
- Click your profile photo at the right of the top bartop barThe top bar appears at the very top of Asana above the header.Read more
- Select My Profile SettingsProfile SettingsProfile Settings lets users adjust preferences related to their specific account.Read more
- Select the Email Forwarding tab
- Choose the Organization or Workspace that you want to associate with your email address
From the Email Notifications tab you have the option to Add more email addresses to your account.
Email Tasks to a Project
You can send emails to create tasks directly in any Asana project.
Every project in Asana has a unique email address, that can be used to create tasks in that project.
To find a project's email address:
- Click on drop-down arrow beside Project name in Project Actions
- Click on Import and then choose Email
You can manually identify your project's email address by using the project's unique ID:
- Open any project
- Your Project ID is the string of numbers in your project's URL (it should look like
https://app.asana.com/0/projectID/list)
To create a task in your project via email, send an email to x+projectID@mail.asana.com. For example, if your projectID is 123, you would email x+123@mail.asana.com.
Create tasks straight from your email inbox with the Asana for Gmail add-on or the Asana for Outlook add-in.
Email Conversations
You can post Conversations to your teamsteamsA team is a group of people in an Organization who are working together on a collection of projects.Read more or projectsprojectsProjects are lists of tasks.Read more by sending an email.
Email to Team Conversations
At the bottom of every Team's Conversations page, there is an email address listed. The email address for any Team Conversation is [TeamName]@mail.asana.com
Email to Project Conversations
At the bottom of every project's Conversations page, there is an email address listed. The email address for any project Conversation is [ProjectName]@mail.asana.com
Send an email to this address to create a post in that Team or project. You can also CC other people to add them as Collaborators to your Conversation.
In Organizations, you can only send Conversation posts via email from your company email address.
For example, if you were in the acme.com Organization, you can only post a Conversation via email by sending a message from your @acme.com email address, even if you have other email addresses on your account.
Ensure that everyone you include in the CC or To fields have access to your Workspace, Organization or project in Asana, and that you use the email address associated with their Asana account. If they do not have access, you may receive a notification indicating that your task could not be created.
Auto-Forward Emails
If you want to create tasks in Asana for emails you regularly receive, you may want to automatically forward them. To auto-forward emails to Asana:
- Create a forwarding email account
- In Asana, add forwarder@ to your Organization or Workspace and add this email address to Asana and the project you're emailing to
- Log out of your Asana account and log in as the forwarder account, then turn off the account's email notifications.
- Set your forwarder@ account to auto-forward mail into your Asana project. The following are instructions for common email clients:
- Gmail
- Microsoft Exchange
- Yahoo
Now, every time forwarder@ receives an email, it will be forwarded to the Asana project and assigned to forwarder (it can easily be unassigned).
Email Authentication
To ensure that your account is safe from potential phishing and email spoofing, we require that the mail server that sends your emails is properly configured for your email domain. The server must be configured so that the domain of the envelope address matches the domain of the from address. If this is not the case, you will receive an error message indicating that these addresses are misaligned and will need to contact your mail server admin to resolve this.
