Navigating Asana

Interface

highlight all 5 panes

Asana’s interface is divided into 5 areas:

  1. Sidebar - access My Dashboard, Team Conversations, Team Calendar, and projects in your Workspace or Organization
  2. Top Bar - access My Tasks, Inbox, Quick Add, search, your Profile Settings, and Workspace or Organization Settings
  3. Header - contains the actions and views for the project, My Tasks, or Search View you’re currently viewing
  4. Main Pane - displays a list of tasks, Conversations, Calendar, Dashboard, progress or Files
  5. Right Pane - contains the details of a task or conversation

Sidebar

sidebar highlights

From the sidebar, you can:

  1. Access My DashboardMy Dashboard Dashboards provide a high-level view of the progress and status of projects you and your team are working on. Read more
  2. Access your favorites (indicated by the star icon)
  3. Access your recents (indicated by the clock icon)
  4. Access Team ConversationsTeam Conversations You can start a team Conversation to make an announcement, discuss multiple projects, or share team-related information. Read more
  5. Access the Team CalendarTeam Calendar A team calendar displays all tasks from all projects, that have a due date, within a team or Workspace. Read more
  6. Access your Team or Workspace’s projectsprojects Projects are lists of tasks. Read more
  7. View the TeamsTeams A team is a group of people in an Organization who are working together on a collection of projects. Read more you belong to and join other Teams in your Organization

Teams are only available in Organizations.  

Projects

Projects in sidebar

The sidebar lists the projects in your Team or Workspace. Click any project’s name and it will load in the main pane. Or, click the + button to create a new project.

The lock icon indicates a private project.  

Project Actions

Hover over a project’s name and click the three dots icon to reveal some project actions.

sidebar project actions

Click the drop down arrow to access the following actions:

  1. Highlight colorcolor Users can associate a project or tag with a color. Read more
  2. Add to or remove from your stars
  3. Copy Projectcopy project Copy a project to easily duplicate all of its tasks. You can choose which elements to carry over to the new project. Read more
  4. ArchiveArchive Archiving a project hides it from the sidebar and from search, but does not delete it. Read more Project
  5. Delete ProjectDelete Project Permanently delete a project from Asana. Archive a project instead if you want refer to the project later. Read more

Open up the project to reveal more actions in the project header.

Drag & drop projects

Drag and drop projects in the sidebar to reorder them.

Stars

Star projects, people (their My Tasks lists), tags, or custom Search ViewsSearch Views A Search View is a list of tasks or conversations that meet the criteria a user specifies in search. Read more to save and bookmark them at the top of your sidebar for easier access.

highlight stars in sidebar

Your starred items will appear in a fixed position near the top of your sidebar.

Drag and drop to rearrange your starred items.

add to stars

Adding a star

Click the star icon in the header. Notice the star turns yellow and the project now appears at the top of your sidebar.

remove from stars

Removing a star

Click the icon again to remove the star. Notice the star turns back to white and the project no longer appears in your sidebar.

Only you see what you’ve starred. Everyone in your Workspace or Organization has their own set of starred items.

Recents

Recents allow you to quickly navigate back to projects, people, or tags that you’ve viewed recently.

recents in sidebar

Your recents will automatically appear right below your starred items with a clock icon next to them.

Expand and collapse the sidebar

Collapse the sidebar if you you want more room in your browser window for the center and right panes.

collapse sidebar

To collapse the sidebar:

Click the X at the top of the sidebar.

expand sidebar

To expand the sidebar:

Click the three column button.

Top Bar

highlight top bar

From the top bar, you can:

  1. Access My TasksMy Tasks All tasks assigned to an individual can be found in their My Tasks list. Read more
  2. Access My InboxMy Inbox My Inbox displays activity on tasks, projects, or conversations a user follows. Read more
  3. Use Quick Add to create a task, project, conversation, or invite more people
  4. Run a searchsearch Search allows you to find any task, project, or Conversation in your Workspace or Organization. Read more to find tasks, projects, conversations, tags, or people in your Workspace or Organization
  5. View Help Content
  6. Access your Profile SettingsProfile Settings Profile Settings lets users adjust preferences related to their specific account. Read more , Access the Workspace or Organization Settings, or switch between your Workspaces & Organizations

Quick Add

The Quick Add button allows you to easily:

  1. Create a tasktask Tasks 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
  2. Create a projectproject Projects are lists of tasks. Read more
  3. Start a ConversationConversation Conversations are how users communicate in Asana. Start a conversation on any project or team page. Read more
  4. Invite someone new into your current Workspace or Organization

Help

help in top bar

Click the ? button to access helpful resources.

Top Bar Drop down

Click your profile photo from the top bar to reveal a drop down menu.

top bar drop down

From the top bar drop down menu, you can:

  1. Switch between your Workspaces and Organizations
  2. Upgrade your current Workspace or Organization
  3. Access your current Workspace or Organization’s Settings
  4. Create a new Workspace
  5. Leave your current Workspace or Organization
  6. Access your Profile SettingsProfile Settings Profile Settings lets users adjust preferences related to their specific account. Read more
  7. Log out of your account

The checkmark indicates the Workspace or Organization you’re currently viewing.

Header

highlight header

From the header, you can:

  1. Star the project, My Tasks, or Search View you’re currently viewing (indicated by the star icon)
  2. Access actions for the project, My Tasks, or Search View you’re currently viewing (indicated by the drop down arrow)
  3. Change the View of the project, My Tasks, or Search view you’re currently viewing
  4. View a list of project membersproject members Someone that has access to and receives notifications about a project. Read more

Actions

project actions

Click the drop down arrow to access the following options:

  • Edit Name & Description - modify the name or description of your project
  • Manage custom fields if in a Premium team or Organization
  • View in Dashboard - view the project in your Dashboard for a visual representation of its progress
  • Copy Project URL
  • Sync to Calendar - sync your tasks with due datesdue dates The date that a task or subtask is due. Read more to an external calendar
  • Add Tasks by Email - provides an email address you can use to create tasks by sending an email
  • Print - prints the project
  • Copy Project - duplicates the project
  • Move to Another Team (only available in Organizations) - move the project to another TeamTeam A team is a group of people in an Organization who are working together on a collection of projects. Read more in your Organization
  • Highlight Color - changes the colorcolor Users can associate a project or tag with a color. Read more of the project
  • Export - exportsexports Export a project, My Tasks, or Search View to a JSON or CSV file. Read more the project or My Tasks as a CSV or JSON file
  • Archive - archivesarchives Archiving a project hides it from the sidebar and from search, but does not delete it. Read more the project
  • Delete - deletes the project

Learn more about all of these actions in the Project ActionsProject Actions Project actions allow you to take action on a project such as print, archive, or delete. Read more article of the Guide.

Views

highlight views

The header allows you to switch between five different Views:

  1. List - this is the default View and displays a list of tasks
  2. Conversations (only available in projects) - this View allows you to start conversationsconversations Conversations are how users communicate in Asana. Start a conversation on any project or team page. Read more with fellow project membersproject members Someone that has access to and receives notifications about a project. Read more regarding the project
  3. Calendar - this View filters only tasks with due datesdue dates The date that a task or subtask is due. Read more and displays them in a calendar format
  4. Progress (only available in projects) - this View displays information about a project and its progress, including statusstatus A way to update project members on the progress of a project. Status includes a color (red, yellow, green) and short summary. Read more updates & a progress chartprogress chart A burnup chart that shows contrasts a project's incomplete and complete tasks over time. Read more
  5. Files (only available in My Tasks & projects) - this View filters only tasks with attachmentsattachments A file that is attached to a task or conversation. Read more

Learn more about all five of these Views in the ViewsViews Project views are different ways to see the information in a project. Read more article of the Guide.

Collapse and expand the Header

Collapse the header if you want more room in your browser window for the center and right panes.

collapse header

To collapse the header:

Click the double arrow icon.

expand header

To collapse the header:

Click the double arrow icon.

Main pane

When you select a project, tag, or person from the sidebar, you’ll see the relevant list of tasks in the main pane. This is also where you see search results, Inbox notifications, Dashboard project cards, and Conversation posts.

From the main pane, you can:

  1. Add a new task
  2. SortSort Lets you sort and view tasks in My Tasks or a project task list by different criteria like due dates, tags, or hearts. Read more and filter the list
  3. Mark a task completecomplete To mark a task with a checkmark to indicate that it is done. Read more or incomplete
  4. View and edit a task’s name
  5. Identify the other projects or tags a task is associated to
  6. See the amount of heartshearts Adding a heart is an easy way to express enthusiasm for a task, offer agreement to a comment, or express gratitude for a task completion. Read more a task has received
  7. Identify a task’s due datedue date The date that a task or subtask is due. Read more
  8. Identify a task’s assigneeassignee The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more

drag and drop tasks in list

Reorder tasks

Hover over the task’s name, left click & hold the grid icon, then drag the task up or down the list

Right pane

The right pane, is where you see the details for a task you’ve selected in the main pane.

highlight right pane

From the right pane, you can:

  1. AssignAssign The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more the task
  2. Set a due datedue date The date that a task or subtask is due. Read more & due time
  3. HeartHeart Adding a heart is an easy way to express enthusiasm for a task, offer agreement to a comment, or express gratitude for a task completion. Read more the task
  4. Identify what project the task is in
  5. Mark the task completecomplete To mark a task with a checkmark to indicate that it is done. Read more or incomplete
  6. Add a description to give the task more context
  7. Build a list of subtaskssubtasks Subtasks break a task into smaller pieces. Subtasks, like tasks, have assignees, due dates, comments, and hearts. Read more
  8. Upload attachmentsattachments A file that is attached to a task or conversation. Read more
  9. Post a commentcomment Comment on a task or conversation to offer help, answer questions, and help move work forward. Read more
  10. FollowFollow Add followers to any task and they will receive notifications about updates to the task. Read more or unfollow the task

Learn more about the functionality available in the right pane in the taskstasks Tasks 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 section of the Guide.

Expand and collapse the right pane

Collapse the right pane if you want more room in your browser window for the center pane.

collapse right pane

To collapse the right pane:

Click the X icon.

Press Esc to expand the right pane.

expand right pane

To collapse the right pane:

Click the right arrow icon.

Press Tab on your keyboard to expand the right pane.

Full Screen Mode

Enter full screen mode if you’d like to focus on a single task or presenting in a meeting.

enter full screen mode

To enter full screen mode:

  1. Click the three dot icon from the right pane
  2. Select Full Screen

Press Tab+X on your keyboard to enter full screen mode.

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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.